The Good, the Bad, and the Ugly: Kuali Coeus Model Office at Indiana University 2011 Kuali Coeus User Conference March 29, 2011 Carey L. Conover Tracey Levy Karen Shrode
Jan 28, 2016
The Good, the Bad, and the Ugly:Kuali Coeus Model Office at Indiana
University
2011 Kuali Coeus User Conference March 29, 2011
Carey L. ConoverTracey Levy
Karen Shrode
Goals for Today’s Presentation
• Provide information and statistics about KC Model Office at Indiana University (IU)
• Discuss recruitment, communication, training, follow-up techniques, user feedback mechanisms, etc.
• Lessons learned
What is KC ‘Model Office’?
• Proposal and budget development environment populated with real IU data
• Closed system – safe environment• Training platform for all IU staff to use
the
KC system
KC Model Office Goals
• Test drive the system (enter proposals, budgets, Grants.gov submissions)
• Provide feedback and identify issues• Test and evaluate the training materials• Document possible enhancements and customizations
KC Model Office:What does Success look like?
• Can we conduct business using the KC system? • Can we accomplish this for ~80% of our business in
Model Office? • Can we identify and address the gaps that exist in the
KC system?
Scope of KC Model Office
KC Modules available:
Model Office 1:
• Proposal Development• Proposal Budget
Model Office 2:• Grants.gov
Training Environment
• Stable training environment (limited maintenance performed during MO)
• Separate KC environment maintained for continued development
• Technical support
Developers attended training sessions when possible and maintained constant contact with trainers throughout MO period
Training Session Format
Participants:
• OSP Staff (BL, IUPUI, six regional campuses)
• Department Administrators
• School of Medicine staff
Format:
• (2) 2-hour training sessions:Session 1: Proposal Development
Grants.gov (Model Office 2)
Session 2: Proposal Budget
Training Materials
• Training Guides:
Proposal Development
Proposal Budget
Requested that participants download on their own and bring to sessions
• Specific Training Scripts
Scripts created and distributed for each specific audience
Participant Recruitment
• Solicited volunteers from various Departmental meetings
• Received names of individuals from Departmental leadership
• All OSP staff required to attend
Participant Requirements
• Two hours/week testing in Model Office• Relay questions/issues to KC Feedback queue• Utilize the Model Office Walk-In/Mobile Clinics
Appropriate approvals granted from supervisors, directors, etc.
Statistics
Communication and Feedback Techniques
• Listserv created• Weekly e-mail to MO users detailing:
Number of users in the system
Recently reported issues and/or updates
Friendly reminders to test!• Two Jira queues created and maintained
Queue specifically for user feedback
Queue for issues, enhancements, customizations, etc.
Communication and Feedback Techniques (cont’d)
• Activated link in KC so users could quickly and easily submit feedback
Communication and Feedback Techniques (cont’d)
Communication and Feedback Techniques (cont’d)
• Responded to users ASAP via email, phone or in person
• Feedback consisted of general KC or sponsor specific questions, potential gaps and issues
• For true issues, created Jira in second queue for follow-up/discussion with developers
• Documented all questions during MO trainings and feedback Jiras. Listed appropriate questions on OSP Frequently Asked Questions website
Communication and Feedback Techniques (cont’d)
Summary and Lessons Learned
• Face-to-Face and virtual training sessions • Multiple trainings; multiple site locations• Importance of a variety of training options (eLearning,
paper documentation, classroom setting, 24/7 access to materials)
• Create Scripts targeted for specific audiences• Walk-In/Mobile clinics• Communication, communication, communication• Documentation of Jiras and FAQs
Summary and Lessons Learned (cont’d)
• OSP staff participation mainly limited to designated testing time AWAY from their desk
• Established weekly KC Testing Days for BL and IUPUI
• Provided critical information impacting our approach for Go-Live
Questions?
Presenter Contact Information
Carey Conover, [email protected]
Tracey Levy, [email protected]
Karen Shrode, [email protected]