Wednesday – September 4, 2013 12:00 – 1:00 pm McKeldin Library

What is KFS and Why Are We Doing it Now?

Wednesday – September 4, 201312:00 – 1:00 pmMcKeldin Library

Contact us at [email protected] 2

KFS is the University of Maryland’s new Financial and Accounting system that will be implemented January 6, 2014

• KFS will replace FRS at UMCP, UMES, UMCES and USM

• KFS Phase I will provide Chart of Accounts/General Ledger, Purchasing/Accounts Payable, Capital Asset Management, Labor Distribution, electronic documents and reporting capabilities that are comparable to FRS.

• KFS phase II will provide enhanced reporting capabilities and user defined attributes

What is KFS

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Why Is KFS Important?

Contact us at [email protected]

KFS represents a significant step forward for the university …

It moves us to the next generation of ERP systems in higher education

It allows us to automate the final area of paper processing (requisitions)

It provides the opportunity to collaborate across campuses, units and systems

It is a sustainable long-term solution supported by the Kuali Foundation, a consortium of colleges and universities

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Why are we replacing FRS?


• FRS has reached the end of its useful life.

• FRS technical staff is not readily available for continuing mainframe technology.

• UMCP is not up-to-date with “best practice” functionality.

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What is Kuali?


What is Kuali, anyway?

Kuali is a community ofuniversities, colleges, and commercial affiliates

that have partnered to build and sustain open-source software

for higher education

by higher education.

More information can found at http://kuali.org.

http://kuali.org/

6Contact us at [email protected]

Why Kuali?

• Synthesis of best practices across higher education partners from around the country for requirements

• Includes ten (and growing) commercial partners providing professional and technical services

• Benefits of commercial support with advantage of local control

• Commercial off the shelf (COTS) products cost tens of millions of dollars to procure.

• Implementation and maintenance charges can approach $1 million per year.

• These commercial programs do not focus on the needs of higher education.

What is Kuali?

7Contact us at [email protected]

Maryland is a key player in the Kuali community …

Board National Dev Local Dev/ImplStudent Yes Yes Yes

Finance Yes Yes Yes

Open Library Yes No Yes

Rice Yes Yes Yes

COEUS No No Yes

Ready No No No

KPME* No No No

*Maryland donated PHR Data model and doc to “seed” program

Includes staff from Academic Affairs, Finance/Comptroller, Libraries, Research, and OIT

What is Kuali?


• UMCP has been providing functional and technical expertise to the international Kuali Foundation for the past several years.

• Our central UMCP KFS Team understands how to use KFS to support our business.

• To the extent possible we have implemented KFS “out-of-the-box”, we also will minimize changes to the current business processes

• The University hired Navigator Management Partners and Vivantech to provide additional consulting and implementation expertise.

Do We Have the Right KFS Expertise?

Project Team Organizational Chart

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What Will Be Different?


Transitioning from FRS to KFS will mean some changes …

Today (FRS) Tomorrow (KFS)6 digit account number 7 digit account number

Separate subsidiary and general ledger accounts One account for both subsidiary and general ledger

Subsidiary account expense codes and general ledger account control codes

• Subsidiary account expense codes remain constant.• General ledger account control codes will be

redefined

FRS Web Reporting KFS Web Reporting

Elf Forms process transactionseDocs process transactions through KFS workflow (e.g., purchasing documents, payments, journal vouchers, salary transfers, etc.)


What Improvements Can I Expect?

• New set of electronic documents that will help facilitate and automate current processes.

• Requisition form will be automated along with the current financial ELF forms.

• New system will allow you to better track the status of requisitions and purchase orders as well as provide you with an improved workflow of electronic forms.

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KFS Highlights – Reporting

There are five categories of reports:

1. Enterprise – reports that are used by the campus business community. These are reports similar to what is currently on FRS Web.

2. Central – reports that used by the Comptroller’s Office.3. Control – reports produced from the nightly KFS Batch processes.4. Downloads – Financial downloads5. Historical – FRS Web, FAS Web, PRO Web.

Access to these reports are from the KFS Reporting Menu. The menu and reports are protected by the University of Maryland’s Central Authentication Service (CAS).


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KFS ReportingReport Menu

* Example Screen – still under development

The following guidance will help you make a decision on whether you will need access to KFS, and whether you will need to participate in training, or not:

You WILL need access to KFS and will participate in KFS training if you execute any the following activities today:

• You verify Receiving for Goods or Services purchases

• You submit or approve Paper Requisitions• You enter or process Journal Vouchers• You request Accounts to be created• You process Payroll Transfers• You create/enter or approve ELF Small

Procurement forms, Master Contracts, and/or Miscellaneous Payment Requests

• You create or maintain Vendors• You look up Payments and Purchase Orders

through ProWeb• You work in FFX for Capital Asset Management• You view/download Reports through FRS Web

You will NOT need access to KFS or need KFS training if your system activities are limited ONLY to one or all of the following transactions today:

• You only enter timesheets• You only utilize the Cash Management /Bursar

systems• You only interact with the SAR Student system• You only utilize the Purchasing Card (PCard)

System• You only utilize Travel Approval Requests

(TARs) & Travel Expense Statements • You only utilize the Travel Card (TCard) System

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KFS User Profile


• Initial training will begin in October and will continue past the go-live date in January 2014

• Training will be delivered a number of ways:1. Instructor Led Training

• The ratio of 1:15 instructor: participants will be used.• Each workshop will consist of a step-by-step training manual and supporting

documentation.2. User Productivity Kit (UPK) Online Tutorials -

• Online Tutorials provide a self-paced learning guide.• 24/7 access to learning content.• Provides users with a flexible training schedule.

3. Drop-In Working Labs• Provides a one to one learning environment.• Allows users to bring in assignments to work on with someone who knows the process

on-hand.• Will be held at the Patapsco Building room 2111

4. Brown Bag/Sessions• Focuses one topic at a time.• Provides a fast refresher course to individuals who have already attended training.• Locations, Dates and Times TBD

How Can I Expect to Be Trained?

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Training Delivery Methods

The KFS Training Registration Page will launch towards the end of October to allow you to register for classes -

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QUESTIONS?


• July 17th, 2013 – KFS Reporting• July 31st, 2013 – KFS Reporting• August 14th, 2013 – KFS – What about Training? –• August 28th, 2013 – KFS Internal Billing –• September 4th, 2013 – What is KFS and why are we doing it

now? -• September 11th, 2013 - KFS – What about Training? –

- will be rescheduled to October 16th, 2013• September 18th, 2013 - KFS Requisitions -

https://www1.gotomeeting.com/register/586233192• October 2nd, 2013 – Labor Distribution and Preparation of

Salary Transfers - https://www1.gotomeeting.com/register/842612977


Brown Bag Series DatesThe Kuali Financial System (KFS) will replace FRS in 2014. If you are a current user of FRS and would like to know more about how KFS will change financial processing for the university, join us for the KFS Brown Bag Series. These informal one-hour sessions will be held every other Wednesday and will feature knowledgeable VPAF representatives talking about key features of KFS.

All meetings are scheduled from 12–1:00 pm and, if not otherwise noted, will be held in 6137 McKeldin Library*

* As dates, locations and topics may change, please check the website for the latest information

https://www1.gotomeeting.com/register/586233192



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For more information on KFS and for the latest Brown Bag Schedule:


… Check out updates to the VPAF KFS page …

http://vpaf.umd.edu/kuali/index.html

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For additional information regarding this presentation, please contact:

John Farley [email protected]


Contact Us

KFS (301) – 405-3020 [email protected]

THANK YOU FOR ATTENDING TODAY!

Wednesday – September 4, 2013 12:00 – 1:00 pm McKeldin Library

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