Kuali Community Forum March 2010

Robert Abeles Sr. Vice President and Chief Financial Officer

Introductions Introduce yourselves to those around you, who you have not met before At your tables, discuss and complete this sentence: – The Kuali Financial System project gives us the opportunity to reexamine how the university does __________________. You can have multiple answers at your table Select someone to take notes and report out for your table

Agenda Welcome Bob Abeles Introduction Stephanie Honda SBO Perspective Candi Jacobs Project Organization Margaret Harrington Workplan Overview Tim Woodward Break Expectations Stephanie Honda Kuali User Perspective Awilda P. Bregand Kuali Website Brian Mico Quinn User Engagement Margaret Harrington

SBO Perspective The reason we are replacing our existing financial system with Kuali Financial System Kuali Financial System is already built Our role in the KFS implementation project

Project Organization Chart

Executive Steering Committee Charge  Providing advice to and support for the Kuali project manager and university leadership;  Assuring that key objectives and timelines are met;  Advising on communication with and involvement of the user community; and  Promoting Kuali throughout the university community 7

Functional Council Charge The KFS Functional Council is responsible for assuring that the Kuali Financial System and applications developed in Kuali Enterprise Workflow meet the business needs of the University. The Council assures the effective engagement of the business and user communities, and sets the standards for appropriate customization of Kuali systems to meet USC operational needs and preferences. 8

Functional Council Charge, cont. The Functional Council – appoints and charges advisory groups; – monitors progress and recommendations of application work groups; – articulates the criteria and approval process for customizing Kuali; – approves the business design of system infrastructure supporting all KFS and KEW applications (e.g., organization codes, identity and user management); – resolves conflicts among competing business priorities. 9

Role of Advisory Groups Review fit-gap analysis, distill input from user community, advise project team in design and development  Advisory Group will receive user input through focus groups, forums, surveys and other communication mechanisms  Advisory Group will review and prioritize requests for system modifications  May recommend redesign of business processes  One or two reps of Advisory Group are members of the project team 10

Advisory Groups General Ledger/Chart of Accounts/Financial Transactions Purchasing/Accounts Payable Capital Assets Management Data Management Kuali Infrastructure

Project Organization Chart

Project Phases Planning Discovery Validation Design Development Documentation Training Testing / User Sign-Off Implementation

Planning Phase Planning – Detailed Project Planning – Resource Planning – Establish Project Teams – Project Kick-Off

Discovery And Validation Discovery and Validation – Data Mapping – Functional Gap Analysis – Define Business Rules – Define e-Doc workflows – Report Analysis – Identify Feeder Systems

Design Phase – Feeding Transactions to EFS – Keeping EFS and KFS in Sync – Creating Specifications to Close Gaps – Creating Specs for New Interfaces – Creating Specs for the Feeder Systems – Creating Specs for Special Data Migration

Development Phase – Coding to Mitigate Risks – Build New Interfaces – Modifying Interfaces from the Feeder Systems – Build Extracts for Data Management – Create Balancing Procedures – Develop the Interface between KFS and EFS

Documentation Phase – Create USC Specific Documentation Kuali provided documentation modified to reflect USC procedures and modifications – Create Documentation for Computer Operations

Training Phase – Create Training Materials – Train the Trainers – Scheduling and Logistics – End User Training

Testing Phase – System Testing – Load Testing – Regression Testing Test Scripts – User Testing and Sign-Off Reproduce the Functions Used Today Test New Functionality

Implementation

Status Work Effort Planning Phase Complete Cashiering Completing Roll-Out P-Card / E-Statement May 2010 Journal VouchersMay 2010 GL Data Mapping 3 months ahead of Schedule

Status Work Effort (2) PURAP Data Mapping 2 months ahead of Schedule GL Gap Analysis on Schedule The Overall Project is 4 Months Ahead of Schedule

Project Budget

10 Minute Break

What to Expect The main objective is to replace our aging financial systems We will be implementing Kuali Financial Systems which is built by a consortium of higher education institutions with the unique needs of higher education in mind – This means that we are installing a system already built, instead of building a system from the ground up – We will identify gaps in functionality between our needs and the Kuali Financial Systems – We will determine and prioritize necessary modifications or process changes to fill those gaps critical for go live We must implement it on time and on budget – Means we must prioritize modification requests in the Advisory Groups

What to Expect (continued) Expect a period of getting adjusted to the change to a new financial system Getting adjusted to the Kuali Financial System will be aided by user engagement, communication, and your involvement with tasks such as user testing USC has not been through a financial system implementation since the early 80s – so this will be a relatively new experience for our institution Everyone from the end users to the developers have critical roles on this project and are all on the same “team” for this project

What to Expect (continued) The need for departmental systems will not go away completely, especially for unique school/department needs There is a reporting (data management) piece to this project You will need scanning capability (either a standalone scanner or one that is part of your copier machine) available for your employees to scan p-card receipts and other items such as back up documentation for various edocs in all of the Kuali modules. The scanners need to be able to create PDFs. – Vendor info from CDW-G at: – Analyze your scanning needs now and determine best location(s) in your school/department to place them.

Kuali User Perspective Tuition Assistance Benefit In 2009, 1640 students utilized TAB – 878 faculty/staff A form required every semester – 762 dependents (spouses/children/domestic partners) For first time users - a form required along with birth certificates and/or marriage certificates

TAB Benefits with Kuali – A step closer to becoming completely paperless Birth certificates and/or marriage certificates can be scanned and sent – Making it easier for employees No more having to walk paper forms to Benefits Office – Can be done from home at any time, just click “Submit” Key pieces of demographic information (i.e. name, address, phone) for employees will be automatically populated In the future we hope that the financial system and student system will be able to “talk” to each other and that info will be transferred within systems for quicker settlement of fee bills

Going Paperless… Procurement Card Electronic Statement – Statements will be electronically approved by supervisors Tuition Assistance Benefit – Requests will be made through Kuali system General Purpose Workflow – For use by any USC department

USC’s resource for learning about Kuali History and background Project roll-out information Frequently asked questions Contact us

Project Roll-Out Information

User FAQs

Contact Us Unresolved Questions User Assistance General Comments Feedback from individuals allows us to pass information back to the wider USC community

User Engagement Key to a successful KFS implementation Targeted for all user/stakeholder groups: – Hands-on users – Analysts – Managers – Executives – University community Variety of approaches and venues

User Engagement Functions Communications Requirements Definition Business Process Refresh User TrainingUser Support

Points of Engagement Defining requirements – fit-gap analysis participants, project teams, focus groups, presentations and demos Setting development priorities – project teams, Advisory Groups, Functional Council Quality assurance – presentations and demos, testing

Points of Engagement cont. User Training User Support Communication – Kuali Community Forums, meetings of other constituencies (SBOs, Staff Assembly, etc.), website, newsletter,

Adjourn Please fill-out the feedback form and leave at the table. Thank you!