01/27/2010: bpc meeting - kuali update kuali update bpc meeting 01/27/2010
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01/27/2010: BPC Meeting - Kuali Update
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
• 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
11/1/08 9/30/11
1/09 4/09 7/09 10/09 1/10 4/10 7/10 10/10 1/11 4/11 7/11
3/10 - 1/11Development (Tier 1)11/08 - 11/09
Discovery & Approach
12/09 - 4/10Specifications (Tier 1 and 2)
1/11 - 4/11Testing & Training
3/11 - 7/11Production Cutover
11/09SIG Decisions
11/09Test Environments & Initial Conversion
11/09Enhancements Identified
12/10
Modifications completed Process Change completed
Production hardware procured
4/11Users Trained
3/11
System tunedParallel testing completedCritical Processing verified
3/11Assess Readiness
KFS ImplementationPlan A – FY 2012
3/11 - 9/11Development (Tier 2)
7/1/11
Go Live with KFSTier 1 functionality
01/27/2010: BPC Meeting - Kuali Update
Questions?