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Case Study: FRS Institutions moving to KFJune 11, 2009


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Presenters

Dave Lyons, Senior Kuali Financial Consultant, rSmart

Mr. Lyons is a seasoned consultant to software organizations and to colleges anduniversities and is distinguished for his service in the field of higher education financial

management. He is currently a consultant for the rSmart Group. Mr. Lyons is liaison to theKuali Project for the National Association of College and University Business Officers(NACUBO). Mr. Lyons was the functional author of FRS and is a current member of theKuali Functional Council.

Chuck Kensicki, Senior Kuali Financial Consultant, rSmart

Mr. Kensicki has over twenty five years of professional and progressive experience inHigher Education, including Project Management, quality assurance, systems analysis,programming, database management, web applications, workflow applications, enterprisefinancial systems, document management and imaging and data warehousing, with twenthree years in IT management at California State University Chancellors Office in charge

Financial, Plant Maintenance, and ERP applications for the twenty three campuses.

Mike Zackrison, VP of Marketing and Strategy, rSmart

rSmart 2009, all rights reserved

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FRS Institutions moving to KFS agenda

Kuali Foundation, Kuali Financial System (KFS) and rSmart

Comparing FRS to KFS

Proof of Concept Approach

Colorado State University Case Study

Why rSmart

Q & A


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The Kuali Foundation, KFS and rSmart

The Kuali Foundation

Provides the organization, infrastructure, and governance to effectivelyproduce high quality enterprise software

The Kuali Financial System

Comprehensive financial management system designed by and for education

rSmart: Supporting Open Software for Education

Founded to provide the needed commercial support to complement this nextgeneration development model


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www.kuali.org

5 rSmart 2009, all rights reserved


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The Kuali Foundation

Non-profit organization with various responsibilities:

Sustaining the Kuali communities

Providing on-going governance

Coordinating partner efforts

Managing and protecting intellectual property rights

Conference planning

Educating and assisting members of the Kuali community



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Origins of Kuali

The Kuali project started some 5 years ago when IndianaUniversity, NACUBO and rSmart joined forces to advance thopen source model in higher education to satisfy severalobjectives



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Comparing FRS to KFS


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Why Kuali?

Streamline operations with solutions for education designed byeducational institutions

Reduce costs associated with software fees and non-functionalupgrades (lower total cost of ownership)

Eliminate risk of software vendors decision to terminate aproduct line

Create a sustainable community where members own, developenhance and work together to overcome common challenges

To gain greater control over the level of innovation educational

institutions can provide to constituents9



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Kuali Financial System Advantages

Most comprehensive financial system for higher education

Workflow

Edits/business rules - eDocs

Import/export capabilities

Document attachments

Sub-accounts/sub-object codes



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Kuali Financial System Advantages (cont.

Transaction audit trail

Automated entries at each update

Real-time access to pending entries

24/7 access to balances

Technology platform (SOA, Java)

Proven portability and scalability

Rapid deployment of new applications



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Comparing FRS modules to KFS modules

FRS

GL/SL separate

Accounts Payable/Purchasing

Bids and Commodities

Fixed Assets

KFS

GL/SL combined

PURAP

PURAP

Capital Assets Management


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Attributes of an Account (similar to FRS)

Chart

Organization

Higher education function code

Restricted/unrestricted

Sub fund group and fund group


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KFS Features not in FRS base

eCommerce integrated

Pcard integrated

Workflow with routing options

Ability to add attachments

Sub-accounts and sub-object codes


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KFS features not in FRS (cont.)

C&G pre- and post-award (Kuali Coeus for pre-award)

Native, web-based, modern architecture

Capital Asset Management

Labor Ledger

Budget Construction


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KFS features not in FRS (cont.)

Indirect cost recoveries and cost share entries with eachupdate

Import/export capabilities

Endowment Management

Accounts Receivable


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FRS Institutions moving to KFS

Colorado State University (implementing July 2009)

University of Arizona (implementing Jan 2010)

University of Hawaii system (implementing July 2011)

University of Connecticut (2009 Proof of Concept)


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Proof of Concept Approach


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KFS Proof of Concept Approach


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The KFS Proof of Concept scope

Project initiation

Assessment & high-level fit/gap

Software initialization

Conversion strategy

Configuration and conversion

Hands-on evaluation training

Develop implementation project plan

Support


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Proof of Concept Timeline


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Why the POC Approach?

Enables thorough evaluation using a KFS environment withfamiliar accounts and data

Reduces costs and risk by taking incremental and predictablsteps through evaluation leading to implementation

Engages campus stakeholders to create early buy-in anduncommon knowledge and awareness of how KFS fits


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Colorado State University Case Study


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Colorado State Case Study


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GL

SL

Map Code GL

FRS


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CSU business requirements

Cost effective replacement to FRS

Enhanced capability over FRS

Designed strictly for HE with Workflow capability

Efficient commercial implementation assistance

Commercial support to complement staff

Ability to evaluate solution using CSU data and elements


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CSU chooses rSmart proof of concept (PO

Expertise in both FRS and KFS

A low cost and low risk way to evaluate KFS to determine fitand to help pre-define implementation scope

Data migration and configuration assistance provided by KFS

experts

Provided time to engage a wider audience of stakeholders

Provided low cost exposure to prove out Kuali fit

Other institutions experienced success with POC


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Challenges uncovered in POC

Merging of GL and SL accounts into one KFS account

Duplicated account control and subcode numbers betweenGL and SL

Cleanup of vendor file

Prorate JEs to KFS prorates

1099

Check reconciliation


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Account Detail


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Account Responsibility


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Guidelines/Purpose, Account Description


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CSUs XBA030 (DS030)


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CSU XBA030 Org Unit Division/School/C


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Lessons learned by CSU

The POC provided was an effective way to evaluate KFS andhelped identify implementation scope

The POC did help secure stakeholder buy-in

KFS does provide the augmented capabilities needed by

both functional users and executive management

Different configurations can be tested in the POC

CSU moving forward with implementation of KFS usingrSmart tools developed during POC


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Why rSmart?


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Why rSmart?

rSmart is the only partner with experience implementing theKuali Financial System

rSmart assists with evaluating and planning implementations

Works closely with institutions to implement Kuali, providing

help as needed with management, functional and technicalexpertise, and conversion tools

rSmart provides ongoing application management andsupport to keep Kuali performing optimally

rSmart is totally committed to community source model


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Kuali Team Profiles

David Lyons, Senior Kuali Financial Consultant, rSmart

SJDC KFS Implementation (2008)

Strathmore University Release 1 Implementation (2006 2007): businessanalyst

UC Santa Barbara: COA analysis and data mapping (2006)

Boston University: KFS COA and fit/gap (2008)

Naval Postgraduate School: Qualifier, fit/gap, COA and implementation

planning (2008)

KFS Extended Project Board (2004-Present)

KFS Functional Council (2004-Present)


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Kuali Team Profiles (cont.)

Chuck Kensicki

SJDC KFS Implementation (2008)

Colorado State University Sand Box (2007) and Implementation (2008): COAconversion, beginning balance forward and reconciliation process, and vendorconversion. Fit/Gap analysis between FRS and KFS.

UC Irvine Implementation Guide and Chart of Accounts Analysis (2007-2008):Recommendation of implementation steps (high level); In-depth analysis of thelegacy system and interface with the Office of the President

University of Hawaii COA conversion, beginning balance forward andreconciliation process. Fit/Gap analysis between FRS and KFS.

Participant in the KFS Installation Functional SIG Group


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Keiko Takahashi

Strathmore University Release 1 implementation (2006-2007): acted as aproject manager, primary business analyst, and the conversion programmer

SJDC KFS Implementation (2008): Business analysis and data migration

University of Hawaii (2008): Sandbox: Chart of Accounts conversion andbeginning balance forward.

Colorado State University Sandbox (2007) and Implementation (2008

University of Arizona Sandbox (2008): COA and various reference tableconversion, vendor file conversion, beginning balance forward andreconciliation processes, and labor ledger conversion. Enhanced the FRSconversion tool.


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Anthony Potts, Senior Kuali Consultant, rSmart CTO

Ported KFS GL code from COBOL to Java

Helped to develop KFS cross-browser code

Key member of KFS PURAP team

Part of initial architecture team that developed the Nervous System andarchitected the system

Member of Kuali Technical Council from inception

Created Time and Attendance application using Rice for SJDC

Architected custom modules for SJDC and Hawaii (Check Reconciliation, 109process)


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Implementation

Configuration

Customization

Integration

Training

ConsultingHosting

rSmart Services

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Support

Maintenance

Bug fixes

Documentation

Issue resolution

Custom development



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rSmart Supported Open Source Customers


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rSmart Supported Open Source Customers

AMDG, Inc.

Antioch University

Bentley College

Boston University

Carnegie Mellon University

Cerritos College

Chadron State College

Charles Sturt University

Colorado State University

Cornell University

eTech Ohio Commission

Embanet

Georgetown

Hebrew Union College

IHEP

Iowa State University

ITT Educational Services

Jupiter Innovations

Kapiolani CC

La Salle University

Marist College

MCC BII

Mesa Community College

National Healthcare Group

Singapore

Naval Postgraduate School

Oregon Health & Science University

Portland State University

Radford University

RI.NET

Rider University

Ross Institute

Rutgers University

San Joaquin Delta College

Seton Hall University

Shepherd University

Star Academy

Strathmore University

TAFE

University of Arizona

UC Irvine

UC Merced

UC Santa Barbara

University of Baltimore

University of Connecticu

University of Hawaii

University of Houston Cl

University of Limerick

UNC Chapel Hill

USC

U Penn

University of Windsor

University of Wyoming

Virginia Tech

West Liberty University

WSU Vancouver


G i d i h K li Fi i l


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Getting started with Kuali Financials

Kualifier Proof of Concept Package

Includes:

Services and Training

Onsite evaluation planning

Kuali Financial System (KFS) overview

and training or Kuali Workflowoverview and training

Enhanced software set up andcustomization

Chart of account conversion prototyping

Other activities as determined by jointSOW

Software Support

Hosted*

Full open source stack

Latest Kuali release

Report generation tools

Three to six months standard support

*Can be deployed onsite if preferred on an included hardware appli


Questions and Contact


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Questions and Contact

Chuck Kensicki

[email protected]

Dave Lyons

[email protected]

General

[email protected]

Contact us:

Dont miss:NACUBO

Meet rSmart and IBM at Fenway Park, B

June 28, 2009

Campus Technology ConferenBoston, MA

July 27 - 30, 2009

www.rsmart.com

mailto:[email protected]:[email protected]:[email protected]://www.rsmart.com/http://www.rsmart.com/mailto:[email protected]:[email protected]:[email protected]


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