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Kuali Financial System Implementation Update

March 28, 2011. Kuali Financial System Implementation Update. Agenda. MSU Go Live Update Testing Conversion Reporting Security. MSU Go Live. We have a date! 10/1/2011 Michigan State went live 1/4/2011: eDocs processed as of 1/6/2011 (2 days later) 6,000 maintenance docs 2,300 POs

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Kuali Financial System Implementation Update

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  1. March 28, 2011 Kuali Financial System Implementation Update

  2. Agenda • MSU Go Live Update • Testing • Conversion • Reporting • Security

  3. MSU Go Live • We have a date! 10/1/2011 • Michigan State went live 1/4/2011: • eDocs processed as of 1/6/2011 (2 days later) • 6,000 maintenance docs • 2,300 POs • 1,600 Journal Entries (eDocs) • Close to 1,000 people at a time on the system • Creating Vendors biggest change/challenge

  4. MSU Go live • As of 2/1/2011 • 65,000 eDocs in January • First month end close successful • Completed two bi weekly payrolls – monthly payroll – GL balanced • Lessons Learned: • Doesn’t matter how much you train/communicate you can’t get everyone 100% ready • People who were good at their jobs aren’t anymore – but they are optimistic that in 3 months they will be

  5. Testing • “Point-to-Point” • February 7 – end of March • With Integration partners: • IDB Units; JP Morgan Chase (Pcard); Wells Fargo (Banking); HCM and Student • First Move to Production test – there will be 4 to 5 • Control M- Batch processing • Integration Test 2 – April – July • Practice MTP 2 • End to End testing • Data in – data out – testing reports • Unit Implementation Leads and Central Admin – expect to have 200 testers

  6. Conversion • Started with FY 2009 Beginning Balances • FY 2009 and 2010 Transactions Reconciled • July – Feb 2011 Converted and Reconciled • March – Go Live: Monthly conversion until go live. • Year end processes tested • Unit Implementation Leads involved in reconciliation • 20 users • One month to reconcile • Feedback used to determine type and level of training • Result: 3 years of converted data in KFS

  7. Conversion • One to None • GL becomes KFS Account – 0 removed from the beginning. 2 zeroes added to the end. • 060090  6009000 • One to One • GL and SL become one KFS account – zero added to the end of the SL; GL dropped. • 020552 and 205520  2055200

  8. Conversion • One to Many • GL and SL become KFS accounts • GL drops leading 0; adds 2 at the end • SL adds 1 zero at the end • Collisions add 01 to GL • 017321  1732101 • 173210  1732100 • 173212  1732120

  9. Conversion • Exceptions to the Rule • Reused FRS account numbers • Added a 9 to the end of reused accounts • Mapping table FRS to KFS account will be available • One to One becomes One to Many • After the initial conversion, if another SL gets added that maps to an existing GL, the new SL will be created as a single account

  10. Conversion • Labor Ledger Conversion • HCM will start sending detailed transactions to the Labor Ledger and FRS starting in July • December 2011 Effort Certification completed in KFS • What’s changing in HCM with KFS Go Live • ERE will be calculated in KFS • Encumbrance adjustments will be calculated in KFS • Salary Expense Transfers will occur in KFS

  11. Reporting • Reporting • Compiled reporting inventory using ISW reports – over 500 • Met with Business Owners, including campus representatives • 500 reports cut to 200 • Goal is 180- created 140 to date • Crosswalk will be provided – FRS Report  KFS Report

  12. Security • Assign roles to 3 main groups • Active Faculty and Staff (Role 32) • Create Requisitions, Arizona Buyways, Pcard Reconciliation • General KFS User (Role 54) • Create other financial transactions – ie Cash Receipts, Internal Billing Forms, Disbursement Vouchers, Accounts, etc. • Current FRS Users will be given Role 54 • Central Administration KFS Roles (Various Roles) • Process Purchase Orders and Payment Requests (Invoices), update Maintenance tables, Benefit Expense Transfers

  13. Security • 4 Months prior to go-live, current FRS users will be set up with Role 54 in CFG (“gold”) • Unit Heads will be asked to sign off on users who have access. • Deletes and additions will be managed with the FRS Request for Access form • User maintenance prior to go-live • Request for FRS Access Form will be sent to FSO IT - user set up in FRS. • Request for FRS Access Form sent to UITS Security Team – user set up in CFG • After Go Live- UAccess Provisioning Process

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