goals for today ’ s presentation
DESCRIPTION
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. Goals for Today ’ s Presentation. Provide information and statistics about KC Model Office at Indiana University (IU) - PowerPoint PPT PresentationTRANSCRIPT
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]