Transcript Presentation Title - Indiana University

Office of Research Administration
Implementation of Kuali Coeus
at Indiana University
Agenda
• Background Information
•
Current Landscape of ERA Systems at IU
•
Kuali Coeus Consortium: Brief History
•
Timelines for KCC and IU Implementation
of KC
• KC @ IU
•
Communications
•
Project Governance
•
Training and Support
•
Reporting Impact
•
Benefits
•
Risks
•
Selected Screen Shots
Current Research Systems Landscape
Topaz
(IUPUI)
IACUC
Access DB
(IUB)
FIS
Access DB
(IUPUI)
ERA
Grants Admin
Tracking
(Access DB)
SharePoint
IRB
SharePoint
Coeus IRB
(IUB)
Compliance
eDoc
AIM
COI
SharePoint
Excel
Excel (IUB)
IBC
SharePoint
Access DB
(IUPUI)
Kuali Timeline
2004
•KFS formed
•IU, MSU, U. Hawaii,
U. Arizona, San
Joaquin Delta
Community College,
Cornell, NACUBO,
rSmart Group
2006
•Kuali
Foundation
formed
2007
2010
•Kuali
Student
formed
•$2.5M Mellon
Grant
•Kuali OLE ($2.3M
Mellon Grant)
•Kuali Ready
•Kuali People
Mgmt
2005
2006
2009
•$2.5M Mellon
Grant for KFS
• KC
formed
•Kuali Rice
formed
•$1.5M Mellon
Grant
•MSU,
Cornell,
Arizona, IU
KFS
KC
Kuali
Rice
Kuali Coeus Equivalency Timeline
Convergence
with Coeus
Institution
KC Implementation
University of Arizona
Nov 2010 - prop/dev 2.0 with SPIN
system
Indiana University
July 2011 - prop dev/ budget
Feb 2012 - award module
Dec 2012 - Integration with KFS
Iowa State
July 2012 – 3.0 version w/ Rice upgrade.
Prop dev, institutional proposal.
Colorado State
Oct 2011 KC 3.x
Cornell
Oct 2011 (at earliest) Prop dev/budget
UC Berkley
Working with a department this fall, to
get feedback on a pilot. Large admin
unit clustering various units w/ research.
No date. Prop dev only.
UC Irvine
Early 2011 - pilot rollout, for feedback.
Prop dev and workflow.
Michigan State
Feb 2013 prop dev, awards, ver 3.2.
Kuali Coeus at IU -- Phase I 2010 - 2011
Proposal Development, Budget and Grants.gov
Model
Office
Prop Dev,
Budget
Oct 2010
Kuali
Coeus 2.0
May 2010
Prop Dev
Analysis
Complete
July 2010
Code
Freeze
March
2011
Mini Model
Office
Grants.gov
Jan 2011
Begin
Training
April -June
2011
Formal
Testing
March June 2011
GO-LIVE
July 2011
Long-term Timeline Implementation
Phase I
July 2011
• Proposal
Development
• Proposal
Budget
• S2S Grants.
Gov
• Central RICE
Phase II
Feb 2012
• Award
• Award
Hierarchy
• Proposal Log
• Institutional
Proposal
Phase III
Dec 2012
• Award
Budget
• Full
Integration
with Kuali
Financial
Future
Phases
• COI
• IRB
• Subcontracts
• Negotiations
• Animal Care
and Use
KCIU
Project
Governance
Executive Steering Committee (quarterly meetings and as needed)
Set strategic direction and coordinate technical and functional needs at a high
level.
Functional Steering Committee (23 Meetings)
Develop and maintain oversight for Kuali Coeus Implementation
Executive IMPACT Committee (7 Meetings)
Campus Stakeholders meet regularly to set strategic direction for campus wide
impacts.
ORA Internal Steering Committee (9 Meetings)
Senior Executives and Grant and Contract Managers provide direction and
oversight for KC Implementation.
Kuali Leads (29 Meetings)
These individuals are responsible for implementing the KFS/KC basic software
technical and functional considerations, including Kuali Rice.
Core Project Team (38 Meetings)
These individuals are the heart of the Kuali Coeus IU Application implementation,
technical, and functional resources and are fully devoted to the KC
implementation.
Communications
•
•
•
•
•
•
•
•
•
Unified Kuali website
KC Brochure
Infomercial
KC at IU Listserv
University publications
Project Governance Committees
Multiple presentations to faculty and staff
groups
Model Office
Focus groups
KC Communications Plan:
https://uisapp2.iu.edu/confluenceprd/download/attachments/71303401/KCIU+C
ommunication+Plan.docx
www.kuali.iu.edu
Training and Support
Training Plan:
https://uisapp2.iu.edu/confluenceprd/download/attachments/63078460/Kuali+Coeus+at+
Indiana+University+Training+Plan.docx
Target Audience:
•Department Administrators
•ORA Grant Services Administrators
•Faculty and Principal Investigators
•Deans, Chairs, Unit Heads, Approvers,
Fiscal Officers
Training Topics:
•Getting Started and System
Navigation
•Proposal Development and Routing
•Budget Development
•Routing and Workflow
•Awards
Training and Support
Training Mechanisms
Instructor-Led Training
• Covers more advanced topics and
providing opportunity to discuss
unique “what if” situations.
e-Learning Vignettes
• Access modules needed and
practice until mastery is achieved.
•Help for reaching geographically
remote sites
Web Resources/Job Aids
• KC online help resources
• Quick Start Guides
• Detailed training documentation
Kuali Coeus at IU Phase I: Go Live July 2011
Training Plan Roadmap
Training Materials
Developed
Training Materials
Tested in Model Office
Training Materials
Revised
August 2010
Oct/Nov 2010
December 2010
Training Logistics
Complete
Training Scheduling
Complete
January 2011
February 2011
IU Staff, Faculty &
Admin Training AprJun 2011
GO-Live
2011
JULY
ORA Staff Training
March 2011
Participation in Model Office Training
Campus
Audience
Kick-Off
Proposal Development
Proposal Budget
Person-Sessions
IUPUI
Grant Services Staff
23
22
22
67
Departmental Admin.
8
12
9
29
School of Medicine
29
24
25
78
60
58
56
174
Grant Services Staff
19
18
17
54
Departmental Admin.
23
33
17
73
42
51
34
127
Departmental Admin.
8
8
4
20
Grant Services Staff
42
40
39
121
Audience
Departmental Admin.
39
53
30
122
Subtotals
School of Medicine
29
24
25
78
110
117
94
321
Subtotals
IUB
Subtotals
Regional
Grand Totals
Impact on Reporting
MyRA
New Reports
•% Credit Reports
•Grants.Gov
Reports
Unit Feeds
•IUSM
•Education
•College
•Business
•CTSI
ERE Reporting
Tool
KC
Data
Internal
Processes
BIRT Drill
Down Reports
IUIE
Data
Warehouse
All Current Data Warehouse
Reporting Objects Affected by
KC Implementation
ORA (not UITS) is solely
responsible for
updating/changing the reporting
environment for these objects
Reporting Timeline
KC Go Live July 2011
Identify
Reports for
KC Phase I
Release
Oct 2010
Initial Reporting
Committee
Meeting
June 2010
Reporting
Inventory
Sept 2010
Phase I New
Report Analysis
& Creation
Jan-Mar 2011
Phase I
Report
Mapping
Completed
Dec 2010
GO-Live
JULY
2011
End-to-end
Testing
with KC &
Reports
Spring
2011
Benefits
 Facilitates distribution of award credit and
indirect costs
 Enables preparation of entire proposal in
system
 Facilitates reporting of entire award
amounts including noncompeting years
 Replaces current manual processes, system
to system Grants.Gov
 Integrated modules (grant and compliance)
instead of silos
Benefits
 Integrated with Kuali Financial System
 Similar look and feel to IU financial and
purchasing systems
 Code is visible, modifiable, supportable
 Opportunity to influence functionality
via participation in KCC
 Research data no longer housed and
controlled by financial system
 Potential for Easier/Faster Reporting
Risks
Requires more knowledgeable departmental user
requiring significant training effort.
Significant user support infrastructure required
Additional ORA staffing required during
implementation of KC system
Staffing and resources required to maintain the
enhanced electronic systems
Interfaces with other systems; must be modified
to facilitate reporting capabilities
One Start Portal Draft Design
System
access may
be available
through the
ORA/VPR
website and
through
MyRA
Proposal
Development
Help
Screen
Personnel
Budget
Non
Personnel
Budget
Budget
Summary
Approval
Screen
Resources
• Kuali Foundation Website
 http://www.kuali.org
• IU Consolidated KFS/KC Website
 http://kuali.iu.edu
• KC Wiki Implementation Project Website
 https://uisapp2.iu.edu/confluenceprd/display/KCIU/Home
• ORA Website
 http://researchadmin.iu.edu