Welcome to Kuali Days Kuali Kickoff Schedule Opening

Welcome to Kuali Days

Kuali Kickoff Schedule • Opening Remarks: 8: 30 – 9: 00 • Keynote Speaker – Bradley Wheeler: 9: 00 – 10: 15 • Break: 10: 15 – 10: 30 • Kuali Coeus Research Overview: 10: 30 – 11: 00 • Kuali Financial System Overview: 11: 00 – 11: 30 • Administrative Portal & Reporting: 11: 30 – 12: 00

Welcome to Kuali Days

Kuali Kickoff Day Opening Remarks Pat Burns VP for IT

Theme “Always do the right thing. You’ll please a small number of people, and amaze a much larger number of people. ” – M. Twain

CSU’s Kuali Project(s) • Board mandate to upgrade FRS to a modern, self-service financial management system Integrated with a research management system • Decision to implement Kuali Financial System (KFS) for management of finances Kuali Research Administration, now Kuali Coeus (KC), for management of research activities Unanimous support of a 24 -person committee

Kuali is Progressive! • Only systems that integrate research & finance • Full-featured functionality in both areas • A modern, modular Service-Oriented Architecture Positions CSU for the future • Community Source Opportunity to influence functionality via participating in the Kuali Foundation We are ‘drinking the kool aid’ of Community Source • Much less expensive than a commercial product

CSU is Efficient! • Staffing in administrative areas much lower than peer institutions • Implementations of administrative IT systems are far less costly at CSU No backfill for staffing – ‘day’ and ‘night’ jobs • Calls for new skill sets—challenge/opportunity Examples of project implementation costs: • CSU SIS - $5. 7 M; CU SIS - $49 M • CSU KFS & KC - ~$3. 5 M; CU Finance & HR - $50 M; UA Finance & HR ~$80 M; Cornell Kuali - $31 M • CU Project Manager – ‘You guys are crazy!’

The ‘Reality’ Triangle Functionality All three” trade off” against each other Time $$$

The Project Hype Cycle Peak of Inflated Expectations Positive Hype Negative Source: Mike Zastrocky, The Gartner Group Hype Plateau of Productivity FRS Trough of Disillusionment Technology Trigger Slope of Enlightenment Functionality Maturity Time

Change is Challenging! • No large administrative IT system comes up bug free Please work with us to identify and isolate bugs, and communicate them to us We will get them fixed, in priority order Please be patient with staff who are overwhelmed, and doing the best that they can “We are all in this together, as a Community!”

Therefore • Give all implementers a virtual ‘hug’ the next time you have an opportunity CSU Community: central, functional & departmental staff Kuali Community(ies) • Anticipating a Kuality implementation!

And Now, Our Keynote Speaker, Dr. Brad Wheeler

Dr. Brad Wheeler • VP for IT and CIO, Indiana University • Professor of Information Systems, IU Kelley School of Business • Chair of the Kuali Foundation • A very handsome fellow!

A Few of Brad’s Significant Accomplishments! • PI on the original Kuali grant @ $2. 5 M ($7. 3 M overall) • PI on Kuali Research Administration, now Kuali Coeus @ $1. 5 M • Co-PI on the Sakai grant @ $2. 4 M ($6. 8 M overall) • Co-PI on NSF HPC grants for IU • Etc. , etc.

Attributes! • A national leader among higher education CIOs • Visionary and participatory • Strong sense of ‘Community’ Absolute integrity – “If you have integrity, …” ‘Always do the right thing…’ – Mark Twain • • Exceptionally bright, a ‘scholar and a gentleman’ Roots & family in Oklahoma Most articulate (thanks to 4 -H) Politically engaged with charts, graphs, etc. that he shares with his staff

Applause!!! • Please join me in welcoming Brad to our very exciting Kuali Kickoff event!

Kuali Coeus For Research Ed Kissam Kuali Coeus Project Manager

Goal • Provide a system with tools to relieve the administrative burden on faculty and staff

Strategy Replace the current Research Management System Proposal Approval and Support System (PASS) and the Sponsored Programs award management system (PAIS, RPS, PBS) with Kuali Coeus

General Information concerning the tool • Kuali Coeus is a web-based application designed specifically for the research administration process • Kuali Coeus is designed for both researchers and support staff • Kuali Coeus provides a centralized process for creating and submitting proposals, accepting awards, performance and financial reporting, and the close-out procedure .

Current Process Decentralized PBS Investigator Sponsor SP Administrator Compliance University / College / Department

End to End Kuali Coeus Process Investigator/Faculty University / College / Department Compliance Sponsor SP Administrator

What is Changing • Proposal Approval and Support System – PASS Kuali Coeus • Proposal & Award Information System – PAIS Kuali Coeus • Proposal Budget Spreadsheet - PBS Kuali Coeus • Subcontracts Kuali Coeus • Regulatory Committees e. Protocol/online Kuali Coeus • Conflict of Interest Kuali Coeus

When is it changing • Kuali Coeus will release version 2. 0 in August of 2009 • This release includes solutions for Proposal & budget, Awards, Conflict of Interest, and IRB • Implementation at CSU is targeted for Mid to End of calendar year 2010

What does Kuali Mean for Principal Investigators & Staff • One tool to conduct efforts for proposals and grants • Access via Campus Administration Portal (CAP) • A paperless system with the ability to update or reference historical data • Integrated with KFS • Automated work flow process • Ability to manage Bio Sketch for Future proposal submissions

Where to find project status Status will be available at following web site http: //web. research. colostate. edu/RS/kra. aspx This will contain overall project status which includes progress toward milestones

Training Once the implementation project reaches predetermined milestones, training information will be posted on the following site http: //web. research. colostate. edu/RS/kra. aspx

Do you know the Acronyms? SME Subject Matter Expert JIRA Not an acronym however is a truncation of Gojira (Japanese for Godzilla) UXG User Experience Group

Acronyms Continued KEW Kuali Enterprise Workflow KEN Kuali Enterprise Notification KIM Kuali Identification Management

Contact Information • • Ed Kissam Kuali Project Leader • Ed. Kissam@Colo. State. edu • Phone: 970 -491 -2754 Project Leadership Team • Kathi Delehoy - Kathi. Delehoy@Colo. State. edu • Pam Harrington - Pam. Harrington@Colo. State. edu • Ron Splittgerber - Ron@Research. Colo. State. edu • Doug Leavell - Doug. Leavell@colostate. edu • Edward Kissam – Ed. Kissam@colostate. edu

Kuali Financial System Overview Lynn Johnson Director, Business and Financial Services University Controller

Quick Reminder You can still register for classes if you have not done so already Links available: http: //kuali. colostate. edu http: //busfin. colostate. edu

Kuali Training Venue • CSU Kuali Days Kickoff – April 28 th (On-line viewing to follow) • Kuali E-Doc Training Sessions - April 28 th thru May 7 th (On-line viewing to follow) • Kuali Labs, Hands on Training – June 1 st 12 th

Kuali Decision Making Process Collaboration Technical Issues Kuali Technical Staff Options & Recomm endations Kuali Operational Staff Final Decision College Administrative Advisory Group Decision Campus Advisory Group

Training Strategy Kuali Financial Implementation Group (KFIG) KFIG Subcommittees Kuali E-Docs Trainers

KFS Strategy As few changes as possible: • 7 digit account number – just added a 0 to the end • General and Sub Ledgers merged into one account • First two digits of account number will represent fund group • Removed duplication in subcode numbering scheme • Fund group field is alpha only – renamed fund groups

Account Structure FRS • General Ledger (GL) Acct (022376) KFS Account (2237600) • Sub Ledger (SL) Acct (223760) 077215/772150 013000/134862 026020/260200 7721500 1348620 2602000

Subcode Structure FRS • Account Control (GL) (1437, 2020) • Subcode (SL) KFS Object Code (1437, 2020) (4380, 6600) (0600, 4000) 2111 Payable to Stu/Custm 2111 Adm Pro Salary 2111 Pay to Stu/Custm 5111 Adm Pro Salary

Subcode Structure Object Code Range Type Example Object Codes 1 XXX Asset Accounts Receivable (1437) 2 XXX Liability Other Payables (2101) 3 XXX Fund Balance (3000) 4 XXX Revenue Other Sales + Service (4380) 5 XXX – 9 XXX Expense General Supplies 6201 Office Supplies 6208

Kuali Fund Naming Structure Examples FRS 13 Education & General KFS EG 14 Veterinary Medicine VETMED 22 General Operations GENOP 25 Student Course Fees COURSE 53 Sponsored Programs SPONPR 78 Capital Assets, Auxiliary CAPAUX

The New KFS FRS CIS Sci. Quest Cash. Net (Department Deposits) July 1, 2009 for FY 2010 KFS All functionality for these systems will move into KFS for FY 10 Single Sign-on to KFS via Campus Administrative Portal

CIS/Sci. Quest FRS Requisitions KFS Requisitions IMOs & WOAs Internal Orders AFEs Disbursement Vouchers CIS Journal Entries (JE) -Adjustment/Accrual Voucher -Distribution of Income & Expense -General Error Correction -Transfer of Funds

Cash. Net FRS Cash. Net Departmental Deposits KFS Cash Receipt Doc

Travel/ACard • Travel pre-trip will stay as it is for now • Post-trip will be done as a Disbursement Voucher • ACard will be done on the Procurement Card (Pcard)

Future Modules • Future KFS Modules to be examined postimplementation o Budget Construction o Accounts Receivable (not student related) o Labor Distribution

KFS Advantages • Integrated System • All documents have a similar look & feel • Ease of monitoring document status • Electronic workflow with e-mail notification

KFS Advantages Greatest Advantage – Lynn’s Opinion • Provides Opportunity to improve space utilization and efficiency FRS + KFS

Kuali Implementation Notes • Tried and True GL – in use at IU since 2/5/09 • Some glitches are to be expected • Will work to minimize the impact • Live 7/1/09

Kuali Reporting

Administrative Portal & Reporting Don Hesser Director of Information Systems

On July 1, 2009 Delphi

Future Access to Data: No Functionality Lost • ODS replaces Delphi after July 1, 2009 as the central data repository • MS Access reports will need to be converted • Data will be available in 3 ways • Web Access to ODS using Oracle Discoverer • Direct Access to ODS using MS Access or ODBC • e. Thority (access, to ODS, and other data) • Reports will be available as follows • Vista Plus (e. Print Replacement) • New Canned Reports Similar to FBM 090 and FBM 091

Training • For Vista Plus • Via Live Webinar(s) • Schedule will be Posted on Kuali web site • By CTSS if Webinar proves insufficient • For Discoverer • By CTSS – enroll at www. ctss. colostate. edu • Training has been in effect for over a year • For e. Thority • Contact Dirk. Pruitt@Colostate. edu • 970 -297 -4101

Web Access to Data (Typical) Internet e. Thority or Oracle Discoverer Web Access Data Users e. Thority or ODS Database & Database Server Oracle or SQL– Data Mart Financial HR Research Foundation Authorization can be distributed at any level of granularity Data access can be partitioned at any level of granularity SIS Purchasing

New Model for Data Access – To Facilitate Access to data HR Shirey SIS Calhoun KFS Johnson KC TBD Systems of Record Data Authorities - Approve Data Stewards - Approve Restricted Access to Specific Data Users Data Stewards (College/VP Business Officers) - Approve Data Users Access to ‘Protected’ Data - Submit requests to Data Authorities for Access to Restricted Data Users (Departmental Analysts)

Classification of Data • For each System of Record, Data Authorities will define data elements and scope: o Protected data – access can be granted to Data Users by Data Stewards o Restricted data – Data Steward must petition Data Authority for access by each Data User o Private data – data not to be shared, e. g. SSNs, CCN’s, etc.

Next Steps • New Data Access model will emerge over the summer. • More to come…. .

CAP Campus Administrative Portal • Live in Early February 2009 • Single Access Point for Administrative Applications • Single Sign-on Using EID • Some Applications will require an additional Sign-on

Current CAP Applications • Appworx Scheduling • • ARIES (Not Aries. Web) CIS (disappearing July 1, 2009) Discoverer Reporting against ODS FAMIS – Facilities Management KUALI Training Oracle HR and HR Self-Service Sci. Quest (being integrated into Kuali) Vista Plus Report Management

Future Applications Before July • Aries. Web • Kuali Production with Embedded Sci. Quest • Sponsored Research https: //cap. is. colostate. edu

Thank you for joining us!