1. Office of Research Administration
Implementation of Kuali Coeus at Indiana University

2. Agenda Background Information KC @ IU
Current Landscape of ERA Systems at IU
Kuali Coeus Consortium: Brief History
Timelines for KCC and IU Implementation of KC IU
Communications
Project Governance
Training and Support
Reporting Impact
Benefits
Risks
Selected Screen Shots

3. Current Research Systems Landscape
Compliance
IACUC
Topaz (IUPUI)
SharePoint
Access DB (IUB)
IRB
Access DB (IUPUI)
Coeus IRB (IUB)
COI
eDoc
Excel
IBC
Excel (IUB)
Grants Admin
FIS
ERA
Tracking (Access DB)
AIM

4. Kuali Timeline KC formed 2004 2005 2006 2007 2009 2010 KFS formed
IU, MSU, U. Hawaii, U. Arizona, San Joaquin Delta Community College, Cornell, NACUBO, rSmart Group
2005
$2.5M Mellon Grant for KFS
2006
Kuali Foundation formed
KC formed
$1.5M Mellon Grant
MSU, Cornell, Arizona, IU
2007
Kuali Student formed
$2.5M Mellon Grant
2009
Kuali Rice formed
2010
Kuali OLE ($2.3M Mellon Grant)
Kuali Ready
Kuali People Mgmt
Kuali Timeline

6. KFS
Kuali Rice KC

7. Kuali Coeus Equivalency Timeline
Convergence with Coeus

8. Institution
KC Implementation
University of Arizona
Nov prop/dev 2.0 with SPIN system
Indiana University
July prop dev/ budget
Feb award module
Dec Integration with KFS
Iowa State
July 2012 – 3.0 version w/ Rice upgrade. Prop dev, institutional proposal.
Colorado State
Oct 2011 KC 3.x
Cornell
Oct 2011 (at earliest) Prop dev/budget
UC Berkley
Working with a department this fall, to get feedback on a pilot. Large admin unit clustering various units w/ research. No date. Prop dev only.
UC Irvine
Early pilot rollout, for feedback. Prop dev and workflow.
Michigan State
Feb 2013 prop dev, awards, ver 3.2.

9. Proposal Development, Budget and Grants.gov
Kuali Coeus at IU Phase I
Proposal Development, Budget and Grants.gov
Kuali Coeus May 2010
Prop Dev Analysis Complete July 2010
Model Office Prop Dev, Budget Oct 2010
Mini Model Office Grants.gov Jan 2011
Code Freeze March 2011
Formal Testing March - June 2011
Begin Training April -June 2011
GO-LIVE July 2011
Roadmap - how did we get here so far?

10. Long-term Timeline Implementation
Phase I July 2011
Proposal Development
Proposal Budget
S2S Grants. Gov
Central RICE
Phase II Feb 2012
Award
Award Hierarchy
Proposal Log
Institutional Proposal
Phase III Dec 2012
Award Budget
Full Integration with Kuali Financial
Future Phases
COI
IRB
Subcontracts
Negotiations
Animal Care and Use

11. KCIU
Project Governance

12. Executive Steering Committee (quarterly meetings and as needed)
Set strategic direction and coordinate technical and functional needs at a high level.
Functional Steering Committee (23 Meetings)
Develop and maintain oversight for Kuali Coeus Implementation
Executive IMPACT Committee (7 Meetings)
Campus Stakeholders meet regularly to set strategic direction for campus wide impacts.
ORA Internal Steering Committee (9 Meetings)
Senior Executives and Grant and Contract Managers provide direction and oversight for KC Implementation.
Kuali Leads (29 Meetings)
These individuals are responsible for implementing the KFS/KC basic software technical and functional considerations, including Kuali Rice.
Core Project Team (38 Meetings)
These individuals are the heart of the Kuali Coeus IU Application implementation, technical, and functional resources and are fully devoted to the KC implementation.

13. Communications KC Communications Plan: Unified Kuali website
KC Brochure
Infomercial
KC at IU Listserv
University publications
Project Governance Committees
Multiple presentations to faculty and staff groups
Model Office
Focus groups
KC Communications Plan:

15. Training and Support
Training Plan:
Target Audience:
Department Administrators
ORA Grant Services Administrators
Faculty and Principal Investigators
Deans, Chairs, Unit Heads, Approvers, Fiscal Officers
Training Topics:
Getting Started and System Navigation
Proposal Development and Routing
Budget Development
Routing and Workflow
Awards

16. Training and Support Training Mechanisms Instructor-Led Training
Covers more advanced topics and providing opportunity to discuss unique “what if” situations. 
e-Learning Vignettes
Access modules needed and practice until mastery is achieved. 
Help for reaching geographically remote sites
Web Resources/Job Aids
KC online help resources
Quick Start Guides
Detailed training documentation

17. Kuali Coeus at IU Phase I: Go Live July 2011
Training Plan Roadmap
Training Materials Developed
August 2010
Training Materials Tested in Model Office
Oct/Nov 2010
Training Materials Revised
December 2010
Training Logistics Complete
January 2011
Training Scheduling Complete
February 2011
ORA Staff Training
March 2011
IU Staff, Faculty & Admin Training Apr-Jun 2011
GO-Live JULY 2011

18. E-Learning Prototype

19. Participation in Model Office Training
Campus
Audience
Kick-Off
Proposal Development
Proposal Budget
Person-Sessions
IUPUI
Grant Services Staff 23 22 67
Departmental Admin. 8 12 9 29
School of Medicine 24 25 78
Subtotals 60 58 56
174
IUB 19 18 17 54 33 73 42 51 34
127
Regional 4 20 40 39
121 53 30
122
Grand Totals
110
117 94
321

20. BIRT Drill Down Reports
Impact on Reporting
KC Data
MyRA
ERE Reporting Tool
Data Warehouse
IUIE
BIRT Drill Down Reports
Internal Processes
Unit Feeds
IUSM
Education
College
Business
CTSI
New Reports
% Credit Reports
Grants.Gov Reports
All Current Data Warehouse Reporting Objects Affected by KC Implementation
ORA (not UITS) is solely responsible for updating/changing the reporting environment for these objects

21. Reporting Timeline KC Go Live July 2011
Initial Reporting Committee Meeting June 2010
Reporting Inventory Sept 2010
Identify Reports for KC Phase I Release Oct 2010
Phase I Report Mapping Completed Dec 2010
Phase I New Report Analysis & Creation Jan-Mar 2011
End-to-end Testing with KC & Reports Spring 2011
GO-Live JULY 2011

22. Benefits Facilitates distribution of award credit and indirect costs
Enables preparation of entire proposal in system
Facilitates reporting of entire award amounts including noncompeting years
Replaces current manual processes, system to system Grants.Gov
Integrated modules (grant and compliance) instead of silos

23. Benefits Integrated with Kuali Financial System
Similar look and feel to IU financial and purchasing systems
Code is visible, modifiable, supportable
Opportunity to influence functionality via participation in KCC
Research data no longer housed and controlled by financial system
Potential for Easier/Faster Reporting

24. Risks
Requires more knowledgeable departmental user requiring significant training effort.
Significant user support infrastructure required
Additional ORA staffing required during implementation of KC system
Staffing and resources required to maintain the enhanced electronic systems
Interfaces with other systems; must be modified to facilitate reporting capabilities

25. One Start Portal Draft Design
System access may be available through the ORA/VPR website and through MyRA

26. Proposal Development

27. Help
Screen

28. Personnel Budget

29. Non Personnel Budget

30. Budget Summary

31. Approval Screen

32. Resources Kuali Foundation Website http://www.kuali.org
IU Consolidated KFS/KC Website
KC Wiki Implementation Project Website
prd/display/KCIU/Home
ORA Website