Office of Research Administration
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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
Compliance
IACUC
Topaz (IUPUI)
SharePoint
Access DB (IUB)
IRB
Access DB
(IUPUI)SharePoi
ntCoeus
IRB (IUB)
COI
eDoc
SharePoint
Excel
IBC
Excel (IUB)
SharePoint
Access DB
(IUPUI)
Current Research Systems Landscape
Grants Admin
FIS
ERA
Tracking (Access
DB)
AIM
Kuali Timeline2004•KFS formed•IU, MSU, U. Hawaii, U. Arizona, San Joaquin Delta Community College, Cornell, NACUBO, rSmart Group
2005•$2.5M Mellon Grant for KFS
2006•Kuali Foundation formed
2006• KC formed
•$1.5M Mellon Grant
•MSU, Cornell, Arizona, IU
2007•Kuali Student formed
•$2.5M Mellon Grant
2009•Kuali Rice formed
2010•Kuali OLE ($2.3M Mellon Grant)
•Kuali Ready•Kuali People Mgmt
KFS
Kuali RiceKC
Kuali Coeus Equivalency Timeline
Convergence with Coeus
Institution KC ImplementationUniversity of Arizona Nov 2010 - prop/dev 2.0 with SPIN
systemIndiana 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.xCornell Oct 2011 (at earliest) Prop
dev/budgetUC 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
Kuali Coeus
2.0 May 2010
Prop Dev Analysis Complete July 2010
Model Office
Prop Dev, Budget
Oct 2010
Mini Model Office
Grants.gov Jan 2011
Code Freeze March 2011
Formal Testing March -
June 2011
Begin Training
April -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
https://uisapp2.iu.edu/confluence-prd/download/attachments/71303401/KCIU+Communication+Plan.docx
KC Communications Plan:
www.kuali.iu.edu
Training and Support
Training Plan: https://uisapp2.iu.edu/confluence-prd/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 2011Training Plan Roadmap
Training Materials DevelopedAugust 2010
Training Materials Tested in Model OfficeOct/Nov 2010
Training Materials RevisedDecember 2010
Training Logistics CompleteJanuary 2011
Training Scheduling CompleteFebruary 2011
ORA Staff Training March 2011
E-Learning Prototyp
e
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
Subtotals 60 58 56 174
IUB Grant Services Staff 19 18 17 54
Departmental Admin. 23 33 17 73
Subtotals 42 51 34 127
Regional 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
Grand Totals 110 117 94 321
Participation in Model Office Training
Impact on Reporting
KC Data
MyRA
ERE Reporting Tool
IUIEData
Warehouse
BIRT Drill
Down Reports
Internal
Processes
Unit Feeds•IUSM•Education•College•Business•CTSI
New Reports•% Credit Reports•Grants.Gov Reports 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
Initial Reporting Committee Meeting
June 2010
Identify Reports for KC Phase I Release
Oct 2010
Phase I New Report Analysis & Creation
Jan-Mar 2011 GO-Live JULY 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
RisksRequires 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/confluence-prd/display/KCIU/Home
• ORA Website http://researchadmin.iu.edu
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