Kuali Coeus (KC) General Session

Kuali Days 7

November 2008

Newport Beach, CA

Today’s Session

• Summary and Organization

• Kuali Coeus Roadmap

• KC Release 1.0/1.1 Modules

• KC Releases 2.0, 3.0, 4.0

• KC UI / Mock Screens

• Q&A

Summary/Organization

What is Kuali?

Kuali Foundation

is a non-profit organizationresponsible for sustaining andevolving administrative software that meets the needs of allCarnegie Class institutions.

Members

Colleges, universities, commercialfirms and interestedorganizations that share acommon vision of open, modular,and distributed systems for theirsoftware requirements.

Goal

Bring the proven functionality of legacy applications to the ease and universality of online services.

Roots

Kuali began as an open/community source initiative to create a financial system (KFS) for higher education.

Kuali Organization

What is the Coeus? What is the Consortium?

• Coeus Coeus is one of the first cradle-to grave research administration systems in the nation. MIT created the software to assist their OSP, departments and faculty with proposal development, and pre- and post-award management. Coeus includes Proposal and Budget Development, Grants.gov S2S submission, Proposals, Awards, IRB, Subcontracts, Negotiation, Person, Conflict of Interest and Report Tracking.

• The Coeus ConsortiumThe Coeus Consortium was established in July 2005 to provide a shared model of support for the members’ use of Coeus.  The Consortium is currently comprised of over 50 institutions at various levels of membership (Basic, Development and Steering Committee).

Kuali Coeus Roadmap

• In October, the Coeus Steering Committee developed a product roadmap and technology transition plan for the next major release of Coeus – Version 5.0, which will be released as KC 3.1.

• View the Kuali Coeus Roadmap at: http://www.coeus.org

Kuali Coeus Roadmap

• Highlights– Architecture advances for Coeus– Collaborative software development model

(Kuali) combined with a proven model of support (Coeus)

– Full convergence of the products in 2011– Commitment to best practices in research

administration

What is KC?

• Cradle-to-grave research administration system, based on MIT’s Coeus:– Preaward (proposals, budgets, Grants.gov)– Postaward (contracts, grants, negotiations,

report tracking, subcontracting)– Research Risks (IRB, IACUC, COI, etc)

• Can be linked with your financial system (KFS or others)

How Did We Get Here?

• KFS Contracts & Grants– Routing Form– Budget Builder– Proposal– Award– No Grants.gov submission– No Research Compliance

Guiding Principles

• Identify “best of breed” solutions from among partners as base for each module

• Develop Common Kuali User Interface

• Leverage Kuali Rice architecture and development standards (nervous system, enterprise notification, enterprise workflow and service bus)

• Functional Councils and the Subject Matter Experts Drive Functionality and Scope

• Technology Roadmap Committee governs Technical Standards across all Kuali Projects

Guiding Principles

• Maximize commonality of business practices

• Make configurable as much as possible given time and resource constraints

• Create a Scope Statement which serves as the development team’s “contract” with functional stakeholders

• Burden of proof falls on advocates for change to show benefits exceed costs

• All changes subject to “The Reality Triangle”

The Reality Triangle

Scope(KCFunctionalCouncil)

Time(Project

Mgr)

Resources

(KC Board)

KC Partners

• University of Arizona• Coeus Consortium / MIT• Colorado State University• Cornell University• Indiana University• Michigan State University• University of California-Davis• Iowa State University • University of California-Berkeley

Timeline & Releases

KC Timeline Ja

n Q

1

Jan

Q1

Jan

Q1

Apr Q2

Apr Q2

Apr Q2

Jul

Q3

Jul

Q3

Jul

Q3

Oct Q4

2007 2008 2009

Release 1.0

KC & COEUS Development Merger Timeline

Release 2.0Aug 2009

Release 1.0Jul 2008

Release 3.0

November 2008

Quality Assurance

Kuali Rice Integration

Conflict of Interest

Awards

10000 ( )

4000 ( )

2000 ( )

IRB / Human Participants

Required Hours (# Developers)

Oct Q4

Startup Proposal & Budget

Release 2.0

8300 (8)

Development

Oct Q4

Jan

Q1

Apr Q2

Release 3.0Sep 2010

2010Ju

lQ

3

Deployment

Oct Q4

2007 2008 2009

2010

2011

Jan

Q1

Apr Q2

Jul

Q3

2011

Oct Q4

Release 4.0

Release 4.0Apr 2012

Report Tracking

Animal Care and Use

Subcontracts

Negotiations 1400 ( )

4000 ( )

1400 ( )

8000 ( )

Export Controls

1400 ( )

4000 ( )

4000 ( )

Enhancements 4200 ( )

Chemical Tracking

Bio-Safety

Jan

Q1

Apr

Q

2

2012

Jul

Q3

Oct

Q

4

Release 3.1

COEUS Merger

Catch-up

COEUS 4.4(contents known) Development COEUS 4.5

(contents TBD)

2012

Budget

Release 1.1

Release 1.1Nov 2008

COEUS 4.4Apr 2009

COEUS 4.5Apr 2010

Release 3.1Apr 2011

akaCOEUS 5.0

Timeline Highlights

• The timeline displays technical dates• Functional “SME” groups begin the spec-writing process

well before coding begins• For instance:

– IACUC group is already working, even though the release is for 2010

– Awards SME started work the same time as proposal/budget development

• Release 4 modules are all joint Kuali & Coeus effort on brand-new functionality

• The timeline displays dates from the Kuali Coeus Roadmap

KC Release 1.0 – July 2008

• Proposal and Budget Development– Proposal/Budget creation– Institutional rates/hierarchies– Template proposals to use again– Proposal Routing/Approvals using Workflow

• Grants.gov S2S submission– Find Grants.gov opportunities right from KC– Submit without PureEdge/Adobe for the majority of

applications

KC Release 1.0 – July 2008

• Successful 1.0 release• Arizona, Colorado State, and Cornell are piloting

(Wednesday, 11:00am – 12:00pm)• November release of enhanced budget user

interface (KC Release 1.1) • KC and Coeus handle 80+ Grants.gov forms • Kuali and Coeus are working together to develop

a straight-forward solution for Grants.gov form changes and additions

KC Release 2.0 – Fall 2009

• Awards• Award details• Cost sharing• Indirect cost• Payment schedule• Approved equipment

& foreign travel• Award closeout• Money and end dates

• Award Budget• Contacts• Award Templates• Special Reviews• Investigator Credit

Split• Notice of Award• Data feed & integration

with financials

KC Release 2.0 – Fall 2009

• IRB– Submission of protocols (new, continued, amended)– Recording IRB deliberations– IRB notifications– IRB meeting agendas and minutes– Protocol and training queries– Special reviews & other committees– Human Subjects Training records– Committee creation and scheduling– Batch correspondence and correspondence generation

KC Release 2.0 – Fall 2009

• Conflict of Interest– Faculty, staff, and students disclosure– Tracking of disclosures, reviews and decisions– Separate financial disclosure information

• Confidential

• Non-confidential

– Allow for uniqueness of state laws regarding COI

– Training Requirements

KC Release 3.0 – Fall 2010

• Animal Care and Use – First Release– Submission of protocols (new, continued, amended)– Recording IACUC deliberations– IACUC notifications– IACUC meeting agendas and minutes– Protocol and training queries– Special reviews & other committees– Committee creation and scheduling– Batch correspondence and correspondence

generation

KC Release 3.0 – Fall 2010

• Animal Care and Use – Enhancements– Inspections – Animal Census– Procurement – Requisition– Receiving and cage card management– Regulatory/Non-regulatory Reporting – OLAW

(Annual Report); USDA (Annual report); AAALAC-I (Annual Report)

– Training and Educational Requirements– Post-approval monitoring

KC Release 3.0 – Fall 2010

• Negotiations– Record actions of Negotiations

• Phone/email conversations• Attachments

– Management reporting• Track status of negotiations/# of items in

negotiation

– Link with proposal development (when it exists)

KC Release 3.0 – Fall 2010

• Report Tracking– Automatic generation of reporting deliverables

and status• Financial• Technical• Patent reporting

– Submission status

KC Release 3.0 – Fall 2010

• Subcontracts– Subcontract detail– Funding sources– Amount information– Subcontract closeout and correspondence– Contacts– Subrecipient monitoring (A-133)– Invoice routing and approval

KC Release 4.0 – Fall 2011

• Biosafety– Use of “committee” functionality, just like IRB and

IACUC

• Export Control– Functionality TBD

• Chemical Safety/Chemical Inventory– Functionality TBD

KC

KC UI Mock Screens

Coeus KC – Interface and Presentation Conversion

• Coeus has two different interfaces:• – Coeus Lite utilizing web technology• – Coeus Premium utilizing client/server Java Swing technology• Kuali Coeus (KC) utilizes only a web interface, but wants to

preserve all of the functionality that Coeus provides in the two different interfaces. In addition KC has a number of other conditions to satisfy:

• -- platform/browser neutral-- limited use of icons-- general avoidance of menus-- provide the user with the ability to know where they are in the application-- limit the required scrolling-- be complaint the Level 1 WCAG recommendations

• How do KC 1.1 screens appear?

Main Menu

Proposal

Budget

KC Sessions at KD7• Tuesday

– Kuali Coeus Workflow 11am – 12pm

– Proposal Development 1pm – 2pm

– Kuali Coeus Technical Topics 1pm – 2pm

– IRB 3:45pm – 4:45pm

• Wednesday – Budget Development

8am – 9am– Application Architecture

9:30am – 10:45am– IACUC 11am – 12pm– KC 1.0 Pilot Experiences

11am – 12pm– Awards 1pm – 2pm– Conflict of Interest

2:15pm – 3:15pm– Kuali Coeus – Future

3:45pm – 4:45pm

KC Computer LabsTuesday: Proposal (2:15pm – 3:15pm), IRB (5pm – 6pm)Wednesday: Budget (9:30am – 10:45am), Awards (2:15pm – 3:15pm)