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Kuali-Coeus ( KC) – UH Plan

Kuali-Coeus ( KC) – UH Plan. Yaa-Yin Fong , ORS July 1, 2011. Kuali Coeus (KC). One of the major projects developed by the Kuali Foundation

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Kuali-Coeus ( KC) – UH Plan

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  1. Kuali-Coeus ( KC) – UH Plan Yaa-Yin Fong, ORS July 1, 2011

  2. Kuali Coeus (KC) • 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

  3. Kuali Coeus (KC) (cont.) • 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.

  4. Background UH electronic Research Administration (eRA): • Legacy ORSIS database (July 1997 – Sept. 2008) • infoEd proposal and award tracking database (Sept. 2008 – Present) • Kuali-Coeus Implementation begins Fall, 2009

  5. UH eRA Executive Committee 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

  6. KC Tech CORE Team 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

  7. KC Functional Team Andrew Tefft – eRA Project Coordinator, ORS Jennifer Halaszyn – Contract & Grant Adm, ORS Kakaako Site Janis Morita – Project Accounting Manager, ORS Naomi Mitake – Pre-Award Specialist, ORS Cheryl Reeser – Contract Specialist, ORS Maui Site Kathy Oshiro – Director of Admin, CMMED Daniel Shelverton – Grant & Contract Specialist, ORS Kevin Hanaoka – Cost Study Chief, ORS Royce Hanada – ORS Helpline, ORS Mike Morimoto – IT Specialist, ORS

  8. Important eRA Factors for UH • 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

  9. Important eRA Factors for UH (cont.) • 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

  10. Limitations of Current InfoEd at UH • 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

  11. Limitations of Current InfoEd at UH (cont.) • 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

  12. Integration Between KFS and KC • 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

  13. Kuali-Coeus (KC) Schools • 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

  14. Kuali- Coeus (KC) Timelines • Release 1.0: July 2008 • Proposal Development • Budget Development • Grants.gov System-to-System (S2S) Submission • Release 1.1: November 2008 • Enhancements to Budget Development

  15. Kuali- Coeus (KC) Modules (cont.) • Release 2.0: April 2010 • Proposal Hierarchy • Institutional Proposal/Proposal Log • Awards • Release 3.0: November 2010 • Institutional Review Board (IRB) / Human Participants

  16. Kuali- Coeus (KC) Modules (cont.) • Release 3.1: Q2 2011 • 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

  17. Kuali- Coeus (KC) Modules (cont.) • Release 4.0: Q4 2011 • Conflict of Interest • Subawards • Negotiations • Report Tracking 

  18. Kuali- Coeus (KC) Modules (cont.) • Release 5.0: Q1 2012 • IACUC • ARRA Reporting • KC 5.0 full functional equivalency with Coeus 4.5 • Future Kuali Coeus Releases:  TBD • Bio-Safety Management, Export Controls / ITAR Management, and Chemical Tracking

  19. UH KC Implementation Timelines 2009 Fall - Created KC 2.0 sandbox for testing 2010 Spring - Two IT developers hired; 1 in ITS & 1 in ORS Summer - Secured UH IT environment for KC Fall - Commenced ORS KC Technical Team testing - Performed Cognos reporting tool assessments December - Created KC 3.0 sandbox for testing

  20. UH KC Implementation Timelines (cont.) 2011 Spring - ORS CORE team testing, mapping, and uploading UH look-up tables, ORS Functional Team testing, Created logo July - KC 3.1 release and set up in production env. Summer- End-user training (ongoing), Cognos testing Aug – Oct. - Open for Pilot Schools Nov. - goes live 2012 Spring - End-user training (ongoing)

  21. UH KC Timeline (Proposed)

  22. What Does UH KC Mean for Principal Investigators and Staff? 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

  23. What Does KC Mean for Principal Investigators and Staff? (cont.) 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

  24. Kuali-Coeus (KC) Informational Sessions 4/01/11 Executive Committee 4/28/11 Research Adm. Staff 5/11/11 UH Manoa 5/31/11 UH Hilo, Hawaii Community College 6/01/11 UH Manoa (live broadcast) 6/13/11 UH Maui College 6/22/11 Kakaako Campus 7/06/11 CC Chancellors July TBD West Oahu 8/29/2011 Kauai Community College Sept. TBD UH Manoa (live broadcast)

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  26. Questions?

  27. Contact Information • Andrew Tefft – eRA Project Coordinator • Email: andrew@ors.hawaii.edu • (808) 956-5986

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