Office of Research Administration Implementation of Kuali Coeus at Indiana University

Agenda Background Information KC @ IU Current Landscape of ERA Systems at IU Kuali Coeus Consortium: Brief History Timelines for KCC and IU Implementation of KC KC @ IU Communications Project Governance Training and Support Reporting Impact Benefits Risks Selected Screen Shots

Current Research Systems Landscape Compliance IACUC Topaz (IUPUI) SharePoint Access DB (IUB) IRB Access DB (IUPUI) Coeus IRB (IUB) COI eDoc Excel IBC Excel (IUB) Grants Admin FIS ERA Tracking (Access DB) AIM

Kuali Timeline KC formed 2004 2005 2006 2007 2009 2010 KFS formed IU, MSU, U. Hawaii, U. Arizona, San Joaquin Delta Community College, Cornell, NACUBO, rSmart Group 2005 $2.5M Mellon Grant for KFS 2006 Kuali Foundation formed KC formed $1.5M Mellon Grant MSU, Cornell, Arizona, IU 2007 Kuali Student formed $2.5M Mellon Grant 2009 Kuali Rice formed 2010 Kuali OLE ($2.3M Mellon Grant) Kuali Ready Kuali People Mgmt Kuali Timeline

KFS Kuali Rice KC

Kuali Coeus Equivalency Timeline Convergence with Coeus

Institution KC Implementation University of Arizona Nov 2010 - prop/dev 2.0 with SPIN system Indiana University July 2011 - prop dev/ budget Feb 2012 - award module Dec 2012 - Integration with KFS Iowa State July 2012 – 3.0 version w/ Rice upgrade. Prop dev, institutional proposal. Colorado State Oct 2011 KC 3.x Cornell Oct 2011 (at earliest) Prop dev/budget UC Berkley Working with a department this fall, to get feedback on a pilot. Large admin unit clustering various units w/ research. No date. Prop dev only. UC Irvine Early 2011 - pilot rollout, for feedback. Prop dev and workflow. Michigan State Feb 2013 prop dev, awards, ver 3.2.

Proposal Development, Budget and Grants.gov Kuali Coeus at IU -- Phase I 2010 - 2011 Proposal Development, Budget and Grants.gov Kuali Coeus 2.0 May 2010 Prop Dev Analysis Complete July 2010 Model Office Prop Dev, Budget Oct 2010 Mini Model Office Grants.gov Jan 2011 Code Freeze March 2011 Formal Testing March - June 2011 Begin Training April -June 2011 GO-LIVE July 2011 Roadmap - how did we get here so far?

Long-term Timeline Implementation Phase I July 2011 Proposal Development Proposal Budget S2S Grants. Gov Central RICE Phase II Feb 2012 Award Award Hierarchy Proposal Log Institutional Proposal Phase III Dec 2012 Award Budget Full Integration with Kuali Financial Future Phases COI IRB Subcontracts Negotiations Animal Care and Use

KCIU Project Governance

Executive Steering Committee (quarterly meetings and as needed) Set strategic direction and coordinate technical and functional needs at a high level. Functional Steering Committee (23 Meetings) Develop and maintain oversight for Kuali Coeus Implementation Executive IMPACT Committee (7 Meetings) Campus Stakeholders meet regularly to set strategic direction for campus wide impacts. ORA Internal Steering Committee (9 Meetings) Senior Executives and Grant and Contract Managers provide direction and oversight for KC Implementation. Kuali Leads (29 Meetings) These individuals are responsible for implementing the KFS/KC basic software technical and functional considerations, including Kuali Rice. Core Project Team (38 Meetings) These individuals are the heart of the Kuali Coeus IU Application implementation, technical, and functional resources and are fully devoted to the KC implementation.

Communications KC Communications Plan: Unified Kuali website KC Brochure Infomercial KC at IU Listserv University publications Project Governance Committees Multiple presentations to faculty and staff groups Model Office Focus groups KC Communications Plan: https://uisapp2.iu.edu/confluence-prd/download/attachments/71303401/KCIU+Communication+Plan.docx

www.kuali.iu.edu

Training and Support Training Plan: https://uisapp2.iu.edu/confluence-prd/download/attachments/63078460/Kuali+Coeus+at+Indiana+University+Training+Plan.docx Target Audience: Department Administrators ORA Grant Services Administrators Faculty and Principal Investigators Deans, Chairs, Unit Heads, Approvers, Fiscal Officers Training Topics: Getting Started and System Navigation Proposal Development and Routing Budget Development Routing and Workflow Awards

Training and Support Training Mechanisms Instructor-Led Training Covers more advanced topics and providing opportunity to discuss unique “what if” situations.  e-Learning Vignettes Access modules needed and practice until mastery is achieved.  Help for reaching geographically remote sites Web Resources/Job Aids KC online help resources Quick Start Guides Detailed training documentation

Kuali Coeus at IU Phase I: Go Live July 2011 Training Plan Roadmap Training Materials Developed August 2010 Training Materials Tested in Model Office Oct/Nov 2010 Training Materials Revised December 2010 Training Logistics Complete January 2011 Training Scheduling Complete February 2011 ORA Staff Training March 2011 IU Staff, Faculty & Admin Training Apr-Jun 2011 GO-Live JULY 2011

E-Learning Prototype

Participation in Model Office Training Campus Audience Kick-Off Proposal Development Proposal Budget Person-Sessions IUPUI Grant Services Staff 23 22 67 Departmental Admin. 8 12 9 29 School of Medicine 24 25 78 Subtotals 60 58 56 174 IUB 19 18 17 54 33 73 42 51 34 127 Regional 4 20 40 39 121 53 30 122 Grand Totals 110 117 94 321

BIRT Drill Down Reports Impact on Reporting KC Data MyRA ERE Reporting Tool Data Warehouse IUIE BIRT Drill Down Reports Internal Processes Unit Feeds IUSM Education College Business CTSI New Reports % Credit Reports Grants.Gov Reports All Current Data Warehouse Reporting Objects Affected by KC Implementation ORA (not UITS) is solely responsible for updating/changing the reporting environment for these objects

Reporting Timeline KC Go Live July 2011 Initial Reporting Committee Meeting June 2010 Reporting Inventory Sept 2010 Identify Reports for KC Phase I Release Oct 2010 Phase I Report Mapping Completed Dec 2010 Phase I New Report Analysis & Creation Jan-Mar 2011 End-to-end Testing with KC & Reports Spring 2011 GO-Live JULY 2011

Benefits Facilitates distribution of award credit and indirect costs Enables preparation of entire proposal in system Facilitates reporting of entire award amounts including noncompeting years Replaces current manual processes, system to system Grants.Gov Integrated modules (grant and compliance) instead of silos

Benefits Integrated with Kuali Financial System Similar look and feel to IU financial and purchasing systems Code is visible, modifiable, supportable Opportunity to influence functionality via participation in KCC Research data no longer housed and controlled by financial system Potential for Easier/Faster Reporting

Risks Requires more knowledgeable departmental user requiring significant training effort. Significant user support infrastructure required Additional ORA staffing required during implementation of KC system Staffing and resources required to maintain the enhanced electronic systems Interfaces with other systems; must be modified to facilitate reporting capabilities

One Start Portal Draft Design System access may be available through the ORA/VPR website and through MyRA

Proposal Development

Help Screen

Personnel Budget

Non Personnel Budget

Budget Summary

Approval Screen

Resources Kuali Foundation Website http://www.kuali.org IU Consolidated KFS/KC Website http://kuali.iu.edu KC Wiki Implementation Project Website https://uisapp2.iu.edu/confluence- prd/display/KCIU/Home ORA Website http://researchadmin.iu.edu