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Kuali Assessment Kuali Assessment Recap of rSmart Group’s Recap of rSmart Group’s UH Visit UH Visit (03/17 – 03/20/2008) (03/17 – 03/20/2008)

Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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Page 1: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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)

Page 2: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (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

Page 3: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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)

Page 4: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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.

Page 5: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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.

Page 6: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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

Page 7: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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.

Page 8: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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.

Page 9: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

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.

Page 10: Kuali Assessment Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008) Recap of rSmart Group’s UH Visit (03/17 – 03/20/2008)

ObservationsObservations

• Potential Gaps/Challenges:Potential Gaps/Challenges:– PurchasingPurchasing– RCUH’s separate financial & HR/Payroll RCUH’s separate financial & HR/Payroll

systemssystems– SecuritySecurity