Barry Walsh - Kuali Wiki

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					May 1, 2007

To: Barry Walsh and the Kuali Strategy Session Participants

We enjoyed working with all of you yesterday. We hope the agreements you
made with one another will be sustained and will support ongoing collaboration
and integration.

Good luck to the KFS team in getting the near-term releases out; good luck to the
KRA team in jump-starting your work together.

Warmest Regards,
Cindy and Pauline

                          Kuali Strategy Session
                              April 30, 2007

   Barry Walsh’s Opening Remarks .            .      .       .    .      2
   Session Groundrules .        .      .      .      .       .    .      2
   Participant Introductions and Expectations        .       .    .      3
   Kuali Operating Assumptions and Principles        .       .    .      4
   Agreements: KFS-Originated Functionality          .       .    .      5
   Agreements: Sorting Functionality – KFS and KRA           .    .      6
   Kuali Collaboration Process – Questions and Answers            .      7
   Kuali Collaboration Agreements      .      .      .       .    .      8
   KFS – Lessons Learned        .      .      .      .       .    .      9
                     Barry Walsh’s Opening Remarks

   The purpose of the meeting – we need to agree on a couple things:
       The things that belong in both areas – KFS and KRA
       The process we use to resolve the process for the longer term.
   I want to echo Cindy’s groundrules – please be open and direct.
   We only have one day together – we have really important people gathered
    here. I appreciate you all coming out and am looking forward to a productive

                            Session Groundrules

   Play full out
   Be open, candid, and direct
   Listen and respect each other
   Work issues IN the room
   Limit “war stories” to 2 minutes
   Stay focused
   Have fun!

               Participant Introductions and Expectations
    “1-2 words that someone who knows me well would use to describe me …”
             “This meeting will be successful and worthwhile if we…”
Lori S. – Honest, trouble-maker – come to decisions that are not bogged down
Phil M. – Facilitator, peacemaker – determine a process for the future
Brian M. – Technical, facilitator – define the boundary between KRA, KFS, and process
Barry W. – “Stop the visioning” – sort things into KFS and KRA; define the process
Lora – Direct, time box things – identify what developers should be working on
Jim B. – Funny, sincere – discover what belongs in each box and which groups are
working on them
Steve M. – Persistent (bull-headed) – come to a good point on how to collaborate with
limited resources – avoid duplication
Dan – Facilitator, I’m a pain arguing for my constituents – recognize the inter-
relatedness between two projects
Jeff – Highly committed, too busy – recalibrate where we are on project to move forward
Rochelle – Ask too many questions, big picture-oriented – look at similarities and find
Peter A. – Thoughtful, methodical – identify a process and understand the data and
functional issues – sharing and separating functionality
Ajay – Asking questions, top down, analytical – determine what is in one system vs.
other, when to separate and how to retain functionality in both, how do we keep two
systems open to other systems?
Andy – Good communication – Two steps ahead (they call me “Plandy”) – identify how
to have two stand-alone systems and how to work together
Steve D. – Instigator, challenge status quo – find a process that can be applied with
other systems, players, etc.
Tim – Gentle giant – I can share my experience in implementing two systems
Dan D. – Good coordinator, fair – make good decisions that are sustainable, don’t keep
revisiting them
Jim T. – Service-oriented, diplomatic – know what things my team will deliver, 10 goals
we share in common so we work together
Kathleen – Goal-oriented, persistent – identify clear short-term goals that meet needs of
higher education, identify how to operate 2 systems independently as well as an
enterprise system
Mark - #2 Kuali Cheerleader – discover a clearly defined scope, clearly defined
expectations (agreed by all)
Sherry – Brutally honest, impatient – make sustainable decisions, not revisited
Marcel – Devoted to my projects – address short and long term goals so that folks down
the road can see the rationale
Paul – Blunt, driven – we make decisions so it doesn’t hinder future progress

              Kuali Operating Assumptions and Principles

   We consider what is in the best interest of higher education as a whole
   KRA is initially based on COEUS; KFS is initially based on FIS
   KRA has to consider the COEUS consortium and future convergence
   We want the flexibility for users to be able to implement KFS, KRA, or KRA
    modules independently or as a system
   Our value proposition needs to ensure there is a benefit to implementing the
    “whole” that is greater than either KFS or KRA separately
   Kuali systems will share core infrastructure and data tables
   Kuali systems should not diverge (e.g., a general ledger in one Kuali system
    should be a general ledger in another Kuali system)
   We seek opportunities for collaboration
   We avoid unnecessary duplication of data, processes, features and functions
   We seek to standardize business processes
   We identify and resolve strategic issues
   All functionality is subject to the “reality triangle” – scope, time, and resources
   Enhancements to scope have to prove substantial benefits
   Functionality requirements will be vetted with the right stakeholders
   We recognize there is a continuum of institutions (see below)

Clear divide between                                           Pre and post-award in
pre-award and post-award                                        same organization 
                                                            output to financial system

               Agreements: KFS-Originated Functionality

       Proposal: allows entry of proposal attributes so that an award can be matched
       with a proposal and entered in the financials
       Award: allows entry of award attributes to populate the financial account
       associated with the award, and match with a proposal
       Routing Form: obtains proposal information approvals for submission to funding
       Budget: builder-tool for budgets submitted with proposals to funding agencies

Operating Assumptions:
      KFS is releasing version 1 because they are 80-90% complete in terms of
       the development – they are holding the functionality until KRA can get up
       and running – KFS is not the “owner” of the functionality
      There are two migrations that must be considered – KFS dead-end code
       and COEUS users to KRA

      Version 1 will be released as KFS-originated mature functionality.
      We will communicate that Version 1 release is not based on COEUS
      Kuali will retain responsibility for KFS-originated code; KRA will manage
       the debugging process
      Future development (versions 2 …) and operating maintenance will be
       done by KRA with input from Kuali community
      Users of these modules can get KRA modules without buying the entire
       KRA system
      Specifics on migrations will be determined by Kuali – KFS Code, COEUS
       users to KRA

       Agreements: Sorting Functionality - KFS (F) and KRA (R)

                                                        Specify         Develop-   Enhance-
Functionality                                           Functionality   ment       ments
Effort Reporting Enhancements: routing, batch
printing, workflow                                           F/R           F          F
Report Tracking: tracking report due dates, report
document maintenance, calculates financial reports
                                                             R/F           R          R
Letter of Credit (LOC) Improvements: calculate
average daily cash balance and calculate interest
due the federal government                                    F            F          F
Automated creation of multiple billing documents for
C&G accounts: automated creation of invoices &
financial reports                                             F            F          F
ERA Integration Enhancements: connecting the
proposed/awarded budget with the financials,
allowing budget versioning                                   R/F           R          R
ERA Human Subjects Enhancements: undefined
under KFS                                                     R            R          R
Conflict of Interest Module: module for capturing,
tracking, managing COI reports and disclosures
                                                              R            R          R
Animal Subjects Module: module for submission of
IACUC protocols, committee notes/work, tracking
                                                              R            R          R
S2S Integration with System to System
submission of proposals from KRA to
the portal                                         R            R          R
KRA Internal Management System: track, log,
manage tasks associated with contracts, grants,
subcontracts, and non-financial agreements                    R            R          R
Bio-Safety Management: module for submission of
IBC protocols, committee notes/work, tracking                 R            R          R
Sub-Recipient Monitoring: automate audit
certification letters, A-133 needs, integrated
reporting for internal compliance                            F/R           F          F
Export Controls – ITAR: to meet federal
requirements for ITAR/EAR
                                                              R            R          R
Links to Agency Terms & Conditions: provides a
link/information to T&Cs on grants & contracts.
                                                             R/F           R          R
ERA Budget Enhancements: enhanced
calculations for F&A, more robust subcontracts
page, business edits, JavaScript, modifications to
the personnel page                                            R            R          R
Cost Share Fields in the Proposal & Award Docs:
include additional fields on the routing form to
capture/track cost sharing commitments                        R            R          R
Support for multi-year, multi-organizational projects
and programs: function to enable ease of reporting
for projects that span FYs, accounts, and chart/orgs
                                                             F/R           F          F

      Kuali Collaboration Process – Questions and Answers
Issues worked at this meeting:
    Q: How do we deal with communication? A: Quarterly integration
      meetings, co-location of functional council, ongoing mechanisms are
    Q: What about transparency and use of resources? A: Functional Project
      Managers (Jim and Andy) will maintain full set of information.
    Q: How do we deal with user interfaces? Usability Committees will be
      formed to deal with user interfaces.

Issues to be worked at the Kuali Board:
    Where’s the funding for Rice?
    How is end-user documentation being done in Kuali?

Issues to be worked at the KRA Functional Council:
    KRA using ongoing COEUS development – where and when do we draw
      the line?
    How do we meet development needs of KRA given current resources?

Issues to be worked at the quarterly integration meetings:
    How do we identify common modules?
    What about infrastructure integration?
    How do we integrate and move forward and still address reality triangle
    Where does support come from?
    How do we keep developers on KFS and KRA linked and working in
      consistent way? How do we ensure the default is consistency? How do
      we evolve the architecture and technology?

                      Kuali Collaboration Agreements
Near-term Integration (ACTION):
   Operating Assumption: KFS has no flexibility for Phase 2A. There may be
    some flexibility for Phase 2B if changes can be before September 30, 2007.
   Joint Functional Team Work Group – Kathleen and Lori – assign a team to
    deliver the following products by August 15, 2007:
       Identify shared business processes and critical set of functional data
        classes / entities
       Prioritize list and recommend those that should be considered for Phase
        2B of KFS
       Identify changes to COEUS model for future KRA development
       Establish ground rules for what is off limits and where there needs to be
        requirements integration

Ongoing Integration (AGREEMENTS):
   Refocus “Kuali Days” to include both KFS and KRA. Kuali Days are
    conferences for potential users held every six months.
   Quarterly meetings of the KFS and KRA functional councils will be held in the
    same location.
   The Kuali Integration Team will consist of members from both functional
    councils. (Each Functional Council will decide who and how many from their
    Functional Council will participate in the integration meeting). The joint team
    will meet each quarter to identify, prioritize, and resolve critical integration
   Functional QA leads will determine the appropriate tools and coordinate
    integration and testing.
   Joint Kuali Functional Councils will serve as the Rice Functional Council for
    the purpose of planning, prioritizing and resolving key issues. (What gets
    done by Rice is determined by Functional Councils; how work done gets done
    is determined by those institutions providing technical resources to Rice.)
   Usability Committees will be established to deal with user interface issues.

                           KFS – Lessons Learned

   Documentation of business specifications is key
   Relationships among Development Manager, Lead SME, and Business
    Analyst are key
   Don’t entertain enhancements until:
       They are fully specified
       They have an assigned estimate of development resources
       They have received a majority vote by the Subcommittee
   Occasionally revisit Kuali agreement especially with respect to scope
   Do things in phases of less than one year
   We had an escalation clause (up to Board) but it’s never been used
   Don’t go to Board members to complain and have your board member
    undermine the process – brings down morale
   Be prepared to roll up your sleeves and work if you want to have an impact


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