Kuali-Coeus ( KC) – UH Plan

Yaa-Yin Fong, ORS

July 1, 2011

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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

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.

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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

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

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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

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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

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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

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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

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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

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

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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

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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

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

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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

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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

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Kuali- Coeus (KC) Modules (cont.)

Release 4.0: Q4 2011– Conflict of Interest – Subawards – Negotiations– Report Tracking 

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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

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

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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)

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UH KC Timeline (Proposed)

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

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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 applications23

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

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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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Questions?

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Contact Information

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