RCUHUH Kuali Financial System Conversion UH Extramural Project

RCUH-UH Kuali Financial System Conversion UH Extramural Project Accounts July 2012 Revised July 12, 2012 1

Why is an RCUH Conversion Necessary? • UH is replacing their FMIS financial system with Kuali (KFS) in July 2012. • UH is RCUH’s largest client. • The RCUH financial system conversion will make the present RCUH interfaces, accounts, programs, forms, etc. compatible with KFS. • The conversion is scheduled for July 2 -6, 2012. RCUH, Revised July 12, 2012 2

Overview of Changes July 2012 RCUH-UH Financial Data Interfaces - KFS Data Interfaces RCUH Fast Track KFS Rejected Transactions, RCUH Suspense RCUH-KFS Conversion Changes - - - Data Fields • Project Number Field • New KFS Optional Sub Fields Forms • PO and Payment Forms • PO Number Field UH Object Codes on RCUH Transactions FMIS and KFS Property Object Codes Website Navigation—Encumbrances and Payments Budget Status Reports (BSRs) Daily Checkrun Schedule and Reminders RCUH, Revised July 12, 2012 3

KFS Data Interfaces • There are 2 data interfaces between RCUH and UH. 1) FREDI – is used by RCUH to send RCUH Federal (F) and Private (P) account data to UH. 2) Reverse FREDI – is used by UH to send UH data for F &P accounts to RCUH. The data includes UH award and UH accounting information. • The interfaces are being replaced to accommodate the UH FMIS to KFS changes, however, the acronym FREDI will be maintained. • FREDI will now stand for Financial RCUH Electronic Data Interface. RCUH, Revised July 12, 2012 4

RCUH-UH-RCUH Data Flow for F & P Accounts, July 2012 RCUH, Revised July 12, 2012 5

RCUH Fast Track • UH ORS will cease using RCUH Fast Track for its F & P account create/update. UH will enter award and account information directly into KFS. • Create UH Journal Vouchers and UH Cost Sharing Input Forms will be discontinued. View access only to Historical records will be available. RCUH, Revised July 12, 2012 6

Fast Track, continued • Authorization to Acquire RCUH Employees (Attachment B) will remain. • UH Project Fiscal Reports will be modified for project number field size, new sub fields, and new reporting requirements. FY 2012 FY 2013 Note: PI / Secondary User screens displayed on this slide. RCUH, Revised July 12, 2012 7

KFS Rejected Transactions, RCUH Suspense • RCUH completed transactions, i. e. , PO encumbrances and payments, may be rejected by UH KFS. • Rejected transactions will go into an RCUH Suspense file. • The 2 most common reasons why an RCUH transaction is rejected are: v Out-of-period – The expenditure is recorded beyond the award termination date. v Insufficient funds – The account does not have money to allow the transaction to post to UH KFS. RCUH, Revised July 12, 2012 8

RCUH Suspense, continued • Our goal is to keep RCUH Suspense file transactions to a minimum. • 2 actions will help to reduce Suspense transactions: v Posting to the UH KFS “Continuation” Account Payments for an account past its termination date will not go into Suspense, instead, KFS will automatically charge the Continuation account and not the RCUH project account that was used to make the vendor payment. RCUH, Revised July 12, 2012 9

RCUH Suspense, continued v Disabling of the RCUH Insufficient Funds Override Effective June 1, 2012, FOs are unable to approve a transaction if the award budget has been exceeded. • Suspense transactions will be resubmitted to KFS each day until account conditions change to allow the transaction to post. Suggestion: Clean up all current FREDI Suspense transactions. Since “old” UH FMIS accounts will not be created in KFS, i. e. , terminated accounts, existing FREDI Suspense transactions may never post to KFS. RCUH, Revised July 12, 2012 10

Suspense Routing RCUH, Revised July 12, 2012 11

RCUH KFS Conversion Changes • Data Fields - Project Number Field - New KFS Optional Sub Fields • Forms - PO and Payment Forms - PO Number Field • UH Object Codes on RCUH Transactions • FMIS and KFS Property Object Codes • Website Navigation–Encumbrances and Payments • Budget Status Reports (BSRs) • Daily Checkrun Schedule and Reminders RCUH, Revised July 12, 2012 12

Project Number Field The UH KFS Account Number Field length is 7. Existing FMIS account numbers will be converted as follows: FMIS Account: KFS Account: 4 xxxxx 44 xxxxx 66 xxxxx 55 xxxxx 8 xxxxx 78 xxxxx or 88 xxxxx RCUH, Revised July 12, 2012 13

New KFS Optional Sub Fields KFS introduces 2 new OPTIONAL fields to provide greater tracking of expenditures v KFS Sub-Account = RCUH Sub Project v KFS Sub-Object Code = RCUH Sub BC The new subcodes may be used on the RCUH site if they are defined in the UH KFS account. RCUH, Revised July 12, 2012 14

PO and Payment Forms RCUH forms will be modified to accommodate the larger project number field and sub fields. A User will be permitted to leave the BC field blank during a document “create. ” However, an error message will be returned for any invalid BC. The BC field must contain a valid code before FO approval is allowed. RCUH, Revised July 12, 2012 15

PO Number Field Beginning July 2012, the PO number field for new RCUH POs will be increased from 7 to 9 characters. It will use a “Z” prefix. From: To: Zxxxxxx / ZAxxxxx Zxxxx PO numbers for POs approved prior to July 2012 will remain the same. RCUH, Revised July 12, 2012 16

UH Object Codes on RCUH Transactions • UH Extramural project accounts use UH object codes. • Some FMIS object codes are being deleted and replaced with new KFS codes. • UH property object codes have changed significantly. • Make sure that the code you assign still exists in KFS. • Refer to the KFS Object lookup, filtering by campus, for current codes. RCUH, Revised July 12, 2012 17

FMIS and KFS Property Object Codes • Effective July 1, 2012, assign the new KFS property object codes for new encumbrances and payments. • FMIS property codes on RCUH open PO commitments as of June 29, 2012 were transferred “as is” to KFS. • It is a Project’s choice to v Approve an RCUH payment using the existing FMIS code and later make a correction in KFS, or v Change the object code prior to an RCUH payment. • KFS Fixed Assets (CAM) requires use of the KFS object code. RCUH, Revised July 12, 2012 18

Example • RCUH payment may be approved using BC 7720, but it will require an error correction in KFS. 770 G • Alternately, you may file an RCUH PO change form to change the BC to the new KFS object code prior to payment. RCUH, Revised July 12, 2012 19

Website Navigation– Encumbrances and Payments • CURRENT File – Open encumbrances and Travel Requests with Travel Advances, in Approved status as of noon, June 29, 2012 • HISTORY File – Past Approved transactions • ARCHIVE File – As of July 2, 2012, Archive will be empty. All Pending/Disapproved documents will not be converted and will be deleted. Note: RCUH open PO encumbrances will be converted and uploaded into KFS. If there is an KFS object code change on your encumbrance, RCUH will provide further guidance as required. RCUH, Revised July 12, 2012 20

CURRENT File All Approved Open PO Encumbrances and Travel Requests with Advances as of noon, June 29, 2012, will be converted to the KFS format and placed in the CURRENT file. Note: PI / Secondary User screens displayed on this slide. RCUH, Revised July 12, 2012 21

HISTORY File All closed POs and completed payment transactions as of noon, June 29, 2012, will be moved to a HISTORY file. FY 2012 FY 2013 Note: PI / Secondary User screens displayed on this slide. RCUH, Revised July 12, 2012 22

Searching for POs/Payments • Use the FMIS 6 -digit project number to search History. • Use the KFS 7 -digit project number to search Current. RCUH, Revised July 12, 2012 23

Processing Travel Completions without an Advance A Travel Request without an advance check will not be converted, but it can be viewed in the HISTORY file. Suggestion: Complete outstanding trip reports before the Conversion. Travel Request will not be found here. Instead, create a Travel Completion Report for offline transaction. RCUH, Revised July 12, 2012 24

Records Not Converted All documents in Pending or Disapproved status at noon, June 29, 2012 will not be converted and will be deleted. To be assigned 654381 TRIDENT DIVING EQUIPMENT $249. 02 Pending PI Submittal 1123380 I 064101 432418 UH ITS ADMIN SERVICES $405. 00 Pending FO Approval Z 016846 456724 AUDIO VISUAL COMPANY $9, 900. 52 Requested Pending – Additional Info ZA 98765 -01 881718 ARISUMI BROTHERS $35819. 32 Pending RCUH Approval To be assigned 661264 GASPRO $38. 65 Pending – Edit Errors Detected ZA 08787 461084 PANDA TRAVEL $179. 00 Disapproved Suggestion: Wait to create new POs, POCFs, and payments that cannot be approved by your FO by noon, June 29, 2012. RCUH, Revised July 12, 2012 25

Financial Portal Transaction Files RCUH, Revised July 12, 2012 26

Budget Status Reports (BSRs) The Project Reports screen has a new look. Remember to use the FMIS 6 -digit number when searching History. Note: PI / Secondary User screen displayed on this slide. RCUH, Revised July 12, 2012 27

BSRs, continued Totals By Sub. Project Note: PI / Secondary User screen displayed on this slide. RCUH, Revised July 12, 2012 28

Daily Checkrun Schedule & Reminders • Payments approved by the Fiscal Officer prior to 4: 00 p. m. on a workday will be included in the checkrun. • RCUH checks are printed daily and disbursed each morning. • A check remittance advice is optional, but a check without a remittance advice is returned to the FO’s office. RCUH, Revised July 12, 2012 29

“As with any system upgrade, there are going to be challenges and frustrations. Hopefully, these will be minimal. We ask for your patience, understanding and cooperation during this time of transition. ” Michael Hamnett Executive Director Research Corporation of the University of Hawaii RCUH, Revised July 12, 2012 30

Questions or Comments? Email kuali@rcuh. com RCUH, Revised July 12, 2012 31