Case Study: FRS Institutions moving to KFS

June 11, 2009

Presenters

Dave Lyons, Senior Kuali Financial Consultant, rSmart

Mr. Lyons is a seasoned consultant to software organizations and to colleges and universities and is distinguished for his service in the field of higher education financial management. He is currently a consultant for the rSmart Group. Mr. Lyons is liaison to the Kuali Project for the National Association of College and University Business Officers (NACUBO). Mr. Lyons was the functional author of FRS and is a current member of the Kuali Functional Council.

Chuck Kensicki, Senior Kuali Financial Consultant, rSmart

Mr. Kensicki has over twenty five years of professional and progressive experience in Higher Education, including Project Management, quality assurance, systems analysis, programming, database management, web applications, workflow applications, enterprise financial systems, document management and imaging and data warehousing, with twenty three years in IT management at California State University Chancellors Office in charge of Financial, Plant Maintenance, and ERP applications for the twenty three campuses.

Mike Zackrison, VP of Marketing and Strategy, rSmart

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FRS Institutions moving to KFS agenda

Kuali Foundation, Kuali Financial System (KFS) and rSmart Comparing FRS to KFS Proof of Concept Approach Colorado State University Case Study Why rSmart Q&A

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The Kuali Foundation, KFS and rSmart

The Kuali Foundation

Provides the organization, infrastructure, and governance to effectively produce high quality enterprise software

The Kuali Financial System

Comprehensive financial management system designed by and for education

rSmart: Supporting Open Software for Education

Founded to provide the needed commercial support to complement this next generation development model

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www.kuali.org

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The Kuali Foundation

Non-profit organization with various responsibilities:

Sustaining the Kuali communities Providing on-going governance Coordinating partner efforts Managing and protecting intellectual property rights Conference planning Educating and assisting members of the Kuali community

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Origins of Kuali

The Kuali project started some 5 years ago when Indiana University, NACUBO and rSmart joined forces to advance the open source model in higher education to satisfy several objectives

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Comparing FRS to KFS

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Why Kuali?

Streamline operations with solutions for education designed by educational institutions Reduce costs associated with software fees and non-functional upgrades (lower total cost of ownership) Eliminate risk of software vendors decision to terminate a product line Create a sustainable community where members own, develop, enhance and work together to overcome common challenges To gain greater control over the level of innovation educational institutions can provide to constituents
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Kuali Financial System Advantages

Most comprehensive financial system for higher education Workflow Edits/business rules - eDocs Import/export capabilities Document attachments Sub-accounts/sub-object codes

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Kuali Financial System Advantages (cont.)

Transaction audit trail Automated entries at each update Real-time access to pending entries 24/7 access to balances Technology platform (SOA, Java)

Proven portability and scalability Rapid deployment of new applications

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Comparing FRS modules to KFS modules

FRS

KFS

GL/SL separate Accounts Payable/Purchasing Bids and Commodities Fixed Assets

GL/SL combined PURAP PURAP Capital Assets Management

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Attributes of an Account (similar to FRS)

Chart Organization Higher education function code Restricted/unrestricted Sub fund group and fund group

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KFS Features not in FRS base

eCommerce integrated Pcard integrated Workflow with routing options Ability to add attachments Sub-accounts and sub-object codes

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KFS features not in FRS (cont.)

C&G pre- and post-award (Kuali Coeus for pre-award) Native, web-based, modern architecture Capital Asset Management Labor Ledger Budget Construction

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KFS features not in FRS (cont.)

Indirect cost recoveries and cost share entries with each update Import/export capabilities Endowment Management Accounts Receivable

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FRS Institutions moving to KFS

Colorado State University (implementing July 2009) University of Arizona (implementing Jan 2010) University of Hawaii system (implementing July 2011) University of Connecticut (2009 Proof of Concept)

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Proof of Concept Approach

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KFS Proof of Concept Approach

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The KFS Proof of Concept scope

Project initiation Assessment & high-level fit/gap Software initialization Conversion strategy Configuration and conversion Hands-on evaluation training Develop implementation project plan Support
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Proof of Concept Timeline

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Why the POC Approach?

Enables thorough evaluation using a KFS environment with familiar accounts and data Reduces costs and risk by taking incremental and predictable steps through evaluation leading to implementation Engages campus stakeholders to create early buy-in and uncommon knowledge and awareness of how KFS fits

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Colorado State University Case Study

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Colorado State Case Study

FRS
GL

Map Code

GL

SL

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CSU business requirements

Cost effective replacement to FRS Enhanced capability over FRS Designed strictly for HE with Workflow capability Efficient commercial implementation assistance Commercial support to complement staff Ability to evaluate solution using CSU data and elements

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CSU chooses rSmart proof of concept (POC)

Expertise in both FRS and KFS A low cost and low risk way to evaluate KFS to determine fit and to help pre-define implementation scope Data migration and configuration assistance provided by KFS experts Provided time to engage a wider audience of stakeholders Provided low cost exposure to prove out Kuali fit Other institutions experienced success with POC
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Challenges uncovered in POC

Merging of GL and SL accounts into one KFS account Duplicated account control and subcode numbers between GL and SL Cleanup of vendor file Prorate JEs to KFS prorates 1099 Check reconciliation

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Account Detail

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Account Responsibility

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Guidelines/Purpose, Account Description

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CSUs XBA030 (DS030)

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CSU XBA030 Org Unit Division/School/C

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Lessons learned by CSU

The POC provided was an effective way to evaluate KFS and helped identify implementation scope The POC did help secure stakeholder buy-in KFS does provide the augmented capabilities needed by both functional users and executive management Different configurations can be tested in the POC CSU moving forward with implementation of KFS using rSmart tools developed during POC

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Why rSmart?

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Why rSmart?

rSmart is the only partner with experience implementing the Kuali Financial System rSmart assists with evaluating and planning implementations. Works closely with institutions to implement Kuali, providing help as needed with management, functional and technical expertise, and conversion tools rSmart provides ongoing application management and support to keep Kuali performing optimally rSmart is totally committed to community source model
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Kuali Team Profiles

David Lyons, Senior Kuali Financial Consultant, rSmart

SJDC KFS Implementation (2008) Strathmore University Release 1 Implementation (2006 2007): business analyst UC Santa Barbara: COA analysis and data mapping (2006) Boston University: KFS COA and fit/gap (2008) Naval Postgraduate School: Qualifier, fit/gap, COA and implementation planning (2008) KFS Extended Project Board (2004-Present) KFS Functional Council (2004-Present)
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Kuali Team Profiles (cont.)

Chuck Kensicki

SJDC KFS Implementation (2008) Colorado State University Sand Box (2007) and Implementation (2008): COA conversion, beginning balance forward and reconciliation process, and vendor conversion. Fit/Gap analysis between FRS and KFS. UC Irvine Implementation Guide and Chart of Accounts Analysis (2007-2008): Recommendation of implementation steps (high level); In-depth analysis of the legacy system and interface with the Office of the President University of Hawaii COA conversion, beginning balance forward and reconciliation process. Fit/Gap analysis between FRS and KFS. Participant in the KFS Installation Functional SIG Group
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Kuali Team Profiles (cont.)

Keiko Takahashi

Strathmore University Release 1 implementation (2006-2007): acted as a project manager, primary business analyst, and the conversion programmer SJDC KFS Implementation (2008): Business analysis and data migration University of Hawaii (2008): Sandbox: Chart of Accounts conversion and beginning balance forward. Colorado State University Sandbox (2007) and Implementation (2008 University of Arizona Sandbox (2008): COA and various reference table conversion, vendor file conversion, beginning balance forward and reconciliation processes, and labor ledger conversion. Enhanced the FRS conversion tool.
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Kuali Team Profiles (cont.)

Anthony Potts, Senior Kuali Consultant, rSmart CTO

Ported KFS GL code from COBOL to Java Helped to develop KFS cross-browser code Key member of KFS PURAP team Part of initial architecture team that developed the Nervous System and architected the system Member of Kuali Technical Council from inception Created Time and Attendance application using Rice for SJDC Architected custom modules for SJDC and Hawaii (Check Reconciliation, 1099 process)
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rSmart Services

Implementation Configuration Customization Integration Training Consulting Hosting
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Support Maintenance Bug fixes Documentation Issue resolution Custom development

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rSmart Supported Open Source Customers

AMDG, Inc. Antioch University Bentley College Boston University

IHEP Iowa State University ITT Educational Services Jupiter Innovations

Portland State University Radford University RI.NET Rider University Ross Institute Rutgers University

UC Santa Barbara University of Baltimore University of Connecticut University of Hawaii University of Houston Clear Lake University of Limerick UNC Chapel Hill USC U Penn University of Windsor University of Wyoming Virginia Tech West Liberty University WSU Vancouver

Carnegie Mellon University Cerritos College Chadron State College Charles Sturt University Colorado State University Cornell University eTech Ohio Commission Embanet Georgetown Hebrew Union College

Kapiolani CC La Salle University Marist College MCC BII Mesa Community College National Healthcare Group
Singapore

San Joaquin Delta College Seton Hall University Shepherd University Star Academy Strathmore University TAFE University of Arizona

Naval Postgraduate School Oregon Health & Science University

UC Irvine UC Merced
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Getting started with Kuali Financials

Kualifier Proof of Concept Package Includes:

Services and Training Software Support

Onsite evaluation planning Kuali Financial System (KFS) overview and training or Kuali Workflow overview and training Enhanced software set up and customization Chart of account conversion prototyping

Hosted* Full open source stack Latest Kuali release Report generation tools Three to six months standard support

*Can be deployed onsite if preferred on an included hardware appliance

Other activities as determined by joint SOW

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Questions and Contact

Dont miss:
NACUBO
Meet rSmart and IBM at Fenway Park, Boston

June 28, 2009 Campus Technology Conference

Boston, MA

July 27 - 30, 2009

Contact us:
Chuck Kensicki chuck.kensicki@rsmart.com Dave Lyons david.lyons@rsmart.com

www.rsmart.com

General info@rsmart.com
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Thank You

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