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 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) –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 –Coordination with partners –Delivery of software –Long term support –Still likely to be customizations Risks of vended software –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; PS- Student/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 arizona.edu/kuali_financial_system/ For more information on our implementation

Selling KFS to Colorado State University Troy Fluharty

Colorado State University 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 Community Source Software Collaboration Do-it-Yourself Attitude Global Attitude You Can Only Sell What you Believe in!!

University of California, Irvine We have Confidence in Community Source Software 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 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 Set Expectations

University of California, Irvine Workflow Business Rules Benefit Rates Pending Transactions Web based Ease of Navigation Identify Desirable Functionality

University of California, Irvine Think BIGGER !! Office of Research Administration Foundation Medical Center Time and Attendance System

University of California, Irvine Establish a test system Encourage attendance at Kuali Days Have post Kuali Days meetings Use Kuali members as resources Rich’s Final and Obvious Marketing Ideas

Questions?