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UCD KFS Project Updates

This page will periodically be posted with updates on the activity of the UCD KFS project.

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May, 2011 February, 2011 Past Year Updates: 2010 2009 2007

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Phase 2.0 Implementation (July 2011)

• General Ledger
  • User testing for document GL entries in underway in TST2 (KTEST) environment.
  • Parallel testing has started in STG2 (KSTAGE) environment.
  • Feed file testing is currently underway.
• Financial Transactions - General & Budget
  • General and Budget documents are currently in User Acceptance Testing.
  • FT transactions are posting to Decision Support in KTEST. The data is available on the FIS2 report. The FIS 9 and 19 reports are being updated for KFS documents.
  • The latest change requests are currently being programmed.
• Labor Distribution
  • New payroll expense and encumbrance files from UCOP have been signed-off for system and user acceptance testing. UCOP will send May and June files for parallel testing.
  • GL testing of Labor Distribution data is scheduled to begin on May 31st.
  • The Salary Expense Transfer and Benefit Expense transfer documents are in both System/User Acceptance Testing.
  • Composite Benefit rates are being updated with changes. The Benefit Rate search has been completed and is ready for User Acceptance Testing.
  • Historical Expense data (June 2010 - March 2011) is ready to load into the Labor Ledger. The development team is currently in the process of loading the data.
  • ERS data from the new PPS feeds are being validated by EFA.
  • Labor Distribution reports are in development. Additionally, modifications to existing reports are being made to use the Labor Ledger.
• Financial Transactions - Cash/Credit Card
  • System Operations is working with First Data to push credit card feeds to UCD. The first test file was transmitted on 5/23/2011.
  • Credit Card Receipt (CCR) maintenance documents have been created/modified.
  • The auto-create process for CCR is ready for unit testing. Merchant data is being gathered to test the CCR auto-creation process.
  • New thermal printers were tested successfully with CashSys. The new printers will replace the current printers at the Cashier's Office and will be used at UCDHS.
  • The Cash Receipt document has been modified to include locations. Workflow and business rules are being developed.
  • Gift Application: the new gift documents and application changes are currently in development.
  • CashSys: development is postponed until Labor Distribution reporting is completed. The CR auto-create process is ready for unit testing.
  • UCDHS has completed their modifications of the CCE feed.
• Integration [DS changes, ERS, TP interface, Plant App]
  • Changes to DS loads, TP changes and getting environments ready are on-going.
  • New DS reports are being developed for labor distribution.
• Campus Change Management
  • 2 In-person Davis campus KFS Phase 2 forums, 1 In-person UCDMC forum, and 1 online (recorded) forum were held in May. These forums provided an update on Phase 3/Future Kuali enhancements, and gave specific details on Phase 2 (FT, LD docs). Approximately 350 people attended the forums. Many more staff will be able to "attend" the recorded version of the online forum, available in the campus Learning Management System (LMS).
  • A forum for A&FS staff was also held in May; approximately 35 staff attended.
  • Development has begun on the online versions of the Salary Expense Transfer (SET) and Budget Adjustment (BA) document training.
  • LD and FT Focus Groups continue to test and provide feedback.
  • Development will soon commence on the classroom versions of the FT documents and on the online help modules for each of the Phase 2 documents.
  • Communication and web page created for the Continuation Account changes that went into development as part of the KFS 4.0 upgrade.

Phase 3.0 Implementation - Summer 2012

• Purchasing
  • The project team has completed the majority of the requirements gathering for Requisitions and Purchase Orders (including Change Orders)
  • Remaining requirements documents have been drafted and will be finalized in the coming months
  • Process flows have created showing how the key purchasing functions will operate in Kuali
  • UCD Purchasing is still exploring options for their Contracting requirements (No-Cost and Revenue agreements)
  • The project team has analyzed four existing pre-purchasing systems on campus to determine any gaps in Kuali
• Accounts Payable
  • The project team has completed the majority of the requirements gathering for Payment Requests and Disbursement Vouchers
  • Remaining requirements documents have been drafted and will be finalized in the coming months
  • Receiving and matching functionality remain an open item that is being discussed by the project team
  • Analysis of the PDP and Checkwrite solutions is scheduled to begin in the coming months
• Capital Asset Management
  • KFS CAM functional discovery in progress
  • Updating Review of the 2008 SOW
• Accounts Receivable
  • Meeting with VM and SOM SMEs to discuss the implementation of the KFS A/R Customer
  • SOW is in final steps of completion and review.

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• Key Planned Project Milestones are:
• KFS 4.0/Rice 1.0.3 upgrade - May 27th 2011
• KFS GL go-live - June 13th 2011
• KFS Cash/Credit Card go-live - July 1st 2011
• KFS Financial Transactions/Labor go-live - July 8th 2011

Phase 2.0 Implementation - July 2011

• Financial Transactions-General & Budget
  • Detailed systems task information on configuration &enhancements can be found under Service Request 14824
  • All base development expected to be completed in March 2011.
  • Certain documents like Auxiliary Document, Pre-encumbrance, Distribution of Income are ready and system testing is underway.
  • All testing is taking place in the TST2 (test) environment which is hooked to standalone Rice 1.0.3.

• Financial Transactions - Cash/Credit Card
  • Detailed systems task information on configuration & enhancements can be found under Service Request 14824
  • Currently in development.
  • Cashiering system installation in process at UCDHS Cashier's Office
  • Final Credit Card processing requirements to be completed on February 28.

• Labor Distribution
  • Detailed systems task information on configuration & enhancements can be found under Service Request 14703
  • UCOP PPS changes - Developers have completed first round of development. UCOP team is currently working on bug fixes.
  • Labor processes and Salary Expense Transfer document development is underway.
  • Reporting requirements are currently being documented.

• General Ledger
  • Detailed systems task information on configuration & enhancements can be found under Service Request 14956
  • Development is complete and system testing is underway.
  • Parallel testing slated for March 2011 in STG2 (stage) environment.

• Integration [DS changes, ERS, TP interface, Plant App]
  • Detailed systems task information on configuration & enhancements can be found under Service Request 15330
  • Changes to DS loads, TP changes and getting environments ready are on-going.
  • Need to schedule plant app, ERS and new DS report development changes.

• Campus Change Management
  • Email communication regarding phase 2 has gone out to FIS and PPS e-mail lists.
  • 2 campus, 1 UCDMC, and 1 online forum (to be recorded/posted online) scheduled for May
  • DaFIS Messages of the Day scheduled to run through March highlighting each of the upcoming modules (Cash, FT, and Labor Distribution), focused email communications will also be sent on each upcoming module
  • Detailed plan being worked out for online training, classroom training. First online modules to be developed will include Budget, Labor Distribution, and Cash Collections processes/documents. Classroom training is tentatively scheduled to start in June.
  • UCDMC Cash Processing: Created mailing list of Cash Handlers at UCDMC; list will be used for future communications and for creating a focus group at UCDMC to test the cash collection documents.
  • Developed communication materials that provide an overview of the benefits of the upcoming cash process and the communication/training plan. Prior to go-live, A&FS will create KFS user accounts for any UCDMC cash handlers who do not currently have DaFIS access.
  • Focus Group Testing: FT Focus Group has begun testing the Distribution of Income and Expense, Auxiliary Voucher, and Pre-Encumbrance documents. Upcoming LD Focus Group meeting will provide an overview of the Salary Expense Transfer document process and discuss LD reporting requirements.
  • Composite Benefit Rate: An online tutorial will be developed to help employees understand what the rate is and how to locate it for their staff. Informational page with FAQ is available on the A&FS site

Phase 3.0 Implementation - Summer 2012

[Phase 3 scope: Purchasing, AP, CAMS, AR, Travel, Store]

• Phase 3 Focus Group (Purchasing, AP, CAMS)
  • The first focus group meeting was held on 2/3/11 and was attended by roughly 45 people
  • So far, the meetings are exclusively for AP and Purchasing. CAMs is expected to be ready to participate in the coming months.
  • Feedback from the first meeting has been captured in an online survey tool and will be posted to the Confluence site after the 2nd meeting (3/3/11)
  • Additional meetings are scheduled for the first Thursday of each month.
• Purchasing
  • Detailed Requirements gathering started in January 2011 for the following document types: Requisitions,Purchase Orders,Receiving,Vendor Maintenance,Reference tables,P-Card maintenance,Conversation requirements.
  • The first pass of the requirements gathering is scheduled to be complete in April. This includes field and process changes requested by the core Purchasing team and the Focus Group members.
  • The second pass will establish the workflow and business rule requirements
  • The purchasing team has identified significant gaps around Contract and Agreement processing. They are working separately to establish initial requirements for a new module to manage these functions. For now, the KFS purchasing analysis is focused on "Specific" order purchasing.

• Accounts Payable
  • Detailed Requirements gathering started in January 2011 for the following document types:Payment Request,Disbursement Voucher,Credit Memo,Tax processing,Reference tables,Feeds,Conversation requirements
  • The first pass of the requirements gathering is scheduled to be complete in April. This includes field and process changes requested by the core AP team and the Focus Group members.
  • The second pass will establish the workflow and business rule requirements
  • The tax functionality is the area with the most gaps, but it is hoped that several of these problems have been resolved by other institutions and we will be able to adopt their changes (i.e. 1099 reporting, use tax on p-card)

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