UC Irvine Kuali Forum Christina Hansen Assistant Vice Chancellor for Research Rich Andrews Assistant Vice Chancellor for Accounting & Fiscal Services Mark Askren Assistant Vice Chancellor for Administrative Computing Janet Mendoza Kuali Project Manager

Overview of Kuali The UCI Plan UCI KC Project Work Groups

What is Kuali? Collaborative effort to develop open, modular administrative software for educational and research institutions A community source application No vendor or licensing fees No software maintenance costs Usable by institutions of various sizes Kuali is the name given to the modular financial accounting system that is being developed using tghe community source development model. Designed for and by colleges and universities A community source application (coordinating work within a community re: roles/resp are defined, and funded commitments by the community memebers open source - refers to programs for which the licenses allow users to freely access, install, and the the software KFS w/b a conversion of the IU FIS system to the WEB w/enhancements id'd by development partners. kuali is a malayhsian term for wok, an indispensable kitchen utensil in the Asian culture.

Who is developing Kuali? Australian National University Boston University Bradley University Carnegie Mellon University Colorado State University Cornell University Florida State University Indiana University Iowa State University Marist College Massachusetts Institute of Technology Michigan State University NACUBO Naval Postgraduate School Pennsylvania State University Research Foundation of the City of New York San Joaquin Delta Community College University of Arizona University of British Columbia University of California University of Hawaii University of Maryland University of Southern California University of Washington Commercial Affiliates Exeter Huron Consulting IBM Innovativ Consulting Partners rSmart SciQuest Syntel, Inc. Sun Microsystems, Inc.

How is UC involved with Kuali? Kuali Foundation: donated programmers, testers, editor Functional Council: membership and sub-committees UC: UC Kuali Board, UC Collaboration - UCB, UCD, UCSB, UCSD, UCM and UCI UC Irvine: campus implementation The Kuali Foundation is a collaborative effort to develop financial, research, endowment, and student administrative computing systems. UC joined Kuali in July 2006 3 campuses, 2 medical centers & UCOP are currently engaged Irvine, Davis, Santa Barbara UC member on Kuali Board, functional council, tech board,and UC has contributeed development resources

The Kuali foundation is a non-profit org responsible for sustaining and evolving a comprehensive suite of admin software to serve higher ed insitutions The foundation manages the development of the software applications such as KFS, KRA, Kuali Student.

Overview of Kuali The UCI Plan UCI KC Project Work Groups

The UCI Plan Kuali Financial System (KFS) Kuali Coeus (KC) – Research Administration

What are the KFS Modules? Chart of Accounts Financial Transactions & General Ledger Purchasing and Accounts Payable Labor Ledger Contracts and Grants Fiscal Accounts Receivable (non student) Capital Assets Budget Construction kuali modular design includes a base system of chart of accounts gl transactions, reporting workflow add'l modules: AR, labor distribution, pre/post award admin, endowment, AP

The UCI Plan Kuali Financial System (KFS) Kuali Coeus (KC) – Research Administration KC 1.1.1 – delivery in March Project team is our primary project – could envision pilot with 2 schools as early as September 2009. Depending upon the issues identified in pilot, could be as early as December 2009.

What are the KC Modules? Proposal Development Budget Development Routing Form Grants.gov Integration Institutional Review Board Awards Conflict of Interest

UCI KC Project Team Janet Mendoza, jsmendoz@uci.edu Isabelle Liu, wenl@uci.edu Carmen Roode, ceroode@uci.edu Christina Hansen, ckhansen@uci.edu Jackie Carew, jcarew@uci.edu Dennis Wiedeman, dennis.wiedeman@uci.edu Glenn Sasano, gsasano@uci.edu Ying Kussmann, ying.kussmann@uci.edu Valerie Jones, valerie.jones@uci.edu Katya Sadovsky, katya@uci.edu Marina Arseniev, marsenie@uci.edu

Benefits of Kuali Coeus Web-based Improved user interface one point of entry for all needs point and click interface (less keystrokes) access to current UCI data performs budget calculations for multiple years tracks pending actions dept personnel initiate transactions from their desktop web browser - the software is not installed on their machines Populates fields from current data – identify individuals, payroll, fringe benefits

Benefits of Kuali Coeus Work flow Routes proposals to proper approvers Grants.gov submissions are checked for errors before system to system submission Modules allow campus implementation with the possibility of expansion in the future initiator receives immediate feedback on the validity of the transaction - both valid data and compliance w/business rules documents can be attached in notes

Overview of Kuali The UCI Plan UCI KC Project Work Groups

UCI KC Work Groups How Can You Get Involved? QA Testing Data Dictionary Fit-Gap Analysis User Manual Workflow Communications It takes a village to complete a project of this magnitude...especially in light of the expertise needed to make this work and the budget climate.

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Visit the Kuali Test Drive (password: quickstart) To Learn More Visit the Kuali Test Drive www.kuali.org/testdrive (password: quickstart) Or the Kuali Web Site www.kuali.org