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Selling KFS to Your School

Selling KFS to Your School. Kymber Horn, University of Arizona Troy Fluharty, Colorado State University Rich Andrews, Univ. of California, Irvine. Selling KFS to the University of Arizona. Kymber Horn. University of Arizona. About 35,000 students

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Selling KFS to Your School

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  1. SellingKFS to Your School Kymber Horn, University of Arizona Troy Fluharty, Colorado State University Rich Andrews, Univ. of California, Irvine

  2. Selling KFSto theUniversity of Arizona Kymber Horn

  3. University of Arizona About 35,000 students 13 Colleges, incl. College of Medicine, $500 Million+ Research 2-3 KFS Developers over the past 3 years Implementing 7/1/2009 as part of replacing all UA Administrative systems – KFS is 1st Located in Tucson, Arizona Public land grant institution

  4. University of Arizona • Early Exploration • Net Meeting with IU and University of Texas, 2003 – “this won’t work for us” • Another Net Meeting – wow! • Visit to IU – double wow!! • IU (Bill, Damon and Barry) visit Arizona – 2 sessions, attended by 150 each – SRO

  5. University of Arizona • CIO, Sally Jackson, indicates we will join the Kuali Development partnership, invites campus to provide a good reason “why not” • Everyone is supportive • Join Development – early focus workflow, no plans to implement • Approved by Arizona Board of Regents • AVP Financial Services, Charlie Ingram, fronts the investment – functionally driven

  6. University of Arizona Benefits • Based on functioning system (IU’s FIS) • Controlling our own destiny • Functionality, timelines, cost • Designed for higher education • Workflow can be used for other processes • Code is visible, modifiable, supportable • Designed for distributed access • Proven interfaces with PeopleSoft • Community source consistent with higher ed. culture

  7. University of Arizona Benefits (cont) • Sophisticated workflow tool • Flexible chart of accounts • Labor distribution adjustment process • Budget and accounting data integrated • Distributed capital assets functionality • Enables “soft” commitments • Indirect cost calculated and posted nightly • Endowment management

  8. University of Arizona Risks of KFS • Coordination with partners • Delivery of software • Long term support • Still likely to be customizations Risks of vended software • Initial costs (purchase, consultants, customizations) • Long term costs (maintenance, upgrades) • Long term support not guaranteed • Forced upgrade schedule • Extensive modifications likely

  9. University of Arizona • Net Meetings • 75 participants from around campus • SME groups formed, included campus • Development begins • Arizona Kuali Website • Detailed timeline, including meetings, decisions, progress • Newsletter with Kuali Update • Demos and Hands On sessions including Survey • Demos, Demos and more Demos

  10. University of Arizona • Kuali Research enters the picture • Arizona Board of Regents approved KRA development partnership AND implementation • Contribution made to RICE • New CIO, Michele Norin – picked up the pace! • Enterprise System Replacement Proposal created, Kuali – Financials/Research; PS-Student/HR • ABOR approval – implementation set to begin July 08

  11. University of Arizona • rSmart Sandbox with UA Data • Chart of Accounts • Beginning Balances w/ Beg Balance methodology • Trial Balance • Vendor and Labor data • Arizona data is creating excitement and will be the feature of the next round of demos and used in hands on.

  12. University of ArizonaImplementation timeline

  13. University of Arizona http://www.mosaic. arizona.edu/kuali_financial_system/ For more information on our implementation

  14. Selling KFStoColorado State University Troy Fluharty

  15. Colorado State University About 25,000 students 8 Colleges, 1 Veterinary Teaching Hospital 2 KFS Developers for the past year Implementing 7/1/2009 Located in Fort Collins, Colorado Public land grant institution

  16. Colorado State University The process started with preparing an RFP using the Advantiv Decision Director Involved all campus personnel we could Resulted in a very comprehensive list of requirements Then it happened on the eve of releasing the RFP….

  17. Colorado State University Change in administration halted the RFP This actually worked out great for Kuali, it gave us time to look at it By the time it all settled we had taken our time to really look at Kuali including using the Kualifier from rSmart

  18. Colorado State University Our sales strategy was born from necessity but really was a lesson on how to sell the system. 3 simple steps to selling Kuali

  19. Colorado State University Get Kuali up and running on campus Kualifier is a very good option and the campus sessions got excitement started Get the academic side of campus involved and using the system you have running We held short training meetings with everyone we could get interested and provided simple scenarios for them to experiment with

  20. Colorado State University Find a somewhat simple problem process on your campus and develop an eDoclite as a demonstration of the system Ours was a moving reimbursement form that tends to get lost in transit for signatures It is used for high cost moves and has to have Provost’s approval – this meant is caught attention at all levels of the institution

  21. Selling KFSto theUniversity of California,Irvine Rich Andrews

  22. University of California, Irvine About 27,000 students and growing 11 Schools, a College of Health Sciences, 1 Medical Center, & $350 million in Rsch. UC has a 3 campus commitment to KFS UCI has contributed 1-2 Developers to KFS Implementing KFS: July 1, 2011 (?) Located in Irvine, California Public University

  23. University of California, Irvine You Can Only Sell What you Believe in!! • Community Source Software • Collaboration • Do-it-Yourself Attitude • Global Attitude

  24. University of California, Irvine We have Confidence in Community Source Software • Ability to leverage IT resources • Success of other open source ventures • Opportunity to reduce software costs • Benefits of a collaborative environment

  25. University of California, Irvine We Have Confidence in KFS • Designed specifically for Higher Education • Processes are based on proven best practices • Workflow capabilities • Comprehensiveness of Kuali Modules • Competence/Commitment of development partners • Enterprise Architecture fit • Opportunity to reduce the cost of ownership

  26. University of California, Irvine Set Expectations • KFS is different than our current system, but it works • New approach to fit gap analysis • Will install basic, non-customized KFS • Will consider customization 2 years after implementation

  27. University of California, Irvine Identify Desirable Functionality • Workflow • Business Rules • Benefit Rates • Pending Transactions • Web based • Ease of Navigation

  28. University of California, Irvine Think BIGGER!! • Office of Research Administration • Foundation • Medical Center • Time and Attendance System

  29. University of California, Irvine Rich’s Final and Obvious Marketing Ideas • Establish a test system • Encourage attendance at Kuali Days • Have post Kuali Days meetings • Use Kuali members as resources

  30. Questions?

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