20
Kuali Financial System – Kuali Coeus Research Administration IAC Briefing April 9, 2009 April 9, 2009 1 Kuali Upgrade Status

Kuali Financ ial System – Kuali Coeus Research Administration

  • Upload
    ajaxe

  • View
    50

  • Download
    0

Embed Size (px)

DESCRIPTION

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

Citation preview

Page 1: Kuali Financ ial  System – Kuali Coeus Research Administration

Kuali Financial System – Kuali Coeus Research Administration

IAC Briefing

April 9, 2009

April 9, 2009 1Kuali Upgrade Status

Page 2: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 3: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 4: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 5: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 6: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 7: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 8: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 9: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 10: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 11: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 12: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 13: Kuali Financ ial  System – Kuali Coeus Research Administration

April 9, 2009 Kuali Upgrade Status 13

Reality Triangle – the Constraints

$$$

Functionality

Time

All three” trade off” against each other

Page 14: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 15: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 16: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 17: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 18: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 19: Kuali Financ ial  System – Kuali Coeus Research Administration

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

Page 20: Kuali Financ ial  System – Kuali Coeus Research Administration

Questions

Are most welcome!

April 9, 2009 Kuali Upgrade Status 20