Kuali-Coeus ( KC) – UH Plan
Yaa-Yin Fong, ORS July 1, 2011
Kuali Coeus (KC)
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One of the major projects developed by the Kuali Foundation A comprehensive research administration system that fully addresses the needs from the faculty researcher through grants administration to federal funding agencies
Kuali Coeus (KC) (cont.)
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Kuali Coeus (KC) is based on MIT’s proven Coeus system for research administration – Coeus was developed in the early 1990s. – The Coeus and Kuali Coeus (KC) project are collaborating to merge in the future and Kuali Coeus 5.0 will be available as an upgrade to Coeus institutions.
Background UH electronic Research Administration (eRA):
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Legacy ORSIS database (July 1997 – Sept. 2008)
infoEd proposal and award tracking database (Sept. 2008 – Present)
Kuali-Coeus Implementation begins Fall, 2009
UH eRA Executive Committee
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James Gaines – VP Research David Lassner – VP IT/CIO Gary Ostrander – VC Research, UHM Shirley Daniel – Faculty SEC Secretary, UHM David Duffy – Faculty Senate Vice Chair, UHM Yaa-Yin Fong – Director, ORS Mike Hamnett – Executive Director, RCUH
KC Tech CORE Team
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Ron Gouldner – Tech Lead, ORS Shaun Blake – Info Tech Spec, ITS Lane Fukuda – ISS Mgr, ORS Gang Yuan – IT Spec, ORS Mitchell Anicas – Info Tech Spec, ITS Gregory B Mandryk – Info Tech Spec, ITS
KC Functional Team
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Andrew Tefft Jennifer Halaszyn Janis Morita Naomi Mitake Cheryl Reeser Kathy Oshiro Daniel Shelverton Kevin Hanaoka Royce Hanada Mike Morimoto
– eRA Project Coordinator, ORS – Contract & Grant Adm, ORS Kakaako Site – Project Accounting Manager, ORS – Pre-Award Specialist, ORS – Contract Specialist, ORS Maui Site – Director of Admin, CMMED – Grant & Contract Specialist, ORS – Cost Study Chief, ORS – ORS Helpline, ORS – IT Specialist, ORS
Important eRA Factors for UH
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On-line proposal development S2S integration with Grants.gov Electronic routing for approval Integration with UH financial system – New Kuali Financial System (KFS) Monitor post-award reporting administration and deliverables Integration with research compliance modules and monitor compliance protocols for active awards
Important eRA Factors for UH (cont.)
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Integrate post-award invoicing, receivable aging reports, collections and closeout process with C & G A/R module Meet the compliance and reporting requirements of federal, state and private funding agencies Generate BOR & management reports and tracking reports inventory for statistical data User Security Profile
Limitations of Current InfoEd at UH
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No Proposal Development No S2S integration to Grants.gov No interface between InfoEd and UH Financial System
No integrated cost sharing system No integrated research compliance No deliverable or report tracking No subawards tracking
Limitations of Current InfoEd at UH (cont.)
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No integration with Contracts & Grants (C&G) A/R system – Stand alone in-house invoice database – Stand alone in-house A/R aging reports – Stand alone in-house close out notification system – Stand alone in-house receivable collection process
Integration Between KFS and KC
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Contract & Grants Module Cost Share System Effort Reporting Contracts and Grants Billing/Accounts Receivable (CGBARS) Module UH is implementing KFS to replace FMIS in 2012
Kuali-Coeus (KC) Schools
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Colorado State University Michigan State University Cornell University University of California Davis Indiana University University of Arizona Massachusetts Institute of Technology Iowa State University West Virginia University University of California Berkeley University of Hawaii Coeus Consortium
Kuali- Coeus (KC) Timelines
Release 1.0: July 2008 –
– –
Release 1.1: November 2008 –
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Proposal Development Budget Development Grants.gov System-to-System (S2S) Submission Enhancements to Budget Development
Kuali- Coeus (KC) Modules (cont.)
Release 2.0: April 2010 – – –
Release 3.0: November 2010 –
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Proposal Hierarchy Institutional Proposal/Proposal Log Awards Institutional Review Board (IRB) / Human Participants
Kuali- Coeus (KC) Modules (cont.)
Release 3.1: Q2 2011 –
–
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Kuali Coeus will be equivalent with Coeus functionality on the core modules of research administration systems Key integration features with the KFS including the ability to automatically create an account upon receiving an award
Kuali- Coeus (KC) Modules (cont.)
Release 4.0: Q4 2011 – – – –
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Conflict of Interest Subawards Negotiations Report Tracking
Kuali- Coeus (KC) Modules (cont.)
Release 5.0: Q1 2012 – – –
Future Kuali Coeus Releases: TBD –
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IACUC ARRA Reporting KC 5.0 full functional equivalency with Coeus 4.5 Bio-Safety Management, Export Controls / ITAR Management, and Chemical Tracking
UH KC Implementation Timelines
2009 Fall
2010 Spring Summer Fall December
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- Created KC 2.0 sandbox for testing
- Two IT developers hired; 1 in ITS & 1 in ORS - Secured UH IT environment for KC - Commenced ORS KC Technical Team testing - Performed Cognos reporting tool assessments - Created KC 3.0 sandbox for testing
UH KC Implementation Timelines (cont.) 2011 Spring
July Summer Aug – Oct. Nov. 2012 Spring 20
- ORS CORE team testing, mapping, and uploading UH look-up tables, ORS Functional Team testing, Created logo - KC 3.1 release and set up in production env. - End-user training (ongoing), Cognos testing - Open for Pilot Schools goes live - End-user training (ongoing)
UH KC Timeline (Proposed)
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module
go-live
note
PD/AW
2011
w/ KC 3.1
IRB
2012
w/ KC 3.1
COI
2013
w/ KC 4.0
Subawards
2014
w/KC4.0
IACUC
TBD
w/ KC 5.0
NEG
TBD
w/ KC 5.0
RT
TBD
w/ KC 5.0
What Does UH KC Mean for Principal Investigators and Staff? 23
One tool for proposal & budget creation and grants administration Automatic routing for approvals Eliminate redundant data entry and submissions Enter CFDA Number or Opportunity ID from grants.gov and UH KC will include forms in proposal Data entered during creation process is used to populate grants.gov forms File uploader will no longer be needed for grants.gov S2S applications
What Does KC Mean for Principal Investigators and Staff? (cont.)
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Access through UH single sign-on via web browser Proposal and budget creation with robust calculations Consistency in budgeting Template proposals to use again Speed up processing through electronic routing PI can only view his/her own proposals/awards online Initial pain during the learning curve phase
Kuali-Coeus (KC) Informational Sessions
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4/01/11 4/28/11 5/11/11 5/31/11 6/01/11 6/13/11 6/22/11 7/06/11 July TBD 8/29/2011 Sept. TBD
Executive Committee Research Adm. Staff UH Manoa UH Hilo, Hawaii Community College UH Manoa (live broadcast) UH Maui College Kakaako Campus CC Chancellors West Oahu Kauai Community College UH Manoa (live broadcast)
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Questions?
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Contact Information
Andrew Tefft – eRA Project Coordinator – –
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Email:
[email protected] (808) 956-5986
