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Kuali Update

Kuali Update. BPC Meeting 01/27/2010. KFS Community Project. KFS 3.0 released Oct 2009 KFS 3.1 patch release planned for Jan 2010 KFS 4.0 with endowment module is underway Planning for a Spring Workshop in May and Kuali Days in Nov. Project Status. Functional Fit-gaps

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Kuali Update

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  1. Kuali Update BPC Meeting 01/27/2010

  2. KFS Community Project • KFS 3.0 released Oct 2009 • KFS 3.1 patch release planned for Jan 2010 • KFS 4.0 with endowment module is underway • Planning for a Spring Workshop in May and Kuali Days in Nov

  3. Project Status • Functional Fit-gaps • Most of the functional teams have completed their fit-gaps; most areas have a 50% or less fit • Presentation of fit-gaps to the Executive Committee for review and approval • Development of functional specifications for approved enhancements • Develop policy and procedure changes • Meet with field for feedback

  4. Project Status (cont) • Testing and configuration of KFS • UH sandbox populated with FY 2009 closing accounts and balances • Meet with functional teams to work through processing details and potential training issues • Conversion and clean up of data • Developing organization code structure • Cleaning up and assigning account attributes • Purging old accounts, vendors and customers

  5. Proposed Process Changes • Eliminate carry over G fund encumbrances • Eliminate requirement to have new accounts each funding year with an indication of the funding year in the account number • General fund accounts will represent current year • Use general funds for payroll costs only • Campuses that have excess general funds will swap other sources of funds with campuses that need general funds (i.e., swap TFSF with GF) • Pilot process with the Community College Appropriation this FYE

  6. Proposed Process Changes (cont) • Account level budgeting and sufficient funds checking (SFC) • Baseline KFS supports budgets and SFC at the account • KFS supports sub accounts which will reduce the number of accounts to manage • Some limitation with sub accounts as they inherit all of the attributes from the parent account (e.g., fund, appropriation, expenditure function, org code) • New process for the field but should improve financial management of accounts • Reports showing budget-to-actual variances to assist with monitoring

  7. Proposed Process Changes (cont) • Elimination of Departmental Checking System (DCS) • Baseline KFS does not support selection of check processing by document; either centrally at the campus or centrally at System (i.e., ITS) • Process control concerns with current DCS • Reduce need for DCS • Promote ACH/EFT payments for vendors and employees • Increase P-Card usage for small purchases • Central invoicing for utility payments • Electronic workflow with attachments should decrease payment processing time • Increase the frequency of check runs, if necessary • Checks would be printed either centrally at the campus or centrally at System (ITS) • Need to determine resource requirements and control concerns

  8. Project Timeline

  9. Questions?

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