1. Kuali-Coeus ( KC) – UH Plan
Yaa-Yin Fong, ORS
July 1, 2011

2. 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
Alternatives to current financial information system were needed because of increasing maintenance costs, uncertainty of the industry, lack of control over costs and upgrades, inflexibility of features for higher education.
The KC has a large backing from many institutions and is based on a system that has been in place for many years.

3. 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.

4. Background UH electronic Research Administration (eRA):
Legacy ORSIS database (July 1997 – Sept. 2008)
infoEd proposal and award tracking database (Sept – Present)
Kuali-Coeus Implementation begins Fall, 2009

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. Kuali- Coeus (KC) Modules (cont.)
Release 4.0: Q4 2011
Conflict of Interest
Subawards
Negotiations
Report Tracking 

18. 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

19. 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

20. 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)

21. UH KC Timeline (Proposed)
module
go-live
note
PD/AW
2011
w/ KC 3.1
IRB
2012
COI
2013
w/ KC 4.0
Subawards
2014
w/KC4.0
IACUC
TBD
w/ KC 5.0
NEG RT

22. UH KC Functional Challenges
Re-engineer proposal submission process
Paperless concept
Establish organizational structure
Set up user profile
Establish security profile
Upload rates and other look-up tables for Proposal Development into UH KC
Develop online and hands-on training
Ongoing and just-in-time end-user training
New reporting tool – Cognos

23. 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 applications
Old system was combination of paper and electronic
Proposals will follow automated workflow in Kuali for approval and review process
Data entered during the proposal creation process will be carried over throughout the process. Many grants.gov and sponsor forms will be completed during the process. A budget spreadsheet can be created using data. Will replace form 5. No longer need file – uploader- grants.gov submission
Current UH username 23

24. 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
Old system was combination of paper and electronic
Proposals will follow automated workflow in Kuali for approval and review process
Data entered during the proposal creation process will be carried over throughout the process. Many grants.gov and sponsor forms will be completed during the process. A budget spreadsheet can be created using data. Will replace form 5. No longer need file – uploader- grants.gov submission
Current UH username 24

25. Kuali-Coeus (KC) Informational Sessions
4/01/11 Executive Committee
4/28/ 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)
Old system was combination of paper and electronic
Proposals will follow automated workflow in Kuali for approval and review process
Data entered during the proposal creation process will be carried over throughout the process. Many grants.gov and sponsor forms will be completed during the process. A budget spreadsheet can be created using data. Will replace form 5. No longer need file – uploader- grants.gov submission
Current UH username 25

26. 31

27. Questions? 27 Old system was combination of paper and electronic
Proposals will follow automated workflow in Kuali for approval and review process
Data entered during the proposal creation process will be carried over throughout the process. Many grants.gov and sponsor forms will be completed during the process. A budget spreadsheet can be created using data. Will replace form 5. No longer need file – uploader- grants.gov submission
Current UH username 27

28. Contact Information
Andrew Tefft – eRA Project Coordinator
(808)