Transcript Slide 1

Kuali Community Forum
March 2010
Robert Abeles
Sr. Vice President and Chief Financial
Officer
Introductions
• Introduce yourselves to those around you, who
you have not met before
• At your tables, discuss and complete this
sentence:
– The Kuali Financial System project gives us the
opportunity to reexamine how the university does
__________________.
• You can have multiple answers at your table
• Select someone to take notes and report out for
your table
Agenda
Welcome
Introduction
SBO Perspective
Project Organization
Workplan Overview
Break
Expectations
Kuali User Perspective
Kuali Website
User Engagement
Bob Abeles
Stephanie Honda
Candi Jacobs
Margaret Harrington
Tim Woodward
Stephanie Honda
Awilda P. Bregand
Brian Mico Quinn
Margaret Harrington
SBO Perspective
• The reason we are
replacing our existing
financial system with
Kuali Financial System
• Kuali Financial System is
already built
• Our role in the KFS
implementation project
Project Organization Chart
FINANCE COMMITTEE
EXECUTIVE STEERING COMMITTEE
Bob Abeles, Chery l Birch, Erik Brink, Rob Cooper, Jim Ellis,
Margaret Harrington, Candi Jacobs, Rob Johnson, Dav e
QUALITY ASSURANCE
John Hrusov sky
Murphy , Amir Rahnamay -Azar, Ilee Rhimes, Coreen
Rodgers, Margo Steurbaut, Ken Wozniak
KFS FUNCTIONAL COUNCIL
Chery l Birch, Erik Brink, Ted Budge,
Scott Catherall, Cly de Henry ,
PROJECT REVIEW
Ilee Rhimes, Rob Johnson,
Ken Wozniak
PROGRAM DIRECTOR
Gretchen Lees, Tom McWhorter,
Tim Woodward
Dav e Murphy , Amir Rahnamay -Azar
PMO & FINANCIAL TRACKING
Lisa Kass, Maria Lam
USER ENGAGEMENT
Margaret Harrington
APPLICATION DEVELOPMENT
SYSTEM INTEGRATION
TECHNICAL OPERATIONS
Mark Morris
Tim Woodward
Phil Berres
CHANGE MANAGEMENT
--Specification Definition
--Data Mapping
--Architecture
--Communications
--System Design
--System
Interf aces
--Inf rastructure
--User Training
--Coding
--Data Migration
--Capacity
Planning
--Help Desk
--Process
Automation
--Gap Analy sis
--Portal
--Testing
--Project Plan
Maintenance
--Authentication
--Deployment
--Security
--BI/Reporting
Technology
--Operations
Turnover
--Disaster
Recovery
--Development
Platf orm
--Production
Platf orm
--Business
Process Ref resh
--System Change
Management
--Requirements
Def inition
ADVISORY GROUPS
GL/CoA/Fin
Transactions
Purchasing/AP
Capital Assets
Data
Management
Kuali
Inf rastructure
Executive Steering Committee
Charge
Providing advice to and support for the Kuali
project manager and university leadership;
Assuring that key objectives and timelines are
met;
Advising on communication with and
involvement of the user community; and
Promoting Kuali throughout the university
community
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Functional Council Charge
The KFS Functional Council is responsible for
assuring that the Kuali Financial System and
applications developed in Kuali Enterprise
Workflow meet the business needs of the
University. The Council assures the effective
engagement of the business and user
communities, and sets the standards for
appropriate customization of Kuali systems to
meet USC operational needs and preferences.
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Functional Council Charge,
cont.
The Functional Council
– appoints and charges advisory groups;
– monitors progress and recommendations of
application work groups;
– articulates the criteria and approval process for
customizing Kuali;
– approves the business design of system
infrastructure supporting all KFS and KEW
applications (e.g., organization codes, identity and
user management);
– resolves conflicts among competing business
priorities.
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Role of Advisory Groups
Review fit-gap analysis, distill input from user
community, advise project team in design and
development
Advisory Group will receive user input through
focus groups, forums, surveys and other
communication mechanisms
Advisory Group will review and prioritize
requests for system modifications
May recommend redesign of business
processes
One or two reps of Advisory Group are
members of the project team
10
Advisory Groups
• General Ledger/Chart of Accounts/Financial
Transactions
• Purchasing/Accounts Payable
• Capital Assets Management
• Data Management
• Kuali Infrastructure
Project Organization Chart
Q1
2009
Q2
Q3
Cashiering
GL/CoA
Q4
Q1
2010
Q2
Q3
JVs P-Card
Q4
Q1
2011
Q2
Q3
Q4
2012
Q1
Q2
Financial Transactions
General Ledger/Chart of Accounts
Purchasing/Accounts Payable
Capital Asset Management
Data Management
KEW (Kuali Enterprise Workflow) Applications
Project Phases
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Planning
Discovery Validation
Design
Development
Documentation
Training
Testing / User Sign-Off
Implementation
Planning Phase
• Planning
– Detailed Project Planning
– Resource Planning
– Establish Project Teams
– Project Kick-Off
Discovery And Validation
• Discovery and Validation
– Data Mapping
– Functional Gap Analysis
– Define Business Rules
– Define e-Doc workflows
– Report Analysis
– Identify Feeder Systems
Design Phase
• Design Phase
– Feeding Transactions to EFS
– Keeping EFS and KFS in Sync
– Creating Specifications to Close Gaps
– Creating Specs for New Interfaces
– Creating Specs for the Feeder Systems
– Creating Specs for Special Data Migration
Development Phase
• Development Phase
– Coding to Mitigate Risks
– Build New Interfaces
– Modifying Interfaces from the Feeder Systems
– Build Extracts for Data Management
– Create Balancing Procedures
– Develop the Interface between KFS and EFS
Documentation Phase
• Documentation Phase
– Create USC Specific Documentation
• Kuali provided documentation modified to reflect USC
procedures and modifications
– Create Documentation for Computer Operations
Training Phase
• Training Phase
– Create Training Materials
– Train the Trainers
– Scheduling and Logistics
– End User Training
Testing Phase
• Testing Phase
– System Testing
– Load Testing
– Regression Testing
• Test Scripts
– User Testing and Sign-Off
• Reproduce the Functions Used Today
• Test New Functionality
Implementation
Status Work Effort
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Planning Phase Complete
Cashiering Completing Roll-Out
P-Card / E-Statement
May 2010
Journal Vouchers
May 2010
GL Data Mapping 3 months ahead of
Schedule
Status Work Effort (2)
• PURAP Data Mapping 2 months ahead of
Schedule
• GL Gap Analysis on Schedule
• The Overall Project is 4 Months Ahead of
Schedule
Project Budget
10 Minute Break
What to Expect
• The main objective is to replace our aging financial systems
• We will be implementing Kuali Financial Systems which is built by a
consortium of higher education institutions with the unique needs of
higher education in mind
– This means that we are installing a system already built, instead of building a
system from the ground up
– We will identify gaps in functionality between our needs and the Kuali
Financial Systems
– We will determine and prioritize necessary modifications or process changes
to fill those gaps critical for go live
• We must implement it on time and on budget
– Means we must prioritize modification requests in the Advisory Groups
What to Expect (continued)
• Expect a period of getting adjusted to the change to a new financial
system
• Getting adjusted to the Kuali Financial System will be aided by user
engagement, communication, and your involvement with tasks such as
user testing
• USC has not been through a financial system implementation since the
early 80s – so this will be a relatively new experience for our institution
• Everyone from the end users to the developers have critical roles on this
project and are all on the same “team” for this project
What to Expect (continued)
• The need for departmental systems will not go away completely, especially
for unique school/department needs
• There is a reporting (data management) piece to this project
• You will need scanning capability (either a standalone scanner or one that
is part of your copier machine) available for your employees to scan p-card
receipts and other items such as back up documentation for various edocs
in all of the Kuali modules. The scanners need to be able to create PDFs.
– Vendor info from CDW-G at: [email protected]
– Analyze your scanning needs now and determine best location(s) in
your school/department to place them.
Kuali User Perspective
Tuition Assistance Benefit
In 2009, 1640 students utilized TAB
– 878 faculty/staff
• A form required every semester
– 762 dependents (spouses/children/domestic
partners)
• For first time users - a form required along with birth
certificates and/or marriage certificates
TAB Benefits with Kuali
– A step closer to becoming completely paperless
• Birth certificates and/or marriage certificates can be scanned
and sent
– Making it easier for employees
• No more having to walk paper forms to Benefits Office
– Can be done from home at any time, just click “Submit”
• Key pieces of demographic information (i.e. name, address,
phone) for employees will be automatically populated
• In the future we hope that the financial system and student
system will be able to “talk” to each other and that info will
be transferred within systems for quicker settlement of fee
bills
Going Paperless…
• Procurement Card Electronic Statement
– Statements will be electronically approved by
supervisors
• Tuition Assistance Benefit
– Requests will be made through Kuali system
• General Purpose Workflow
– For use by any USC department
www.usc.edu/kuali
USC’s resource for learning about Kuali
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History and background
Project roll-out information
Frequently asked questions
Contact us
www.usc.edu/kuali
Project Roll-Out Information
User FAQs
Contact Us
• Unresolved Questions
• User Assistance
• General Comments
Feedback from individuals allows us to pass
information back to the wider USC community
User Engagement
• Key to a successful KFS implementation
• Targeted for all user/stakeholder groups:
– Hands-on users
– Analysts
– Managers
– Executives
– University community
• Variety of approaches and venues
User Engagement Functions
Communications
User Support
User Training
Requirements
Definition
Business Process
Refresh
Points of Engagement
• Defining requirements – fit-gap analysis
participants, project teams, focus groups,
presentations and demos
• Setting development priorities – project
teams, Advisory Groups, Functional Council
• Quality assurance – presentations and demos,
testing
Points of Engagement cont.
• User Training
• User Support
• Communication – Kuali Community Forums,
meetings of other constituencies (SBOs, Staff
Assembly, etc.), website, newsletter,
[email protected]
Adjourn
Please fill-out the feedback form and
leave at the table.
Thank you!