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How to Sell KFS to Management: University of Connecticut’s Evaluation and Decision Making Process

How to Sell KFS to Management: University of Connecticut’s Evaluation and Decision Making Process. How to Sell KFS to Management. University of Connecticut’s Evaluation and Decision Making Process. Charles Eaton , Controller Annette Pavone , Manager of

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How to Sell KFS to Management: University of Connecticut’s Evaluation and Decision Making Process

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  1. How to Sell KFS to Management: University of Connecticut’s Evaluation and Decision Making Process

  2. How to Sell KFS to Management University of Connecticut’s Evaluation and Decision Making Process Charles Eaton, Controller Annette Pavone, Manager of Inventory Control and Capitalization Page 2

  3. UConn’s Situation Mainframe legacy FRS system in use at UConn since 1991 UConn requires an FRS-replacement solution based on SCT’s stated plan to cease product support December 2011 With today’s web-based systems, FRS has reached the end of its useful life Page 3

  4. UConn’s Options • Evaluated Two Vended ERP Systems • PeopleSoft Financials • Used by the State of Connecticut • Inflexible and costly • Not designed for higher education • SCT Banner • Being implemented by UConn Health Center • 2005 Synergy Project – no requirement to have same system as UCHC Page 4

  5. UConn’s Options (continued) • Homegrown System • Too complex • Lack of adequate staffing • Open Source (Kuali Financial System) • Designed by higher education for higher education • High functionality • High value proposition • Benefits of collaboration Page 5

  6. UConn Explores the Kuali Community • Attended Kuali Days 2007, 2008 • Functional and technical staff across campus • UConn's introduction to KFS • Developed Kuali Workflows at UConn • Dependent Tuition Waiver • Inventory Control Workflow • Administrative Task Authorization Page 6

  7. UConn’s Proof of Concept • Proof of Concept (formerly “Kualifier”) developed by rSmart • UConn’s chart of accounts converted into KFS • Beginning balances entered as of July 1st • Ability to “try out” various e-docs in the KFS environment using familiar accounts • Test environment allowed for “impersonation” to push e-docs through entire process (i.e., simulate workflow) • Proof of Concept (“POC”) objective: DoesKFS meet the business needs of UConn? Page 7

  8. UConn’s Proof of Concept Phase 1: Central Financial Staff Critical: Must obtain central financial staff commitment • Initial central financial staff included: Accounting, Budget and Sponsored Programs • Small group sessions (8-10 staff) • What is Kuali? • Demonstrated POC • Encouraged staff to explore e-docs (have fun!) • Staff began to ask “How will this work?” • Handout: “KFS Quick and Useful Facts” • Major differences with FRS • Useful tips Page 8

  9. UConn’s Proof of Concept Phase 1: Central Financial Staff (continued) • 2-Day Chart of Accounts Workshop in September 2009 with rSmart on-site • Explanation of conversion strategy in POC • How is FRS different from KFS? • Fit-gap analysis / report • Hands-on work in the POC Page 9

  10. UConn’s Proof of Concept Phase 2: Extended Central Financial Staff - PURAP • 2-Day PURAP (Purchasing and Accounts Payable Module) Workshop in October 2009 with rSmart on site • Vendor conversion – what is in POC? • FRS Purchasing vs. KFS Purchasing Fit Gap • Demos: Requisition, Purchase Order, Receiving, etc. • Hands-on testing scenarios Page 10

  11. Kuali Days 2009 : The Mission • Attendance by staff across functions • Management • Central financial staff • IT staff • Our Mission: Get the real story • Plan of attack – cover as many sessions as possible • Meet people, ask questions, ask more questions! • UConn staff left San Antonio reassured, excited, and inspired! Page 11

  12. Kuali Days 2009 : The Mission(continued) Goal: Obtain IT’s commitment Invite IT staff to Kuali Days Naysayers impressed by Brad Wheeler Newly hired CIO from San Antonio IT needs to learn about the Kuali community and see first hand Page 12

  13. UConn’s Proof of Concept Phase 3: Community Rollout – January 2010 • Invited staff who currently use FRS from departments across the University • Academic • Research • Auxiliary • Student Services • Athletics • Internal Audit • Over 80 attendees! Page 13

  14. UConn’s Proof of Concept Phase 3: Community Rollout – January 2010 (continued) • Introduction to KFS Presentation • What is KFS / Kuali? • Why KFS? • FRS to KFS comparison • Demonstration of several e-docs / functions • Very positive reactions (the WOW factor!) Page 14

  15. UConn’s Proof of Concept Phase 3: Community Rollout: February 2010(continued) • 2-day workshop with rSmart • Overview of KFS community • Brief overview of conversion strategy for POC • Hands-on work • Budget Adjustment • Requisition / PO / Receiving • What we learned: audience too big / broad for hands-on • Question and answer session • Ease their fears (ended up having to control their enthusiasm!) • How can we help them feel comfortable in the POC? Page 15

  16. UConn’s Proof of Concept Phase 3:Community Rollout(continued) • Kuali_testers listserv • Provided tips (Did you know …?) • Updates • Learning and sharing tools • SharePoint website • FRS to KFS comparison: • Documents vs. e-docs • FRS inquiry screens vs. KFS balance inquiries • Requisition to payment request step-by-step flowchart Page 16

  17. UConn’s Proof of Concept Phase 3:Community Rollout(continued) • Hands-on “drop-in” sessions • Work best with similar employee types • 1-5 participants • Time to answer specific questions / concerns • Additional demos • Concluded Proof of Concept phases with a SharePoint online survey Page 17

  18. UConn’s Site Visit: Colorado State University • CSU is a KFS success story • Recently went live with KFS • Smooth and timely implementation • Willingness to share experience with UConn • CSU is comparable to UConn • FRS school, similar size, land grant university • Mission: what are the “real stories”? • How are things really working with KFS? • How did the implementation go? • Advice and inspiration Page 18

  19. UConn’s Site Visit: Colorado State University(continued) • Preparing to visit • Questions for all departments • 25 page document • Organized by functional / technical areas • Included table of contents • Sent questions in advance • Eliminated surprises • Provided sufficient time to answer questions • CSU Controller distributed document Page 19

  20. UConn’s Site Visit: Colorado State University(continued) The UConn invasion! • Representation from departments across university • Central financial • Academic • IT staff • Auxiliary • Student services • Met with CSU counterparts • 2 ½ -day visit • Mission accomplished! Page 20

  21. UConn’s Evaluation of KFS: Final Steps • CSU visit participants met at UConn • Tabulated responses • Discussed impressions • Should we go ahead with KFS? YES! • Gathered and summarized all other feedback • Staff surveys • Fit-gap report created with rSmart Page 21

  22. Staff Impressions Received From UConn POC Participants • Overall favorable impressions with respect to: • Adaptability to UConn’s business requirements • Workflow capability • Ease of “crossover” from FRS • Overall software functionality • Ease of Use / Layout / “Look & Feel” • Commitment of Kuali community participants • A detailed survey of UConn KFS Proof of Concept participants revealed an overall favorability rating of 4.3 out of possible 5.0 Page 22

  23. Staff Impressions Received From CSU Visit Participants • Survey of administrative and academic staff who visited Colorado State University in May concluded on a scale of 1 (lowest) to 4 (highest): • KFS is a viable financial system: 3.70 • Would you choose KFS: 3.74 • CSU implementation positive experience: 3.07 • CSU staff were satisfied with KFS: 3.43 • CSU staff strong commitment to support KFS: 3.63 • rSmart viewed positively by CSU staff: 3.76 Page 23

  24. UConn’s Evaluation of KFS: Final Steps • Present the case to President’s Senior Administrative Team • KFS is the best fit for UConn • KFS functionality • KFS is suited to UConn’s business needs • KFS is viable • Quantified input from all participants • Senior Administrative Team votes “YES!” Page 24

  25. UConn’s Next Steps UConn joins Kuali Foundation and becomes a Sustaining Partner in KFS UConn submits a comprehensive 60-page RFP to engage implementation consultants Page 25

  26. UConn’s Next Steps(continued) Currently in negotiations with consultants Implementation planning phase set to begin December 2010 Anticipated “Go-live” date: July 1, 2012 Page 26

  27. Key Points Implement a proof of concept Get financial team on board first Get IT commitment Engage academic and other departmental users in KFS evaluation If possible, visit an implemented school similar to yours Page 27

  28. Key Points (continued) Momentum is essential Strong leadership must inspire Keep Kuali in front of key decision makers Get academic leaders engaged Begin to set realistic expectations Communicate, collaborate, consider, convince, corral, and commit! Page 28

  29. How to Sell KFS to Management University of Connecticut’s Evaluation and Decision Making Process Questions? Thank you for joining us and have a safe trip home! Page 29

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