myGRANT - Kuali-Coeus ( KC) – UH Plan

UH Informational Session Campus Center Ballroom September 21, 2011

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Kuali Coeus (KC)

  One of the major projects developed by the Kuali Foundation A comprehensive research administration system that fully addresses the needs from the faculty researcher through grants administration to federal funding agencies

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Background

UH Electronic Research Administration (eRA);  Legacy ORSIS database (July 1997 – September 2008)   InfoEd proposal and award tracking database (September 2008 – Present) Kuali-Coeus implementation begins Fall 2009

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UH eRA Executive Committee

       James Gaines – VP Research David Lassner – VP IT/CIO Gary Ostrander – VC Research, UH Manoa Shirley Daniel – Faculty SEC Secretary , UH Manoa David Duffy – Faculty Senate Vice Chair, UH Manoa Yaa-Yin Fong – Director, ORS Mike Hamnett – Executive Director

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KC Tech CORE Team

      Ron Gouldner – Technical Lead, ORS Shaun Blake – IT Specialist, ITS Lane Fukuda – ISS Manager, ORS Gang Yuan – IT Specialist, ORS Mitchell Anicas – IT Specialist, ITS Gregory B. Mandryk – IT Specialist, ITS

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KC Functional Team

          Andrew Tefft – eRA Project Coordinator, ORS Jennifer Halaszyn – Contract & Grant Adm, ORS Kaka’ako Site Janis Morita – Project Fiscal Accounting Mgr, ORS Naomi Mitake – Pre-Award Specialist, ORS Cheryl Reeser – Contract Specialist, ORS Maui Site Kathy Oshiro – Director of Admin, CMMED Daniel Shelverton – Grant & Contract Specialist, ORS Kevin Hanaoka – Cost Studies Chief, ORS Royce Hanada – ORS Helpline, ORS Mike Morimoto – IT Specialist, ORS

Important eRA Factors for UH

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      On-line proposal development S2S integration with Grants.gov

Electronic approval routing Integration with UH Financial System – New Kuali Financial System (KFS) Monitor post-award reporting administration and deliverables Integration with research compliance modules and monitor compliance protocols for active awards

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Important eRA Factors for UH (cont.)

    Integrate post-award invoicing, receivable aging reports, collections and closeout process with KFS Contracts & Grants A/R module Meeting compliance and reporting requirements for federal, state, and private funding agencies Generate BOR and management reports and tracking reports inventory for statistical data User security profile

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Limitations of Current InfoEd at UH

       No Proposal Development No S2S integration to Grants.gov

No interface between InfoEd and UH Financial System No integrated cost sharing system No integrated research compliance No deliverable or tracking report No sub-awards tracking

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Limitations of Current InfoEd at UH (cont.)

 No integration with Contracts and Grants A/R system – – Stand alone in-house invoice database Stand alone in-house A/R aging reports – Stand alone in-house close out notification system – Stand alone in-house receivable collection process

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Integration Between KFS and KC



Contracts and Grants Module



Cost Share System



Effort Reporting



Contracts and Grants Billing/Accounts Receivable (CGBARS) Module



UH implementation of KFS in July 2012

Kuali-Coeus (KC) Schools

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            Colorado State University Michigan State University Cornell University University of California Davis Indiana University University of Arizona Massachusetts Institute of Technology Iowa State University West Virginia University University of California Berkeley University of Hawaii Coeus Consortium

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UH KC Implementation Timelines

•

2009

Fall - Created KC 2.0 sandbox for testing • • • •

2010

Spring Summer Fall December - Two IT developers hired; 1 in ITS & 1 in ORS - Secured UH IT environment for KC - Commenced ORS KC Technical Team testing

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Performed Cognos reporting tool assessments - Created KC 3.0 sandbox for testing

UH KC Implementation Timelines (cont.)

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Spring July Summer August-October November

2012

Spring ORS CORE team testing, mapping, and uploading UH look-up tables, ORS Functional Team testing, Created logo KC 3.1 release and set up in production environment End-user training (ongoing), Cognos testing Open for Pilot Schools goes live End user training (ongoing)

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UH Timeline (Proposed)

module

PD/AW IRB COI Subawards IACUC NEG RT

go-live

2011 2012 2013 2014 TBD TBD TBD

note

w/ KC 3.1

w/ KC 3.1

w/ KC 4.0

w/KC4.0

w/ KC 5.0

w/ KC 5.0

w/ KC 5.0

UH KC Functional Challenges

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         Re-engineer proposal submission process Paperless concept Establish organizational structure Set up User profile Establish security profile Upload rates and other look-up tables for Proposal Development into UH KC Develop on-line and hands-on training On-going and just-in-time end-user training New reporting tool – Cognos

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What Does UH KC Mean for Principal Investigators and Staff?

      One tool for proposal & budget creation and grants administration Automatic routing for approvals Eliminate redundant data entry and submissions Enter CFDA Number or Opportunity ID from grants.gov and UH KC will include forms in proposal Data entered during creation process is used to populate grants.gov forms File uploader will no longer be needed for grants.gov S2S applications

What Does KC Mean for Principal Investigators and Staff? (cont.)

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       Access through UH single sign-on via web browser Proposal and budget creation with robust calculations Consistency in budgeting Template proposals to use again Speed up processing through electronic routing PI can only view his/her own proposals/awards online Initial pain during the learning curve phase

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Questions?

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Contact Information



Andrew Tefft – eRA Project Coordinator

– Email: [email protected]

– (808) 956-5986

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Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) 22

 Comparison of Current Proposal Submission Process with the myGRANT Proposal Submission Process – Scenarios  G/G S2S = Grants.gov system-to-system submission (approximately 80% of Grants.gov proposals)  G/G NON = Grants.gov non-system-to-system submission (approximately 20% of Grants.gov proposals)  OES = Non-Grants.gov electronic submission  H/C = Hard copy submission

23 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.) # 1 Submission Type Current myGRANT RFP AND APPLICATION PACKAGE ISSUED (if non-solicited, skip to Step 2)

G/G S2S PI locates and downloads or otherwise obtains hard copy of RFP and relevant forms.

PI obtains Grants.gov opportunity number to populate the field for myGRANT proposal applications. Once entered in myGRANT, application package is pulled in to myGRANT for completion. PI uploads RFP to myGRANT as attachment.

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G/G NON OES H/C PI locates and downloads or otherwise obtains hard copy of RFP and relevant forms.

PI locates and downloads or otherwise obtains hard copy of RFP and relevant forms. PI uploads RFP to myGRANT as attachment. Application package is prepared as set forth below.

PI locates and downloads or otherwise obtains hard copy of RFP and relevant forms.

PI locates and downloads or otherwise obtains hard copy of RFP and relevant forms. PI uploads RFP to myGRANT as attachment. Application package is prepared as set forth below.

PROPOSAL PREPARATION A.

G/G S2S

Proposal file

PI prepares hard copy of application package by completing all sections, e.g., narrative, current and pending, etc., and compiles into Grants.gov package. Package is uploaded to file uploader after completion and all necessary authorizations have been obtained.

PI creates proposal record, answers Grants.gov specific questions and completes application package in myGRANT.

G/G NON PI prepares hard copy of application package by completing all sections, e.g., narrative, current and pending, etc., and compiles into Grants.gov package.

PI creates proposal record in myGRANT, answers Grants.gov specific questions and prepares Grants.gov downloaded application package by completing all sections, e.g., narrative, current and pending, etc., and compiles into Grants.gov active package which is uploaded into myGRANT as an attachment.

24 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.) # 2 Submission Type Current PROPOSAL PREPARATION (continued) A.

Proposal file (continued)

OES

myGRANT

Depending on sponsor requirements, PI either: 1) Prepares hard copy of application by completing all sections, e.g., narrative, current and pending, etc., and compiles documents into proposal package; OR 2) Completes the entire proposal in the agency-specific system (e.g., NSPIRES, FASTLANE, STSCI, SFCA, Department of Energy, etc.) After obtaining departmental approval, proposal package is uploaded to file uploader and hard copy of the proposal package is provided to ORS for review.

PI creates proposal record in myGRANT. Depending on sponsor requirements, PI also either: 1) Prepares application package by completing all sections, e.g., narrative, current and pending, etc., and compiles documents into proposal package; OR 2) Completes the entire proposal in the agency-specific system (e.g., NSPIRES, FASTLANE, STSCI, SFCA, Department of Energy, etc.).

Proposal package is uploaded into myGRANT as an attachment and electronically routed through myGRANT for approval.

B.

G/G S2S H / C PI prepares hard copy of application package by completing all sections, e.g., narrative, current and pending, etc., and compiles documents into proposal package. Hard copy is provided to ORS for review.

PI creates proposal record in myGRANT and prepares hard copy of application package by completing all sections, e.g., narrative, current and pending, etc., and compiles documents into proposal package. Hard copy is provided to ORS for review.

Budget

PI/FO prepares budget and incorporates into proposal package for later uploading.

PI/FO uses budget creation tool in myGRANT to input data and create budget.

Budget figures, including F&A, fringe benefits and cost-sharing, are calculated automatically.

25 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.) 2 PROPOSAL PREPARATION (continued) B.

G/G NON

Budget (continued)

OES H/C PI/FO completes budget in the agency-specific system (e.g., NSPIRES, FASTLANE, STSCI, SFCA, Department of Energy, etc.).

PI/FO completes budget in the agency-specific system (e.g., NSPIRES, FASTLANE, STSCI, SFCA, Department of Energy, etc.) PI/FO uses budget creation tool in myGRANT to input data and create budget.

Budget figures, including F&A, fringe benefits and cost-sharing, are calculated automatically.

Depending on sponsor requirements, PI/FO also: 1) Completes budget in the agency-specific system (e.g., NSPIRES, FASTLANE, STSCI, SFCA, Department of Energy, etc.); OR 2) Populates sponsor-specific budget form; AND uploads a copy of the budget to myGRANT as an attachment as part of their proposal package.

PI/FO uses budget creation tool in myGRANT to input data and create budget.

Budget figures, including F&A, fringe benefits and cost-sharing, are calculated automatically.

Depending on sponsor requirements, PI/FO also: 1) Completes budget in the agency-specific system (e.g., NSPIRES, FASTLANE, STSCI, SFCA, Department of Energy, etc.); OR 2) Populates sponsor-specific budget form; AND uploads a copy of the budget to myGRANT as an attachment as part of their proposal package.

C.

G/G S2S

D.

G/G S2S G/G NON

Form 5 (and as applicable, Forms 5A, 5B & 5C)

OES H/C PI prepares hard copy.

Other documents as required

PI/FO prepares hard copy.

PI answers relevant institutional required questions contained in myGRANT.

PI/FO completes in myGRANT as populated from proposal package.

G/G NON OES H/C PI/FO prepares hard copy.

PI/FO prepares hard copy. Depending on sponsor requirements, PI also completes additional documentation in the agency-specific system (e.g., NSPIRES, FASTLANE, STSCI, SFCA, Department of Energy, etc.) and upload copies to myGRANT as an attachment as part of their proposal package.

26 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.) # 3 Submission Type IRB REVIEW (as applicable)

G/ G S2S G/G NON OES H/C

Current myGRANT

Application submitted to appropriate UH IRB. When approval/exemption is received, it is attached to the proposal if received prior to submission, or sent to ORS if received after submission.

Application submitted to appropriate UH IRB. When approval/exemption is received, it is uploaded to myGRANT as attachment with proposal submission, or uploaded to myGRANT separately if received after submission.

4 COST SHARING COMMITMENTS (Internal and External)

G/ G S2S G/G NON OES H/C Letters of commitment are attached to proposal.

Letters of commitment are uploaded to myGRANT as attachment as part of proposal package..

5 INDIRECT COST CAPS/WAIVERS

G/ G S2S G/G NON OES H/C Copy of any sponsor limited indirect cost or authorized waiver (approved by chancellor or campus designee) is attached to the Form 5 if the appropriate box is checked.

Copy of any sponsor limited indirect cost or authorized waiver (approved by chancellor or campus designee) is uploaded to myGRANT as an attachment as part of proposal package if the applicable question is answered with “yes”.

6 APPROVING AUTHORITY (if designated approving authority is away or on leave, authority may be delegated to a designee)

G/ G S2S Hard copy of proposal and Forms 5, 5A, 5B & 5C, as applicable, are routed to appropriate authority for approval Hard copy original signatures are obtained.

PI “submits” proposal. Notification is sent to appropriate authorities for review/approval via established workflow for PI. Authorities designate their approval electronically. E-mail confirmation is sent to the PI. If the proposal is not approved, PI makes changes in myGRANT, then resends for approval by appropriate authorities.

G/G NON OES H/C Hard copy of proposal and Forms 5, 5A, 5B & 5C, as applicable, are routed to appropriate authority for approval Hard copy original signatures are obtained.

PI makes sure that all relevant documents to myGRANT have been uploaded as attachments and “submits” proposal.

Notification is sent to appropriate authorities for review/approval via established workflow for PI. Authorities designate their approval electronically. E-mail confirmation is sent to the PI. If the proposal is not approved, PI makes changes in myGRANT, then resends for approval by appropriate authorities.

27 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.) # 7 8 9 Submission Type Current myGRANT APPROVAL DELEGATION (if designated approving authority is away or on leave)

G/G G/G OES H/C If ORS does not already have on file a standing signature Approving authority contacts ORS to set up approval delegation. Approving S2S NON delegation, a signature delegation memo for approving authority is provided to ORS.

authority delegations will be set up for standing delegations.

SUBMISSION TO ORS A.

Intended for electronic submission

G/G S2S G/G NON OES Proposal packet uploaded to file uploader. Hard copy of Forms 5, 5A, 5B and 5C (as applicable), RFP and proposal packet provided to ORS for review.

B.

Intended for hard copy submission

H/C Hard copy of proposal packet physically transmitted to ORS Once all necessary approvals have been obtained, electronic notice provided to ORS through workflow process. Pre-Award specialist accesses through action list.

Once all necessary approvals have been obtained, electronic notice provided to ORS through workflow process. Pre-Award specialist accesses through action list. If the sponsor requires original signatures on the submittal, hard copy of proposal packet physically transmitted to ORS.

ORS REVIEW A.

G/G S2S G/G NON

Forms 5, 5A, 5B & 5C, as applicable

OES H/C Reviewed by ORS for proper authorizations. Missing documents are requested via telephone or e-mail before proposal will be submitted.

Electronic routing through workflow process ensures that proper authorizations from department/school have been obtain prior to proposal submission.

B.

Compliance approval/exemption and other certifications, as applicable (e.g., risk management, conflict of interest, etc.)

G/G S2S G/G NON OES H/C Reviewed by ORS for compliance with proposal requirements.

With the exception of any pending compliance approval or exemption, missing documents are requested via telephone or e mail before proposal will be submitted.

Reviewed by ORS for compliance with proposal requirements. With the exception of any pending compliance approval or exemption, any missing information or documents may cause Pre-Award to “release” the proposal record to the PI (see Item #9 “Changes Required” section, below).

28 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.) # 9.

Submission Type ORS Review (continued) C.

Current Other proposal documents myGRANT (including, but not limited to narrative/summary, bio sketch, budget, budget narrative)

G/G Reviewed by ORS for compliance with proposal requirements.

Reviewed by ORS for compliance with proposal requirements, applicable laws S2S G/G NON OES If corrections are required, they are requested via phone or e mail before proposal will be submitted (see Item #9 “Changes Required” section, below).

Reviewed by ORS for compliance with proposal requirements.

Uploaded file is verified against hard copy received to ensure that all attachments are properly visible. If corrections are required, they are requested via phone or e-mail before proposal will be submitted (see Item #9 “Changes Required” section, below).

Reviewed by ORS for compliance with proposal requirements.

Uploaded file is verified against hard copy received to ensure that all attachments are properly visible. If corrections are required, they are requested via phone or e-mail before proposal will be submitted (see Item #9 “Changes Required” section, below).

and UH policies. If corrections are required, Pre-Award may “release” the proposal record to the PI (see Item #9 “Changes Required” section, below).

Reviewed by ORS for compliance with proposal requirements. If corrections are required, Pre-Award may “release” the proposal record to the PI (see Item #9 “Changes Required” section, below).

Reviewed by ORS for compliance with proposal requirements. If corrections are required, Pre-Award may “release” the proposal record to the PI (see Item #9 “Changes Required” section, below).

D.

G/G S2S G/G NON

Current and pending

OES H/C H/C Reviewed by ORS for compliance with proposal requirements.

If corrections are required, they are requested via phone or e mail before proposal will be submitted (see Item #9 “Changes Required” section, below).

Reviewed by ORS for completeness.

Reviewed by ORS for compliance with proposal requirements. If corrections are required, Pre-Award may “release” the proposal record to the PI (see Item #9 “Changes Required” section, below).

Reviewed by ORS for completeness. If incomplete, Pre-Award may “release” the proposal record to the PI (see Item #9 “Changes Required” section, below).

29 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

#

10 Submission Type CHANGES REQUIRED

G/G S2S G/G NON OES

Current myGRANT

Applicable document(s) is/are sent back to the PI for review/amendment. After corrections are made, PI uploads revised proposal packet to file uploader and provides hard copies of revised documents to ORS for review.

Applicable document(s) is/are sent back to the PI for review/amendment. As applicable, PI makes corrections in agency-specific system. After corrections are made, PI uploads revised proposal packet to file uploader and provides hard copies of revised documents to ORS for review.

After review, ORS informs the PI via e-mail of any “minor” typographical or other errors in editable myGRANT fields.

Upon receiving e-mail authorization from the PI to make the change(s), ORS will make the correction in myGRANT.

If items required by the proposal are missing, e.g., letters of commitment, indirect cost waivers, or any other documents or information, or if changes need to be made to any uploaded attachments, ORS releases the proposal record to the PI to make necessary changes. The PI makes changes directly in myGRANT, and/or uploads revised versions of any attachments, then re-routes the documents through myGRANT for electronic approval. Once all necessary approvals have been obtained, electronic notice is provided to ORS through workflow process. Pre-Award specialist accesses through action list and continues to process.

After review, ORS informs the PI via e-mail of any “minor” typographical or other errors in editable myGRANT fields.

Upon receiving e-mail authorization from the PI to make the change(s), ORS will make the correction in myGRANT.

If items required by the proposal are missing, e.g., letters of commitment, indirect cost waivers, or any other documents or information, or if changes need to be made to any uploaded attachments, ORS releases the proposal record to the PI to make necessary changes. The PI makes changes directly in myGRANT, and/or uploads revised versions of any attachments, then re-routes the documents through myGRANT for electronic approval. Once all necessary approvals have been obtained, electronic notice is provided to ORS through workflow process. Pre-Award specialist accesses through action list and continues to process.

30 Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.) # 10 11 Submission Type CHANGES REQUIRED (continued)

G/G NON

Current

Applicable document(s) is/are sent back to the PI for review/amendment. PI makes corrections to documents. After corrections are made, PI/FO provides hard copies of revised documents to ORS for review.

myGRANT

After review, ORS informs the PI via e-mail of any “minor” typographical or other errors in editable myGRANT fields.

Upon receiving e-mail authorization from the PI to make the change(s), ORS will make the correction in myGRANT.

If items required by the proposal are missing, e.g., letters of commitment, indirect cost waivers, or any other documents or information, or if changes need to be made to any uploaded attachments, ORS releases the proposal record to the PI to make necessary changes. The PI makes changes directly in myGRANT, and/or uploads revised versions of any attachments, then re routes the documents through myGRANT for electronic approval. Once all necessary approvals have been obtained, electronic notice is provided to ORS through workflow process. Pre-Award specialist accesses through action list and continues to process.ORS submits the proposal to the sponsor electronically through Grants.gov, then forwards confirmation e-mail to the PI/FO.

SUBMISSION TO SPONSOR

G/G S2S G/G NON OES H/C ORS submits the proposal to the sponsor electronically through Grants.gov, then forwards confirmation e-mail to PI/FO.

ORS submits the proposal to the sponsor electronically through Grants.gov, then forwards confirmation e-mail to PI/FO.

ORS submits the proposal to the sponsor electronically through the designated system, then forwards confirmation e mail to PI/FO.

ORS notifies the contact on the Form 5 that the proposal packet is ready for pick-up. Department sends proposal packet to sponsor.

ORS submits the proposal to the sponsor electronically through myGRANT directly to Grants.gov, then forwards confirmation e-mail to PI/FO.

ORS submits the proposal to the sponsor electronically through Grants.gov, then forwards confirmation e-mail to the PI/FO.

ORS submits the proposal to the sponsor electronically through the designated system, then forwards confirmation e-mail to PI/FO.

ORS notifies the contact designated in myGRANT that the proposal packet is ready for pick-up. Department sends proposal packet to sponsor.