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Kuali Assessment Kuali Assessment
Recap of rSmart Group’sRecap of rSmart Group’s UH Visit UH Visit
(03/17 – 03/20/2008)(03/17 – 03/20/2008)
General AssessmentGeneral Assessment
• KFS will be a good fit for UH to replace KFS will be a good fit for UH to replace FMIS, benefits includeFMIS, benefits include– Modern technology environmentModern technology environment– Workflow (electronic routing & approval of docs)Workflow (electronic routing & approval of docs)– Electronic transaction documentsElectronic transaction documents– Ability to attach scanned documents to electronic Ability to attach scanned documents to electronic
transactionstransactions– Transactions can be imported from Excel Transactions can be imported from Excel
spreadsheetsspreadsheets– Financial information can be downloaded to Excel Financial information can be downloaded to Excel
spreadsheetsspreadsheets– Essentially real-time knowledge, 24x7, of Essentially real-time knowledge, 24x7, of
balances including pending entries awaiting balances including pending entries awaiting approval in Workflowapproval in Workflow
ObservationsObservations
• Chart of Accounts:Chart of Accounts:– KFS & FMIS have similar COA structuresKFS & FMIS have similar COA structures– KFS features sub-accounts & sub-object KFS features sub-accounts & sub-object
codescodes• Allow for more user flexibilityAllow for more user flexibility
– KFS only has 1 ledger (GL vs GL & SL)KFS only has 1 ledger (GL vs GL & SL)– Both have account attributesBoth have account attributes
• KFS also has object code attributes (supports KFS also has object code attributes (supports more flexible transaction processing)more flexible transaction processing)
ObservationsObservations
• Purchasing:Purchasing:– UH has a decentralized purchasing UH has a decentralized purchasing
business modelbusiness model• Limited central vendor negotiated volume Limited central vendor negotiated volume
pricingpricing• Most institutions of similar size & complexity Most institutions of similar size & complexity
follow a centralized purchasing business modelfollow a centralized purchasing business model
– Recommend the University analyze & Recommend the University analyze & assess if a centralized purchasing model assess if a centralized purchasing model will provide better service and lower costs.will provide better service and lower costs.
ObservationsObservations
• Budgets:Budgets:– UH does not require budgets be UH does not require budgets be
entered at the account level for general entered at the account level for general state appropriated fundsstate appropriated funds
– This is very unusual for an institution This is very unusual for an institution the size & complexity of the UHthe size & complexity of the UH• Reduces the value of reports because there Reduces the value of reports because there
is no budget-to-actual metrics.is no budget-to-actual metrics.
ObservationsObservations
• Organizational Structures:Organizational Structures:– Organizational structure Organizational structure
inconsistencies among budget, inconsistencies among budget, financial, and HR org structuresfinancial, and HR org structures• Results in reporting difficulties, e.g., need Results in reporting difficulties, e.g., need
for xwalk tablesfor xwalk tables
ObservationsObservations
• Labor (Payroll) Encumbrances:Labor (Payroll) Encumbrances:– UH does not encumber payroll at the UH does not encumber payroll at the
account levelaccount level• Results in a reduction in the value of Results in a reduction in the value of
accounting reports.accounting reports.
ObservationsObservations
• RCUH:RCUH:– RCUH provides HR, payroll, & RCUH provides HR, payroll, &
procurement services for sponsored procurement services for sponsored programs using a separate accounting programs using a separate accounting system with daily electronic feeds to system with daily electronic feeds to FMIS; altho, some transactions are FMIS; altho, some transactions are processed directly by UH applications.processed directly by UH applications.• Result is 2-systems supporting sponsored Result is 2-systems supporting sponsored
programs with different user interfaces.programs with different user interfaces.• Adds complexity for users & will make it more Adds complexity for users & will make it more
difficult to implement labor (payroll) difficult to implement labor (payroll) encumbrances.encumbrances.
ObservationsObservations
• InfoEd:InfoEd:– UH plans on implementing InfoEd UH plans on implementing InfoEd
shortlyshortly– Recommend UH also monitor the Kuali Recommend UH also monitor the Kuali
Research Administration (KRA) project Research Administration (KRA) project which will have similar pre-award which will have similar pre-award features to InfoEd & a seamless features to InfoEd & a seamless interface with KFS.interface with KFS.• KRA is still 2-years from full-KRA is still 2-years from full-
implementation.implementation.
ObservationsObservations
• Potential Gaps/Challenges:Potential Gaps/Challenges:– PurchasingPurchasing– RCUH’s separate financial & HR/Payroll RCUH’s separate financial & HR/Payroll
systemssystems– SecuritySecurity