1 / 67

Kuali Financial System Overview

Kuali Financial System Overview. David Lyons NACUBO Liaison to Kuali April 2007. What is Kuali?.

giolla
Télécharger la présentation

Kuali Financial System Overview

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Kuali Financial SystemOverview David Lyons NACUBO Liaison to Kuali April 2007

  2. What is Kuali? Kuali is a community source initiative with the goal to develop a comprehensive financial information system that will serve the needs of all Carnegie Class college and universities.

  3. Current Participants

  4. Current Timeline

  5. Indiana University FIS • 12 Years of Operations • 7 Campuses of Different Sizes • $2.4 Billion Annual Expenditures • Modular Design • Flexible Chart of Accounts • Need to Port to New Technology Environment

  6. FIS Enhancements and Modifications • Rigorous Review of Each Module • “Webinar-Style” Presentations • Critiqued by Specialists at Each Institution • Consensus on Enhancements and Modifications • Priorities Agreed Upon

  7. Technology Environment • Java 2 Enterprise Edition (J2EE) • XML (Workflow) • Modular Architecture • Standard Connections to Other Systems • Standards Based • No Proprietary Technology for the Long Term

  8. Kuali System Core Modules • Chart of Accounts • General Ledger • Transaction Processing • Workflow (KEW) • Kuali Nervous System (KNS)

  9. Kuali System Additional Modules • Accounts Payable/Purchasing • Budget Construction • Labor Ledger • Grants and Contracts (Scheduled Release October 2007)

  10. Kuali System Additional Modules (cont’d) • Scheduled Release June 2008 • Accounts Receivable • Capital Assets Management System • Separate Projects • Endowment (KEM) • Research Administration (KRA)

  11. Kuali Chart of Accounts • Simple Account Identification Number • Transaction Object Code • Sub Accounts/Sub Object Codes as Needed • Numerous Attributes Linked to the Account Identification Number • Multiple Charts if Needed

  12. Conceptual Data Model

  13. Transaction Processing • Electronic Documents • Built-in edits before routing for approvals • Only fully approved transactions posted to general ledger

  14. Business Rules • Maintained by financial system parameter tables • Functional users can maintain and create business rules • Institutions can customize based on their policies

  15. Workflow • Routing engine for validated transactions • Could be used for legacy and other systems • Routes transaction to proper approvers • Highly customizable

  16. Standard Reports Base System • Account Status • Consolidated account status • Consolidated object codes • Account transactions • Trial balance • External reports

  17. Balance Inquiry • Balances by account, sub-account, object code and sub-object code • Balances by consolidation and drill down to object code • Budget balances after actual or encumbrances

  18. Balance Inquiry (Cont’d) • Drill down to detail transactions and to electronic transactions • Include/Exclude pending entries • Export functions (e.g. Excel) • Sort in ascending/descending order

  19. Financial Policy Guidance Base System • Internal Control • Chart of Accounts • Cash Receipts • Cash Disbursements • Journal Vouchers • Workflow • Reports

  20. Fiscal Officer Development Series • “Tool Kit” for success for Fiscal Officers • Development not training • Establish relationships • Assist Fiscal Officers in identifying their role

  21. Not Included in Kauli • Decision support environment • Security Structure • Check Writers

  22. Post-Project Sustainability • Community of users • User-controlled organization • Commercial partners

  23. More KAULI Information • WWW.KUALI.ORG • Downloads and Resources • Kuali Appliance • Kuali News • Sign up on the website for e-mail notices

  24. KUALI • Questions? • Comments?

  25. Chart of Accounts Claire Tyson San Joaquin Delta College

  26. What is the Chart of Accounts? • Kuali has a flexible Chart of Accounts. • CoA is made up of sets of tables that define the codes and coding structures within Kuali. • Kuali CoA specifies organization hierarchy and provides a framework for reporting financial data.

  27. Purpose of the Chart • What is the primary purpose of a chart of accounts? • To support and validate entries into a general ledger • What other functions does the Kuali chart of accounts serve? • Reporting, both internal and external • Internal controls • Document routing and approvals • Framework for budget construction

  28. Key Attributes of the Chart • Multiple charts of accounts • Organizations and the organization hierarchy • Accounts and sub-accounts • Object code and sub-object codes • Object level codes and object consolidation codes • Extended attributes

  29. Chart of Accounts at Sample U

  30. Benefits of Multiple Charts • Ability to handle complex reporting structures • Campus charts are not required to contain object codes unrelated to their activities (i.e. Cost of Goods Sold, Inventory, etc.) • Auxiliary Charts are not required to contain object codes unrelated to their activities (i.e. Tuition, State Appropriations) • Easy access to campus level or Auxiliary reporting • Increased information and knowledge at the campus level

  31. Organizations • Organization • Example: FMOP (Financial Management Operations) • Collection of accounts and/or other organizations • Some organization features: • Chart of Accounts, Campus, Department, Responsibility Center, Subunit • Can include all fund groups • Up to four alphanumeric characters (eg. FMOP) • Extension HRMS table (customizable)

  32. Organization Hierarchy at SU UNIV WA VPBus FM FMSY FMOP

  33. Accounts • Account Number • Specific identifier for a pool of funds assigned to a specific organization for a specific function. • Example: 1912610 (Financial Management Administration) Reports to org FMOP • All accounts can be self-balancing

  34. Org Hierarchy with Accounts UNIV WA VPBus FM FMSY FMOP 1912631 1912610

  35. Sub-Accounts • Sub-accounts achieve further division of an account for internal reporting purposes. • Example:custr (FM Admin Customer Service) Reports to 1912610 • Characteristics of a sub-account: • Account specific • Assumes all features of the account it reports to

  36. Org Heir with Accounts/Sub Accounts UNIV WA VPBus FM FMSY FMOP 1912631 1912610 aucap custr

  37. Object Codes • Object Codes are detailed identifiers for Income, Expense, Asset, Liability and Fund Balances. • Chart specific • Four numeric digits • Example 1: West-2000 “Academic Salaries” East-2000 “Academic Salaries” • Example 2: West-1504 “Animal Care Income” East-1504 “Card Services Income”

  38. Sub-Object Codes • Sub-object codes achieve further division of an object code for internal reporting purposes • Features of a sub-object include the following: • Specific to an account and object code • Assumes all features of the object code it reportsto • Example: In State Travel Object Code 6000 • Faculty Instate Travel, Fac • Staff Instate Travel, Sta • Student Instate Travel, Stu

  39. 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 4100 “Office Supplies” Level S&E “Supplies and Expense” Consolidation GENX “General Expenses”

  40. Extended Attributes • Extended Attributes are extensions of an Account that enable: • Search by attribute • Lookup by attribute • Balance inquiry retrieval by attribute • Reporting by attribute • Extended Attributes can be alpha / numeric. • They are optional.

  41. Enhancements to the Kuali chart • Flexible Claim on Cash • Post cash offsets to control accounts rather than having each account be self balancing • Budget Year • Work in multiple fiscal years at the same time • Required for reporting uses of state appropriations in many states

  42. 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 fiscal officers, account managers, supervisors • Transparency of data to measure performance of departments and subunits

  43. Management Control and COA • What tools are provided to achieve reporting objectives? • With the Approval of the Chart Manager • Organizations • Accounts • Object codes • Sub-accounts (budgeting / spending) • Sub-object codes (budgeting / spending) • On line balance inquiries and formal reports through use of data warehouse

  44. CoA Next Steps • Kuali Demo Labs • Kualitestdrive.org

  45. Questions?

  46. Financial Transactions, Workflow and General Ledger Bill Overman Indiana University

  47. TP Global Concepts Transaction Processing • Users create transactions with built-in edits before transactions route for approval. • Fully approved transactions are sent to the general ledger. • Allows read-only access to transactions via document search.

  48. Electronic Documents • Document groups: • Accounts Receivable • Capital Assets • Contract & Grants • Financial Documents • Labor Distribution • Chart of Accounts Maintenance • Financial documents include: • Budget Adjustment • Cash Receipt • Disbursement Voucher • Distribution of Income/Expense • General Error Correction • Internal Billing • Journal Voucher • Disbursement Voucher • Transfer of Funds

  49. Edits and Rules • Validations • Restrictions • Account • Object code • Balancing rules • Special features/Specific documents • Authorizations/Routing

  50. eDoc Account Edits

More Related