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  • 1. All Aboard! “Selling” KFS to Your School Troy Fluharty, Colorado State University Kymber Horn, University of Arizona Kim Yeoh, Cornell University
  • 2. Cornell University <ul><li>Pre-Implementation </li></ul><ul><li>Gaining Management Support </li></ul><ul><li>Comparison of KFS to PeopleSoft (Fall 04) </li></ul><ul><li>Based on functioning system (IU’s FIS) </li></ul><ul><li>Controlling our own destiny </li></ul><ul><ul><li>Functionality, timelines, cost </li></ul></ul><ul><li>Technical community source advocates </li></ul>
  • 3. Cornell University <ul><li>Pre-Implementation </li></ul><ul><li>Gaining Management Support (cont’d) </li></ul><ul><li>Benefits of Kuali </li></ul><ul><ul><li>Designed for higher ed </li></ul></ul><ul><ul><li>Workflow can be used for other processes </li></ul></ul><ul><ul><li>Designed for distributed access </li></ul></ul><ul><ul><li>Code is visible, modifiable, supportable </li></ul></ul><ul><ul><li>Proven interfaces with PeopleSoft </li></ul></ul><ul><ul><li>Community source consistent with higher ed culture </li></ul></ul>
  • 4. Cornell University <ul><li>Pre-Implementation </li></ul><ul><li>Gaining Management Support (cont’d) </li></ul><ul><li>Risks of Kuali </li></ul><ul><ul><li>Coordination with partners </li></ul></ul><ul><ul><li>Delivery of software </li></ul></ul><ul><ul><li>Long term support </li></ul></ul><ul><ul><li>Still likely to be customizations needed for Cornell </li></ul></ul>
  • 5. Cornell University <ul><li>Pre-Implementation </li></ul><ul><li>Gaining Management Support (cont’d) </li></ul><ul><li>Risks of vendor software </li></ul><ul><ul><li>Initial costs (purchase, consultants, customizations) </li></ul></ul><ul><ul><li>Long term costs (maintenance, upgrades) </li></ul></ul><ul><ul><li>Long term support not guaranteed </li></ul></ul><ul><ul><li>Forced upgrade schedule </li></ul></ul><ul><ul><li>Extensive modifications to meet Cornell’s needs </li></ul></ul>
  • 6. Cornell University <ul><li>Pre-Implementation </li></ul><ul><li>Gaining Management Support (cont’d) </li></ul><ul><li>December 2004… WE’RE IN! </li></ul><ul><ul><li>Institutional commitment to join partnership and implement KFS at Cornell </li></ul></ul>
  • 7. Cornell University <ul><li>Pre-Implementation </li></ul><ul><li>Gaining Functional Support </li></ul><ul><ul><li>Demos of FIS (Feb – Apr 05) </li></ul></ul><ul><ul><li>Demos of KFS Release 1 (Apr – Aug 06) </li></ul></ul><ul><ul><li>Kuali Days </li></ul></ul><ul><ul><li>Local COA team (Jun 05 – present) </li></ul></ul>
  • 8. Cornell University <ul><li>Pre-Implementation </li></ul><ul><li>Gaining Functional Support (cont’d) </li></ul><ul><ul><li>Sophisticated workflow tool </li></ul></ul><ul><ul><li>Flexible chart of accounts </li></ul></ul><ul><ul><li>Labor distribution adjustment process </li></ul></ul><ul><ul><li>Budget and accounting data integrated </li></ul></ul><ul><ul><li>Distributed capital assets functionality </li></ul></ul><ul><ul><li>Enables “soft” commitments </li></ul></ul><ul><ul><li>Indirect cost calculated and posted nightly </li></ul></ul><ul><ul><li>Endowment management </li></ul></ul>
  • 9. Cornell University <ul><li>Chart of Accounts Team </li></ul><ul><li>Composition of team: </li></ul><ul><ul><li>KFS staff: project manager, project director, functional lead, quality assurance analyst, 2 business analysts </li></ul></ul><ul><ul><li>Central offices: 2 accounting, 1 reporting, 2 cost analysis & capital assets, 2 sponsored funds, 3 budget, 1 IT data delivery </li></ul></ul><ul><ul><li>Campus representation: 5 colleges, 2 research departments, 1 Libraries, 2 enterprises </li></ul></ul>
  • 10. Cornell University <ul><li>Chart of Accounts Team (cont’d) </li></ul><ul><li>Reviewed FIS functionality and chart attributes </li></ul><ul><li>Reviewed existing chart attributes </li></ul><ul><ul><li>How they are used? Still necessary? </li></ul></ul><ul><li>Make recommendations for how KFS attributes will be implemented at Cornell </li></ul><ul><li>Provide sample data for test installation </li></ul>
  • 11. Colorado State University
  • 12. Colorado State University <ul><li>The process started with preparing an RFP using the Advantiv Decision Director </li></ul><ul><ul><li>Involved all campus personnel we could </li></ul></ul><ul><ul><li>Resulted in a very comprehensive list of requirements </li></ul></ul><ul><ul><li>Then it happened on the eve of releasing the RFP…. </li></ul></ul>
  • 13. Colorado State University <ul><li>Change in administration halted the RFP </li></ul><ul><ul><li>This actually worked out great for Kuali, it gave us time to look at it </li></ul></ul><ul><ul><li>By the time it all settled we had taken our time to really look at Kuali including using the Kualifier from rSmart </li></ul></ul>
  • 14. Colorado State University <ul><li>Our sales strategy was born from necessity but really was a lesson on how to sell the system. </li></ul><ul><li>3 simple steps to selling Kuali </li></ul>
  • 15. Colorado State University <ul><li>Get Kuali up and running on campus </li></ul><ul><ul><li>Kualifier is a very good option and the campus sessions got excitement started </li></ul></ul><ul><li>Get the academic side of campus involved and using the system you have running </li></ul><ul><ul><li>We held short training meetings with everyone we could get interested and provided simple scenarios for them to experiment with </li></ul></ul>
  • 16. Colorado State University <ul><li>Find a somewhat simple problem process on your campus and develop an eDoclite as a demonstration of the system </li></ul><ul><ul><li>Ours was a moving reimbursement form that tends to get lost in transit for signatures </li></ul></ul><ul><ul><li>It is used for high cost moves and has to have Provost’s approval – this meant is caught attention at all levels of the institution </li></ul></ul>
  • 17. University of Arizona
  • 18. University of Arizona <ul><li>Early Exploration </li></ul><ul><ul><li>Net Meeting with IU and University of Texas, 2003 – “this won’t work for us” </li></ul></ul><ul><ul><li>Another Net Meeting – wow! </li></ul></ul><ul><ul><li>Visit to IU – double wow!! </li></ul></ul><ul><ul><li>IU (Bill, Damon and Barry) visit Arizona – 2 sessions, attended by 150 each – SRO </li></ul></ul>
  • 19. University of Arizona <ul><li>CIO, Sally Jackson, indicates we will join the Kuali Development partnership, invites campus to provide a good reason “why not” </li></ul><ul><li>Everyone is supportive </li></ul><ul><li>Join Development – early focus workflow, no plans to implement </li></ul><ul><li>Approved by Arizona Board of Regents </li></ul><ul><li>AVP Financial Services, Charlie Ingram, fronts the investment – functionally driven </li></ul>
  • 20. University of Arizona <ul><li>Net Meetings </li></ul><ul><ul><li>75 participants from around campus </li></ul></ul><ul><li>SME groups formed, included campus </li></ul><ul><li>Development begins </li></ul><ul><li>Arizona Kuali Website </li></ul><ul><ul><li>Detailed timeline, including meetings, decisions, progress </li></ul></ul><ul><li>Newsletter with Kuali Update </li></ul><ul><li>Demos and Hands On sessions incl Survey </li></ul><ul><li>Demos, Demos and more Demos </li></ul>
  • 21. University of Arizona <ul><li>Kuali Research enters the picture </li></ul><ul><li>Arizona Board of Regents approved KRA development partnership AND implementation </li></ul><ul><li>Contribution made to RICE </li></ul><ul><li>New CIO, Michele Norin – picked up the pace! </li></ul><ul><li>Enterprise System Replacement Proposal created, Kuali – Financials/Research; PS-Student/HR </li></ul><ul><li>ABOR approval – implementation set to begin July 08 </li></ul>
  • 22. University of Arizona <ul><li>rSmart Sandbox with UA Data </li></ul><ul><ul><li>Chart of Accounts </li></ul></ul><ul><ul><li>Beginning Balances w/ Beg Balance methodology </li></ul></ul><ul><ul><li>Trial Balance </li></ul></ul><ul><ul><li>Vendor and Labor data </li></ul></ul><ul><ul><li>Arizona data is creating excitement and will be the feature of the next round of demos and used in hands on. </li></ul></ul>
  • 23. Cornell University
  • 24. Cornell University <ul><li>Implementation Project </li></ul><ul><li>Planning Phase (Jan 07 – Feb 08) </li></ul><ul><ul><li>One-on-one meetings with campus financial leaders </li></ul></ul><ul><ul><ul><li>Provide high level plan </li></ul></ul></ul><ul><ul><ul><li>Hear their issues, concerns, needs </li></ul></ul></ul><ul><ul><li>Begin inventory of current business processes, reports, and interfaces </li></ul></ul>
  • 25. Cornell University <ul><li>Implementation Project (cont’d) </li></ul><ul><li>Start-up Phase (Mar 08 – Jan 09) </li></ul><ul><ul><li>Complete inventory of current business processes, reporting requirements, and interfaces </li></ul></ul><ul><ul><li>“ KualiCU” (KFS 2.2 installed and loaded with sample Cornell chart data) </li></ul></ul><ul><ul><li>Data warehouse prototype and mock reports </li></ul></ul><ul><ul><li>Campus approval of chart and related org structures </li></ul></ul>
  • 26. Cornell University <ul><li>Implementation Project (cont’d) </li></ul><ul><li>Discovery Phase (Feb – Jul 09) </li></ul><ul><ul><li>High level comparison of delivered system with current processes </li></ul></ul><ul><ul><li>Technical discovery and design </li></ul></ul><ul><ul><li>Final determination of modular vs “big bang” implementation </li></ul></ul>
  • 27. Cornell University <ul><li>Implementation Project (cont’d) </li></ul><ul><li>Implementation Phase (Aug 09 – 2012?) </li></ul><ul><ul><li>Detailed fit/gap analysis by module/process </li></ul></ul><ul><ul><li>Customization, conversion and testing </li></ul></ul><ul><ul><li>Decision support environment </li></ul></ul><ul><ul><li>Training </li></ul></ul>
  • 28. Cornell University <ul><li>Implementation Team </li></ul><ul><li>Essentially same team for Planning and Start Up </li></ul><ul><li>Composition of team: </li></ul><ul><ul><li>KFS staff: project manager, project director, functional lead, 2 business analysts </li></ul></ul><ul><ul><li>Central offices: reporting manager, IT data delivery specialist </li></ul></ul><ul><ul><li>Campus representation: business service center director </li></ul></ul>
  • 29. Cornell University <ul><li>Implementation Team (cont’d) </li></ul><ul><li>Participate in project plan, including: </li></ul><ul><ul><li>Identification of scope, stakeholders, goals, objectives, success criteria, risks </li></ul></ul><ul><ul><li>Estimate of resource needs, work breakdown and schedule </li></ul></ul><ul><ul><li>Define governance, resourcing, management approach, communication plan </li></ul></ul>
  • 30. Cornell University <ul><li>Governance Committees </li></ul><ul><li>Senior Financial Group </li></ul><ul><ul><li>Advisory board for policy or major practice decisions </li></ul></ul><ul><ul><li>Receive periodic implementation status updates </li></ul></ul><ul><ul><li>Business officers from each major college or unit </li></ul></ul><ul><li>Financial System Steering Committee </li></ul><ul><ul><li>Steering committee for the project </li></ul></ul><ul><ul><li>Review and approval of major project decisions </li></ul></ul><ul><ul><li>VP finance (chair), VP info technology, VP planning & budget, Director planning info & policy analysis, two college business officers; Director info systems, Treasurer </li></ul></ul>
  • 31. Questions? [email_address] [email_address] [email_address]

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