Kuali Presentation Administrative Management Group October 15 th 2009

Agenda Kuali Overview Kuali at UC Davis – Kuali Financial System – Kuali Coeus – Kuali Rice

Kuali Financial System

Kuali Applications Core Applications – Kuali Financial System (KFS) Kuali Stores – Kuali Coeus (KC) – Kuali Rice – Kuali Student (KS) Potential Future Applications – Kuali Payroll/HR – Kuali Business Continuity (UC Ready)

Kuali Advantages – Community Source A hybrid combining advantages of – Purchasing from a commercial source – Building an application yourself – The historical “open source” approach Community Software means building with others based on mutual priorities and investments Leverages accumulated wisdom about structure and governance

Kuali Advantages J2EE architecture and middleware products Based on proven technologies and proven baseline systems Opportunity for collaboration with UC’s and other Higher Education institutions Institutions can choose to implement only those functional elements that meet their needs and extend certain functionality No vendor or licensing fees Better integration and similar look and feel - Kuali vision at UC Davis

Kuali Investing Partners KFS Investing Institutions – UCD, UCI, UCSB, UCOP – Colorado State, San Joaquin Delta– live July 2009 (Naval Postgraduate School – live October 2009) – USC, Colorado State, Cornell, Indiana, Michigan State, Arizona, Hawaii (10+) KC Investing Institutions – UCD, UCB, MIT, Arizona, Cornell, Indiana, Iowa State, Colorado State (7+) RICE Investing Institutions – UCSD, U Washington, Iowa State, Indiana, Cornell Kuali Student Investing Partners – UCB, USC, MIT, U Washington, Maryland, Carnegie Mellon (4+)

Kuali – Planned Deployment at UC Davis Kuali Financial System (KFS) – Phased implementation beginning July 2010 – Future replacement for DaFIS Transaction Processing and General Ledger Kuali Coeus (KC) – Fills gap for electronic research administration – Pilot implementation Fall 2010 Kuali Rice – New Middleware services – In Production September 2009 Collaboration (Campus, UC, Higher Ed Community)

Kuali Financial System (KFS) KFS Overview & Benefits UCD implementation details KFS Modules & KFS Account Demo

Kuali Financial System (KFS) KFS Modules (delivered by KFS Foundation as part of Release 3.0 – public release November 2009) Chart of Accounts Contracts & Grants (Post-award) Financial Transactions General Ledger Labor Distribution Purchasing/Accounts Payable Capital Assets Accounts Receivable

KFS Design New System Design ? Existing Financial System (Indiana’s FIS) Refactor The Technology (web-based) Limited Enhancements Defined by Functional Council Reference: Kathleen McNeely, KFS History and Update, NACUBO 2007

Why replace DaFIS? Continued support from vendor uncertain Functional and technical design limitations Difficult to enhance in some areas, leaving substantial gaps in functionality The TP client/server deployment results in adverse impact on the user’s desktop and it is unstable at times.

Why KFS? Design is based on a higher education business model – UCD FIS is based upon the same COA as IU’s FIS Kuali framework provides common middleware like roles, permission and workflow (routing) and maintains a uniform back end but allows for flexibility (Business rules, Extension attributes) Better integration and common look & feel New modules (Labor Distribution & Contracts & Grants) and functionality

KFS Implementation Process REQUIREMENTS  Create or update specifications for approved SOW  Define workflow, reporting  Identify integration requirements DEVELOPMENT & TESTING  Development  Data loading  QA testing  User testing INTEGRATION READINESS for DEPLOYMENT  System review  Training & Help- Desk  Deployment  On-going maintenance CAMPUS CHANGE MANAGEMENT  Campus feedback  Communication plan  Training materials Approvals Work scope Lead: Lead Module SMELead: Business AnalystLead: Lead Module Developer Lead: Lead Module SME & Change Management Lead Lead: Technical & Training Leads GAP/FIT ANALYSIS  Similarities and differences between DaFIS and KFS  Map DaFIS docs to KFS  Identify subsystems and feeds for integration Change Request

UCD KFS Phase 1.0 Modules (July 2010) Chart of Accounts (COA) COA information is made up of defined accounting attributes and values in the system. The information is used to validate data, control system functions, and facilitate report generation. Main documents used by campus include Account, Sub-Account, Organization etc.

KFS Modules - COA DaFIS Account Document

KFS Modules - COA DaFIS Account Document

DaFIS Account

KFS Account e-Document & Demo

UCD KFS Phase 1.0 Modules (July 2010) Contracts & Grants (C&G) KFS supports the post award C&G maintenance activity Automate fund and account creation, the process is expected to be streamlined and more efficient. Short-term (<1 year): KFS will provide integration with Office of Research C&G tracking system. Long-term: Integrate with Kuali Coeus Award

UCD KFS Phase 2.0 Modules (July 2011) Financial Transactions Documents that create ledger entries or affect the general ledger and have a broad range of functionality. (e.g. Distribution of Income, Budget Adjustment). Similar to DaFIS. Import Lines – External data can be loaded to populate the accounting line on either or both sections of a Financial Transaction document. General Ledger (GL) Similar to DaFIS. The GL database contains the financial entries, actual, budgetary and encumbrances at the transaction level as well as various levels of aggregated balances. Labor Distribution

KFS Labor Distribution Overview The Kuali Financial System Labor Distribution Module (KFS-LD) provides a subsidiary ledger of detailed payroll and benefits expenditures, accruals, and encumbrances. Transfers of salary and benefits expenditures are enabled within the financial system via electronic documents. KFS Labor assumes the use of socialized/composite rates for distribution of employee benefits costs to department accounts.

KFS – Labor Distribution Benefits Salary & Benefit expenses available after each payroll compute. The ability to adjust and correct entries of detailed payroll data without waiting for a payroll compute Employee Benefit expenses charged to departments via a composite benefit rate rather than by specific employee costs. Labor Ledger - detail records used to support Labor Ledger detail, summary reports, and to enable electronic documents to transfer or correct payroll and/or benefits expenses outside of the payroll system. The ledger will feed the G/L.

Salary Expense Transfer

UCD KFS Phase 3.0 Modules (July 2012) Purchasing/Accounts Payable Allows users to request materials/services, generate and transmit purchase orders, receive goods and services and process invoices and credit memos received from vendors. Capital Asset Used to create, maintain and retire assets either purchased through FIS or assets not purchased (e.g. gifts) Accounts Receivable Used for billing non-student receivables. Creates invoices, records payments, issues credit memos, tracks outstanding receivables as well as maintains historical data relating to customers charges and payments.

Kuali Stores – Next Generation UCD Buy Collaboration between UC Davis & Michigan State University Will provide storehouse inventory and ordering functionality and includes shopping cart (UCD Buy) System is built on Kuali framework and will have improved search capability Project is currently in development phase

Decision Support & Integration We will continue to use in-house FIS Decision Support Implementations will include integration with feeds & other systems e.g. Effort Reporting

Campus Communication & Training KFS Focus Groups will be formed ~ November 2009 – Review and test the Chart of Account module and report any bugs – Provide feedback on how certain fields are currently being used in DaFIS and how new KFS fields might be used – Provide feedback on training materials – Time commitment ~ 2 hours/week Update Project Website ( Campus Communication ~ January 2010 Campus Training ~ March 2009 – Face to Face Training – Web Training & Recordings

Kuali Coeus

What is Kuali Coeus Benefits Implementation Details

Kuali Coeus/ What’s in the K Integrated Systems Enterprise Electronic Workflow & Document Routing Integration w/ Campus Identity Management Middleware

Kuali Coeus/ What’s in the C Proven ERA functionality Coeus 15 years/ 52 institutions Phased rollouts scheduled for merger in 12/2011

Kuali Coeus/ What is Kuali Coeus Proposal Development Budget Development Grants.gov Integration

Kuali Coeus/ What is Kuali Coeus Release 2.0: March 2010 Proposal Hierarchy/ Institutional Proposal Awards Release 2.1: May 2010 Institutional Review Board (IRB)/ Human Participants Release 2.2: 2010 Date TBD Conflict of Interest

Kuali Coeus/ What is Kuali Coeus Release 3.0: Date TBD Negotiations Report Tracking Subcontracts Institutional Animal Care and Use (IACUC) Release 3.1 : Date TBD Kuali Coeus / Coeus Merger period. This is the “catch-up” period to achieve functional equivalence with Coeus

Kuali Coeus/ What is Kuali Coeus Kuali Coeus: Functionality after 2011 – Bio-Safety Management – Chemical Tracking – Export Controls / ITAR Management

Kuali Coeus/ Benefits Comprehensive and modular system for research administration and compliance – Standardized proposal development – Reuse previous proposals & budgets archives to create and submit new proposals – Improve research safety through better tracking of protocols that require use authorization – 24 hours/ 7days a week access to the proposal development tools and information – Staff is able to track their school’s proposals & awards

Kuali Coeus/ Benefits

Electronic workflow and routing tools for all proposal participants – Enables paperless business processes – Achieve greater efficiencies through integration with other systems. – Quick routing of proposals and approval of protocols – Eliminates duplication of effort

Kuali Coeus/ Benefits Online tool to develop multiple budget scenarios and ability to commit a final version for submission – Allows PIs flexibility in developing budget proposals Online tool to develop proposals – Single repository for tracking and developing proposals – Streamline proposals processing process System to system integration with grants.gov – eliminate dual entry into Adobe or Pure Edge sys – Ability to search and find federal grant opportunities and capture proposal information

Kuali Coeus/ Benefits

Awards integration with KFS Contracts & Grants – Eliminates dual data entry – Up to date & accurate information on grant balances Seamless integration with KFS (DaFIS) replacement – Quick & easy access to accounting information – Ability to leverage the DaFIS Decision Support system Compliance management & tracking for biological, human subjects, animal and radiological protocols – Enhanced compliance tracking – Streamline compliance process – Minimizes administrative work

Kuali Coeus/ Benefits Enterprise Kuali middleware software allows sharing of overlapping functionality and data – Implement once and share among Kuali based system – Eliminates maintenance of identity related information Collaboration with 6 UC campuses on plan to implement KC – Davis, Berkeley, San Diego, Irvine, Merced, UCLA, and Riverside Kuali Integrated Systems Approach – Authorized users will be able to access data in real- time on proposals, awards, and budget directly from the system

Kuali Coeus/ Benefits

Kuali Coeus/ Implementation Details Partnership between Campus, Office of Research, and Office of Administrative and Resource Management Initial focus on the module that provide tools to the Campus researchers and administrators Steering Committee will guide our implementation priorities – Co-chaired by Leslye Hays and Jill Parker Focus groups will provide feedback on workflow and customizations Implementation team is being assembled with recruitments under way for a developer, analyst and trainer

Kuali Coeus/ Implementation Details Proposal Development is targeted for a pilot in Fall 2010 – Looking for pilot candidates IRB is targeted for a pilot in Fall 2010 Awards will be evaluated for implementation in Summer 2010 and implementation timelines will be set accordingly Implementation of all modules is expected to be completed in 2017.

Kuali Coeus/ / Implementation Details REQUIREMENTS  Create or update specifications for approved SOW  Define workflow, reporting  Identify integration requirements DEVELOPMENT & TESTING  Development  Data loading  QA testing  User testing INTEGRATION READINESS for DEPLOYMENT  System review  Training & Help- Desk  Deployment  On-going maintenance CAMPUS CHANGE MANAGEMENT  Campus feedback  Communication plan  Training materials Approvals Work scope Lead: Lead Module SMELead: Business AnalystLead: Lead Module Developer Lead: Lead Module SME & Change Management Lead Lead: Technical & Training Leads GAP/FIT ANALYSIS  Similarities and differences between UC Davis processes & KC  Map UC Davis processes to KC  Identify subsystems and feeds for integration Change Request

Kuali Coeus/ Implementation Details For additional information or interest in the project contact Safa Hussain, Project Manger Will gladly schedule demos for interested parties

Kuali Rice Presentation Overview Application Overview Benefits Implementation Details

Kuali Rice Application Overview Kuali Rice = Two services 1.Centralized workflow/connection between campus applications 2.eDocLite – Converts basic paper-based campus processes into standardized web-based processes

Kuali Rice Application Overview (con’t) 1.Centralized workflow/connection between campus apps Suite of products intended to standardize the: Common enterprise workflow engine Common tool for all campus developers Common enterprise notification/messaging system (Not to be confused with emergency messaging) Efficient integration with campus identity and access management information

Kuali Rice Application Overview (con’t) 2. eDocLite – Converts basic paper-based campus processes into standardized web-based processes Departmental developers use the central Rice service to create new end user web based workflows End users CAS authenticate to the eDocLite website and perform job functions via the website Documents are routed to users based on business rules unique to the department/group Documents are stored and available online for record keeping

Kuali Rice Benefits Information is easily shared (and routed) between campus systems – Reduces errors, increases efficiency, all info in 1 place Less paper used – Less expensive, better for environment Cost reduction to campus – No annual s/w license fees – Reduction in development re-work

Kuali Rice Implementation Details 1. Centralized workflow – MIV release = Oct ‘09 – KC release = – KFS release = 2. eDocLite – Internal IET pilot/s = Q1 ’10 – Release to campus = post successful pilot (date = TBD)

Project Contacts KFS Project Radhika Prabhu KC Project Safa Hussain Kuali Rice Project Hampton Sublett

Q&A