October 26, 2010

UC Irvine Kuali Forum

Bruce MorganAssistant Vice Chancellor for Research Administration

Nancy LewisDirector, Sponsored Projects Carmen Roode

Carmen RoodeKuali Projects Manager

Katya SadovskyKuali Coeus Technical Manager

October 26, 2010

• What is Kuali and KC?• Our commitment to you • Our progress • Demonstration of UCI KC• Our Plan for UCI KC • We Need You - Volunteer

October 26, 2010

What is Kuali?

• Kuali is a Malaysian word for a small wok• The Kuali Foundation– Non-profit corporation– Devoted to developing open source administrative

software for higher education– Member institutions contribute resources and

participate in software development

October 26, 2010

What is Kuali?

• Products– Kuali Coeus– Kuali Financial System– Kuali Student– Kuali Rice– Kuali Ole– Kuali Ready

• Kuali seeks to integrate its products for a community solution

October 26, 2010

What is Kuali?

October 26, 2010

Who is developing Kuali Apps?• Australian National University • Boston University• Brown University• California State University - Office of the

Chancellor• Carnegie Mellon University• Colorado State University• Cornell University• Duke University• Indiana University• Iowa State University• Lehigh University• Massachusetts Institute of Technology• Michigan State University• NACUBO• Naval Postgraduate School• North Carolina State University• North West University - South Africa• Pennsylvania State University• The University of Arizona• Tufts University

• Tulane University• University of British Columbia• University of California- OP• University of California-Berkeley • University of California-Davis• University of California-Irvine• University of California-Santa Barbara • University of California-San Diego• University of Chicago• University of Connecticut• University of Florida• University of Hawaii• University of Illinois• University of Maryland• University of Pennsylvania• University of Southern California• University of Toronto• University of Virginia• University of Washington• West Virginia University

October 26, 2010

What is Kuali Coeus (KC)?

• A research administration system– MIT Coeus as baseline design– Adding functionality beyond Coeus– Updating technical architecture– Creating independence from third-party vendors– Integration with other Kuali applications

October 26, 2010

What is Kuali Coeus?

October 26, 2010

Benefits of Kuali Coeus

• Web-based with standardized user interface• Electronic work flow and digital documents– KC will enter data directly into the SPA system– Routes proposals to proper approvers – Upload/attach digital documents

• Possibility of future system expansion to include other modules

October 26, 2010

What’s Driving the Move to KC?

• The complexity of proposal development and submission

• Efficiencies gained through system-to-system communications, work-flow and digital docs

• Existing data systems are aging and losing vendor support

• World-class research universities need world-class administrative system technologies

October 26, 2010

Our Commitment to You

• KC will not be rolled out prematurely– It must create efficiencies in our collective work– It must not create inefficiencies

• To keep you informed of our progress• To consult with you• To provide you with the opportunity to

participate in system testing and feedback

October 26, 2010

Our Progress

• Kuali Coeus 2.0 installed in a sandbox environment

• Version 2.0 has a number of improvements, including enhanced workflow

• System is configured and the necessary enhancements are in process

• Sponsored Projects staff participated in pilot testing

• Pilot testing by campus volunteers is next the step

October 26, 2010

Demonstration

October 26, 2010

Portal Login

October 26, 2010

Proposal Search

October 26, 2010

Proposal – Basic View

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Sponsor Information

October 26, 2010

Key Personnel

October 26, 2010

Custom Data

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Attachments

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Questions

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Budget Version

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Budget Totals

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Proposal Actions

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Validation

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SAMS Functions

Functions that are available

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Portal Gateway

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New Proposal

October 26, 2010

What Challenges do We Face?

• Most significant challenges:– Integrating KC with existing data systems– Analyzing existing and new KC functionality• Current UC/UCI policies and procedures• Coeus functional assumptions based on MIT

– In certain cases, KC lacks efficiencies• Flat questions v. branching questions

– Not all software changes/fixes can occur at local level• Local implementation v. overall functionality

October 26, 2010

Current Implementation Strategy

• KC workgroup– Continue efforts across all proposal development

and submission functions

• Phased implementation approach– Functionality release– Pilot testing– Training

October 26, 2010

• Functionality release– Phase 1 – Proposal Development & Electronic

Routing/Approval– Phase 2 – Budget Builder– Phase 3 – Grants.gov submission

• Pilot testing – for each functionality phase– Pilot tester selection and training– Existing proposals using a development server

Current Implementation Strategy

October 26, 2010

• Training for each functionality phase– Phase 1• KC user interface and functions common to all

functionality phases• Proposal Development & Electronic Routing/Approval

functionality

– Phase 2• Budget Builder functionality only

– Phase 3• Grants.gov integration functionality only

Current Implementation Strategy

October 26, 2010

We need you

To volunteer for pilot testing send an e-mail to:SP@research.uci.edu

Pilot testing will be limited to twenty volunteers

October 26, 2010

Questions

Thank you for attending!