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RCUH-UH Kuali Financial System Conversion

RCUH-UH Kuali Financial System Conversion. Revolving, Direct, & GRS Project Accounts July 2012. Why is an RCUH Conversion Necessary?. UH is replacing their FMIS financial system with Kuali (KFS) in July 2012. UH is RCUH’s largest client.

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RCUH-UH Kuali Financial System Conversion

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  1. RCUH-UH KualiFinancial System Conversion Revolving, Direct, & GRS Project Accounts July 2012

  2. Why is an RCUH Conversion Necessary? • UH is replacing their FMIS financial system with Kuali (KFS) in July 2012. • UH is RCUH’s largest client. • The RCUH financial system conversion will make the present RCUH interfaces, accounts, programs, forms, etc. compatible with KFS. • The conversion is scheduled for July 2-6, 2012. RCUH, July 2012

  3. Overview of ChangesJuly 2012 • Data Fields - Project Number Field - Sub Fields • Forms - PO and Payment Forms - PO Number Field • Website Navigation–Encumbrances and Payments • Budget Status Reports (BSRs) • Daily Checkrun Schedule and Reminders RCUH, July 2012

  4. Project Number Field RCUH Revolving, Direct, and GRS Project Accounts are assigned unique 4-digit project numbers. Another leading “0” will be added to the current project number to make it 7 digits. From:To: 001xxx Revolving0001xxx 002xxx Revolving0002xxx 003xxx GRS0003xxx 004xxx Direct0004xxx 006xxx Direct0006xxx 007xxx GRS0007xxx 008xxx GRS0008xxx RCUH, July 2012

  5. Sub Fields Revolving, Direct, and GRS Project Accounts are not allowed to use the newly established Sub Project and Sub BC fields. RCUH, July 2012

  6. PO and Payment Forms RCUH forms will be modified to accommodate the larger project number field and sub fields. A User will be permitted to leave the BC field blank during a document “create.” However, an error message will be returned for any invalid BC. The BC field must contain a valid code before FO approval is allowed. RCUH, July 2012

  7. PO Number Field Beginning July 2012, the PO number field for new RCUH POs will be increased from 7 to 9 characters. It will use a “Z” prefix. From:To: Zxxxxxx / ZAxxxxx Zxxxxxxxx PO numbers for POs approved prior to July 2012 will remain the same. RCUH, July 2012

  8. Website Navigation–Encumbrances and Payments • CURRENT File – Open encumbrances and Travel Requests with Travel Advances, in Approved status as of noon, June 29, 2012 • HISTORY File – Past Approved transactions • ARCHIVE File – As of July 2, 2012, Archive will be empty. All Pending/Disapproved documents will not be converted and will be deleted. RCUH, July 2012

  9. CURRENT File All Approved Open PO Encumbrances and Travel Requests with Advances as of noon, June 29, 2012, will be converted to the KFS format and placed in the CURRENT file. Note: PI / Secondary User screens displayed on this slide. RCUH, July 2012

  10. HISTORY File All closed POs and completed payment transactions as of noon, June 29, 2012, will be moved to a HISTORY file. FY 2012 FY 2012 FY 2013 FY 2013 Note: PI / Secondary User screens displayed on this slide. RCUH, July 2012

  11. Processing Travel Completions withoutan Advance A Travel Request withoutanadvance check will not be converted, but it can be viewed in the HISTORY file. Travel Request will not be found here. Instead, create a Travel Completion Report for offline transaction. Suggestion: Complete outstanding trip reports before the Conversion. RCUH, July 2012

  12. Records Not Converted All documents in Pending or Disapproved status at noon, June 29, 2012 will not be converted and will be deleted. To be assigned 004381 TRIDENT DIVING EQUIPMENT $249.02 Pending PI Submittal 1123380 I064101 002418 UH ITS ADMIN SERVICES $405.00 Pending FO Approval Z016846006724 AUDIO VISUAL COMPANY $9,900.52 Pending – Additional Info Requested ZA98765-01008718 CINIUM RISK MANAGEMENT, LLC $35819.32 Pending RCUH Approval To be assigned 001264 GASPRO $38.65 Pending – Edit Errors Detected ZA08787003084 PANDA TRAVEL $179.00 Disapproved Suggestion: Wait to create new POs, POCFs, and payments that cannot be approved by your FO by noon, June 29, 2012. RCUH, July 2012

  13. Financial Portal Transaction Files RCUH, July 2012

  14. Budget Status Reports (BSRs) The Project Reports screen will have a new look. Note: PI / Secondary User screen displayed on this slide. RCUH, July 2012

  15. Daily Checkrun Schedule & Reminders • Payments approved by the Fiscal Officer prior to 4:00 p.m. on a workday will be included in the checkrun. • RCUH checks are printed daily and disbursed each morning. • A check remittance advice is optional, but a check without a remittance advice is returned to the FO’s office. RCUH, July 2012

  16. “As with any system upgrade, there are going to be challenges and frustrations. Hopefully, these will be minimal. We ask for your patience, understanding and cooperation during this time of transition. ” Michael Hamnett Executive Director Research Corporation of the University of Hawaii RCUH, July 2012

  17. Questions or Comments? Email kuali@rcuh.com RCUH, July 2012

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