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UH Informational Session Campus Center Ballroom September 21, 2011

myGRANT - Kuali-Coeus ( KC) – UH Plan. UH Informational Session Campus Center Ballroom September 21, 2011. Kuali Coeus (KC). One of the major projects developed by the Kuali Foundation

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UH Informational Session Campus Center Ballroom September 21, 2011

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  1. myGRANT - Kuali-Coeus ( KC) – UH Plan UH Informational Session Campus Center Ballroom September 21, 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. Background UH Electronic Research Administration (eRA); • Legacy ORSIS database (July 1997 – September 2008) • InfoEd proposal and award tracking database (September 2008 – Present) • Kuali-Coeus implementation begins Fall 2009

  4. UH eRA Executive Committee James Gaines – VP Research David Lassner – VP IT/CIO Gary Ostrander – VC Research, UH Manoa Shirley Daniel – Faculty SEC Secretary , UH Manoa David Duffy – Faculty Senate Vice Chair, UH Manoa Yaa-Yin Fong – Director, ORS Mike Hamnett – Executive Director

  5. KC Tech CORE Team • Ron Gouldner – Technical Lead, ORS • Shaun Blake – IT Specialist, ITS • Lane Fukuda – ISS Manager, ORS • Gang Yuan – IT Specialist, ORS • Mitchell Anicas – IT Specialist, ITS • Gregory B. Mandryk – IT Specialist, ITS

  6. KC Functional Team • Andrew Tefft – eRA Project Coordinator, ORS • Jennifer Halaszyn – Contract & Grant Adm, ORS Kaka’ako Site • Janis Morita – Project Fiscal Accounting Mgr, 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 Studies Chief, ORS • Royce Hanada – ORS Helpline, ORS • Mike Morimoto – IT Specialist, ORS

  7. Important eRA Factors for UH • On-line proposal development • S2S integration with Grants.gov • Electronic approval routing • 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

  8. Important eRA Factors for UH (cont.) Integrate post-award invoicing, receivable aging reports, collections and closeout process with KFS Contracts & Grants A/R module Meeting compliance and reporting requirements for federal, state, and private funding agencies Generate BOR and management reports and tracking reports inventory for statistical data User security profile

  9. 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 tracking report • No sub-awards tracking

  10. Limitations of Current InfoEd at UH (cont.) • No integration with Contracts and Grants 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

  11. Integration Between KFS and KC Contracts and Grants Module Cost Share System Effort Reporting Contracts and Grants Billing/Accounts Receivable (CGBARS) Module UH implementation of KFS in July 2012

  12. 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

  13. 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

  14. 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 environment Summer - End-user training (ongoing), Cognos testing August-October - Open for Pilot Schools November - goes live 2012 Spring - End user training (ongoing)

  15. UH Timeline (Proposed)

  16. UH KC Functional Challenges Re-engineer proposal submission process Paperless concept Establish organizational structure Set up User profile Establish security profile Upload rates and other look-up tables for Proposal Development into UH KC Develop on-line and hands-on training On-going and just-in-time end-user training New reporting tool – Cognos

  17. 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

  18. 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

  19. Questions?

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

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  22. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) • Comparison of Current Proposal Submission Process with the myGRANT Proposal Submission Process • Scenarios • G/G S2S = Grants.gov system-to-system submission (approximately 80% of Grants.gov proposals) • G/G NON = Grants.gov non-system-to-system submission (approximately 20% of Grants.gov proposals) • OES = Non-Grants.gov electronic submission • H/C = Hard copy submission

  23. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

  24. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

  25. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

  26. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

  27. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

  28. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

  29. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

  30. Comparison of Current Proposal Submission Process and myGRANT (Draft 08/26/2011) (cont.)

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