Kuali Project Update 10/11/05 FIS/Kuali Demonstration: October 11 -12, 2005
http: //Kualiproject. org. • Kuali is a community/open source initiative to create a comprehensive financial information system for higher education • Designed for any Carnegie Class institution, from Community College to R 1 institutions – Indiana University is 8 campuses • 2 R 1 campuses • 6 smaller campuses • Has had significant review by NACUBO colleagues FIS/Kuali Demonstration: October 11 -12, 2005
What is it all about? New System Design ? Refactor The Technology FIS/Kuali Demonstration: October 11 -12, 2005 Indiana Financial System Limited Enhancements Defined by Functional Council
Why are we doing this? • FIS functionality • 10 more years. • FIS technology base shaky – 12 year old technology – Vendor support ? ? – Loss of Control ? FIS/Kuali Demonstration: October 11 -12, 2005
IU’s Options ? • Retooling the FIS alone – Time – Ongoing support and costs • Buy PSFT Financials? • Partner with like minded colleagues – Share costs – Get enhancements faster • Others have looked at the FIS – Mostly positive. – Several are investing in Kuali. • For reasons ranging from cost to control of destiny, collaborative efforts such as this are becoming more common among our peer institutions. FIS/Kuali Demonstration: October 11 -12, 2005
Project Costs • $7. 4 m total project cost • 72+ person-year effort • Core partners: – $500, 000 $2, 000, • depending on Size and Carnegie Class • >$4, 400, 000 from Founding Partners – Cash or tendered personnel resources • March, 2005: $2. 5 m grant from the Andrew W. Mellon Foundation FIS/Kuali Demonstration: October 11 -12, 2005
Founding Partners • Currently have Six Institutional Founding Partners • NACUBO is also a Founding Partner • r*smart is a Founding Partner FIS/Kuali Demonstration: October 11 -12, 2005
What are we actually going to do? • Client Server J 2 EE platform – Modular architecture • Work will be done by Founding Partners and other approved investing partners • At IU, it will be delivered through One. Start/u-Portal • Kuali will work with the Onestart Workflow© engine. FIS/Kuali Demonstration: October 11 -12, 2005
Timeline • Project calls for 27 months to do the development. – Phase I: Baseline system in 12 months – Phase II: Full System within 27 months – Phase III and beyond: TBD • Enhancements not done in initial project FIS/Kuali Demonstration: October 11 -12, 2005
Governance • Kuali Board – – Voting member from each Institution NACUBO and r-smart Chair from Indiana Extended Board • Project Manager – Developers from each Institution • Functional Council – Members from each Institution – NACUBO and r-smart – Subcommittees FIS/Kuali Demonstration: October 11 -12, 2005
Accomplishments to date • Several Functional Council Retreats – Refine requirements – Prioritize enhancements in scope • Several Technical Council Retreats – Define overall technical architecture • J 2 EE, SOA, XML – Create Kuali Nervous System • Tech Team has created the first working transactions • Purchasing/AP modules already in production • Core Partners have tendered their pledged resources FIS/Kuali Demonstration: October 11 -12, 2005
Next Steps • Continued Functional Council meetings – SME’s working with development teams • Six development teams working on specific functionality • Kuali Research Administration FIS/Kuali Demonstration: October 11 -12, 2005
Proposed Kuali Scope Baseline system Chart of Accounts General Ledger Basic accounting e-Docs Routing and Approval Basic reports Additional Modules Labor Distribution Grants Management (pre and post award) Capital Assets Accounts Receivable Disbursement Voucher FDRS (Decision Support)* Purchasing Accounts Payable Budget Construction Endowment IU infrastructure elements that are also available One. Start Workflow© (XML) Portal Framework* IUIE (Decision Support)* FIS/Kuali Demonstration: October 11 -12, 2005 *Optional
Questions ? ? FIS/Kuali Demonstration: October 11 -12, 2005
Chart of Accounts Bill Overman FIS/Kuali Demonstration: October 11 -12, 2005
What is the Chart of Accounts? • COA is the set of tables that define the codes and coding structures within the Financial Information System (FIS) –Multiple Charts of Accounts • Organizations • Accounts • Sub-Accounts • Object Codes • Sub-Object Codes • Levels • Consolidations FIS/Kuali Demonstration: October 11 -12, 2005
Chart of Accounts at IU IU COA UA COA BL COA IN COA BA COA IA COA FIS/Kuali Demonstration: October 11 -12, 2005 Regional COAs
The Fundamentals • External Financial Reporting – IU Chart – Consolidated Level • Internal Financial Reporting – Responsibility Center Management – Departmental Management – Detail by Account • Internal Control – Reporting Hierarchy – Routing • Budget Construction FIS/Kuali Demonstration: October 11 -12, 2005
Benefits of Multiple Charts • Ability to handle complex reporting structures • Auxiliary Charts are not required to contain object codes unrelated to their activities (i. e. Tuition, State Appropriations) • Campus charts are not required to contain object codes unrelated to their activities (i. e. Cost of Goods Sold, Inventory, etc. ) • Increased Information and Knowledge at the Campus Level • Easy Access to Campus Level or Auxiliary Reporting. FIS/Kuali Demonstration: October 11 -12, 2005
Organizations • Organization – Example: FMOP (FMS Administration) – Collection of accounts or a collection of other organizations. – An organization may have any of the following attributes • Chart of Accounts, Responsibility Center, Campus, Department, Subunit • HRMS • Can include all fund groups • Up to four alphanumeric characters (eg. FMOP) FIS/Kuali Demonstration: October 11 -12, 2005
Accounts • Account Number – Specific identifier for a pool of funds assigned to a specific organization for a specific function. • Example: 19 -126 -10 (FMS Administration) Reports to org FMOP – All accounts can be self-balancing – Attributes of an account include the following: • • • Chart Organization Function Restricted/Unrestricted Fund Group specific FIS/Kuali Demonstration: October 11 -12, 2005
Sub-Accounts • Sub-accounts achieve further division of an account for internal reporting purposes. • Example: custr (FMS Customer Service) Reports to 19 -126 -10 • Attributes of a sub-account include the following: – – Account specific Assumes all attributes of the account it reports to Cost Share Functionality Reporting Code for separate linkages to units FIS/Kuali Demonstration: October 11 -12, 2005
Object Codes • Object Codes are detailed identifiers for Income, Expense, Asset, Liability and Fund Balances. – Chart specific – Four numeric digits – Example: BL 1504 “Animal Care Income” IN 1504 “Card Services Income” FIS/Kuali Demonstration: October 11 -12, 2005
Sub-object Codes • Sub-object codes achieve further division of an object code for internal reporting purposes • Attributes of a sub-object include the following: – Specific to an account and object code – Assumes all attributes of the object code it reports to • Example: In State Travel Object Code 6000 – Faculty Instate Travel, Fac – Staff Instate Travel, Sta – Student Instate Travel, Stu FIS/Kuali Demonstration: October 11 -12, 2005
Levels and Consolidations • All object codes report to a higher Level code and each Level code reports to a higher Consolidation code – Approximately 80 Levels (although no limit) – Approximately 20 Consolidations (no limit) – Example: Object Code 2403 “Exempt Staff Salary Savings” Level PRSA “Professional Salaries” Consolidation CMPN “Compensation” FIS/Kuali Demonstration: October 11 -12, 2005
Hierarchy of COA at IU - Example IU Highest Organization Level Organization that is also a Campus UA VPPF Organization that is also an RC FMSY Account 1912631 Sub Account FIS/Kuali Demonstration: October 11 -12, 2005 Organization FMOP Organization 1912610 aucap custr
Management Control and COA • How can I use the chart for organizational management? – Flexibility in Reporting – Flexibility in making Routing decisions – Hierarchy for Responsibility Management – Facilitates internal controls by assigning account managers, supervisors and delegates. – Tool for measuring the performance of a subunit FIS/Kuali Demonstration: October 11 -12, 2005
Management Control and COA • What tools do I have to achieve my reporting objectives? – With the Approval of the Chart Manager • Organizations • Accounts • Object codes – Sub-accounts (budgeting / spending) – Sub-object codes (budgeting / spending) – FDRS Reports – FIS/Kuali Demonstration: October 11 -12, 2005
Conclusions about the COA Questions? FIS/Kuali Demonstration: October 11 -12, 2005
Kuali Conference 10/11/2005 General Ledger Processing FIS/Kuali Demonstration: October 11 -12, 2005
Agenda Topics • Four Basic Tables: Labor Ledger Detail & Balance – General Ledger Detail & Balance - views exist that pull together chart and ledger data for reporting (prejoined) • Nightly Batch Components and the Affect of System Reference Tables & Chart of Accounts Documents • Touch on Data Inquiries and Reports (Kuali & FDRS/IUIE) • Month-End Processing • Year-End Processing FIS/Kuali Demonstration: October 11 -12, 2005
General Ledger Detail FIELD NAME • • • • FORMAT BUSINESS NAME UNIV_FISCAL_YR FIN_COA_CD ACCOUNT_NBR SUB_ACCT_NBR FIN_OBJECT_CD FIN_SUB_OBJ_CD FIN_BALANCE_TYP_CD FIN_OBJ_TYP_CD UNIV_FISCAL_PRD_CD FDOC_TYP_CD FS_ORIGIN_CD FDOC_NBR TRN_ENTR_SEQ_NBR TRN_LDGR_ENTR_DESC NUMBER(4) VARCHAR 2(2) VARCHAR 2(7) VARCHAR 2(5) VARCHAR 2(4) VARCHAR 2(3) VARCHAR 2(2) VARCHAR 2(4) VARCHAR 2(2) VARCHAR 2(9) NUMBER(5) VARCHAR 2(40) FISCAL YEAR CHART ACCOUNT NUMBER SUB ACCOUNT OBJECT CODE SUB OBJECT BALANCE TYPE OBJECT TYPE FISCAL PERIOD DOCUMENT TYPE ORIGIN CODE DOCUMENT NUMBER SEQUENCE NUMBER TRANSACTION DESCRIPTION FIS/Kuali Demonstration: October 11 -12, 2005
General Ledger Detail Cont. FIELD NAME • • • • FORMAT BUSINESS NAME TRN_LDGR_ENTR_AMT TRN_DEBIT_CRDT_CD TRANSACTION_DT ORG_DOC_NBR PROJECT_CD ORG_REFERENCE_ID FDOC_REF_TYP_CD TYPE FS_REF_ORIGIN_CD FDOC_REF_NBR FDOC_REVERSAL_DT TRN_ENCUM_UPDT_CD TRN_POST_DT TIMESTAMP NUMBER(19, 2) TRANSACTION AMOUNT VARCHAR 2(1) DEBIT CREDIT CODE DATE TRANSACTION DATE VARCHAR 2(10) ORG DOCUMENT NUMBER VARCHAR 2(10) PROJECT CODE VARCHAR 2(8) ORG REFERENCE ID VARCHAR 2(4) REFERENCE DOCUMENT VARCHAR 2(2) REFERENCE ORIGIN CODE VARCHAR 2(9) REFERENCE DOCUMENT NUMBER DATE REVERSAL DATE VARCHAR 2(1) ENCUMBRANCE UPDATE CODE DATE POST DATE TIMESTAMP FIS/Kuali Demonstration: October 11 -12, 2005
General Ledger Balance FIELD NAME • • • FORMAT BUSINESS NAME UNIV_FISCAL_YR FIN_COA_CD ACCOUNT_NBR SUB_ACCT_NBR FIN_OBJECT_CD FIN_SUB_OBJ_CD FIN_BALANCE_TYP_CD FIN_OBJ_TYP_CD ACLN_ANNL_BAL_AMT FIN_BEG_BAL_LN_AMT CONTR_GR_BB_AC_AMT NUMBER(4) VARCHAR 2(2) VARCHAR 2(7) VARCHAR 2(5) VARCHAR 2(4) VARCHAR 2(3) VARCHAR 2(2) NUMBER(19, 2) FISCAL YEAR CHART ACCOUNT NUMBER SUB ACCOUNT OBJECT CODE SUB OBJECT BALANCE TYPE OBJECT TYPE ANNUAL BALANCE FINANCIAL BEGINNING BALANCE C&G BEGINNING BALANCE FIS/Kuali Demonstration: October 11 -12, 2005
General Ledger Balance Cont. FIELD NAME • • • • FORMAT BUSINESS NAME MO 1_ACCT_LN_AMT MO 2_ACCT_LN_AMT MO 3_ACCT_LN_AMT MO 4_ACCT_LN_AMT MO 5_ACCT_LN_AMT MO 6_ACCT_LN_AMT MO 7_ACCT_LN_AMT MO 8_ACCT_LN_AMT MO 9_ACCT_LN_AMT MO 10_ACCT_LN_AMT MO 11_ACCT_LN_AMT MO 12_ACCT_LN_AMT MO 13_ACCT_LN_AMT TIMESTAMP NUMBER(19, 2) NUMBER(19, 2) NUMBER(19, 2) NUMBER(19, 2) DATE MONTH 1 AMOUNT (JULY) MONTH 2 AMOUNT (AUGUST) MONTH 3 AMOUNT (SEPTEMBER) MONTH 4 AMOUNT (OCTOBER) MONTH 5 AMOUNT (NOVEMBER) MONTH 6 AMOUNT (DECEMBER) MONTH 7 AMOUNT (JANUARY) MONTH 8 AMOUNT (FEBRUARY) MONTH 9 AMOUNT (MARCH) MONTH 10 AMOUNT (APRIL) MONTH 11 AMOUNT (MAY) MONTH 12 AMOUNT (JUNE) MONTH 13 AMOUNT (CLOSING) TIMESTAMP FIS/Kuali Demonstration: October 11 -12, 2005
Accounting Cycle • Chart of accounts updates (COA documents and reference tables) occur in Kuali upon approval and are copied out to decision support environments • Sufficient funds checking is optional for Kuali accounts (calculates budget – actual - encumbrance pending variances by object, level, consolidation, and account or perform cash checking) • Two pending entry tables for Kuali documents – labor ledger and general ledger • Labor ledger contains detail salary, wage, and benefits by person, position, type of pay, and pay period • Entries processed by the labor poster are aggregated and feed the general ledger FIS/Kuali Demonstration: October 11 -12, 2005
Accounting Cycle Continued • Collection of accounting feeds for GL processing – Entries from labor poster (LL Kuali documents – i. e. salary & benefit transfers, payroll closings, and payroll accruals) – GL Kuali documents (CR, DI, DV, etc…) – Entries from other university systems (EPIC, SIS, travel, etc…) – Entries from external feeds (ID billings, bank transmissions) FIS/Kuali Demonstration: October 11 -12, 2005
Accounting Cycle Continued • All of the collected data then pass through the following processes – Pre-Scrubber and Scrubber – De-Merge Process – General Ledger Poster – Automated Reversal Entries – ICR Calculation – ICR Poster FIS/Kuali Demonstration: October 11 -12, 2005
Scrubber • Edits are performed to validate data and identify any accounting transactions with errors (all non free-form fields are checked) • Expired accounts are rolled to continuation accounts (C&G accounts have a 3 month extension after the expiration date) • The following entries are generated by the Scrubber – Generated offsets by document type and balance type – ensures balanced accounting entries – Plant fund capitalization entries by organization – Plant fund indebtedness entries by organization – Cost share transfers – Cost share encumbrances FIS/Kuali Demonstration: October 11 -12, 2005
De-Merge, Poster, and Reversals • The De-Merge process pulls all records on a document that has been found to have errors corrections are then made via the Kuali General Ledger Error Correction (GLCP) document • The Poster applies the scrubbed accounting and system generated entries to the general ledger tables (GL detail, GL balance, account balance, sufficient funds balance, and open encumbrances) • The Automated Reversal process systematically reverses documents that were created using the reversal date feature FIS/Kuali Demonstration: October 11 -12, 2005
Indirect Cost and Decision Support • Indirect Cost Recovery (ICR) is charged to eligible accounts and revenue is recorded in the associated income stream account, usually a GF Responsibility Center (RC) account – sometimes a portion of ICR revenue is siphoned off to a central administration account for university projects • The accounting and system generated entries are then passed on to the decision support environments (data direct, pre-defined queries, ad hoc reporting) FIS/Kuali Demonstration: October 11 -12, 2005
Account Inquiry Main FIS/Kuali Demonstration: October 11 -12, 2005
Account Inquiry Budget – Sufficient Funds FIS/Kuali Demonstration: October 11 -12, 2005
Account Inquiry Responsibility – Continuation Accounts FIS/Kuali Demonstration: October 11 -12, 2005
Offset Definition Reference Table FIS/Kuali Demonstration: October 11 -12, 2005
Org Maintenance - Capitalization FIS/Kuali Demonstration: October 11 -12, 2005
Account Inquiry C&G - ICR FIS/Kuali Demonstration: October 11 -12, 2005
Sub Accounts Inquiry - Cost Share FIS/Kuali Demonstration: October 11 -12, 2005
Administrative Error Correction (GLCP) FIS/Kuali Demonstration: October 11 -12, 2005
Kuali GL Enhancements • Flexible Claim on Cash – allows posting of cash entries to a separate “offset account” and the generation of bank specific cash transactions to institutionally defined accounts and object codes • Budget Year – a new attribute of the general ledger and e-docs that will allow tracking of financial transactions by budget year for a given funding source • Indirect Cost Recovery Encumbrances – will assist project investigators (PI’s) in forecasting all expenses for Contract and Grant accounts FIS/Kuali Demonstration: October 11 -12, 2005
Pause from Power. Point Presentation • Balance inquiry screens with drill down • Example of GL entries in Kuali FIS/Kuali Demonstration: October 11 -12, 2005
Month-End Processing • Majority of time spent on legacy systems and external feeds – – RC assessments Student health insurance and student fees Bi-weekly payroll accruals C&G letter of credit cash transfers • Legacy/external feeds are balanced, preedited, and accepted into accounting batch cycle • Kuali documents process as usual (must have completed routing and approval process) FIS/Kuali Demonstration: October 11 -12, 2005
Last Working Day of the Month • Generation of monthly Standard Reports: – Monthly Operating Detail Listing – Monthly Operating Statement – C&G Monthly Operating Detail Listing – C&G Monthly Operating Statement – Labor Operating Detail Listing – Interdepartmental Billings – Expired Accounts Listing – RC/Campus Budget Report – RC/Campus Budget Summary Report – ICR Income/Expense – Fund Statements & General Ledger FIS/Kuali Demonstration: October 11 -12, 2005
1 st Working Day of the Month • Place monthly Standard Reports on FDRS/IUIE Account View (electronic dynamic packet generation) • Electronic notification of reports to all fiscal officers, account managers, supervisors, and selected delegates (primary and ERD) • Remote printing and distribution of selected report packets (RDM) – ending December 2005 FIS/Kuali Demonstration: October 11 -12, 2005
Account View Main FIS/Kuali Demonstration: October 11 -12, 2005
Account View Report Selection FIS/Kuali Demonstration: October 11 -12, 2005
Account View – Operating Statement FIS/Kuali Demonstration: October 11 -12, 2005
Account View – Transaction Listing FIS/Kuali Demonstration: October 11 -12, 2005
Pre Year-End Closing – Creation of new fiscal year’s chart of accounts (Genesis) – Budget construction – Generation of pre-closing business manager reports – general fund org reversion, negative/positive cash, outstanding encumbrances, prior year June activity, general ledger, fund statements, preliminary balance sheet – Update Kuali org reversion reference table – Posting of accrued vacation & sick liability FIS/Kuali Demonstration: October 11 -12, 2005
Pre Year-end Closing Cont. – Monitoring of system reference tables • Accounting periods (open/close, assign dates) • System reference table (beginning balance flag) • Payroll dates table • Benefit calculation rates – Cancellation of selected unapproved Kuali documents after June 30 batch cycle – Activation of year-end documents (for posting to periods 12 & 13) – Snapshots of account and org tables for year-end reporting FIS/Kuali Demonstration: October 11 -12, 2005
Org Reversion Table FIS/Kuali Demonstration: October 11 -12, 2005
Accounting Periods Table FIS/Kuali Demonstration: October 11 -12, 2005
Systems Options Table FIS/Kuali Demonstration: October 11 -12, 2005
Document Type Table FIS/Kuali Demonstration: October 11 -12, 2005
First Closing (July 6) • Normal month-end closing items including the first day standard reports • First closing business manager reports • Accounting transactions occur in two fiscal years – Normal Kuali documents post in the period approved • Prior to June 30 they post to the previous fiscal year • After June 30 they post to the new fiscal year – Year-end documents post to the prior fiscal year • Through first closing they post to period 12 • After first closing through final closing they post to period 13 FIS/Kuali Demonstration: October 11 -12, 2005
Second Closing (July 14) • The time between first and second closing is primarily reserved for campuses to make adjustments • Second closing business manager reports including a listing of transactions since first closing FIS/Kuali Demonstration: October 11 -12, 2005
Final Closing (July 25) • Campus closing meetings are scheduled prior to final close • Final closing first and second day reports • Final closing business manager reports FIS/Kuali Demonstration: October 11 -12, 2005
Year-End Balances and Carry Forwards (July 26 – 29) • Org reversions and carry forwards • Encumbrance forwards • Close out current fiscal year nominal activity (balance type NB) • New fiscal year balance forwards • Create C&G beginning labor balances • Special cash consolidations for auxiliary and service units FIS/Kuali Demonstration: October 11 -12, 2005
QUESTIONS? FIS/Kuali Demonstration: October 11 -12, 2005
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