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

nt

Coeus 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 Implementation

University of Arizona Nov 2010 - prop/dev 2.0 with SPIN system

Indiana University July 2011 - prop dev/ budgetFeb 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.x

Cornell Oct 2011 (at earliest) Prop dev/budget

UC 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