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KFS Status Report 09-21-2013

KFS Status Report 09-21-2013

Owned by Carmen E Roode
Last updated: Oct 11, 2013Version comment


KFS Status Report
As of: September 21, 2013

KFS – Development – In Progress
A lot has been accomplished this summer. Development of all our modules has completed – coding for the Budget Module and SciQuest which were introduced later in the project have been wrapped up. Integration testing cycles are going well and uncovering problems which are getting fixed. The system continues to become cleaner, and the continual refinements are working better to address the needs of the campus units. The feeder and campus system development teams are hard at work in testing the results of their campus systems migrations and many of the systems are ready to go. There are a number of loose ends that still need to be completed by the KFS development team including preparing the production environment, load testing in our 'production' environment, and finalizing several of the interfaces. The team is putting in a lot of effort and long hours in order to meet the January deadline.

  • Integration Testing –
    • Completed integration testing cycle 7 and are now preparing for testing cycle 8. Cycle 7 experienced issues due to data configuration problems, but the team worked to resolve the problems and recover lost time.
    • Some of our central office testing units are making great progress while others have been less engaged.
    • We are working to integrate our medical center into the integration tests. Keiko has been working with them to get them on board.
  • KFS Modification Development –
    • Modification development has now been completed for all modules.
    • We are now in the testing/, bug fixing, and system refinement stage.
  • Chart of Accounts and Data Conversion –
    • Chart of accounts refinements continue as we address problems uncovered through testing.
    • The budget office identified additional changes needed to our organizational structure based on input and requests from the campus. The volume of changes to organizations was greater than we originally expected.
    • The KFS management team reviewed the pros and cons of the changes and agreed to proceed with the organizational changes. These changes have large impact to the system's progress as many functions of the system are tied to organizations and will require re-testing, re-mapping, additional in-depth analysis, recoding, and will hold up some automation until the new org changes are in place.
  • Functional Testing and Training –
    • Central offices are required to do functional testing to learn the system and understand how their processes work in the new environment.
    • Training of the campus continues with classroom courses and online courses.
    • Registration for classes and online classes are available in UC Learning center. [more details]
  • KFS Decision Support –
    • As KFS reports are completed, they are being added to the KFS portlet in SNAP Test and in the staging Portal (ZotPortal).
    • The decision support team has been working to provide a consistent look/experience throughout all our reports and to expand on the functionality within the reports.
    • The ETL (extract, transformation, load) work was handed off from our consultants at East Point Consulting to our local team.
    • The DS team continues with development of Purchasing/AP reports, and other required report development.
    • Development of Budget reports has started.
    • We have brought in an experienced Cognos report developer from rSmart to help with our report development.
    • [more details]
  • Feeder, Shadow and Campus System Migrations/Testing –
    • Feeder systems developers have been participating in the integration test cycles and are feeling much better with their progress. A few issues remain but are generally resolved by minor adjustments to accounts or other configuration.
    • [more details]
  • KBM (Kuali Budget Management) –
    • Development has completed and the system is now in the testing phase with the remaining modules.
  • SciQuest –
    • Development required for the Sciquest integration has been completed.
    • The black-out period should end in October. We will reengage with Sciquest for final roll-out preparations.
  • Portal –
    • Campus users will access KFS documents, action lists, and queries through the campus Portal – the KFS portal in SNAPTest is now replicated in Zotportal.
    • The 2 portals (one for administrative use, one for student use) will eventually become one in the coming months as the Portal team works to complete the merge.
  • KSAMS –
    • Our security team made great progress in the development of the new KSAMS system. KSAMS is our new enterprise wide central access management system that will eventually replace SAMS. It is based on the Kuali KIM (identity management) module and the Kuali Workflow Engine as well as our SAMS user interface. Introduction of this tool greatly simplifies how we will manage access, roles, requests, and approvals for access management. It will be used for KFS as well as other campus system when it rolls out.


  • KFS Communication –
    • We began meetings regarding more formal communication to the campus and the message we want to deliver, in consultation with Kathy Haq and the Communications office.



KFS Issues:

  • Data reconciliations – July opening balances and STIP have been reconciled, but some additional account problems kept us from reconciling the month end balances in test cycle 7. The problems have been fixed and we hope to see month end balances and UCOP files generated successfully in test cycle 8.
  • Discovered that testing in some of our central office units is not as wide-spread as we would like, with only 1 or 2 staff engaged in testing. We need to have all central office staff learning KFS and testing out their work/processes in KFS. They need to be prepared to answer questions from their users once KFS goes live.
  • Another departure has left a vacancy in a key Accounting role (General Accounting Director). This is a critical position for the KFS project as everything feeds to the ledger from all other modules and this position directs campus offices on usage of accounts and accounting practices.
  • Organization changes – over 400 organizational changes were introduced in late July and we are just starting to understand the impact of these changes to the project workload. Management supported making these changes. A group has been formed to gather information from campus departments over the next couple of months to further review needs, review or change organizations, identify accounts, workflow, access, assets, etc. tied to these organizations.
  • Decision on January go-live must be made in September.