Kuali Coeus (KC) General Session Kuali Days 7 November 2008 Newport Beach, CA

Today’s Session Summary and Organization Kuali Coeus Roadmap KC Release 1.0/1.1 Modules KC Releases 2.0, 3.0, 4.0 KC UI / Mock Screens Q&A

Summary/Organization

What is Kuali? Kuali Foundation is a non-profit organization responsible for sustaining and evolving administrative software that meets the needs of all Carnegie Class institutions. Members Colleges, universities, commercial firms and interested organizations that share a common vision of open, modular, and distributed systems for their software requirements. Goal Bring the proven functionality of legacy applications to the ease and universality of online services. Roots Kuali began as an open/community source initiative to create a financial system (KFS) for higher education.

Kuali Organization

What is the Coeus? What is the Consortium? Coeus Coeus is one of the first cradle-to grave research administration systems in the nation. MIT created the software to assist their OSP, departments and faculty with proposal development, and pre- and post-award management. Coeus includes Proposal and Budget Development, Grants.gov S2S submission, Proposals, Awards, IRB, Subcontracts, Negotiation, Person, Conflict of Interest and Report Tracking. The Coeus Consortium The Coeus Consortium was established in July 2005 to provide a shared model of support for the members’ use of Coeus. The Consortium is currently comprised of over 50 institutions at various levels of membership (Basic, Development and Steering Committee).

Kuali Coeus Roadmap In October, the Coeus Steering Committee developed a product roadmap and technology transition plan for the next major release of Coeus – Version 5.0, which will be released as KC 3.1. View the Kuali Coeus Roadmap at:

Kuali Coeus Roadmap Highlights –Architecture advances for Coeus –Collaborative software development model (Kuali) combined with a proven model of support (Coeus) –Full convergence of the products in 2011 –Commitment to best practices in research administration

What is KC? Cradle-to-grave research administration system, based on MIT’s Coeus: –Preaward (proposals, budgets, Grants.gov) –Postaward (contracts, grants, negotiations, report tracking, subcontracting) –Research Risks (IRB, IACUC, COI, etc) Can be linked with your financial system (KFS or others)

How Did We Get Here? KFS Contracts & Grants –Routing Form –Budget Builder –Proposal –Award –No Grants.gov submission –No Research Compliance

Guiding Principles Identify “best of breed” solutions from among partners as base for each module Develop Common Kuali User Interface Leverage Kuali Rice architecture and development standards (nervous system, enterprise notification, enterprise workflow and service bus) Functional Councils and the Subject Matter Experts Drive Functionality and Scope Technology Roadmap Committee governs Technical Standards across all Kuali Projects

Guiding Principles Maximize commonality of business practices Make configurable as much as possible given time and resource constraints Create a Scope Statement which serves as the development team’s “contract” with functional stakeholders Burden of proof falls on advocates for change to show benefits exceed costs All changes subject to “The Reality Triangle”

The Reality Triangle Scope (KC Functional Council) Time (Project Mgr) Resources (KC Board)

KC Partners University of Arizona Coeus Consortium / MIT Colorado State University Cornell University Indiana University Michigan State University University of California-Davis Iowa State University University of California-Berkeley

Timeline & Releases

KC Timeline

Timeline Highlights The timeline displays technical dates Functional “SME” groups begin the spec-writing process well before coding begins For instance: –IACUC group is already working, even though the release is for 2010 –Awards SME started work the same time as proposal/budget development Release 4 modules are all joint Kuali & Coeus effort on brand-new functionality The timeline displays dates from the Kuali Coeus Roadmap

KC Release 1.0 – July 2008 Proposal and Budget Development –Proposal/Budget creation –Institutional rates/hierarchies –Template proposals to use again –Proposal Routing/Approvals using Workflow Grants.gov S2S submission –Find Grants.gov opportunities right from KC –Submit without PureEdge/Adobe for the majority of applications

KC Release 1.0 – July 2008 Successful 1.0 release Arizona, Colorado State, and Cornell are piloting (Wednesday, 11:00am – 12:00pm) November release of enhanced budget user interface (KC Release 1.1) KC and Coeus handle 80+ Grants.gov forms Kuali and Coeus are working together to develop a straight-forward solution for Grants.gov form changes and additions

KC Release 2.0 – Fall 2009 Awards Award details Cost sharing Indirect cost Payment schedule Approved equipment & foreign travel Award closeout Money and end dates Award Budget Contacts Award Templates Special Reviews Investigator Credit Split Notice of Award Data feed & integration with financials

KC Release 2.0 – Fall 2009 IRB –Submission of protocols (new, continued, amended) –Recording IRB deliberations –IRB notifications –IRB meeting agendas and minutes –Protocol and training queries –Special reviews & other committees –Human Subjects Training records –Committee creation and scheduling –Batch correspondence and correspondence generation

KC Release 2.0 – Fall 2009 Conflict of Interest –Faculty, staff, and students disclosure –Tracking of disclosures, reviews and decisions –Separate financial disclosure information Confidential Non-confidential –Allow for uniqueness of state laws regarding COI –Training Requirements

KC Release 3.0 – Fall 2010 Animal Care and Use – First Release –Submission of protocols (new, continued, amended) –Recording IACUC deliberations –IACUC notifications –IACUC meeting agendas and minutes –Protocol and training queries –Special reviews & other committees –Committee creation and scheduling –Batch correspondence and correspondence generation

KC Release 3.0 – Fall 2010 Animal Care and Use – Enhancements –Inspections –Animal Census –Procurement – Requisition –Receiving and cage card management –Regulatory/Non-regulatory Reporting – OLAW (Annual Report); USDA (Annual report); AAALAC-I (Annual Report) –Training and Educational Requirements –Post-approval monitoring

KC Release 3.0 – Fall 2010 Negotiations –Record actions of Negotiations Phone/ conversations Attachments –Management reporting Track status of negotiations/# of items in negotiation –Link with proposal development (when it exists)

KC Release 3.0 – Fall 2010 Report Tracking –Automatic generation of reporting deliverables and status Financial Technical Patent reporting –Submission status

KC Release 3.0 – Fall 2010 Subcontracts –Subcontract detail –Funding sources –Amount information –Subcontract closeout and correspondence –Contacts –Subrecipient monitoring (A-133) –Invoice routing and approval

KC Release 4.0 – Fall 2011 Biosafety –Use of “committee” functionality, just like IRB and IACUC Export Control –Functionality TBD Chemical Safety/Chemical Inventory –Functionality TBD

KC KC UI Mock Screens

Coeus KC – Interface and Presentation Conversion Coeus has two different interfaces: – Coeus Lite utilizing web technology – Coeus Premium utilizing client/server Java Swing technology Kuali Coeus (KC) utilizes only a web interface, but wants to preserve all of the functionality that Coeus provides in the two different interfaces. In addition KC has a number of other conditions to satisfy: -- platform/browser neutral -- limited use of icons -- general avoidance of menus -- provide the user with the ability to know where they are in the application -- limit the required scrolling -- be complaint the Level 1 WCAG recommendations How do KC 1.1 screens appear?

Main Menu

Proposal

Budget

KC Sessions at KD7 Tuesday –Kuali Coeus Workflow 11am – 12pm –Proposal Development 1pm – 2pm –Kuali Coeus Technical Topics 1pm – 2pm –IRB 3:45pm – 4:45pm Wednesday –Budget Development 8am – 9am –Application Architecture 9:30am – 10:45am –IACUC 11am – 12pm –KC 1.0 Pilot Experiences 11am – 12pm –Awards 1pm – 2pm –Conflict of Interest 2:15pm – 3:15pm –Kuali Coeus – Future 3:45pm – 4:45pm KC Computer Labs Tuesday: Proposal (2:15pm – 3:15pm), IRB (5pm – 6pm) Wednesday: Budget (9:30am – 10:45am), Awards (2:15pm – 3:15pm)