The Good, the Bad, and the Ugly: Kuali Coeus Model Office at Indiana University 2011 Kuali Coeus User Conference March 29, 2011 Carey L. Conover Tracey 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 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)

Responded to users ASAP via , 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, Tracey Levy, Karen Shrode,