Kuali Financial System Internal Billing Information Session

1. Kuali Financial System Internal Billing Information Session Presented By: Alagammai Subramanian Senior Business Analyst, ITS

2. Agenda • Objectives • Overview on Internal Billing • Kuali Internal Billing Process • Kuali Internal Billing JV Process • Kuali eDocs for Internal Billing • Internal Billing Rollout Proposal • Internal Billing Training and Communication • Internal Billing User Access Request • Next Steps

3. Objectives • Objectives of Information Session • To Provide a Preview on the New Internal Billing Process • To Understand the Expectations of Service Center Users • To Plan the Release logistics • Training • Communication • Rollout timelines • User Access Requests

4. Overview • Overview on the Internal Billing Requisition Process • Replaces • Internal Paper Requisitions • Service Center Lien System • A streamlined process for initiating and approving the Service Requisitions • Prepopulated Internal Billing Journal Voucher to relieve the lien and charge the departments for the service • Reporting Tool (Cognos) to generate reports on Internal Billing Requisitions

5. Kuali Internal Billing Process • Kuali Internal Billing Process • Receiver of Services will Initiate Process • Amount is predefined • Department predefines allowed overage amount • Chooses ‘One Time Only’ or ‘Blanket’ • Service Center • Receives Order • Approves, resulting in lien OR • Sends back for adjustments • Fulfills Order • Charges account • Removes lien • Contd..

6. Internal Billing Requisition eDoc

7. Internal Billing Requisition eDoc

8. Kuali Internal Billing Journal Voucher • Service Center Processing Lookup • View-only option to view finalized Internal Billing Requisition eDocs • Requires JV Initiator Access or Service Center Approval Access • Select individual or multiple transactions to create Journal Voucher • Requires JV Initiator Access • Pre-populated IBJV eDoc is generated • IBJV workflow process similar to GJV workflow process

9. Service Center Processing

10. PDF Report

11. Internal Billing Journal Voucher eDoc

12. Internal Billing Journal Voucher eDoc

13. Kuali Internal Billing Process Contd. • Closing of Requisitions • At any time by the Service Center • Automatically closed when Balance is zero • At Month End, One Time Only will automatically be closed unless ‘remain open’ feature is used • Monitoring • Cognos report to see liens from Service Center or Department perspective • By Department or Service Center • By Status • Listing that can be analyzed as Department/Service Center desires

14. Cognos Report

15. Kuali eDocs for Internal Billing • Kuali eDocs for Internal Billing • New Transactional eDocs in KFS • Internal Billing Requisition eDoc • Internal Billing Journal Voucher eDoc • Next Year Internal Billing Requisition eDoc • Year End Internal Billing Journal Voucher eDoc • New Lookup for Service Center Processing in KFS • Service Center Processing Lookup • Year End Service Center Processing Lookup

16. Internal Billing User Access Request • Internal Billing User Access Request • Approx. number of users requiring roles to do Service Center Processing • Approx. number of users requiring roles to initiate Internal Billing eDoc • Approx. number of users needing account/org code access for creating requisitions • Approx. number of users requiring access to the Cognos Report

17. T Thank You