Welcome to Kuali at Iowa State
Iowa State University is engaged in a multi-year initiative to replace its legacy systems with new, comprehensive, and flexible software from the Kuali Foundation that will allow for more customized reporting, better systems integration, and lower cost.
Scheduled to Go live! July 2013:
- Kuali Financial System (KFS) will streamline financial transactions.
- Kuali Coeus (KC) will be used to manage all research administration data.
- Generating Reports. KFS and KC combined with Cognos reporting and the eData warehouse will provide users with better and more timely access to information they need during the decision making process.
Tip #14: Identify Which Lines on a Transaction are Yours
May 15, 2013 ▪ Stephanie Fox
A KFS eDoc will route to all Fiscal Officers on the accounts used on that eDoc. If I receive a document to approve with 50 accounts on it, how would I know which accounts are mine?
Only the lines using accounts for which you are the Fiscal Officer would be editable by you, so it will be easy to scroll down and identify your transactions. Editable lines have boxes for data entry while non-editable lines do not.
Tip #13: VOucher on PO Does not Change
April 1, 2013 ▪ Stephanie Fox
The KFS Disbursement Voucher and Simple Disbursement Voucher will replace the current Honoraria and Regular Vouchers. The existing VOucher on PO that is used to make payment on Purchase Orders will continue after go-live. All existing procurement rules and requirements, as well as documentation required to make payments, will continue next year.
Tip #12: Best Practice for the General Error Correction (GEC)
March 21, 2013 ▪ Stephanie Fox
Best practice for the General Error Correction (GEC) is to include the Original Transaction Date plus the Description from the transaction being corrected in both the Original Transaction Date (From side of the entry) and the Line Description (To side of the entry). This will allow you to see this information along with the original Doc Number and Origination Code on both sides of the GEC transaction in eData. This will help you match it back to the original transaction that you are correcting.
Tip #11: Balances in Section-Projects in KFS?
February 9, 2013 ▪ Stephanie Fox
Ending FY13 balances in all accounts and section-projects will be loaded into KFS as the beginning balances for the system. In addition, all active section-projects, even those without a balance, will be loaded into KFS as active sub-accounts (new term for section-projects). Accordingly, users should review section-projects between now and year-end and inactivate any that will not be needed in the future.
Tip #10: Images Available in eData Transaction Detail
November 19, 2012 ▪ Stephanie Fox
In the eData Transaction Detail report, you can now drill into images of the attachments to the VO and Disbursement Voucher edocs as well as most of the intramurals that are currently available in WebFM. Addition of other current WebFM images such as P-card transactions and Purchase Orders is currently in development.
Tip #9: Take a Tour of Proposal and Award Reports
November 1, 2012 ▪ Lynn Reed
Sign up for a monthly demo of the new proposal and award reports. These reports will be available through eData after July 1, 2013. Three years (FY11, 12, and 13) historical data will be available, plus new data. Contact Lynn Reed if interested.
Tip #8: View Multiple Accounts at One Time
October 15, 2012 ▪ Stephanie Fox
Currently, only one account at a time can be viewed on the Sponsored Programs Financial Report in WebFM. In eData, you can view multiple accounts on a single report enabling the management of multi-account awards do be done more efficiently.
Tip #7: Download Flexibility with eData
September 11, 2012 ▪ Stephanie Fox
Currently WebFM enables the download of transactions to Excel one account at a time. With eData, transactions for multiple accounts can be downloaded from a single report. Accounts can be chosen for the report individually, or by selecting all accounts for a given department or unit.
Tip #6: Improved Routing with edocs
August 13, 2012 ▪ Stephanie Fox
All transactions created in KFS are called edocs. These edocs route to the Fiscal Officers of all the accounts on the transaction, not just the department creating the transaction, as is done in the existing system. This will eliminate the surprises that sometimes occur today when Correction Vouchers or Transfers impact accounts in different areas. Note: One exception to this is the Service Billing (equivalent of the current intramural) that will not route.
Tip #5: What's the difference between KFS, KC, eData, and Cognos?
July 23, 2012 ▪ Stephanie Fox
Financial transactions are created and stored in KFS (Kuali Financial System). Research proposal and award information is created and stored in KC (Kuali Coeus). Data from those two systems is fed to eData, which is ISU's data warehouse where it is changed into a format optimal for reporting. Cognos is the tool that ISU uses for creating reports from eData.
Tip #4: Your Job Is Not Changing
June 29, 2012 ▪ Stephanie Fox
Your job is not changing; the way you currently enter and process financial transactions may be. Check out the comparison of how your everyday tasks will be done once KFS goes live on July 1, 2013. How will your job change with KFS? (You will need to login to CyPoint to access this document.)
Tip #3: Account Numbers Are Not Changing
June 12, 2012 ▪ Stephanie Fox
You may have heard that we are no longer using the current account numbering scheme. Kuali does not rely on embedded intelligence in a numbering scheme but rather establishes attributes to account numbers. That doesn't mean the account numbers are changing, but it does add a better means to improve reporting and analysis. We will continue to use the current numbering patterns as long as available account numbers exist, since users find value in having recognizable numbers.
For example: currently the fourth and fifth digits of 701-05-01 and 704-23-01 identify these accounts as Vet Med since the 05 and 23 numbers mean Vet Med in the accounting system. In this system, the 05, 23, and other digit combinations meaning Vet Med must be summed to get total Vet Med activity. In KFS, a single attribute called Organization Code, with the value for Vet Med, can be used to aggregate the accounts for reports.
Tip #2: Labor Reports
May 15, 2012 ▪ Stephanie Fox
Use of the Kuali Financial System (KFS) will enable ISU users to create reports of salaries and benefits by person by account. This level of detail does not exist in our current accounting system and fulfills a need frequently expressed by campus users.
Tip #1: Object Codes Instead of Class Codes
April 25, 2012 ▪ Stephanie Fox
Instead of (~1,500) class codes, there will be (~350) object codes. Users can choose to create sub object codes in order to meet their own reporting needs if greater detail is desired. Class to Object Code Crosswalk [XLSX]