software development simplified Rice in the Middle The

software development simplified Rice in the Middle: The Forging of a Kuali Rice-Powered Infrastructure at Indiana University Brian Mc. Gough – Indiana University Eric Westfall - Indiana University Kuali Days 2010 open source administration software for education

Kuali Rice At IU a Brief History • Around the turn of the century we saw an explosion of workflow related applications • We desired an extensible business process workflow engine that could be used – Abstract enough to work with any system – Valuable enough to integrate with systems • • Consistent set of data across any process Audit trail for any transaction Common “action list” or inbox, for all transactions Common searching for all transactions open source administration software for education

Kuali Rice At IU a Brief History 2001 - the EDEN project kicked off 2003 - the EDEN project went live 2005 - 2006 – writing of KNS with EDEN integration 2006 - Converted EDEN to KEW and donated to Kuali 2006 - 2007 – Kuali Rice was born and KEW was subsumed as a module of rice • 2009 – Major release of Rice at IU finally bringing KEW, KNS, and KSB together • 2011 – Next major release of Rice at IU bringing in the KIM module and deploying ready for Kuali Coeus • • • open source administration software for education

Kuali Rice the vision for IU • Core infrastructure – Supporting Enterprise Apps – Supporting a shared development methodology for the institution – Supporting our Service Deployment and Deployment Strategy through KSB – Supporting our evolving IDM process through KIM – Supporting departmental processes through e. Doc Lite open source administration software for education

Enterprise Integration Timeline Date Application May 2003 Electronic Research Administration October 2003 Human Resource e. Docs June 2005 EPIC (Electronic Procurement and Invoicing Center) October 2006 Timekeeping September 2007 Add/Drop Course November 2007 Indiana University Foundation December 2007 Grade Change November 2008 Intelligent Infrastructure Billing February 2009 Schedule of Classes July 2009 Electronic Paid Time Off (EPTO) October 2009 Travel May 2010 Kuali Financial System - General Ledger August 2010 Course Remonstrance August 2010 Graduate Admissions Application open source administration software for education

e. Doc. Lite Application Timeline Date Application February 2007 Office of Affirmative Action July 2007 Student Special Credit Request August 2007 Safeword Card Administration September 2007 University Graduate School – Course Remonstrance July 2008 Office of VP for Research – Internal Funding Request August 2008 Office of VP for Research Administration – Conflict of Interest August 2008 Health Center Appointment Request January 2009 Registrar – Staff Orientation Information Request May 2009 Payroll Request September 2009 Security Office – Web Vulnerability Scanning Request December 2009 Registrar – Course Bulletin January 2010 Optometry Appointment Request March 2010 Motor Pool Vehicle Request March 2010 Purchasing Contract May 2010 Oncourse Adminstration Request August 2010 Business Intelligence Project Submission open source administration software for education

Millions Expanding Implementation 11 10 9 8 7 6 Documents Routed 5 Requests Generated Actions Taken 4 3 2 1 0 2003 2004 2005 2006 open source 2007 2008 administration 2009 software for education

Usage Number of Unique Users 70000 60000 50000 40000 # of Unique Users 30000 20000 10000 0 2003 2004 2005 2006 open source administration 2007 2008 2009 software for education

Architecture and Infrastructure • Load balancer with four clustered Kuali Rice standalone server instances • Use Tomcat as the servlet container • Shared file system mount for attachments • Oracle database • Many client applications use an embedded workflow engine – This is our recommended integration model • There a few “thin client” applications remaining which utilize plug-ins open source administration software for education

IU Kuali Rice Architecture open source administration software for education

KIM Integration • Identity management at IU is handled by a separate team • Use a tool from Microsoft called “Identity Lifecycle Manager” – Provisions identity data into KIM database tables – Does so in as near real-time as possible • Implemented a custom SOAP service and published on the KSB to receive CRUD operations • Also integrates with Active Directory for groups open source administration software for education

KIM Architecture open source administration software for education

Scalability • Designed for horizontal scalability • Load balancer helps to distribute requests • Could additional application servers to suit needs • Over the years have moved from two application servers to four to handle increased usage • Using embedded workflow engines also helps to distribute the load open source administration software for education

Scalability open source administration software for education

Improving Enterprise Business Processes • As shown earlier we have tackled many enterprise integration projects over the years • We will take a closer look at a few of these: – Human Resources – Timekeeping – Paid Time Off – Purchasing – Student Systems – Travel – Enterprise Portal open source administration software for education

Human Resources – HR e. Docs • Electronic documents for human resource transactions • Examples: – Hire – Terminate – Transfer – Additional Pay – Create Position – Maintain Position open source administration software for education

HR e. Docs - Goals • Conceived as a project to eliminate paper-based processes for these various transactions • HRMS system at IU is based on People. Soft • Native People. Soft screens for these transactions were deemed too unwieldy for departmental users • These home-grown electronic documents helped to insulate users from People. Soft • Bonus! When IU upgraded to People. Soft 9, endusers of these transactions did notice any difference open source administration software for education

HR e. Docs – How it used to work Paper-based “Personnel Action Form” Campus mail for approval Average two-week turnaround Paper form would get stuck on someone’s desk and it would be difficult to track it down • Manual data entry into People. Soft • Afterwards, route again via campus mail for notification • • open source administration software for education

HR e. Docs – How we made it better • Using the power of KEW, approval processes for these transactions were automated open source administration software for education

HR e. Docs – Workflow Benefits • Staff could save data to People. Soft without re -entry • 1 paper form turned into 22 tailored electronic forms – streamlined data collection • Average turnaround time went from 2 weeks to a matter of hours! open source administration software for education

HR e. Docs – Usability Rewrite • After 6 years of useful life, the application was given a “face lift” in 2009 to address usability • As part of a usability rewrite, HR e. Docs became first application at IU to use the Kuali Nervous System • This also resulted in bringing an aging product into technical alignment with Kuali Rice and other enterprise projects at IU open source administration software for education

Timekeeping • Allows hourly and bi-weekly paid workers to – Clock-in – Clock-out – Maintain their timesheet • KEW-enabled version was preceded by a version with an application-specific workflow • Approval process is fairly simple – Supervisors – Payroll Processors • However, time constraints on approvals add complexity open source administration software for education

Timekeeping – Workflow Process open source administration software for education

Timekeeping – Rice Integration Benefits • Original process was only for hourlies - ~7, 000 employees • New process rolled out to bi-weekly employees as well – combined total of ~20, 000 • Unified the way in which timesheets were handled • Allowed for supervisors and payroll processors to be notified of approval through the Action List open source administration software for education

Electronic Paid Time Off (EPTO) • Allows employees to submit the holidays and vacation days they took the previous month • Routes to supervisors for approval • Originally this process was different for every department – Some were electronic – Some used paper – None were tied into Kuali Enterprise Workflow • Took a departmental process and made it universal open source administration software for education

Precursors to KPME • KPME stands for “Kuali People Management for the Enterprise” • A new Kuali project to build an HR system • IU’s HR e. Docs, Timekeeping, and EPTO will help form the basis for KPME • Allows for us to contribute this intellectual capital to kick start the project • Already implemented using Kuali Rice! open source administration software for education

Purchasing (EPIC) • IU’s EPIC application handles – Requisitions – Purchase Orders – Payment Requests • Replaced the last IU mainframe application – Mainframe retired 6/23/2006 • EPIC eventually became the system of record for the KFS PURAP (purchasing and accounts payable) module • EPIC will be replaced by KFS in December 2012 open source administration software for education

Purchasing (EPIC) – Workflow Process open source administration software for education

Student Information Systems • Our student area has taken on many projects which are utilizing Kuali Rice – Drop/Add Course – Grade Change Request – Schedule of Classes Change Request – Graduate Admissions Application – Course Remonstrance • Many of these processes were previously paper-based open source administration software for education

SIS – Drop/Add – The Old Way • The student-initiated drop/add class application addressed a major issue • After the first week of classes, students required to get approval to drop or add class • Original paper-based process, student would have to: – Go to Registrar and get a paper form – Have advisor sign the form – Have professor sign the form – Take it back to Registrar for manual data entry open source administration software for education

SIS – Drop/Add – The Rice Way • The original process could take days (and lots of walking!) • CIO of IU worked in same building as Registrar at the time – Noticed the massive lines out the door of the building – Said: “This has to stop!” • An online drop/add application was implemented powered by KEW for routing of the form • The student’s job is done once they submit the form! open source administration software for education

Add a Class SIS – Drop/Add – The Rice Way open source administration software for education

Travel • IU’s Travel system handles – Pre-Travel Authorization – Reimbursements – Pre-Payments – Supplements • These were originally handled differently for each department – many of them paper-based! • Travel leverages existing routing used for EPIC open source administration software for education

Enterprise Portal • Our Enterprise Portal is currently using a “closed-loop” version of the service bus to handle communication between different instances in their application cluster • Action List portlet • Notifications Channel • Future projects: – Bringing portal onto the enterprise bus – Loading student calendars via web services – KIM Integration open source administration software for education

Enterprise Portal open source administration software for education

e. Doc. Lite • A tool for building simple web forms quickly • Ideal for quickly turning paper-based forms into electronic forms • Uses XML Stylesheet Technology • e. Doc. Lite documents backed by workflow engine to allow for routing • At IU we’ve used this to eliminate many paperbased processes • Allows departments without development resources to get online! open source administration software for education

University Graduate School – Course Remonstrance • Remonstrance is a process by which faculty can review submissions for new or modified course descriptions • Descriptions sit on remonstrance list for 30 days • Graduate school previously did this with a paper-based process • Manual entry into an MS Access database open source administration software for education

The Problems • Paper-based process involved campus mail and was slow • Difficult to figure out where a request was stuck if it had not been processed yet • Paper forms would oftentimes have bad info • Occasionally, after sitting on the remonstrance list for 30 days without approval: – Student Enrollment Services would notice an error – Process would have to start over! open source administration software for education

Problem Solved! • e. Doc. Lite allowed them to: – Bring their form online quickly – Add validation to their form – Use KEW to route for approval – Track in progress documents – Add an additional SES pre-review step in the workflow • Additionally, e. Doc. Lite could feed the form data into their database • Eliminated manual data entry open source administration software for education

Enterprise Course Remonstrance • This ultimately was retired in favor of CARMin, our enterprise course remonstrance system – Transition was seamless for users since they were already used to electronic process – Used a very similar workflow process definition • Despite remonstrance moving to enterprise, UGS still uses e. Doc. Lite for some of their other unrelated forms • As a result, their office is nearly paperless open source administration software for education

Research Administration – Conflict of Interests • Faculty need to submit conflict of interest forms on an annual basis – Research office distributed to departments to disseminate to faculty – Once faculty filled out form, they gave back to department – Department returned to research office – Office staff performed manual data entry • All faculty must have their COI on file in order to receive funds and apply for grants – Regulation of the NIH open source administration software for education

The Problems • Paper-based forms took anywhere from two weeks to two months to get back • Had to wait this long even to get back forms from faculty with no disclosures • This would hold up funding • In some cases funding was dependent on the COI being in place – Without this a researcher might lose a funding opportunity! open source administration software for education

Problem Solved! • Created a multi-page form to collect all disclosures • Faculty with nothing to disclose can simply submit the form after filling in some info • For those with disclosures, cut the processing time from up to two months, to within a week • No more data entry costs – staff can work on other things • Reporting: – Send reports to departments – Run reports to determine who still needs to disclose – Metrics open source administration software for education

Research Administration – Conflict of Interests open source administration software for education

Research Administration – Conflict of Interests • For those faculty with no disclosures, they can select all “No” and they are finished • If “Yes” is answered to any question, it takes them to a screen where they can enter disclosures open source administration software for education

Kuali Rice At IU a peek into the future • 2011 – deployment of Kuali Rice 1. 0. 3 – Update all client applications – Deployment of Kuali Coeus v 3. 0 – Continued deployment of CARMIN functionality • 2012 -2013 – Full deployment of KFS – Rollout of KPME – Continued rollout of services and edocs open source administration software for education

Kuali Rice At IU • Thanks for Coming • Questions? ? ? open source administration software for education