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Kuali Financ ial System – Kuali Coeus Research Administration. IAC Briefing April 9, 2009. Themes. Carpe diem CSU is the ‘low-priced spread,’ but because of the quality of CSU contributions & staff, you can’t tell that ‘it isn’t butter.’ - PowerPoint PPT Presentation
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Kuali Financial System – Kuali Coeus Research Administration
IAC Briefing
April 9, 2009
April 9, 2009 1Kuali Upgrade Status
Themes
Carpe diem
CSU is the ‘low-priced spread,’ but because of the quality of CSU contributions & staff, you can’t tell that ‘it isn’t butter.’
Change, although difficult at times, is to the long-term benefit of the institution
April 9, 2009 2Kuali Upgrade Status
Background – Financial Management System (FMS) Board in Q3 2006 reviewed financial mgmt.
software at CSU & CSU-Pueblo A financial system upgrade was explored,
encompassing both campuses Decision against an integrated system:
CSU-Pueblo’s system is home grown, and finance is integrated; deconstruction infeasible
CSU financial environment much more complex than at CSU-Pueblo, an integrated system is not a good ‘fit’
Mandate to upgrade CSU FRS by Jan. 1, 2009
April 9, 2009 3Kuali Upgrade Status
Research Management System (RMS) During the same time period, Research Services was
exploring strategies for the future of its systems Current RMS is home grown, with areas of very good
processes, but not integrated across functional areas, and difficult to scale to meet future needs
Current system is not sustainable due to growing research volume, need for additional functionality, reporting, auditing, and emerging requirement for CSU PI’s and others to integrate with grants.gov
Solution: a formal Research Mgmt. System
April 9, 2009 4Kuali Upgrade Status
Perspective
Current finance system - FRS 17 years old Only records transactions, little business intelligence
or ability to manage our finances Not interactive Does not support collaborative research (multi-year,
multi-project budgeting & accounting, purchasing, etc.) We need an FMS that supports and integrates with an
RMS Explore an integrated approach
April 9, 2009 5Kuali Upgrade Status
April 9, 2009 Kuali Upgrade Status 6
FMS Software – All Vendor Products Three products developed for other markets
Oracle, SAP – private sector PeopleSoft – purchased by Oracle, higher ed product Sungard/SCT – “small schools”
All four products have significant gaps Financial gaps & little or no research functionality
Landscape remains very uncertain Risks high, especially with Oracle and PeopleSoft Should we invest in products that are ~End-of-Life?
No vendors have solutions that: Provide good performance in large-scale, real time environments, Solve the identity management imbroglio, and “Throwing” massive consulting in does not work, e.g. CBMS
April 9, 2009 Kuali Upgrade Status 7
Analysis
Now may be the worst time to purchase large administrative software applications High costs of licensing and inflation Low functionality, numerous “gaps” Extraordinary integration efforts required Managing vendor consultants very labor intensive
Even worse for a “best of breed” approach High risk, low benefit for vendor software
April 9, 2009 Kuali Upgrade Status 8
The “Landscape” These factors are ubiquitous in higher education,
especially in R1 institutions, and a thriving “community source” movement has emerged, that offers (See It Takes a Community, NACUBO, January 2009) Lower overall cost Better functionality Unconstrained, less complex integration with other
systems Easier implementation A good risk to accept By and for higher ed with promise of sustainability
April 9, 2009 Kuali Upgrade Status 9
However, Community Software Requires local expertise
Functional and technical Requires local programmers, as we participate in the
Kuali Foundation An opportunity to influence the development so we do not take a
step “backwards,” particularly from current research systems To Collaborate with our partners to assure best practices in
meeting federal requirements As a Resource to implement local business rules
Kuali Characteristics
Only systems that integrate research & finance
Full-featured functionality in both areas A modern, modular Service-Oriented
Architecture Positions CSU for the future
Opportunity to influence functionality Much less expensive than commercial
products
April 9, 2009 Kuali Upgrade Status 10
Decisions Implement community source products
Supported unanimously by a campus committee of 24 with broad representation & discussion
Approval by CSU administration Process
Kuali Financial System – go live July 1, 2009 Kuali Research Administration (now Kuali Coeus) –
engage in a multi-year development effort, and implementing modules as they become available
Define two functional project teams and Implement jointly, with IS’ support
Include reporting from the beginningApril 9, 2009 Kuali Upgrade Status 11
KFS-KC Project Structure
April 9, 2009 Kuali Upgrade Status 12
Steering Committee
Executive Sponsors
Executive Directors
Project Managers
A. Dineen, VPF
T. Fluharty, B&FS
K. Delehoy, AVPR
R. Splittgerber, RS
J. Hunter, B&FS
SVP/Provost
P. Burns, VPIT
D. Hesser, IS
K. McHenry, IS
P. Harrington, OVPR
E. Kissam, OVPR
KCKFS
April 9, 2009 Kuali Upgrade Status 13
Reality Triangle – the Constraints
$$$
Functionality
Time
All three” trade off” against each other
CSU – the ‘Low-priced Spread’ Staffing in administrative areas much lower than
peer institutions Implementations of administrative systems are
far less costly at CSU No backfill for staffing – ‘day’ and ‘night’ jobs
Calls for new skill sets—challenge/opportunity Examples of project implementation costs:
CSU SIS - $5.7M; CU SIS - $49M CSU KFS & KC - ~$3.5M; CU Finance &HR - $50M; UA
Finance &HR ~$80M CU Project Manager – ‘You guys are crazy!’
April 9, 2009 Kuali Upgrade Status 14
Budget Encompassing Both Projects Base project budget
KFS - $218k/yr KC - $338k/yr Reporting - $90k/yr Total = $646k/yr.
One-time project budget KFS - $688k KC - $655k Reporting - $90k Total = $1,433k
Significant departmental investments to complement the project budget above
April 9, 2009 15Kuali Upgrade Status
What’s Ahead
KFS kick-off April 28, 2009 (1/2 day) KC foreshadowed
Kuali Financial System ‘go live’ July 1, 2009 Initial alpha training in January 2009 Formal campus training to begin in early May 2009 Detailed training in June
Reporting Delphi data warehouse to be decommissioned 7/1/09 Currently in conversation with CAAG and others about a
functional replacement eThority and Oracle Discoverer in place
April 9, 2009 16Kuali Upgrade Status
Campus Impact Greatly improved functionality & access
Direct web access Administrative staff Faculty/PIs
But, new: cultural & operational changes FMS – a big change from FRS Reporting systems – a change from delphi RMS – a systematic approach to grant submission
and management New learning curves during time when staff and budgets
are shrinking, overlaid with year end financial closeout
April 9, 2009 Kuali Upgrade Status 17
Request
KFS: Encourage staff, especially faculty, to attend training
KC: Encourage staff, especially faculty, to participate in development, testing, and training
Understand the cultural changes and stress introduced into our environment Wholesale change in the financial environment
Support your staff and the new systems as they come on line
Encourage feedback to [email protected] and to the project team
April 9, 2009 Kuali Upgrade Status 18
The Project Hype Cycle – for All Large Software Projects
Source: Mike Zastrocky,The Gartner Group
Positive
Hype
Technology Trigger
Peak of Inflated
Expectations
Trough of Disillusionmen
t
Slope of Enlightenment
Plateau of Productivity
Maturity
Negative
Hype
Time
FRS
Functionality
April 9, 2009 19Kuali Upgrade Status
Questions
Are most welcome!
April 9, 2009 Kuali Upgrade Status 20