The Good, the Bad, and the Ugly:Kuali Coeus Model Office at Indiana

University

2011 Kuali Coeus User Conference March 29, 2011

Carey L. ConoverTracey Levy

Karen Shrode

Goals for Today’s Presentation

• Provide information and statistics about KC Model Office at Indiana University (IU)

• Discuss recruitment, communication, training, follow-up techniques, user feedback mechanisms, etc.

• Lessons learned

What is KC ‘Model Office’?

• Proposal and budget development environment populated with real IU data

• Closed system – safe environment• Training platform for all IU staff to use

the

KC system

KC Model Office Goals

• Test drive the system (enter proposals, budgets, Grants.gov submissions)

• Provide feedback and identify issues• Test and evaluate the training materials• Document possible enhancements and customizations

KC Model Office:What does Success look like?

• Can we conduct business using the KC system? • Can we accomplish this for ~80% of our business in

Model Office? • Can we identify and address the gaps that exist in the

KC system?

Scope of KC Model Office

KC Modules available:

Model Office 1:

• Proposal Development• Proposal Budget

Model Office 2:• Grants.gov

Training Environment

• Stable training environment (limited maintenance performed during MO)

• Separate KC environment maintained for continued development

• Technical support

Developers attended training sessions when possible and maintained constant contact with trainers throughout MO period

Training Session Format

Participants:

• OSP Staff (BL, IUPUI, six regional campuses)

• Department Administrators

• School of Medicine staff

Format:

• (2) 2-hour training sessions:Session 1: Proposal Development

Grants.gov (Model Office 2)

Session 2: Proposal Budget

Training Materials

• Training Guides:

Proposal Development

Proposal Budget

Requested that participants download on their own and bring to sessions

• Specific Training Scripts

Scripts created and distributed for each specific audience

Participant Recruitment

• Solicited volunteers from various Departmental meetings

• Received names of individuals from Departmental leadership

• All OSP staff required to attend

Participant Requirements

• Two hours/week testing in Model Office• Relay questions/issues to KC Feedback queue• Utilize the Model Office Walk-In/Mobile Clinics

Appropriate approvals granted from supervisors, directors, etc.

Statistics

Communication and Feedback Techniques

• Listserv created• Weekly e-mail to MO users detailing:

Number of users in the system

Recently reported issues and/or updates

Friendly reminders to test!• Two Jira queues created and maintained

Queue specifically for user feedback

Queue for issues, enhancements, customizations, etc.

Communication and Feedback Techniques (cont’d)

• Activated link in KC so users could quickly and easily submit feedback

Communication and Feedback Techniques (cont’d)

Communication and Feedback Techniques (cont’d)

• Responded to users ASAP via email, phone or in person

• Feedback consisted of general KC or sponsor specific questions, potential gaps and issues

• For true issues, created Jira in second queue for follow-up/discussion with developers

• Documented all questions during MO trainings and feedback Jiras. Listed appropriate questions on OSP Frequently Asked Questions website

Communication and Feedback Techniques (cont’d)

Summary and Lessons Learned

• Face-to-Face and virtual training sessions • Multiple trainings; multiple site locations• Importance of a variety of training options (eLearning,

paper documentation, classroom setting, 24/7 access to materials)

• Create Scripts targeted for specific audiences• Walk-In/Mobile clinics• Communication, communication, communication• Documentation of Jiras and FAQs

Summary and Lessons Learned (cont’d)

• OSP staff participation mainly limited to designated testing time AWAY from their desk

• Established weekly KC Testing Days for BL and IUPUI

• Provided critical information impacting our approach for Go-Live

Questions?

Presenter Contact Information

Carey Conover, carconov@indiana.edu

Tracey Levy, tcarter@indiana.edu

Karen Shrode, gkshrode@iupui.edu