01/27/2010: BPC Meeting - Kuali Update Kuali Update BPC Meeting 01/27/2010

01/27/2010: BPC Meeting - Kuali Update KFS Community Project KFS 3.0 released Oct 2009 KFS 3.1 patch release planned for Jan 2010 KFS 4.0 with endowment module is underway Planning for a Spring Workshop in May and Kuali Days in Nov

01/27/2010: BPC Meeting - Kuali Update Project Status Functional Fit-gaps –Most of the functional teams have completed their fit-gaps; most areas have a 50% or less fit –Presentation of fit-gaps to the Executive Committee for review and approval –Development of functional specifications for approved enhancements –Develop policy and procedure changes –Meet with field for feedback

01/27/2010: BPC Meeting - Kuali Update Project Status (cont) Testing and configuration of KFS –UH sandbox populated with FY 2009 closing accounts and balances –Meet with functional teams to work through processing details and potential training issues Conversion and clean up of data –Developing organization code structure –Cleaning up and assigning account attributes –Purging old accounts, vendors and customers

01/27/2010: BPC Meeting - Kuali Update Proposed Process Changes Eliminate carry over G fund encumbrances –Eliminate requirement to have new accounts each funding year with an indication of the funding year in the account number –General fund accounts will represent current year –Use general funds for payroll costs only –Campuses that have excess general funds will swap other sources of funds with campuses that need general funds (i.e., swap TFSF with GF) –Pilot process with the Community College Appropriation this FYE

01/27/2010: BPC Meeting - Kuali Update Proposed Process Changes (cont) Account level budgeting and sufficient funds checking (SFC) –Baseline KFS supports budgets and SFC at the account –KFS supports sub accounts which will reduce the number of accounts to manage Some limitation with sub accounts as they inherit all of the attributes from the parent account (e.g., fund, appropriation, expenditure function, org code) –New process for the field but should improve financial management of accounts –Reports showing budget-to-actual variances to assist with monitoring

01/27/2010: BPC Meeting - Kuali Update Proposed Process Changes (cont) Elimination of Departmental Checking System (DCS) –Baseline KFS does not support selection of check processing by document; either centrally at the campus or centrally at System (i.e., ITS) –Process control concerns with current DCS –Reduce need for DCS Promote ACH/EFT payments for vendors and employees Increase P-Card usage for small purchases Central invoicing for utility payments Electronic workflow with attachments should decrease payment processing time –Increase the frequency of check runs, if necessary –Checks would be printed either centrally at the campus or centrally at System (ITS) Need to determine resource requirements and control concerns

01/27/2010: BPC Meeting - Kuali Update Project Timeline

01/27/2010: BPC Meeting - Kuali Update Questions?