1. Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

2. General Assessment KFS will be a good fit for UH to replace FMIS, benefits includeKFS will be a good fit for UH to replace FMIS, benefits include –Modern technology environment –Workflow (electronic routing & approval of docs) –Electronic transaction documents –Ability to attach scanned documents to electronic transactions –Transactions can be imported from Excel spreadsheets –Financial information can be downloaded to Excel spreadsheets –Essentially real-time knowledge, 24x7, of balances including pending entries awaiting approval in Workflow

3. Observations Chart of Accounts:Chart of Accounts: –KFS & FMIS have similar COA structures –KFS features sub-accounts & sub-object codes Allow for more user flexibilityAllow for more user flexibility –KFS only has 1 ledger (GL vs GL & SL) –Both have account attributes KFS also has object code attributes (supports more flexible transaction processing)KFS also has object code attributes (supports more flexible transaction processing)

4. Observations Purchasing:Purchasing: –UH has a decentralized purchasing business model Limited central vendor negotiated volume pricingLimited central vendor negotiated volume pricing Most institutions of similar size & complexity follow a centralized purchasing business modelMost institutions of similar size & complexity follow a centralized purchasing business model –Recommend the University analyze & assess if a centralized purchasing model will provide better service and lower costs.

5. Observations Budgets:Budgets: –UH does not require budgets be entered at the account level for general state appropriated funds –This is very unusual for an institution the size & complexity of the UH Reduces the value of reports because there is no budget- to-actual metrics.Reduces the value of reports because there is no budget- to-actual metrics.

6. Observations Organizational Structures:Organizational Structures: –Organizational structure inconsistencies among budget, financial, and HR org structures Results in reporting difficulties, e.g., need for xwalk tablesResults in reporting difficulties, e.g., need for xwalk tables

7. Observations Labor (Payroll) Encumbrances:Labor (Payroll) Encumbrances: –UH does not encumber payroll at the account level Results in a reduction in the value of accounting reports.Results in a reduction in the value of accounting reports.

8. Observations RCUH:RCUH: –RCUH provides HR, payroll, & procurement services for sponsored programs using a separate accounting system with daily electronic feeds to FMIS; altho, some transactions are processed directly by UH applications. Result is 2-systems supporting sponsored programs with different user interfaces.Result is 2-systems supporting sponsored programs with different user interfaces. Adds complexity for users & will make it more difficult to implement labor (payroll) encumbrances.Adds complexity for users & will make it more difficult to implement labor (payroll) encumbrances.

9. Observations InfoEd:InfoEd: –UH plans on implementing InfoEd shortly –Recommend UH also monitor the Kuali Research Administration (KRA) project which will have similar pre-award features to InfoEd & a seamless interface with KFS. KRA is still 2-years from full-implementation.KRA is still 2-years from full-implementation.

10. Observations Potential Gaps/Challenges:Potential Gaps/Challenges: –Purchasing –RCUH’s separate financial & HR/Payroll systems –Security