1. open source administration software for education software development simplified Rice in the Middle: The Forging of a Kuali Rice-Powered Infrastructure at Indiana University Brian McGough – Indiana University Eric Westfall - Indiana University Kuali Days 2010

2. open source administration software for education Kuali Rice At IU a Brief History Around the turn of the century we saw an explosion of workflow related applications We desired an extensible business process workflow engine that could be used – Abstract enough to work with any system – Valuable enough to integrate with systems Consistent set of data across any process Audit trail for any transaction Common “action list” or inbox, for all transactions Common searching for all transactions

3. open source administration software for education Kuali Rice At IU a Brief History 2001 - the EDEN project kicked off 2003 - the EDEN project went live 2005 - 2006 – writing of KNS with EDEN integration 2006 - Converted EDEN to KEW and donated to Kuali 2006 - 2007 – Kuali Rice was born and KEW was subsumed as a module of rice 2009 – Major release of Rice at IU finally bringing KEW, KNS, and KSB together 2011 – Next major release of Rice at IU bringing in the KIM module and deploying ready for Kuali Coeus

4. open source administration software for education Kuali Rice the vision for IU Core infrastructure – Supporting Enterprise Apps – Supporting a shared development methodology for the institution – Supporting our Service Deployment and Deployment Strategy through KSB – Supporting our evolving IDM process through KIM – Supporting departmental processes through eDoc Lite

5. open source administration software for education Enterprise Integration Timeline DateApplication May 2003Electronic Research Administration October 2003Human Resource eDocs June 2005EPIC (Electronic Procurement and Invoicing Center) October 2006Timekeeping September 2007Add/Drop Course November 2007Indiana University Foundation December 2007Grade Change November 2008Intelligent Infrastructure Billing February 2009Schedule of Classes July 2009Electronic Paid Time Off (EPTO) October 2009Travel May 2010Kuali Financial System - General Ledger August 2010Course Remonstrance August 2010Graduate Admissions Application

6. open source administration software for education eDocLite Application Timeline DateApplication February 2007Office of Affirmative Action July 2007Student Special Credit Request August 2007Safeword Card Administration September 2007University Graduate School – Course Remonstrance July 2008Office of VP for Research – Internal Funding Request August 2008Office of VP for Research Administration – Conflict of Interest August 2008Health Center Appointment Request January 2009Registrar – Staff Orientation Information Request May 2009Payroll Request September 2009Security Office – Web Vulnerability Scanning Request December 2009Registrar – Course Bulletin January 2010Optometry Appointment Request March 2010Motor Pool Vehicle Request March 2010Purchasing Contract May 2010Oncourse Adminstration Request August 2010Business Intelligence Project Submission

7. open source administration software for education Expanding Implementation

8. open source administration software for education Usage

9. open source administration software for education Architecture and Infrastructure Load balancer with four clustered Kuali Rice standalone server instances Use Tomcat as the servlet container Shared file system mount for attachments Oracle database Many client applications use an embedded workflow engine – This is our recommended integration model There are a few “thin client” applications remaining which utilize plug-ins

10. open source administration software for education IU Kuali Rice Architecture

11. open source administration software for education KIM Integration Identity management at IU is handled by a separate team Use a tool from Microsoft called “Identity Lifecycle Manager” – Provisions identity data into KIM database tables – Does so in as near real-time as possible Implemented a custom SOAP service and published on the KSB to receive CRUD operations Also integrates with Active Directory for groups

12. open source administration software for education KIM Architecture

13. open source administration software for education Scalability Designed for horizontal scalability Load balancer helps to distribute requests Could add additional application servers to suit needs Over the years have moved from two application servers to four to handle increased usage Using embedded workflow engines also helps to distribute the load

14. open source administration software for education Scalability

15. open source administration software for education Improving Enterprise Business Processes As shown earlier we have tackled many enterprise integration projects over the years We will take a closer look at a few of these: – Human Resources – Timekeeping – Paid Time Off – Purchasing – Student Systems – Travel – Enterprise Portal

16. open source administration software for education Human Resources – HR eDocs Electronic documents for human resource transactions Examples: – Hire – Terminate – Transfer – Additional Pay – Create Position – Maintain Position

17. open source administration software for education HR eDocs - Goals Conceived as a project to eliminate paper-based processes for these various transactions HRMS system at IU is based on PeopleSoft Native PeopleSoft screens for these transactions were deemed too unwieldy for departmental users These home-grown electronic documents helped to insulate users from PeopleSoft Bonus! When IU upgraded to PeopleSoft 9, end- users of these transactions did not notice any difference

18. open source administration software for education HR eDocs – How it used to work Paper-based “Personnel Action Form” Campus mail for approval Average two-week turnaround Paper form would get stuck on someone’s desk and it would be difficult to track it down Manual data entry into PeopleSoft Afterwards, route again via campus mail for notification

19. open source administration software for education HR eDocs – How we made it better Using the power of KEW, approval processes for these transactions were automated

20. open source administration software for education HR eDocs – Workflow Benefits Staff could save data to PeopleSoft without re-entry 1 paper form turned into 22 tailored electronic forms – streamlined data collection Average turnaround time went from 2 weeks to a matter of hours!

21. open source administration software for education HR eDocs – Usability Rewrite After 6 years of useful life, the application was given a “face lift” in 2009 to address usability As part of a usability rewrite, HR eDocs became first application at IU to use the Kuali Nervous System This also resulted in bringing an aging product into technical alignment with Kuali Rice and other enterprise projects at IU

22. open source administration software for education Timekeeping Allows hourly and bi-weekly paid workers to – Clock-in – Clock-out – Maintain their timesheet KEW-enabled version was preceded by a version with an application-specific workflow Approval process is fairly simple – Supervisors – Payroll Processors However, time constraints on approvals add complexity

23. open source administration software for education Timekeeping – Workflow Process

24. open source administration software for education Timekeeping – Rice Integration Benefits Original process was only for hourlies - ~7,000 employees New process rolled out to bi-weekly employees as well – combined total of ~20,000 Unified the way in which timesheets were handled Allowed for supervisors and payroll processors to be notified of approval through the Action List

25. open source administration software for education Electronic Paid Time Off (EPTO) Allows employees to submit the holidays and vacation days they took the previous month Routes to supervisors for approval Originally this process was different for every department – Some were electronic – Some used paper – None were tied into Kuali Enterprise Workflow Took a departmental process and made it universal

26. open source administration software for education Precursors to KPME KPME stands for “Kuali People Management for the Enterprise” A new Kuali project to build an HR system IU’s HR eDocs, Timekeeping, and EPTO will help form the basis for KPME Allows for us to contribute this intellectual capital to kick start the project Already implemented using Kuali Rice!

27. open source administration software for education Purchasing (EPIC) IU’s EPIC application handles – Requisitions – Purchase Orders – Payment Requests Replaced the last IU mainframe application – Mainframe retired 6/23/2006 EPIC eventually became the system of record for the KFS PURAP (purchasing and accounts payable) module EPIC will be replaced by KFS in December 2012

28. open source administration software for education Purchasing (EPIC) – Workflow Process

29. open source administration software for education Student Information Systems Our student area has taken on many projects which are utilizing Kuali Rice – Drop/Add Course – Grade Change Request – Schedule of Classes Change Request – Graduate Admissions Application – Course Remonstrance Many of these processes were previously paper-based

30. open source administration software for education SIS – Drop/Add – The Old Way The student-initiated drop/add class application addressed a major issue After the first week of classes, students required to get approval to drop or add class Original paper-based process, student would have to: – Go to Registrar and get a paper form – Have advisor sign the form – Have professor sign the form – Take it back to Registrar for manual data entry

31. open source administration software for education SIS – Drop/Add – The Rice Way The original process could take days (and lots of walking!) CIO of IU worked in same building as Registrar at the time – Noticed the massive lines out the door of the building – Said: “This has to stop!” An online drop/add application was implemented powered by KEW for routing of the form The student’s job is done once they submit the form!

32. open source administration software for education SIS – Drop/Add – The Rice Way Add a Class

33. open source administration software for education Travel IU’s Travel system handles – Pre-Travel Authorization – Reimbursements – Pre-Payments – Supplements These were originally handled differently for each department – many of them paper-based! Travel leverages existing routing used for EPIC

34. open source administration software for education Enterprise Portal Our Enterprise Portal is currently using a “closed-loop” version of the service bus to handle communication between different instances in their application cluster Action List portlet Notifications Channel Future projects: – Bringing portal onto the enterprise bus – Loading student calendars via web services – KIM Integration

35. open source administration software for education Enterprise Portal

36. open source administration software for education eDocLite A tool for building simple web forms quickly Ideal for quickly turning paper-based forms into electronic forms Uses XML Stylesheet Technology eDocLite documents backed by workflow engine to allow for routing At IU we’ve used this to eliminate many paper- based processes Allows departments without development resources to get online!

37. open source administration software for education University Graduate School – Course Remonstrance Remonstrance is a process by which faculty can review submissions for new or modified course descriptions Descriptions sit on remonstrance list for 30 days Graduate school previously did this with a paper-based process Manual entry into an MS Access database

38. open source administration software for education The Problems Paper-based process involved campus mail and was slow Difficult to figure out where a request was stuck if it had not been processed yet Paper forms would oftentimes have bad info Occasionally, after sitting on the remonstrance list for 30 days without approval: – Student Enrollment Services would notice an error – Process would have to start over!

39. open source administration software for education Problem Solved! eDocLite allowed them to: – Bring their form online quickly – Add validation to their form – Use KEW to route for approval – Track in progress documents – Add an additional SES pre-review step in the workflow Additionally, eDocLite could feed the form data into their database Eliminated manual data entry

40. open source administration software for education Enterprise Course Remonstrance This ultimately was retired in favor of CARMin, our enterprise course remonstrance system – Transition was seamless for users since they were already used to electronic process – Used a very similar workflow process definition Despite remonstrance moving to enterprise, UGS still uses eDocLite for some of their other unrelated forms As a result, their office is nearly paperless

41. open source administration software for education Research Administration – Conflict of Interests Faculty need to submit conflict of interest forms on an annual basis – Research office distributed to departments to disseminate to faculty – Once faculty filled out form, they gave back to department – Department returned to research office – Office staff performed manual data entry All faculty must have their COI on file in order to receive funds and apply for grants – Regulation of the NIH

42. open source administration software for education The Problems Paper-based forms took anywhere from two weeks to two months to get back Had to wait this long even to get back forms from faculty with no disclosures This would hold up funding In some cases funding was dependent on the COI being in place – Without this a researcher might lose a funding opportunity!

43. open source administration software for education Problem Solved! Created a multi-page form to collect all disclosures Faculty with nothing to disclose can simply submit the form after filling in some info For those with disclosures, cut the processing time from up to two months, to within a week No more data entry costs – staff can work on other things Reporting: – Send reports to departments – Run reports to determine who still needs to disclose – Metrics

44. open source administration software for education Research Administration – Conflict of Interests

45. open source administration software for education Research Administration – Conflict of Interests For those faculty with no disclosures, they can select all “No” and they are finished If “Yes” is answered to any question, it takes them to a screen where they can enter disclosures

46. open source administration software for education Kuali Rice At IU a peek into the future 2011 – deployment of Kuali Rice 1.0.3 – Update all client applications – Deployment of Kuali Coeus v3.0 – Continued deployment of CARMIN functionality 2012-2013 – Full deployment of KFS – Rollout of KPME – Continued rollout of services and edocs

47. open source administration software for education Kuali Rice At IU Thanks for Coming Questions???