Kuali-Coeus ( KC) – UH Plan
Yaa-Yin Fong, ORS
July 1, 2011
Kuali Coeus (KC)
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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.)
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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.
Background
UH electronic Research Administration (eRA):
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Legacy ORSIS database (July 1997 – Sept. 2008)
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infoEd proposal and award tracking database (Sept. 2008
– Present)
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Kuali-Coeus Implementation begins Fall, 2009
UH eRA Executive Committee
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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
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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
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Andrew Tefft
Jennifer Halaszyn
Janis Morita
Naomi Mitake
Cheryl Reeser
Kathy Oshiro
Daniel Shelverton
Kevin Hanaoka
Royce Hanada
Mike Morimoto
– eRA Project Coordinator, ORS
– Contract & Grant Adm, ORS Kakaako Site
– Project Accounting Manager, ORS
– Pre-Award Specialist, ORS
– Contract Specialist, ORS Maui Site
– Director of Admin, CMMED
– Grant & Contract Specialist, ORS
– Cost Study Chief, ORS
– ORS Helpline, ORS
– IT Specialist, ORS
Important eRA Factors for UH
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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
Important eRA Factors for UH
(cont.)
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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 InfoEd at
UH
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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
Limitations of Current InfoEd at
UH (cont.)
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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
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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
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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
Kuali- Coeus (KC) Timelines
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Release 1.0: July 2008
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Release 1.1: November 2008
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Proposal Development
Budget Development
Grants.gov System-to-System (S2S) Submission
Enhancements to Budget Development
Kuali- Coeus (KC) Modules (cont.)
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Release 2.0: April 2010
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Release 3.0: November 2010
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Proposal Hierarchy
Institutional Proposal/Proposal Log
Awards
Institutional Review Board (IRB) / Human Participants
Kuali- Coeus (KC) Modules (cont.)
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Release 3.1: Q2 2011
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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.)
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Release 4.0: Q4 2011
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Conflict of Interest
Subawards
Negotiations
Report Tracking
Kuali- Coeus (KC) Modules (cont.)
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Release 5.0: Q1 2012
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Future Kuali Coeus Releases: TBD
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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
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- 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
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- 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)
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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/KC4.0
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?
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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
What Does KC Mean for Principal
Investigators and Staff? (cont.)
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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
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4/01/11
4/28/11
5/11/11
5/31/11
6/01/11
6/13/11
6/22/11
7/06/11
July TBD
8/29/2011
Sept. TBD
Executive Committee
Research Adm. Staff
UH Manoa
UH Hilo, Hawaii Community College
UH Manoa (live broadcast)
UH Maui College
Kakaako Campus
CC Chancellors
West Oahu
Kauai Community College
UH Manoa (live broadcast)
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Questions?
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Contact Information
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Andrew Tefft – eRA Project Coordinator
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Email: andrew@ors.hawaii.edu
(808) 956-5986