From Evaluation to Implementation Four Paths KFS From Evaluation to Implementation

Strathmore University University of California Santa Barbara Vincent Ndoloka University of California Santa Barbara Doug Drury Colorado State University Troy Fluharty San Jaoquin Delta College Lee Belarmino

Strathmore University Vincent Ndoloka

SU Implementation Approach.. Management involvement and support User and user management involvement Functional and technical staff dedicated to KFS project fulltime Involvement of all users in the process Functional staff should be the ones to make compromises on system gaps Strong functional and technical team spirit

SU Implementation Approach.. Project management and coordination Training – both functional, technical A strong project team Documentation of processes Technical assistance Minimal systems customization

SU KFS Project-next steps Implement new modules as they become available Immediate to go live in March 2008: Purchases Accounts payable Contracts and grants Later: KFS Release 3 Capital Asset Management System Accounts Receivable Also Extend use of KEW beyond financials to make Strathmore University “paperless”

University of California Santa Barbara Doug Drury

Kuali – From Evaluation to Implementation University of California Santa Barbara Approach Methodical approach based on evaluation of major functional areas – goal is to minimize investment risk while making forward progress Each major functional area to be assessed relative to existing business processes and data elements Gaps in process or data to be identified and assessed for risk Approaches to mitigating gaps to be identified where possible System level assessment to be done based on total set of identified gaps and risks

Kuali – From Evaluation to Implementation UCSB Approach (cont’d) We know what we currently do – we don’t know how that translates into Kuali We need someone to do the translation for us We want support on a task by task (functional area by functional area) basis because we don’t have budget allocated for the entire project We want a deliverable product (a fit-gap document) for each task that allows us to build upon knowledge/understanding gained as result of preceding tasks

Kuali – From Evaluation to Implementation UCSB Current Status Started evaluation process with COA We documented our existing processes (both automated and manual) We documented to data associated with our processes (both digital and non-digital) We enlisted the aid of a qualified consultant (rSmart) to map UCSB COA processes and data to defined Kuali COA processes and data The result of this exercise indicates that UCSB processes and data can map successfully with a few gaps. The gaps can be mitigated.

Kuali – From Evaluation to Implementation UCSB Current Status (cont’d) Currently presenting the results of COA analysis to UCSB and UC communities Currently determining which functional area to assess next No loss of investment even if we can’t do Kuali Documentation of UCSB processes/data extremely valuable regardless of direction Exercise has identified targets of process improvement regardless of direction Conclusion: In an environment where high level consensus must be achieved, this approach is a good way to build consensus while minimizing investment risk

Colorado State University Troy Fluharty

Colorado State’s Approach 11/05 Our first Kuali Days We went to see why we shouldn’t use Kuali We left knowing Kuali was what we wanted to do 1/06 – 6/06 Prepared dual Financial Mgmt/Research Mgmt RFP Heavy campus involvement 6/30/06 Target release

Colorado State’s Approach 7/06 The landscape changes VP Finance & Admin resigns Board of Governors wants to consider a whole “CSU System” solution Subsequent study by BOG takes several months Subsequent decision by BOG is CSU does not implement one system BOG directive to implement new system 24-28 months We keep attending Kuali Days to keep current

Colorado State’s Approach 1/07 After 11/06 Kuali Days we decide to try the new rSmart Kualifier Appliance installed On campus meetings with stakeholders Opened up appliance to all campus users Provided simple scenarios to users Short training sessions on how to use eDocLite development Batch feed instructions Kualifier Report

Colorado State’s Approach Campus support Ability of campus to try system generated overwhelming approval Campus decides that Kuali is direction we need to go without opening an official RFP Ability to demo solutions to existing problem processes in eDocLite

Colorado State’s Approach 6/07 FMS/RMS committee approval of Kuali 8/07 Administration gives Kuali go-ahead 10/07 State Controller gives Kuali approval

FRS to Kuali conversion CSU’s Next Steps FRS to Kuali conversion Mapping of elements between databases Deliver a program to convert and load data Documentation of the process Upgrade of appliance Relocate the Kuali database to our enterprise Oracle server

CSU Lessons Learned so far Campus involvement is key Allow them to try out the system Involve key campus business officers to obtain buy-in to the process Reporting subcommittee Unique ability of Kuali to provide a working system before purchase is invaluable eDocLite is a top selling point

Lee Belarmino

MUNIS HR and System 2000 Payroll Delta College Systems Kuali Financials Kuali Student Sakai LMS Internet Classes MUNIS HR and System 2000 Payroll Kuali Workflow uPortal Student and Staff

Kuali Workflow from Evaluation to Implementation Implementing MUNIS Human Resource System Home grown Payroll System 2000 Front-end very labor intensive Non Satisfactory Kronos Time and Attendance Reviewed Options Spend more money on making Kronos work Implement “dumb” electronic forms – Adobe Implement Smart Forms Adobe Informed Implement Kuali Workflow for Time and Attendance

Kuali Workflow Implementation Feasibility Analysis – rSmart Includes scope and budget estimates Requirements Analysis – rSmart Capture of system detail and design Development – rSmart Development of Time and Attendance Forms and Workflow Implementation of Time and Attendance Work Flow Pilot 01/08 – 03/08 Live 04/08

My Time at Delta Kuali Workflow

My Time at Delta Kuali Workflow

Delta College/rSmart Partnership Project Organization Leadership Analysis Development Implement Training Other Kuali Financial √ Kuali Student uPortal (Unicom) Human Resource Kuali Workflow Payroll Sakai (etudes NG) √ = rSmart Assistance

From Evaluation to Implementation Four Paths KFS From Evaluation to Implementation