Selling
KFS to Your School
Kymber Horn, University of Arizona
Troy Fluharty, Colorado State University
Rich Andrews, Univ. of California, Irvine
Selling KFS
to the
University of Arizona
Kymber Horn
University of Arizona
• About 35,000 students
• 13 Colleges, incl. College of Medicine,
$500 Million+ Research
• 2-3 KFS Developers over the past 3 years
• Implementing 7/1/2009 as part of replacing
all UA Administrative systems – KFS is 1st
• Located in Tucson, Arizona
• Public land grant institution
University of Arizona
• Early Exploration
– Net Meeting with IU and University of Texas,
2003 – “this won’t work for us”
– Another Net Meeting – wow!
– Visit to IU – double wow!!
– IU (Bill, Damon and Barry) visit Arizona – 2
sessions, attended by 150 each – SRO
University of Arizona
• CIO, Sally Jackson, indicates we will join the
Kuali Development partnership, invites campus
to provide a good reason “why not”
• Everyone is supportive
• Join Development – early focus workflow, no
plans to implement
• Approved by Arizona Board of Regents
• AVP Financial Services, Charlie Ingram, fronts
the investment – functionally driven
University of Arizona
Benefits
• Based on functioning system (IU’s FIS)
• Controlling our own destiny
– Functionality, timelines, cost
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Designed for higher education
Workflow can be used for other processes
Code is visible, modifiable, supportable
Designed for distributed access
Proven interfaces with PeopleSoft
Community source consistent with higher ed. culture
University of Arizona
Benefits (cont)
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Sophisticated workflow tool
Flexible chart of accounts
Labor distribution adjustment process
Budget and accounting data integrated
Distributed capital assets functionality
Enables “soft” commitments
Indirect cost calculated and posted nightly
Endowment management
University of Arizona
Risks of KFS
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Coordination with partners
Delivery of software
Long term support
Still likely to be customizations
Risks of vended software
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Initial costs (purchase, consultants, customizations)
Long term costs (maintenance, upgrades)
Long term support not guaranteed
Forced upgrade schedule
Extensive modifications likely
University of Arizona
• Net Meetings
– 75 participants from around campus
• SME groups formed, included campus
• Development begins
• Arizona Kuali Website
– Detailed timeline, including meetings, decisions,
progress
• Newsletter with Kuali Update
• Demos and Hands On sessions including Survey
• Demos, Demos and more Demos
University of Arizona
• Kuali Research enters the picture
• Arizona Board of Regents approved KRA
development partnership AND implementation
• Contribution made to RICE
• New CIO, Michele Norin – picked up the pace!
• Enterprise System Replacement Proposal
created, Kuali – Financials/Research; PSStudent/HR
• ABOR approval – implementation set to begin
July 08
University of Arizona
• rSmart Sandbox with UA Data
– Chart of Accounts
– Beginning Balances w/ Beg Balance
methodology
– Trial Balance
– Vendor and Labor data
– Arizona data is creating excitement and will
be the feature of the next round of demos and
used in hands on.
University of Arizona
Implementation timeline
University of Arizona
For more information on our
implementation
http://www.mosaic.
arizona.edu/kuali_financial_system/
Selling KFS
to
Colorado State University
Troy Fluharty
Colorado State University
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About 25,000 students
8 Colleges, 1 Veterinary Teaching Hospital
2 KFS Developers for the past year
Implementing 7/1/2009
Located in Fort Collins, Colorado
Public land grant institution
Colorado State University
• The process started with preparing an
RFP using the Advantiv Decision Director
– Involved all campus personnel we could
– Resulted in a very comprehensive list of
requirements
Then it happened on the eve of releasing the
RFP….
Colorado State University
• Change in administration halted the RFP
– This actually worked out great for Kuali, it
gave us time to look at it
By the time it all settled we had taken our time
to really look at Kuali including using the
Kualifier from rSmart
Colorado State University
• Our sales strategy was born from
necessity but really was a lesson on how
to sell the system.
• 3 simple steps to selling Kuali
Colorado State University
• Get Kuali up and running on campus
– Kualifier is a very good option and the
campus sessions got excitement started
• Get the academic side of campus involved
and using the system you have running
– We held short training meetings with
everyone we could get interested and
provided simple scenarios for them to
experiment with
Colorado State University
• Find a somewhat simple problem process
on your campus and develop an eDoclite
as a demonstration of the system
– Ours was a moving reimbursement form that
tends to get lost in transit for signatures
– It is used for high cost moves and has to have
Provost’s approval – this meant is caught
attention at all levels of the institution
Selling KFS
to the
University of California, Irvine
Rich Andrews
University of California, Irvine
 About 27,000 students and growing
 11 Schools, a College of Health Sciences,
1 Medical Center, & $350 million in Rsch.
 UC has a 3 campus commitment to KFS
 UCI has contributed 1-2 Developers to KFS
 Implementing KFS: July 1, 2011 (?)
 Located in Irvine, California
 Public University
University of California, Irvine
You Can Only Sell
What you Believe in!!
Community Source Software
 Collaboration
 Do-it-Yourself Attitude
 Global Attitude
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University of California, Irvine
We have Confidence in
Community Source Software
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Ability to leverage IT resources
Success of other open source ventures
Opportunity to reduce software costs
Benefits of a collaborative environment
University of California, Irvine
We Have Confidence in KFS
 Designed specifically for Higher Education
 Processes are based on proven best practices
 Workflow capabilities
 Comprehensiveness of Kuali Modules
 Competence/Commitment of development partners
 Enterprise Architecture fit
 Opportunity to reduce the cost of ownership
University of California, Irvine
Set Expectations
 KFS is different than our current system,
but it works
 New approach to fit gap analysis
 Will install basic, non-customized KFS
 Will consider customization 2 years after
implementation
University of California, Irvine
Identify Desirable Functionality
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Workflow
Business Rules
Benefit Rates
Pending Transactions
Web based
Ease of Navigation
University of California, Irvine
Think
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BIGGER!!
Office of Research Administration
Foundation
Medical Center
Time and Attendance System
University of California, Irvine
Rich’s Final and Obvious
Marketing Ideas
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Establish a test system
Encourage attendance at Kuali Days
Have post Kuali Days meetings
Use Kuali members as resources
Questions?