Transcript Slide 1

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 system
Integrated with a research management system
• Decision to implement
Kuali 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 Source
Opportunity 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 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; Cornell Kuali - $31M
• CU Project Manager – ‘You guys are crazy!’
The ‘Reality’ Triangle
Functionality
All three” trade off”
against each other
Time
$$$
The Project Hype Cycle
Peak of
Inflated
Expectations
Positive
Hype
Negative
Source: Mike Zastrocky,
The Gartner Group
Hype
Plateau of
Productivity
FRS
Trough of
Disillusionment
Technology
Trigger
Slope of
Enlightenment
Functionality
Maturity
Time
Change is Challenging!
• No large administrative IT system comes up
bug free
Please 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 opportunity
CSU 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 Research
Ed 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 Process
Decentralized
PBS
Investigator
Sponsor
SP Administrator
Compliance
University / College /
Department
End to End Kuali Coeus
Process
Investigator/Faculty
University / College /
Department
Compliance
Sponsor
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
• [email protected]
• Phone: 970-491-2754
Project Leadership Team
• Kathi Delehoy - [email protected]
• Pam Harrington - [email protected]
• Ron Splittgerber - [email protected]
• Doug Leavell - [email protected]
• Edward Kissam – [email protected]
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
Kuali Training Venue
• 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 1st12th
Kuali Decision Making
Process
Collaboration
Technical
Issues
Kuali
Technical
Staff
Options
&
Recomm
endations
Kuali
Operational
Staff
Final Decision
College
Administrative
Advisory Group
Decision
Campus
Advisory
Group
Training Strategy
Kuali Financial Implementation
Group (KFIG)
KFIG Subcommittees
Kuali E-Docs
Trainers
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
• General Ledger (GL) Acct
(022376)
KFS
Account (2237600)
• Sub Ledger (SL) Acct
(223760)
077215/772150
013000/134862
026020/260200
7721500
1348620
2602000
Subcode Structure
FRS
• Account Control (GL)
(1437, 2020)
• Subcode (SL)
KFS
Object Code (1437,2020)
(4380,6600)
(0600, 4000)
2111 Payable to Stu/Custm
2111 Adm Pro Salary
2111 Pay to Stu/Custm
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 6201
Office Supplies 6208
Kuali Fund Naming
Structure
Examples
FRS
13
Education & General
KFS
EG
14
Veterinary Medicine
VETMED
22
General Operations
GENOP
25
Student Course Fees
COURSE
53
Sponsored Programs
SPONPR
78
Capital Assets, Auxiliary
CAPAUX
The New KFS
FRS
CIS
SciQuest
CashNet
(Department
Deposits)
July 1, 2009 for FY 2010
KFS
All functionality for these systems will move
into KFS for FY 10
Single Sign-on to KFS via Campus Administrative Portal
CIS/SciQuest
FRS
Requisitions
KFS
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
CashNet Departmental
Deposits
KFS
Cash Receipt Doc
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 postimplementation
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 [email protected]
• 970-297-4101
Web Access to Data
(Typical)
Internet
eThority or Oracle
Discoverer Web Access
Data Users
eThority or
ODS Data
Database &
Database Server
Oracle or SQL–
Data Mart
Financial
HR
Research
Foundation
Authorization can be
distributed at any level
of granularity
Data access can be
partitioned at any
level of granularity
SIS
Purchasing
New Model for Data Access –
To Facilitate Access to data
HR
Shirey
SIS
Calhoun
KFS
Johnson
KC
TBD
Systems of Record
Data Authorities
- Approve Data Stewards
- Approve Restricted Access to Specific Data Users
Data Stewards (College/VP Business Officers)
- Approve Data Users Access to ‘Protected’ Data
- Submit requests to Data Authorities for Access
to Restricted Data
Data Users (Departmental Analysts)
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 Stewards
o Restricted data – Data Steward must petition
Data Authority for access by each Data User
o 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
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•
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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!