1. The Last Link in the Chain: Addressing Integration Issues Associated with Enterprise Financial Systems Eric Stine, Vice President Joshua Andrews, Technical Architect Phil Cifarelli, Chief Financial Officer Exeter Group, Inc.

2. KUALI Days VI 2 Agenda Understand the Business Need What is the end users’ expectation of the new system? General Ledger? 2 1 3 Does the Chart of Accounts design support the need ? Is the information needed to manage the financial responsibilities of the institution represented at the appropriate level of detail Understand the stakeholders and roles that are needed to make the system implementation successful Who does what and when?

3. KUALI Days VI COMMON INTEGRATION CONSIDERATIONS  Phased Implementations  Change Management  Interfaces  Instances  Authentication  Reporting  Multi-System, Load, and Integration Testing

4. KUALI Days VI SYSTEMS FOR AN IMPLEMENTATION

5. KUALI Days VI  Finance systems touch EVERYTHING. Two kinds of feeder systems/two kinds of interfaces.  Finance data feeds will be in batch – how does this impact reporting and user expectation? Departmental? Managerial? Finance Feeder Systems

6. KUALI Days VI Understand the Business Need  Fiduciary Reporting and Control - Reporting  Federal, State, Agency  Board of Governance – Trustees etc.  Third Party – Banks, Foundations, Other Independent Entities  Faculty  Alumnae  Students 6

7. KUALI Days VI Understand the Business Need - Reporting  Managerial  Budgetary  Departments  Initiatives  Programs  Schools  Instructional Perspectives 7

8. KUALI Days VI Understand the Business Need - Reporting  Timing  Real Time Standard (based on posting at the time of report execution)  Periodic Standard  Real Time Ad Hoc  Delivery Method  Online  Printed Preformatted  Printed Ad Hoc 8

9. KUALI Days VI Understand the Business Need - Transacting  Posting and Clearing  How do transactions begun outside the financial system post to the ledger?  How – and when - are reservations, pre-encumbrances and full encumbrances created?  What are the clearing rules? How are commitment items relieved?  Will you post in real time? 9

10. KUALI Days VI Understand the Business Need - Transacting  Procurement  Will you be integrating third party e-procurement tools or marketplaces, such as SciQuest?  How will the requisitions be generated? Approved? Converted to POs?  How is your strategy impacted when the funding source is a grant? A project? 10

11. KUALI Days VI Understand the Business Need - Transacting  Payroll  Do you perform salary or position budgeting?  Do you encumber payroll?  How is your strategy impacted when the funding source is a grant? A project? 11

12. KUALI Days VI Understand the Business Need - Transacting  Student receivables  When do you post student receivables to the ledger?  How is your strategy impacted when the funding source is a grant? Aid? Anticipated aid? 12

13. KUALI Days VI Understand the Business Need - Transacting  Other business processes:  Parking,  Dining,  Library,  Housing,  Pre-Award Sponsored Programs  Endowment  What are the feeder systems? Are they documented?  Is the integration uni-directional? Bi-directional?  Do you report solely from the ledger/financial system? From the feeder system? Both? 13

14. KUALI Days VI 14 Agenda Understand the Business Need What is the end users expectation of the new system? General Ledger? 2 1 3 Does the Chart of Accounts design support the need ? Is the information needed to manage the financial responsibilities of the institution represented at the appropriate level of detail Understand the stakeholders and roles that are needed to make the system implementation successful Who does what and when?

15. KUALI Days VI Does the Chart of Accounts design support the need ?  Organizational View  Institution  Department  Line of Business / Activity  Accounting View  Account  Cost Center  Profit Center  Fund  Program  Grant /Project  Functional Area  Workflow and Approvals 15

16. KUALI Days VI Conversion Considerations  History  Detail  Reporting Needs  Mapping  One to One  One to Many (Not Recommended! Makes reconciliation difficult)  Many to One  Data Cleansing  Beware of legacy accommodations  Does the expertise exist to unwind issues  Control  At what level will data be verified  Can this process be automated?  Timing 16

17. KUALI Days VI Conversion Considerations  How will you go-live?  Complete history? Balance forward?  Enterprise-wide? By location, but common functions? By function across all locations? 17

18. KUALI Days VI Interface Considerations  Staging Source System Feeds  Mapping Table vs. Changing feeder system structures  Often a change to the detail coding block is required, unless you create a crosswalk. Do you make the change in the feeder system so that they can natively create the required accounting transactions or do you create a mapping table to convert the “old COA” to the new?  At some point you want to make the COA change in the sub system IF it is going to remain indefinitely.  Timing – how frequently will the batch run?  Controls  Incorporate into standard business flows  Define new business procedures 18

19. KUALI Days VI Process Considerations  Will the new system create process changes that require changes to feeder systems? 19

20. KUALI Days VI 20 Agenda Understand the Business Need What is the end users expectation of the new system? General Ledger? 2 1 3 Does the Chart of Accounts design support the need ? Is the information needed to manage the financial responsibilities of the institution represented at the appropriate level of detail Understand the stakeholders and roles that are needed to make the system implementation successful Who does what and when?

21. KUALI Days VI Understand the stakeholders and roles that are needed to make the system implementation successful  Direct Supporters  VP of Finance, Treasurer, Office of Sponsored Programs  Controllers  Accounting Department Heads  Principal Investigators  Knowledgeable Accounting Staff –Department /Organizational Finance Managers  IT Leadership –Development Resources –Infrastructure Resources  IT Staff –Development Resources –Infrastructure Resources 21

22. KUALI Days VI Understand the stakeholders and roles that are needed to make the system implementation successful  Indirect Supporters  Administration  Department Heads  Faculty, Staff, Students  Affiliated Institution Leadership 22

23. KUALI Days VI Ensure that the users are prepared to run the system.  Testing strategy  Unit  Integration  User Acceptance – what are your standards?  Training of new system processes – what is your training strategy  Reporting  Workflow  Be prepared to provide for the ongoing care and feeding of the system 23

24. KUALI Days VI Good Habits – Plan a Phase for Requirements and Design  Document existing feeder systems  Determine which will remain  Identify necessary interfaces and directionality  Determine whether to map to or change these systems to support new FI system  Document business processes  Current state at, minimally, a high level  Future state in detail  Develop a Comprehensive Reporting Strategy 24

25. KUALI Days VI Good Habits – Implementation  Keep It Simple  Control Scope  Go Live in a manner culturally consistent with the institution 25

26. KUALI Days VI  Have you thought about or done?  Systems monitoring? E.g. Zenoss, Tivoli, etc.  Upgrading/adding more KNS applications? –Do you plan to have new apps (such as Grants Management) share the same Oracle instance? –How will upgrades to production applications be handled?  Who controls security? Kuali ideally will authenticate off of LDAP, Active Directory, etc. –KIM in the future Watch Out For…

27. KUALI Days VI Questions? 27