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Kuali Research Administration (KRA)

Kuali Research Administration (KRA). Kuali Days / May 2007 St. Louis, Missouri. Introduction. -Kuali History, Structure, and Philosophy -Development Process -Partner Perspectives -KRA Proposed Scope/Phasing. Kuali History, Structure, and Philosophy. What is the Kuali Project?.

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Kuali Research Administration (KRA)

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  1. Kuali Research Administration (KRA) Kuali Days / May 2007 St. Louis, Missouri

  2. Introduction -Kuali History, Structure, and Philosophy -Development Process -Partner Perspectives -KRA Proposed Scope/Phasing

  3. Kuali History, Structure, and Philosophy

  4. What is the Kuali Project? • Kuali started life as a community/open source initiative to create a financial system for higher education. • This project (now known as KFS) is a re-factor of Indiana University’s FIS. • Veterans of Sakai opted to try collaboration vs. doing this alone or buying off the shelf • Kuali started with 6 university partners: Indiana, Arizona, Cornell, Michigan State, Hawaii, Delta

  5. The Kuali Project • “Kuali” is a Malaysian word for wok, or utensil that is a kitchen staple • Work under the Kuali project umbrella is available under the foundation’s Educational Community License • Kuali membership is fee-based, but the software is free to download • Kuali is funded, in part, by the Mellon Foundation

  6. What is KRA? • 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) • Links with KFS or your financial system

  7. How did we get to KRA? • KFS scope includes Proposal and Award docs • Proposal captures high-level data • Award links to Proposal • Both are used to transmit attributes to the account • KFS scope has a routing form and budget • No Grants.gov S2S capability (as of Feb 2007) • No research risks modules • No modules for contract management • Negotiations, CDAs, NDAs, MTAs, etc.

  8. How did we get to KRA? • Partners would continue to use legacy systems to cover some of these items • Contract management was the perceived “biggest missing piece” at the time • Schools would continue with PureEdge or an institutional solution for Grants.gov proposal submissions • Schools would continue to use manual systems for research risks compliance

  9. How did we get to KRA? • Kuali partners set out to identify research administration best practices, and ultimately drew up an agreement for use of Coeus • KRA has 5 partners: Arizona, Cornell, Indiana, Michigan State, and MIT/Coeus • KRA Scope goes beyond what’s offered in KFS • KRA will be designed to work with KFS and other financial systems

  10. Coeus to KRA • Coeus is one of the first cradle-to-grave research administration systems in the nation • Developed at MIT • 38 partner schools in the Coeus consortium • Collaboration with Coeus: • Maximizes best practices • Sustainability of the system with the Coeus community in mind

  11. Kuali Organization

  12. KRA Philosophy • Maximizing common business practices • Identifying best practices in research administration • Collaboration is key • Scope is managed within the “Reality Triangle” • Governance follows specific procedures

  13. KRA Philosophy – Reality Triangle You get control of two of the sides, I get the other. The 3rd side follows the constraints of the other two: -Rigid scope & tight timeline = big resources -Limited resources & big scope = long timeline

  14. KRA Philosophy - Governance

  15. Development Process

  16. KRA Functional Council • Made up of participants from each partner school. One partner school = One vote • Prioritize/manage project scope and resources, monitors progress/direct work of SME groups • Approves/Rejects enhancement requests and other functionality, based on the reality triangle • Weekly phone calls, quarterly face-to-face, reports to the KRA Board weekly, and as needed

  17. Subject Matter Experts (SMEs) • Group is formed with two to four members per partner institution. Participants part time • Lead SME is identified. Works closely with development manager & business analyst • Weekly conference calls and possible, but infrequent face-to-face meeting • Translates functionality into specifications • Validates code generated by developers.

  18. Developers • Each partner contributes 3 full time staff • Divided into module teams • Developers work from home institution, but may report to manager at another partner site • Team interacts daily with regular video conferencing use • Meet a number of times a year for coding camps

  19. Module Development Steps • SMEs review current product (Coeus) functionality • SMEs write specification documents • Enhancements to FC for review/vote • FC keeps tabs on scope throughout • Developers build screen mockups • SMEs review screen mockups • Developers build code • Testers do quality assurance and report issues

  20. Partner Perspectives

  21. Why are schools participating? • Legacy systems are old and lack functionality • In the case of one partner, they are running unsupported hardware/software • Budget for a vended project isn’t forthcoming  • No one wants to be “forced” into a decision • Paper routing process for proposals, PureEdge for Grants.gov submissions • Procedures for research risks are not cohesive, and many are still paper-based

  22. Why are schools participating? • Need for financial system upgrade lead to joining KFS effort • Belief in community source model • Recognition of gap in KFS functionality lead to support of and membership in KRA • Interest in integration of financial, sponsored and research compliance systems • Need for Grants.gov S2S and research compliance systems

  23. Arizona’s experience • We started with KFS in 2005, and joined KRA in 2006. • The process has resulted in efficiencies in current processes • You can’t help but examine your business processes as you perform a gap analysis! • Being closely involved means we get more than we’d get from a vendor • We’re able to train our implementation staff as we go along – both technical and functional • We’re in charge of our own destiny

  24. KRA Proposed Scope/Phasing

  25. Scope Guiding Principles • KRA based on Coeus 4.2 • Leverage Kuali Rice architecture and development standards (nervous system, enterprise notification, enterprise workflow and service bus) • Implement Kuali web-based user interface (screen shot) • KRA easily implemented with KFS, but both products must be able to stand alone • Provide Coeus 4.x migration path and tools • Maximize probability of future merging with Coeus version 5.X into single product

  26. Scope/Phasing Steps Accomplished at first KRA Functional Council meeting (Jan 9-10, 2007, Boston) • Map KRA modules to Coeus modules • Start with current Coeus modules • Prioritize within those by partner rankings • Tackle functionality not currently in Coeus And the prioritize scope phasing is …

  27. First Priority Modules (01/07) Coeus modules exist - Subject Matter Expert group currently being formed • Proposal development (including budget template, routing & Grants.gov S2S) • IRB • Award • Conflict of Interest

  28. UPDATED Prioritization • First priority modules still stand, as listed, however… • We have the opportunity to make Release 1 useful to all Carnegie-class institutions, so: • Proposal/Budget development/Institute Proposal will be offered as a back-to-front module, with Grants.gov S2S for Release 1 (April 1, 2008). • Remaining modules will continue the development process during Phase 1

  29. Second Priority Modules (01/07) Coeus modules exist - Subject Matter Expert group not currently active • Institute Proposal • Negotiations • Report Tracking • Subcontracts

  30. Third Priority Modules (01/07) Coeus modules do not exist - Subject Matter Expert group not currently active • Animal Use • Export Control • Institutional Biosafety • Chemical/Radiation safety

  31. Near-Term Collaboration Potential • Work together on functional specifications for future modules (e.g. Animal Use). Joint KRA SME/Coeus Subcommittees? • Agree on common coding and database design conventions where reasonable • Incorporate Kuali user interface and navigation components

  32. Unit Hierarchy Rolodex Person Organization Workflow Security Role Code/Reference Table Location Sponsor Committee Questionnaire Custom Element Cost Element Comment KRA – Shared Services

  33. KRA – Proposal Development • Proposal Development • Proposal Budget Development • Institute Proposal • Proposal Routing • Grants.gov Integration

  34. KRA - 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

  35. Award detail Cost sharing Indirect cost Payment schedule Sponsor funding transfer Approved equipment & foreign travel Award closeout Payment Money and end dates Award Budget Contacts Award Templates Special Reviews Investigator Credit Split Notice of Award Data feed & integration with financials KRA - Awards

  36. KRA – Conflict of Interest • Certifications for faculty, staff, and students • Tracking of disclosures, reviews and decisions • Separate financial disclosure information • Confidential • Non-confidential • This one could be “big” since state laws regarding COI are very different

  37. KRA – Future Modules - Negotiations • Record actions of Negotiations • Management reporting • Financial and non-financial actions • Contracts, Agreements • CDAs, MTAs, teaming agreements, etc.

  38. KRA – Future Modules – Report Tracking • Automatic generation of reporting deliverables and status • Financial, technical, patent reporting • Management reporting • Submission status

  39. KRA – Future Modules - Subcontracting • Subcontract detail • Funding sources • Amount information • Subcontract closeout and correspondence • Contacts • Subrecipient monitoring (A-133) • Invoice routing and approval

  40. KRA – Future Modules* - IACUC • Submission of protocols (new, continued, amended) • Recording IACUC deliberations • IACUC notifications • IACUC meeting agendas and minutes • Protocol and training queries • Special reviews & other committees • Animal Subjects Training records • Committee creation and scheduling • Batch correspondence and correspondence generation

  41. KRA – Future Modules* - Biosafety • Submission of MOU on biological materials, including select agents • Submission of MOU amendments and renewals • Production of IBC minutes • Monitoring of approved MOU • Reporting of non-compliance • Facilities inspection

  42. KRA – Future Modules* - Export Control • Certification questionnaire with routing approval • Office of Foreign Asset Control (OFAC) purchases

  43. KRA – Future Modules* - Chemical • Controlled substance program • Radiation Safety • Functionality TBD

  44. Partner? Take charge of your own destiny! Be your own best resource! Work with top people in research administration! Interested? Yes, it’s free! Based on proven functionality – Coeus Based on a successful model - Kuali Best and Common Business Practices Final Thoughts

  45. For More Information http://www.kuali.org/ http://rice.kuali.org Lori Ann Schultz (520) 626-6308 lschultz@email.arizona.edu

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