Open source administration software for education for higher education, by higher education How to Sell KFS to Management: University of Connecticut’s

open source administration software for education

for higher education, by higher education

How to Sell KFS to Management:University of Connecticut’s Evaluation and Decision Making Process


Charles Eaton, ControllerAnnette Pavone, Manager of

Inventory Control and Capitalization

University of Connecticut’s Evaluation and Decision Making Process

How to Sell KFS to Management

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UConn’s Situation

• Mainframe legacy FRS system in use at UConn since 1991

• UConn requires an FRS-replacement solution based on SCT’s stated plan to cease product support December 2011

• With today’s web-based systems, FRS has reached the end of its useful life

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UConn’s Options

• Evaluated Two Vended ERP Systems– PeopleSoft Financials

• Used by the State of Connecticut• Inflexible and costly• Not designed for higher education

– SCT Banner• Being implemented by UConn Health Center• 2005 Synergy Project – no requirement to have same

system as UCHC

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UConn’s Options (continued)

• Homegrown System– Too complex– Lack of adequate staffing

• Open Source (Kuali Financial System)– Designed by higher education for higher education– High functionality– High value proposition– Benefits of collaboration

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UConn Explores the Kuali Community

• Attended Kuali Days 2007, 2008– Functional and technical staff across campus– UConn's introduction to KFS

• Developed Kuali Workflows at UConn– Dependent Tuition Waiver– Inventory Control Workflow– Administrative Task Authorization

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UConn’s Proof of Concept

• Proof of Concept (formerly “Kualifier”) developed by rSmart– UConn’s chart of accounts converted into KFS– Beginning balances entered as of July 1st – Ability to “try out” various e-docs in the KFS

environment using familiar accounts– Test environment allowed for “impersonation” to

push e-docs through entire process (i.e., simulate workflow)

• Proof of Concept (“POC”) objective: Does KFS meet the business needs of UConn?

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UConn’s Proof of Concept Phase 1: Central Financial Staff

Critical: Must obtain central financial staff commitment • Initial central financial staff included: Accounting,

Budget and Sponsored Programs• Small group sessions (8-10 staff)

– What is Kuali?– Demonstrated POC

• Encouraged staff to explore e-docs (have fun!)• Staff began to ask “How will this work?”• Handout: “KFS Quick and Useful Facts”

– Major differences with FRS – Useful tips

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UConn’s Proof of Concept Phase 1: Central Financial Staff (continued)

• 2-Day Chart of Accounts Workshop in September 2009 with rSmart on-site– Explanation of conversion strategy in POC– How is FRS different from KFS?– Fit-gap analysis / report– Hands-on work in the POC

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UConn’s Proof of Concept Phase 2: Extended Central Financial Staff - PURAP

• 2-Day PURAP (Purchasing and Accounts Payable Module) Workshop in October 2009 with rSmart on site– Vendor conversion – what is in POC?– FRS Purchasing vs. KFS Purchasing Fit Gap– Demos: Requisition, Purchase Order, Receiving,

etc.– Hands-on testing scenarios

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Kuali Days 2009 : The Mission

• Attendance by staff across functions– Management– Central financial staff– IT staff

• Our Mission: Get the real story– Plan of attack – cover as many sessions as possible– Meet people, ask questions, ask more questions!

• UConn staff left San Antonio reassured, excited, and inspired!

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Kuali Days 2009 : The Mission (continued)

Goal: Obtain IT’s commitment• Invite IT staff to Kuali Days• Naysayers impressed by Brad Wheeler• Newly hired CIO from San Antonio• IT needs to learn about the Kuali community

and see first hand

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UConn’s Proof of Concept Phase 3: Community Rollout – January 2010

• Invited staff who currently use FRS from departments across the University – Academic– Research– Auxiliary– Student Services– Athletics– Internal Audit

• Over 80 attendees!

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UConn’s Proof of Concept Phase 3: Community Rollout – January 2010 (continued)

• Introduction to KFS Presentation– What is KFS / Kuali?– Why KFS?– FRS to KFS comparison– Demonstration of several e-docs / functions– Very positive reactions (the WOW factor!)

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UConn’s Proof of Concept Phase 3: Community Rollout: February 2010 (continued)

• 2-day workshop with rSmart– Overview of KFS community– Brief overview of conversion strategy for POC– Hands-on work

• Budget Adjustment• Requisition / PO / Receiving• What we learned: audience too big / broad for hands-on

– Question and answer session• Ease their fears (ended up having to control their

enthusiasm!)• How can we help them feel comfortable in the POC?

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UConn’s Proof of Concept Phase 3:Community Rollout (continued)

• Kuali_testers listserv– Provided tips (Did you know …?)– Updates

• Learning and sharing tools– SharePoint website– FRS to KFS comparison:

• Documents vs. e-docs• FRS inquiry screens vs. KFS balance inquiries

– Requisition to payment request step-by-step flowchart

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UConn’s Proof of Concept Phase 3:Community Rollout (continued)

• Hands-on “drop-in” sessions– Work best with similar employee types– 1-5 participants– Time to answer specific questions / concerns– Additional demos

• Concluded Proof of Concept phases with a SharePoint online survey

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UConn’s Site Visit: Colorado State University

• CSU is a KFS success story– Recently went live with KFS– Smooth and timely implementation– Willingness to share experience with UConn

• CSU is comparable to UConn– FRS school, similar size, land grant university

• Mission: what are the “real stories”?– How are things really working with KFS? – How did the implementation go?– Advice and inspiration

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UConn’s Site Visit: Colorado State University (continued)

• Preparing to visit– Questions for all departments

• 25 page document• Organized by functional / technical areas• Included table of contents

– Sent questions in advance• Eliminated surprises • Provided sufficient time to answer questions• CSU Controller distributed document

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UConn’s Site Visit: Colorado State University (continued)

The UConn invasion!• Representation from departments across university

– Central financial– Academic– IT staff– Auxiliary– Student services

• Met with CSU counterparts• 2 ½ -day visit • Mission accomplished!

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UConn’s Evaluation of KFS: Final Steps

• CSU visit participants met at UConn– Tabulated responses– Discussed impressions– Should we go ahead with KFS? YES!

• Gathered and summarized all other feedback– Staff surveys– Fit-gap report created with rSmart

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Staff Impressions Received From UConn POC Participants

• Overall favorable impressions with respect to:

Adaptability to UConn’s business requirements

Workflow capability

Ease of “crossover” from FRS

Overall software functionality

Ease of Use / Layout / “Look & Feel”

Commitment of Kuali community participants

• A detailed survey of UConn KFS Proof of Concept participants revealed an overall favorability rating of 4.3 out of possible 5.0

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Staff Impressions Received From CSU Visit Participants

• Survey of administrative and academic staff who visited Colorado State University in May concluded on a scale of 1 (lowest) to 4 (highest):– KFS is a viable financial system: 3.70– Would you choose KFS: 3.74– CSU implementation positive experience: 3.07– CSU staff were satisfied with KFS: 3.43– CSU staff strong commitment to support KFS: 3.63– rSmart viewed positively by CSU staff: 3.76

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UConn’s Evaluation of KFS: Final Steps

• Present the case to President’s Senior Administrative Team– KFS is the best fit for UConn– KFS functionality– KFS is suited to UConn’s business needs– KFS is viable – Quantified input from all participants

• Senior Administrative Team votes “YES!”

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UConn’s Next Steps

• UConn joins Kuali Foundation and becomes a Sustaining Partner in KFS

• UConn submits a comprehensive 60-page RFP to engage implementation consultants

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UConn’s Next Steps (continued)

• Currently in negotiations with consultants

• Implementation planning phase set to begin December 2010

• Anticipated “Go-live” date: July 1, 2012

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Key Points

• Implement a proof of concept• Get financial team on board first • Get IT commitment• Engage academic and other

departmental users in KFS evaluation• If possible, visit an implemented school

similar to yours

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Key Points (continued)

• Momentum is essential• Strong leadership must inspire• Keep Kuali in front of key decision makers• Get academic leaders engaged• Begin to set realistic expectations• Communicate, collaborate, consider,

convince, corral, and commit!

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Questions?

Thank you for joining us and have a safe trip home!

University of Connecticut’s Evaluation and Decision Making Process

How to Sell KFS to Management

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