Kuali Coeus Research Management System 12/5/2011

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1 Kuali Coeus Research Management System 12/5/2011

2 Agenda Kuali Foundation Kuali Coeus at BU Kuali Coeus Partners Phase 1 BW Reports with KC data Process Overview Data Integrity Phase 2 Activities to Date What to Expect Schedule 2

3 Kuali Foundation Kuali is a growing community of universities, colleges and commercial firms partnering to build and sustain open-source software for higher education, by higher education. The Kuali Foundation began in 2004 as a cooperative effort among partners and a grant from the Andrew W. Mellon Foundation to develop an open-source, community-owned financial system. Kuali Student Kuali Financial System Kuali Coeus The Foundation has grown and has brought on other applications specifically designed to meet the needs of higher education institutions. Others Kuali Rice 3

4 Kuali Coeus (KC) at Boston A comprehensive system to manage the complexities of research administration from the proposal development and submission through university grants administration. Based on MIT Coeus design, functionality and business processes The implementation of Kuali Coeus is one part of a larger initiative to standardize research administration policies and procedures across the two campuses. 4

5 Kuali Coeus Partners Institutions that have partnered with the Kuali Foundation to contribute resources and staff to the Kuali Coeus project and implementations: Colorado State Iowa State MIT Michigan State Indiana of Arizona of Hawaii Cornell UC Berkeley West Virginia Clemson Johns Hopkins UC Davis = Institution has gone live with one or more modules of Kuali Coeus 5

6 Kuali Coeus Phase 1 Boston Implementation Slideshow of Title the Goes following Here Kuali Coeus modules: Institutional Proposal Awards Conversion of current award data from legacy sources Interface information from KCRM to SAP, including: Award Demographic information (Title, PI, Sponsor, Project Start/End dates) Budget data (Total direct and total F&A cost) Limited to Central Office users (Office of Sponsored Programs, Post Award Financial Operations) Phase 1 Go-Live: July 1, 2011 Interface Go-Live: October 31,

7 BW Reports with Kuali Coeus Data Grants Management (Faculty) Tab Grants Management (Distributed) Tab Grants by Investigator Grant Expenses by Sponsored Class Budget to Actuals Investigator- Proposal and Award Summary Awards by Federal Agency and Sponsor Type Award Detail Organizational Unit - Award Hierarchy Proposal and Award Award Transaction History Summary Award Terms Multi-Year Comparison - Award Deliverables Proposal and Award Summary IRB Expiration Dates Proposal Detail Clinical Research Proposal Log Proposals/Special Approvals Required 7

8 KCRM Process Overview Phase 2 Phase 1 Not In Production In Production as of July

9 Data Integrity We reviewed all active grants with multiple sponsored programs (436 active award families > 2,000 accounts) along with all NIH and NSF single sponsored program grants Our objective was to help confirm that the account relationships, and budget dates and totals were represented accurately Our analysis confirmed that there were not widespread data issues; however, we did make updates to data we determined to be incorrect based on information provided by sponsors and OSP/PAFO 67 grant records were updated to fix demographic information 30 grant records were updated to fix budget variances 2 grant records were updated to fix Principal Investigator assignments There is an ongoing effort to continue to review key data fields to ensure accuracy between KCRM and SAP We encourage you to report any errors or discrepancies you may see to PAFO at so that they can be corrected as soon as possible 9

10 Kuali Coeus Phase 2 Objectives Implement Proposal Development module of Kuali Coeus Scope Electronic routing of proposal applications and system to system submission through Grants.gov Multiple pilots planned(both grants.gov and non-system to system submissions) during Spring 2012 Information feed from KCRM to RIMS End Users will include Principal Investigators and Department Administrators Gradual Rollout Expected Benefits PIs, DAs and OSP will be able to work on same proposal concurrently PIs, DAs and OSP will have access to the system and current status of proposal (on or offsite) Electronically transfer complete proposal packages Enter Proposal Summary form once and flow through to SAP Supports electronic submission to federal agencies (Grants.gov) when applicable 10

11 Phase 2: Activities to date In early November, OSP facilitated workshops for a population of Principal Investigators and Department Administrators to gather feedback on the pre-award process Information gathered at these sessions will be incorporated into the system design sessions for Proposal Development Workshop dates and attendance: 10/26 5 Principal Investigators from the Medical Campus 11/1 13 Department Administrators from the Medical Campus 11/2 11 Department Administrators from the Charles River Campus 11/3 4 Principal Investigators from the Charles River Campus 11/4 5 Principal Investigators from the Medical Campus 11

12 Phase 2: Activities to date (continued) Design team has been established and has been meeting weekly to begin the process of defining system processes and configurations Design team chair: Mike Collins, Office of Sponsored Programs Design team members: David Berndt, Office of Sponsored Programs Nancy Clinton, Whitaker Cardiovascular Institute Jean Daley, Sargent College Donna Gibson, Molecular Medicine Cliff Goodridge, Office of Sponsored Programs Renna Onario Lilly, School of Medicine Dolores Markey, Office of Sponsored Programs Rachel Meisel, CAS Physics Erin Ryan, Office of Sponsored Programs Monica Russell, Office of Sponsored Programs Garo Stone-Derhagopian, Office of Sponsored Programs 12

13 Phase 2: What to Expect We will be soliciting feedback throughout our design process for Proposal Development via Readout sessions where the team will review design decisions made to date and answer any questions from the research community. We will be asking for volunteers to participate in Pilot proposal submissions in the Spring to gather feedback on the process. 13

14 Phase 2: Schedule November 2011: Conduct the workshops with PIs and DAs soliciting feedback on PD process November 2011 February 2012: Blueprinting sessions February 2012 March 2012: Finalize Process Design Documents and Requirements March 2012 June 2012: Realization March 2012: Planned Non-System-to-System Pilot(s) and Grants.gov Pilot(s) May 2012: Planned Non-System-to-System Pilot(s) and Grants.gov Pilot(s) June 2012: Planned Grants.gov Pilot(s) June 2012: Rollout Plan Complete July 2012 December 2012: Execute rollout 14

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