Important Document Cutoffs for the KFS Upgrade

Sent to the KFS-Update Mailing List on Feb. 5, 2018.

The KFS Team will implement an upgrade to the Kuali Financial System over Presidents' Day Weekend: Feb. 17–19. The upgraded system will be available for use on Tuesday, Feb. 20. While most KFS documents will not be impacted by the conversion process, users should be aware of the deadlines below related to Maintenance documents – i.e. documents used to establish and maintain table records in KFS (for example, account, sub-account, object code, sub-object code, project, or delegates).

What Documents have a Deadline for the Upgrade?

Below are the deadlines for each type of document that will be affected by the KFS Upgrade. Check the details box for information about the approvals needed.

Deadline

Functional Area

Document Type

Details

2/9

Corporate / Travel Cards

Corporate Travel Card Applications

Documents must be finalized by 8 p.m. on Friday, Feb. 9.

CTS Card Applications

2/12

Capital Asset Management (CAM)

Asset Docs – All Types (transfers, global, retirement, fabrication, location, etc.)

All Asset documents should be department approved by 8 p.m. on Monday, Feb. 12.

2/14

Account Maintenance

 

Account & Account Global

All Department Approvals (including Organization Reviewer) are due by 8 p.m. on Wednesday, Feb. 14.

Account Delegate & Account Delegate Global

Sub-Account

Project Code

Sub-Object Code & Sub-Object Global

Object Code & Organization

Purchasing

PALCard Applications

All Department Approvals (including Organization Reviewer) are due by 8 p.m. on Wednesday, Feb. 14.

2/15

Vendors

Vendor & KVO

Expect delays with vendor processing, including approvals and change requests from Thursday, Feb. 15, through Monday, Feb. 19. Users can submit KVO requests as normal, but completed on-boarding forms will not be processed in KFS until after Feb. 19.

2/16

Budget

Position  (PDDT)

Documents must be finalized by 8 p.m. on Friday, Feb. 16.

Open Provision (LOP)

Travel and Event Management (TEM)

TEM Profiles

Updates and New Profiles must be Finalized by 8 p.m. on Friday, Feb. 16.

After the Upgrade Conversion is complete on Feb. 20, users may return to creating the Maintenance documents listed above as usual.

What About Other Kinds of KFS Documents?

Most other types of documents are considered Transactional. Transaction documents are documents that involve financial data (for example, General Error Correction, Disbursement Voucher, and the Budget Adjustment) and usually post to a ledger. These documents will be converted over during the upgrade regardless of whether they are approved or not. No special action is required before the Upgrade Conversion.

What Happens if I Miss a Deadline?

Maintenance Documents will produce an error if they are in Saved or Enroute status during Upgrade Conversion. Therefore, we want to make sure documents are in Processed or Finalized Status before the cutover. Documents that are not in these statuses may be disapproved centrally if you fail to meet the deadlines above.

If you have any questions, please contact the KFS help desk at 949-824-7001 or kfs@uci.edu.

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