Kuali Update
BPC Meeting
01/27/2010
01/27/2010: BPC Meeting - Kuali Update
KFS Community Project
• KFS 3.0 released Oct 2009
• KFS 3.1 patch release planned for Jan
2010
• KFS 4.0 with endowment module is
underway
• Planning for a Spring Workshop in May
and Kuali Days in Nov
01/27/2010: BPC Meeting - Kuali Update
Project Status
• Functional Fit-gaps
– Most of the functional teams have completed their
fit-gaps; most areas have a 50% or less fit
– Presentation of fit-gaps to the Executive
Committee for review and approval
– Development of functional specifications for
approved enhancements
– Develop policy and procedure changes
– Meet with field for feedback
01/27/2010: BPC Meeting - Kuali Update
Project Status (cont)
• Testing and configuration of KFS
– UH sandbox populated with FY 2009 closing
accounts and balances
– Meet with functional teams to work through
processing details and potential training issues
• Conversion and clean up of data
– Developing organization code structure
– Cleaning up and assigning account attributes
– Purging old accounts, vendors and customers
01/27/2010: BPC Meeting - Kuali Update
Proposed Process Changes
• Eliminate carry over G fund encumbrances
– Eliminate requirement to have new accounts each funding
year with an indication of the funding year in the account
number
– General fund accounts will represent current year
– Use general funds for payroll costs only
– Campuses that have excess general funds will swap other
sources of funds with campuses that need general funds
(i.e., swap TFSF with GF)
– Pilot process with the Community College Appropriation this
FYE
01/27/2010: BPC Meeting - Kuali Update
Proposed Process Changes (cont)
• Account level budgeting and sufficient funds
checking (SFC)
– Baseline KFS supports budgets and SFC at the account
– KFS supports sub accounts which will reduce the number of
accounts to manage
• Some limitation with sub accounts as they inherit all of the
attributes from the parent account (e.g., fund, appropriation,
expenditure function, org code)
– New process for the field but should improve financial
management of accounts
– Reports showing budget-to-actual variances to assist with
monitoring
01/27/2010: BPC Meeting - Kuali Update
Proposed Process Changes (cont)
• Elimination of Departmental Checking System
(DCS)
– Baseline KFS does not support selection of check
processing by document; either centrally at the campus or
centrally at System (i.e., ITS)
– Process control concerns with current DCS
– Reduce need for DCS
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•
•
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Promote ACH/EFT payments for vendors and employees
Increase P-Card usage for small purchases
Central invoicing for utility payments
Electronic workflow with attachments should decrease payment
processing time
– Increase the frequency of check runs, if necessary
– Checks would be printed either centrally at the campus or
centrally at System (ITS)
• Need to determine resource requirements and control concerns
01/27/2010: BPC Meeting - Kuali Update
Project Timeline
3/11 - 7/11
Production Cutover
12/09 - 4/10
Specifications (Tier 1 and 2)
11/08 - 11/09
Discovery & Approach
1/09
4/09
7/09
10/09
1/10
4/10
3/10 - 1/11
Development (Tier 1)
7/10
10/10
1/11 - 4/11
Testing & Training
3/11 - 9/11
Development (Tier 2)
1/11
4/11
7/11
Assess Readiness
3/11
11/1/08
Go Live with KFS
Tier 1 functionality
7/1/11
SIG Decisions
11/09
Test Environments & Initial Conversion
11/09
Enhancements Identified
11/09
Modifications completed
Process Change completed
Production hardware procured
12/10
Users Trained
4/11
System tuned
Parallel testing completed
Critical Processing verified
3/11
KFS Implementation
Plan A – FY 2012
01/27/2010: BPC Meeting - Kuali Update
9/30/11
Questions?
01/27/2010: BPC Meeting - Kuali Update