Welcome to Kuali Days

Kuali Kickoff Schedule

• Opening Remarks: 8:30 – 9:00

• Keynote Speaker – Bradley Wheeler: 9:00 – 10:15

• Break: 10:15 – 10:30

• Kuali Coeus Research Overview: 10:30 – 11:00

• Kuali Financial System Overview: 11:00 – 11:30

• Administrative Portal & Reporting: 11:30 – 12:00

Welcome to Kuali Days

Kuali Kickoff Day Opening Remarks

Pat Burns

VP for IT

Theme

“Always do the right thing. You’ll please a small number of people, and amaze a much larger number of people.” – M. Twain

CSU’s Kuali Project(s)

• Board mandate to upgrade FRS to a modern, self-service financial management systemIntegrated with a research management system

• Decision to implementKuali Financial System (KFS) for management of

finances

Kuali Research Administration, now Kuali Coeus (KC), for management of research activities

Unanimous support of a 24-person committee

Kuali is Progressive!

• Only systems that integrate research & finance• Full-featured functionality in both areas• A modern, modular Service-Oriented Architecture

Positions CSU for the future

• Community SourceOpportunity to influence functionality via participating in the

Kuali Foundation

We are ‘drinking the kool aid’ of Community Source

• Much less expensive than a commercial product

CSU is Efficient!

• Staffing in administrative areas much lower than peer institutions

• Implementations of administrative IT systems are far less costly at CSUNo 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; Cornell Kuali - $31M• CU Project Manager – ‘You guys are crazy!’

The ‘Reality’ Triangle

$$$

Functionality

Time

All three” trade off” against each other

The Project Hype Cycle

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

Change is Challenging!

• No large administrative IT system comes up bug freePlease work with us to identify and isolate bugs,

and communicate them to us

We will get them fixed, in priority order

Please be patient with staff who are overwhelmed, and doing the best that they can

“We are all in this together, as a Community!”

Therefore

• Give all implementers a virtual ‘hug’ the next time you have an opportunityCSU Community: central, functional &

departmental staff

Kuali Community(ies)

• Anticipating a Kuality implementation!

And Now, Our Keynote Speaker, Dr. Brad Wheeler

Dr. Brad Wheeler

• VP for IT and CIO, Indiana University

• Professor of Information Systems, IU Kelley School of Business

• Chair of the Kuali Foundation

• A very handsome fellow!

A Few of Brad’s Significant Accomplishments!

• PI on the original Kuali grant @ $2.5M ($7.3M overall)

• PI on Kuali Research Administration, now Kuali Coeus @ $1.5 M

• Co-PI on the Sakai grant @ $2.4M ($6.8M overall)

• Co-PI on NSF HPC grants for IU• Etc., etc., etc.

Attributes!

• A national leader among higher education CIOs• Visionary and participatory

• Strong sense of ‘Community’Absolute integrity – “If you have integrity,…”

‘Always do the right thing…’ – Mark Twain• Exceptionally bright, a ‘scholar and a gentleman’• Roots & family in Oklahoma• Most articulate (thanks to 4-H)• Politically engaged with charts, graphs, etc. that

he shares with his staff

Applause!!!

• Please join me in welcoming Brad to our very exciting Kuali Kickoff event!

Kuali Coeus

For ResearchEd Kissam

Kuali Coeus Project Manager

Goal

• Provide a system with tools to relieve the administrative burden on faculty and staff

Strategy

Replace the current Research Management System

Proposal Approval and Support System (PASS) and the

Sponsored Programs award management system

(PAIS, RPS, PBS) with Kuali Coeus

General Information concerning the tool

• Kuali Coeus is a web-based application designed specifically for the research administration process

• Kuali Coeus is designed for both researchers and support staff

• Kuali Coeus provides a centralized process for creating and submitting proposals, accepting awards, performance and financial reporting, and the close-out procedure

.

Current ProcessDecentralized

PBS

Investigator

Sponsor

Compliance

University / College / Department

SP Administrator

End to End Kuali Coeus Process

Investigator/Faculty

Sponsor

Compliance

University / College / Department

SP Administrator

What is Changing

• Proposal Approval and Support System – PASS Kuali Coeus

• Proposal & Award Information System – PAIS Kuali Coeus

• Proposal Budget Spreadsheet - PBS Kuali Coeus

• Subcontracts Kuali Coeus

• Regulatory Committees eProtocol/online Kuali Coeus

• Conflict of Interest Kuali Coeus

When is it changing

• Kuali Coeus will release version 2.0 in August of 2009

• This release includes solutions for Proposal &

budget, Awards, Conflict of Interest, and IRB

• Implementation at CSU is targeted for Mid to End of calendar year 2010

What does Kuali Mean for Principal Investigators & Staff

• One tool to conduct efforts for proposals and grants

• Access via Campus Administration Portal (CAP)

• A paperless system with the ability to update or reference historical data

• Integrated with KFS

• Automated work flow process

• Ability to manage Bio Sketch for Future proposal submissions

Where to find project status

Status will be available at following web site

http://web.research.colostate.edu/RS/kra.aspx

This will contain overall project status which includes progress toward milestones

Training

Once the implementation project reaches predetermined milestones, training information

will be posted on the following site

http://web.research.colostate.edu/RS/kra.aspx

Do you know the Acronyms?

SME Subject Matter Expert

JIRA Not an acronym however is a truncation of

Gojira (Japanese for Godzilla)

UXG User Experience Group

Acronyms Continued

KEW Kuali Enterprise Workflow

KEN Kuali Enterprise Notification

KIM Kuali Identification Management

Contact Information

• Ed Kissam Kuali Project Leader• Ed.Kissam@ColoState.edu• Phone: 970-491-2754

• Project Leadership Team• Kathi Delehoy - Kathi.Delehoy@ColoState.edu• Pam Harrington - Pam.Harrington@ColoState.edu• Ron Splittgerber - Ron@Research.ColoState.edu• Doug Leavell - Doug.Leavell@colostate.edu• Edward Kissam – Ed.Kissam@colostate.edu

Kuali Financial System Overview

Lynn Johnson

Director, Business and Financial Services

University Controller

Quick Reminder

You can still register for classes if you have not done so already

Links available:

http://kuali.colostate.edu

http://busfin.colostate.edu

• CSU Kuali Days Kickoff – April 28th

(On-line viewing to follow)

• Kuali E-Doc Training Sessions - April 28th thru May 7th (On-line viewing to follow)

• Kuali Labs, Hands on Training – June 1st-12th

Kuali Training Venue

Kuali Decision Making Process

Kuali

Technical Staff

Technical

Issues

Kuali

Operational Staff

Options &

Recommendation

s

Campus Advisory Group

Decision

Collaboration

Final Decision

College Administrative

Advisory Group

Training Strategy

Trainers

KFIG Subcommittees Kuali E-Docs

Kuali Financial Implementation Group (KFIG)

KFS Strategy

As few changes as possible:

• 7 digit account number – just added a 0 to the end

• General and Sub Ledgers merged into one account

• First two digits of account number will represent fund group

• Removed duplication in subcode numbering scheme

• Fund group field is alpha only – renamed fund groups

Account Structure

FRS KFS• General Ledger (GL) Acct

(022376) Account (2237600)

• Sub Ledger (SL) Acct(223760)

077215/772150 7721500

013000/134862 1348620

026020/260200 2602000

Subcode Structure

FRS KFS• Account Control (GL)

(1437, 2020) Object Code (1437,2020)

• Subcode (SL) (4380,6600)

(0600, 4000)

2111 Payable to Stu/Custm 2111 Pay to Stu/Custm

2111 Adm Pro Salary 5111 Adm Pro Salary

Subcode Structure

Object Code Range Type Example Object Codes

1XXX Asset Accounts Receivable (1437)

2XXX Liability Other Payables (2101)

3XXX Fund Balance Fund Balance (3000)

4XXX Revenue Other Sales + Service (4380)

5XXX – 9XXX

Expense General Supplies 6201Office Supplies 6208

Kuali Fund Naming Structure

FRS KFS

13 Education & General EG

14 Veterinary Medicine VETMED

22 General Operations GENOP

25 Student Course Fees COURSE

53 Sponsored Programs SPONPR

78 Capital Assets, Auxiliary CAPAUX

Examples

The New KFS

All functionality for these systems will move into KFS for FY 10

Single Sign-on to KFS via Campus Administrative Portal

FRS CIS

CashNet(Department

Deposits)SciQuest

KFS

July 1, 2009 for FY 2010

CIS/SciQuest

FRS KFS

Requisitions Requisitions

IMOs & WOAs Internal Orders

AFEs Disbursement Vouchers

CIS Journal Entries (JE) -Adjustment/Accrual Voucher

-Distribution of Income & Expense

-General Error Correction

-Transfer of Funds

CashNet

FRS KFSCashNet Departmental Cash Receipt

Doc

Deposits

Travel/ACard

• Travel pre-trip will stay as it is for now

• Post-trip will be done as a Disbursement Voucher

• ACard will be done on the Procurement Card (Pcard)

Future Modules

• Future KFS Modules to be examined post-implementation

o Budget Construction

o Accounts Receivable (not student related)

o Labor Distribution

KFS Advantages

• Integrated System

• All documents have a similar look & feel

• Ease of monitoring document status

• Electronic workflow with e-mail notification

KFS Advantages

Greatest Advantage – Lynn’s Opinion

• Provides Opportunity to improve space utilization and efficiency

FRS KFS

+

Kuali Implementation Notes

• Tried and True GL – in use at IU since 2/5/09

• Some glitches are to be expected

• Will work to minimize the impact

• Live 7/1/09

Kuali Reporting

Administrative Portal & Reporting

Don Hesser

Director of Information Systems

On July 1, 2009

Delphi

Future Access to Data:No Functionality Lost

• ODS replaces Delphi after July 1, 2009 as the central data repository• MS Access reports will need to be converted

• Data will be available in 3 ways• Web Access to ODS using Oracle Discoverer• Direct Access to ODS using MS Access or ODBC• eThority (access, to ODS, and other data)

• Reports will be available as follows• Vista Plus (ePrint Replacement)• New Canned Reports Similar to FBM090 and FBM091

Training• For Vista Plus

• Via Live Webinar(s) • Schedule will be Posted on Kuali web site

• By CTSS if Webinar proves insufficient• For Discoverer

• By CTSS – enroll at www.ctss.colostate.edu • Training has been in effect for over a year

• For eThority• Contact Dirk.Pruitt@Colostate.edu • 970-297-4101

Web Access to Data(Typical)

Oracle or SQL– Data Mart

eThority or ODS Data

Data Users

Financial HR Research Foundation PurchasingSIS

Data access can be partitioned at any level of granularity

Authorization can be distributed at any level of granularity

Database & Database Server

eThority or Oracle Discoverer Web Access

Internet

New Model for Data Access –

To Facilitate Access to data

Systems of Record

Data Authorities - Approve Data Stewards - Approve Restricted Access to Specific Data Users

ShireyKFSSISHR

Data Users (Departmental Analysts)

KCJohnsonCalhoun TBD

Data Stewards (College/VP Business Officers) - Approve Data Users Access to ‘Protected’ Data

- Submit requests to Data Authorities for Access to Restricted Data

Classification of Data

• For each System of Record, Data Authorities will define data elements and scope:o Protected data – access can be granted to Data

Users by Data StewardsoRestricted data – Data Steward must petition

Data Authority for access by each Data Usero Private data – data not to be shared, e.g. SSNs,

CCN’s, etc.

Next Steps

• New Data Access model will emerge over the summer.

• More to come…..

CAP Campus Administrative Portal

• Live in Early February 2009• Single Access Point for Administrative

Applications• Single Sign-on Using EID

• Some Applications will require an additional Sign-on

Current CAP Applications

• Appworx Scheduling• ARIES (Not AriesWeb) • CIS (disappearing July 1, 2009)• Discoverer Reporting against ODS• FAMIS – Facilities Management• KUALI Training• Oracle HR and HR Self-Service• SciQuest (being integrated into Kuali)• Vista Plus Report Management

Future Applications Before July

• AriesWeb• Kuali Production with Embedded SciQuest• Sponsored Research

https://cap.is.colostate.edu

Thank you for joining us!