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Community Source Procurement System
Jennifer FouttyDirector of Purchasing Operations, Indiana University
Barry WalshSenior Director, eBusiness Services, Indiana University
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Objective
To share with you some details of what, for us, was a unique implementation of a new system
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Some Background
Two projects converging: Development of a new Procurement
system at Indiana University Replacing a mainframe system That system in production since 1988 We called this new system “EPIC”
Electronic Procurement & Invoicing Center
The Kuali Financial Systems Project
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Kuali Financial System Functional/Technical leads met Dec 2004
Scope and the data that was to be contained in the system (based primarily on existing IU FIS)
Person-years estimated to be somewhere around 60
Time allotted for project was 2.5 years March 18, 2005…$2,500,000 from Andrew
W. Mellon Foundation Development began in June, 2005
KFS Founding Partners
Started with Six Institutional Founding Partners
NACUBO and The rSmart Group are Founding Partners
On 7/8/06, a newOn 7/8/06, a newInvesting Partner joinedInvesting Partner joined
Kuali Financial System
Scope Over 700 distinct tables Over 100 distinct routable business
transactions…’eDocs’ Over 400 distinct maintenance
transactions Hundreds of inquiries, lookups, and
mandatory reports to support real-time and analytical decision making
First Module of Kuali Financial Systems
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Actually scheduled now
for 10/13
Convergence
Kuali Functional Council met in April 2005
KFC reviewed all functionality in EPIC KFC voted to include EPIC in the Kuali
Financial System Some enhancements were identified
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The EPIC Story
Two key themes: Exceptional response from users to EPIC First module of Kuali Financial System
implemented
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Exceptional Response
Minimal Costs Very few bugs We felt the love
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Minimal Costs
Approximately 2 year implementation Approximately 6 developers All procurement staff spent hours
Design Testing Training & Implementation
No external funding required
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Very few bugs We piloted in June 2005
Catalog shopping only Brought departments on a few at a time Defined needed workflow and set up that
workflow in the system Fully live in November 2005
No parallel activity Only major bug was in our Fax
software integration (which users didn’t see)
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Felt the Love
Training Mentoring Usability
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Training
Step-by-step documentation Town Hall meetings Hands on training
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Mentoring An individual Purchasing staff member met
one-on-one with each of 102 departments on the Bloomington campus
What this accomplished Probably the best “training” possible, because it
was so individualized We learned so much more about our users Our users really felt the love
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Usability at IU
Usability eXperience Group 5 years Early Connection with Development
Teams Accessibility issues Cross-Application Learning
Purchasing/AP; HR; Kuali
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Quick Demo
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First Module of Kuali Financial Systems
What we learned -- Best practices
Vendor data structures Reporting of diversity spend Use of Commodity Codes
Having partners we can ask “how do you do this?”
How to collaborate and compromise We pooled resources rather than
competing for them
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Kuali Financial System Phase I Deliverables (Oct 2006)
Chart of Accounts Financial Transactions/General Ledger Kuali Nervous System (KNS) Kuali Enterprise Workflow (KEW)
Phase IIA Deliverables (July 2007) Accounts Payable/Purchasing…..’Kualification’ Budget Construction Labor Ledger Research Administration/Grants & Contracts
Phase IIB Deliverables (Mar 2008) Accounts Receivable Capital Assets Management System
Kuali Financial System Phase I Deliverables (Oct 2006)
Chart of Accounts Financial Transactions/General Ledger Kuali Nervous System (KNS) Kuali Enterprise Workflow (KEW)
Phase IIA Deliverables (July 2007) Accounts Payable/Purchasing…..’Kualification’ Budget Construction Labor Ledger Research Administration/Grants & Contracts
Phase IIB Deliverables (Mar 2008) Accounts Receivable Capital Assets Management System
