KFS Integration

Approval is required to feed transactions into the Kuali Financial System (KFS).  The process includes an evaluation of internal controls and review of the feeder system.  Manually created transactions are not permissible as feeds.  Departments are responsible for the security of their own systems and the integrity of data stored in all systems outside of the Kuali Financial System.

The following sections outline the process and provide guidelines and rules. 

Step 1 – Initial Request

Complete Feed/Integration Request form:

Step 2 – Supplemental Survey
  • Your request will be reviewed by A&FS within 5 business days.
  • A supplemental survey will be sent to the requester to complete. 
    • Completion of the survey is required to move forward in the process.
Step 3 – Schedule System Demo
  • After the supplemental survey is reviewed by A&FS, the department will be notified to schedule a mandatory demo of the system.
  • The meeting will cover the following areas:  
    • Overview of required controls (A&FS).
    • System demo with specific review of internal and IT controls (Department).
    • Review of KFS technical specifications and requirements as applicable (Administrative IT (Admin IT) and A&FS).
    • Review of next steps as applicable (Administrative IT and A&FS).
Step 4 – Approval and Memorandum of Understanding
  • If approval is granted then a Memorandum of Understanding (MOU) must be completed between A&FS and the department.
    • The MOU document will be provided to the department after initial approval.
      • Original signed copy will be held at A&FS.
      • The implementation step cannot continue without a fully completed MOU.
Step 5 – Implementation
  • Technical Implementation is coordinated by Admin IT.
  • Activities require configurations by Admin IT and mandatory testing by department
    • The Department Technical Contact will be contacted by Admin IT for configuration information. 
    • Testing results must be reviewed and approved by A&FS
  • Sign-off for Production Approval is required from:
    • A&FS
    • Admin IT Systems Operations and Financial Systems
    • Department Business Contact
IT Controls Best Practice

IT controls for integrated systems should provide assurance to business and auditors that financial transactions are recorded and presented accurately.  A recommended approach to providing these assurances via IT controls are summarized:

Access to Programs and Data

  • System should ensure that terminated and transferred users are removed from the application in a timely manner.
  • Access system should be approved by respective managers to ensure that new access is commensurate with their roles and responsibilities.
  • Management should perform a periodic review of application access to provide reasonable assurance that user access is commensurate with existing roles and responsibilities.
  • IT management should perform a periodic review (at least annually) of IT professionals at the database and server layer, to ensure access remains commensurate with job role and responsibility.

Computer Operations

  • IT management should perform a periodic review of users with any ability to make changes to batch schedules.
  • IT Management should monitor financially significant jobs for success/errors to ensure that jobs are completed accurately and without exceptions. Failed jobs should be logged and documented with follow-up.

Program Development

  • Program development policies, procedures, and controls should be in place to ensure that systems are developed, configured and implemented to achieve management’s application control objectives.
  • Developers are restricted from making changes in the production environment.

Program Changes

  • Management should capture system change requests via a formal change management process. All changes should capture testing, documentation, and approval prior to production release.
  • IT management should provide segregation between the abilities to develop and deploy production changes.  Staff with both functions should be monitored, documented, logged and reviewed by management to ensure that unauthorized changes to application or datasets are not made.

Entity Level Controls

  • IT roles and responsibilities for managing financial systems should be defined, reviewed periodically and communicated.
  • IT management should track and respond to incidents to ensure appropriate resolution of possible control issues, such as security breaches or data corruption.
Business Rules & Guidelines

 Legacy file formats are no longer available for implementation.

General Rules:

  • File names must follow the naming convention and must be unique.
  • Duplicate document numbers are not allowed.
  • All files must balance by document number, debit/credit code and fiscal period.
  • Capital Asset object codes are not allowed.
  • Cannot post to expired accounts
  • Billing ID is not accepted in feeds. Chart, Account, and Object Code are required. Sub Account, Sub-Object and Project Codes are optional fields.
  • Budget, Benefit, and Salaries/Wages object codes not allowed for Actuals balance type.
  • IN object code types not allowed with Subfund Group Types: Reserves for Renewal and Replacement, Reserves, Endowment Funds Income, and Endowments Prin Opp Funds.
  • Balance Sheet object codes are only allowed in Balance Sheet, Reference Control, and Unexpended Balance Accounts
  • Income object codes are only allowed in Income Accounts

Transaction Types

Integrations available

Guidelines

Receivables

XML File or Web Services

 

Payable documents

XML File or Web Services

Purchasing (Requisition)

Web Services

KFS Requisition (REQS) rules apply.

Internal Recharges

XML File

Budget Feeds

XML File

 

Income

XML File

 

Other

TBD

Dependent on transactions

 

 

 


Supplemental content

KFS Menu