Kuali Financial System2008 Update

Kathleen McNeelyChairperson Kuali Functional Council

Mark McGurk Functional Council Representative

Kuali Financial Systems History and Update

Community Source Projects

• “Community source describes a model for the purposeful coordinating of work in a community. It is based on many of the principles of open source development efforts, but community source efforts rely more explicitly on defined roles, responsibilities, and funded commitments by community members than some open source development models.”

• …. from www.sakaiproject.org

Kuali Financial Systems

• Community Source• Comprehensive

– Any Carnegie Class institution; Community College to R1

– e.g. Indiana University• 2 R1 campuses• 6 smaller campuses

• Internal Controls

Huh?

Loose Coupling

Decomposed (Non-Monolithic) Software Suites

Best of Breed ‘Services’

Non-ProprietarySoftware Solutions

?? Value Propo$ition$ ??

KFS Partners

• Nine Institutional Partners

• NACUBO and The rSmart Group are Founding Partners

                                                                 

KFS ScopeRelease I

Chart of AccountsGeneral LedgerFinancial e-DocsDisbursement VoucherOn-line balance inquiriesKuali Enterprise Workflow (KEW)Basic reports

Release IIPhase I enhancements Completion of y/e closing processes Chart of Accounts global documentsLabor DistributionContracts & Grants (pre award)PurchasingAccounts Payable

Release IIIBudget ConstructionAccounts ReceivableCapital AssetsMajor Purchasing EnhancementsOther Release I and II Enhancements

LaterEndowment

What’s not Included?

• Applications that could be specific to individual institutions:– Decision Support Environment– Security Structure– Cash Disbursement Configuration, i.e. “Check

writers”

KFS Features

• Modular Design

• Scalability

• Distributed Access

• Flexible Chart of Accounts

• Robust Workflow Engine

• Sophisticated y/e processes

Modular Design

E-Forms

Kuali

Workflow Portal

• Reports• Data

Decision Support

System and adhocQueries and Reports

Chart of Accounts

-General Ledger

“External” feedsPayrollStudents ReceivablePhysical PlantLibrary fines etc.

Modular Design

• Clean “handshakes” between modules

• Can implement some or all of the modules– Capital Assets module may be more than is

needed for schools with limited research activity

– The Endowment module may be attractive for schools running other financial systems

Scalability

• No limit to the number of– Users– Accounts– Data values– Transactions– Custom Attributes

• e.g. IU campuses

Distributed Access

• Department personnel initiate transactions from their desktop web browser – the software is not installed on their machines

• Initiator receives immediate feedback on the validity of the transaction – both valid data and compliance with business rules

• Past transactions can be retrieved and reversed or “copied”

• Transaction data can up uploaded from spreadsheets

• Documents can be attached in notes

Benefits for a Controller/CFO

• Chart of Accounts made for higher education– Function Codes– Fund Groups– Restriction Status

• Includes functionality missing in many vended packages– Encumbrances– Carry forwards and reversions– Special reporting attributes customized to each

implementer– Fiscal year-to-date and project year-to-date balances

Benefits for a Controller/CFO cont’d

• System is scalable for level of complexity required by different institutions

• Workflow allows for individual set up for approvals/fyi: school/department/campus

• Business rule configuration allows for enhanced internal controls

• Exceptional documentation for users• KFS product will include tools for effective financial

management– Template of core financial policies– Training Series module for fiscal officers

Governance

• KFS Board– Voting member from each Institution– NACUBO and r-smartn– Chair from Indiana– Extended Board

• Project Manager– Developers from each Institution

• Functional Council– Members from each Institution– NACUBO and The r-Smart Group– Subcommittees

KFS Governance

Board of Directors and Founding Partners Brad Wheeler, Chairman, CIO and Dean IT Bloomington, Indiana University (IU)

Bruce Alexander, Michigan State University (MSU)J Michael Allred (UCDavis)

Lee Belarmino, San Joaquin Delta College (DC)Chris Coppola, The rSmart Group

Joanne DeStafano, Cornell University (CU)Charles Ingram, University of Arizona (UA)David Lassner, University of Hawaii (UH)

John Walda, NACUBO (N)Barry Walsh, Executive Director, Indiana University (IU)

KUALI COMMUNITY SOURCE PROJECT ORGANIZATIONAL CHART

Last Modified: 4/29/2008

Architecture Advisory Group

Brian McGough, ChairBryan Hutchinson, CU

Aaron Godert, CUChris Kirschenman, DC

Terry Durkin, IUJerry Neal, IUJay Sissom, IUJeff Morris, IU

Andrew Holloman, UATony Potts, rSmartRalph Olstad, DC

Wes Price, UH

Functional CouncilKathleen McNeely, Chair, IU

Mark McGurk, UAKymber Horn, UAArthur Mintz, CUSteve Lutter, CUClairTyson DC

Kathy Cutshaw, UHKathie Egami, UH

Henry Ito, UHJoan Hagen, IU

Dave Brower, MSUVince Schimizzi, MSUBruce Alexandar, MSU

David Lyons, NDick Barber, rSmartRich Andrews UCI

Project ManagerJim Thomas, IU

Developer and Technical Pool

20 – 30 Team

Members

Kuali InvestorsOregon State University

(OSU)

IU Foundation(IUF)

Chart of Accounts1 IU-Bill Overman, Chair2 CU-Pat Kane3 CU-TBD4 DC-Claire Tyson 5 MSU-Vince Schimizzi6 UA- Floyd Roman7 UH-Paul Kikuchi8 UC TBD

General Ledger and eDocuments1 IU-Joan Hagen, Chair2 MSU-Vince Schimizzi, Chair3 CU-TBD4 DC-Claire Tyson5 IU-Sterling George6 UA-John Lockwood7 UA-Kymber Horn8 UH-Paul Kikuchi9 UH-Wendall Ho10 UH-Dennis Nakamura

Workflow/Routing1 IU-Damon Dorsey, Chair2 CU-Steve Lutter3 DC-Claire Tyson4 MSU-Ann Thorsen5 UA-Kymber Horn6 UH-Tammy Lu-Vandevender7 UH-Henry Ito

Decision Support and Basic Reporting1 CU-Steve Lutter, Chair2 UA-Liz Taylor, Chair3 IU-Chris Shelton4 IU-Damon Dorsey 5 CU -Marcia Page6 DC-Claire Tyson7 MSU-Steve Ueboerroth8 MSU-Greg Deppong9 MSU-Bill Sperber10 UH-Russell Miyake11 UH-Kathy Cutshaw12 UH-Dennis Nakamura13 UH-Wayne Fujishige

Accounts Payable and Purchasing 1 IU-Lorelei Meeker, Chair2 IU-Jennifer Fouty, Chair3 CU-Cathy Solino, Chair4 CU-Steve Lutter5 DC-Mary Bernardino6 DC-Jerry McLean7 IU-Peggy Maschino8 MSU-Boyd Shumaker9 UA-Patty Taylor10 UA-Tammy Strom11 UH-Emiely Jorgensen12 UH-Mike Wong13 UH-Tammy-Lu Vandeventer

Labor Distribution1 UA- Suzanne Zimbardo, Chair2 CU- Jeff Siber3 DC-Sharon Underwood4 IU- Sterling George5 MSU- Julianna Douches6 UH- Mike Wong7 UH- Paul Kikuchi

Budget1 IU–Steve Keucher, Chair2 CU–Mike Whalen3 DC–Raquel Pentes4 MSU–Ann Rhodes5 UA–Jim Florian6 UH-Dennis Nishino7 UH–Bo Nagao

Accounts Receivable1 IU-Anna Jenson, Chair2 CU-Cathy Salino3 DC-Chris Esposeto 4 MSU-Mary Nelson5 UA- Mark Barton6 UH- Paul Kikuchi7 UH-Galen Kuramoto

Capital Assets1 DC-Shelley Pierce, Chair2 CU–Nancy Abbott3 IU–Anna Jensen4 MSU-Boyd Shumaker5 UA–Alan Blumberg6 UH–Ken Lum7 UH–Kevin Hanaoka

Endowments1 Chair TBD2 CU–TBD3 DC–Shelly Pierce4 IU–Joan Hagen5 MSU–Glen Klein6 UA–Marlene Moldenhauer7 UH–Paul Kikuchi

Research Administration1 IU-Jim Becker, Chair2 CU-Dan Dwyer3 CU-Jeff Silber4 DC-Imelda Mora5 DC-Sharon Underwood6 MSU-Dan Evon7 UA-Sherry Easham8 UA-Lori Schultz9 UH-Kevin Hanaoka10 UH-Galen Kuramoto11 UH-Dennis Nakamura

Technical Council Brian McGough, ChairAndrew Holloman, UA

Mark Mara, CURalph Olstad, DC

Wes Price, UHCathy Tan, MSU

Tony Potts, rSmartArlene Allen UCSB

Project CoordinatorJulie Bennett Dreesen

(IU)

Extended BoardDavid Brower, MSU

David Gift, MSUSally Jackson, UAKris Hafner UCOP

David Koehler, CornellBrian McGough, IU

Kathleen McNeely, IU Liz Taylor, UA

Jim Thomas, IUDavid Lyons, NACUBOJohn Robinson, rSmartSue Menditto, NACUBO

Glossary of Terms

• Glossary of terms being developed by KFS Functional Council

• Exercise started last fall

• Goal is to have Glossary posted in June

• Current volume:– 23 pages– Approximately 650 terms

Community Sourceor Commercial

• Financial Information Systemthe University of Arizona Experience

– Mark McGurk - Comptroller

University of Arizona’s Experience

• Research I University

• 36,805 Students, 11,661 FTE Employees

• $1.284 Billion in annual expenditures– 66% salary & wages and fringe benefits

• Everything data-entered centrally

• No electronic workflow

• Departmental need for detailed costing

Partner Implementation Plans

Start Date Completion Date

Indiana University Spring, 2008 2011

University of Arizona Spring, 2008 July, 2009

Cornell University January, 2007 2012

Michigan State University Fall, 2008 October, 2009

San Joaquin Delta Fall, 2009 July, 2010

University of California Davis 2008 2012

University of California Irvine 2009 2011

University of Hawaii 2008 2010-2011

Colorado State University Fall, 2007 July, 2009

University of Southern California 2010 undetermined

*Some Dates are tentative and will change with additional planning

Kuali Financial System 2008 Update

Questions?