KualiCoeus KC UH Plan YaaYin Fong ORS July

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

Kuali Coeus (KC) l l 2 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

Kuali Coeus (KC) (cont. ) l 3 Kuali Coeus (KC) is based on MIT’s proven Coeus system for research administration – Coeus was developed in the early 1990 s. – 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.

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

UH e. RA Executive Committee l l l l 5 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

KC Tech CORE Team l l l 6 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

KC Functional Team l l l l l 7 Andrew Tefft – e. RA 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

Important e. RA Factors for UH l l l 8 On-line proposal development S 2 S 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

Important e. RA Factors for UH (cont. ) l l 9 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

Limitations of Current Info. Ed at UH l l l l 10 No Proposal Development No S 2 S integration to Grants. gov No interface between Info. Ed and UH Financial System No integrated cost sharing system No integrated research compliance No deliverable or report tracking No subawards tracking

Limitations of Current Info. Ed at UH (cont. ) l 11 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

Integration Between KFS and KC l l l 12 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

Kuali-Coeus (KC) Schools l l l 13 Colorado State University Michigan State University Cornell University of California Davis Indiana University of Arizona Massachusetts Institute of Technology Iowa State University West Virginia University of California Berkeley University of Hawaii Coeus Consortium

Kuali- Coeus (KC) Timelines l Release 1. 0: July 2008 – – – l Release 1. 1: November 2008 – 14 Proposal Development Budget Development Grants. gov System-to-System (S 2 S) Submission Enhancements to Budget Development

Kuali- Coeus (KC) Modules (cont. ) l Release 2. 0: April 2010 – – – l Release 3. 0: November 2010 – 15 Proposal Hierarchy Institutional Proposal/Proposal Log Awards Institutional Review Board (IRB) / Human Participants

Kuali- Coeus (KC) Modules (cont. ) l Release 3. 1: Q 2 2011 – – 16 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

Kuali- Coeus (KC) Modules (cont. ) l Release 4. 0: Q 4 2011 – – 17 Conflict of Interest Subawards Negotiations Report Tracking

Kuali- Coeus (KC) Modules (cont. ) l Release 5. 0: Q 1 2012 – – – l Future Kuali Coeus Releases: TBD – 18 IACUC ARRA Reporting KC 5. 0 full functional equivalency with Coeus 4. 5 Bio-Safety Management, Export Controls / ITAR Management, and Chemical Tracking

UH KC Implementation Timelines 2009 Fall 2010 Spring Summer Fall December 19 - Created KC 2. 0 sandbox for testing - Two IT developers hired; 1 in ITS & 1 in ORS - Secured UH IT environment for KC - Commenced ORS KC Technical Team testing - Performed Cognos reporting tool assessments - Created KC 3. 0 sandbox for testing

UH KC Implementation Timelines (cont. ) 2011 Spring July Summer Aug – Oct. Nov. 2012 Spring 20 - ORS CORE team testing, mapping, and uploading UH look-up tables, ORS Functional Team testing, Created logo - KC 3. 1 release and set up in production env. - End-user training (ongoing), Cognos testing - Open for Pilot Schools - goes live - End-user training (ongoing)

UH KC Timeline (Proposed) 21 module go-live note PD/AW 2011 w/ KC 3. 1 IRB 2012 w/ KC 3. 1 COI 2013 w/ KC 4. 0 Subawards 2014 w/KC 4. 0 IACUC TBD w/ KC 5. 0 NEG TBD w/ KC 5. 0 RT TBD w/ KC 5. 0

What Does UH KC Mean for Principal Investigators and Staff? l l l 23 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 S 2 S applications

What Does KC Mean for Principal Investigators and Staff? (cont. ) l l l l 24 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

Kuali-Coeus (KC) Informational Sessions l l l l l 25 l 4/01/11 Executive Committee 4/28/11 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)

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Questions? 27

Contact Information l Andrew Tefft – e. RA Project Coordinator – – 28 Email: andrew@ors. hawaii. edu (808) 956 -5986