KC Kuali Coeus Overview An Introduction Demo Agenda A Brief - - PowerPoint PPT Presentation

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An Introduction Demo

KC Kuali Coeus Overview

Agenda

• A Brief Overview – Research Administration Life

Cycle

• Coeus to Kuali Coeus
• Kuali Coeus Module Overview
• Rollout Schedule
• Available KC Training and Resources

Kuali Coeus Overview kc-help@mit.edu

Research Administration: A Brief Overview

• $3 billion non-profit corporation.
• Revenue from tuition and gifts, external research sponsors,

federal government, industrial sponsors and foundations.

• In FY 2014 MIT realized $678.4 million in sponsored research

funds.

• 2700 active awards and 2600 proposal submissions.

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Research Administration Life Cycle

Each project follows a “cradle-to-grave” research life cycle -

Proposal

• Proposal

Preparation

• Routing &

Approval

• Sponsor

Submission/ Review

Negotiation

• Contracts
• NDA
• Other

agreements that support research

Award

• Award Receipt
• Acceptance
• Project Setup
• Issue subs
• Monitoring

Project Completion

• Reporting
• Closeout
• Project Audit

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Benefits of Transitioning from Coeus to Kuali Coeus

Kuali Coeus Overview kc-help@mit.edu

A single, web-based KC tool

• No application to download or install
• Includes all the functionality of Coeus Premium and Coeus Lite

Better User Experience Access for faculty and staff through a business role based, web platform

Kuali Coeus

• Ease
• Accessibility
• Consistency

What’s in it for me?

Kuali Coeus Overview kc-help@mit.edu

Current Coeus Premium Users

• No App to Download

– Single Web-based Application

• Fewer Windows
• Better Screens and

Easier Navigation

Current Coeus Lite Users

• All Coeus Modules –

Awards, Institutional Proposals

• Access to Medusa
• No need to upgrade

Coeus Lite to Premium

What is “Kuali” ?

Kuali is universities & colleges, partnering to build and sustain open- source software for higher education, by higher education. Kuali Foundation is an organization to pool resources to develop and sustain software systems that better fit higher education needs. Kuali Coeus (KC) is the result of the partnership between the Kuali Foundation and Coeus Consortium and is based on Coeus functionality developed at MIT. Community collaborators share best practices and this reduces costs beyond legacy approaches to purchased software. Kuali members freely share their work to help serve the mission of colleges and universities.

Kuali Coeus Overview kc-help@mit.edu

Who is in the Kuali Community?

Kuali Coeus Overview kc-help@mit.edu

MIT KC Project Governance Structure

Executive Sponsor Maria Zuber

KC Steering Committee

• Assistant Deans
• VPF
• Risk & Audit
• OSP Leadership

MIT DLC Working Groups

• Pre-Award
• Award
• Faculty

KC Project Team

KC Program Manager, Carol Wood KC Systems Manager, Stephen Dowdy

Kuali Coeus Overview kc-help@mit.edu

What’s in it for me?

Kuali Coeus Overview kc-help@mit.edu

Proposal Review Tool (Future 2015) Stipends and Tuition Cost Sharing (Summer 2015)

Customizations and Leveraging Additional Functionality:

Proposal Process

What’s in it for me?

Kuali Coeus Overview kc-help@mit.edu

Sponsor Approved Budgets Cost Sharing (Summer 2015)

Customizations and Leveraging Additional Functionality:

Award Management Improvements

What’s in it for me?

Kuali Coeus Overview kc-help@mit.edu

KC authorizations managed in the Roles Database PI and Admin View Online Help

Customizations and Leveraging Additional Functionality:

Overall User Improvements

Customized Researcher Dashboard

Kuali Coeus Overview kc-help@mit.edu

Proposal Details

Kuali Coeus Overview kc-help@mit.edu

KC Rollout Schedule

Kuali Coeus Overview kc-help@mit.edu

2013 - 2015 Coeus to KC Implementation Technical Work Migration of Coeus Data Functional Equivalence Training Preparation Customer Acceptance Testing April 2015 Training & Help Desk OSP Staff Preparation DLC Proposal Training Begins May 2015 GOLIVE Campus Daily KC Proposal Classes (T,W,Th) Advanced Budget Classes All About Awards Demo All About Proposals Demo Campus Training for Research Community April 2015. System will be live in May 2015!

Short Videos Training Guides Quick Reference Cards

Other Training Resources

Kuali Coeus Overview kc-help@mit.edu

Training Resources

Kuali Coeus All Training Courses

Kuali Coeus Overview kc-help@mit.edu

Course Name Type of Class & length Available

Kuali Coeus Overview Demo - 1 hr. Feb 2015 All About Proposals Demo - 1 hr. April - Aug 2015 Proposal Development (Non-S2S) Hands on Training Class - 1 day April - Sept 2015 S2S Proposal Development Hands on Training Class - 1 day April - Sept 2015 S2S Proposal Development (Self-Directed) Hands on Training Class - 3 hr. April - Sept 2015 Advanced Budget Topics Hands on Training Class - 3 hr. May - Sept 2015 Routing, Approval And Workflow Demo - 1 hr. April - May 2015 All About Awards Demo - 1.5 hrs. April - Aug 2015

What Classes or Demos should I Attend?

Kuali Coeus Overview kc-help@mit.edu

Campus Wide Research Stakeholders

All About Proposals All About Awards

• Asst. Deans

and Department Heads

All About Proposals All About Awards Routing Approval and Workflow

DLC Users

All About Awards Proposal Development (Non-S2S) Advanced Budget Topics

DLC S2S Users

All About Awards S2S Proposal Development Advanced Budget Topics

DLC Power Users

All About Awards S2S Proposal Development (Self-Directed) Advanced Budget Topics

How to Get Help

Kuali Coeus Overview kc-help@mit.edu

kc-help@mit.edu System Online Help Drop In Sessions

How You Can Prepare

Kuali Coeus Overview kc-help@mit.edu

Read Updates

• Sign up for the research admin list serv: ra_ls@mit.edu

Look for Training Opportunities and sign up for training via Atlas https://atlas.mit.edu Attend Demonstrations & Drop in Sessions Check MIT Coeus Website - http://osp.mit.edu/coeus

May 1 - Coeus down at 5 pm May 4 – KC up at noon! Proposed Plan:

• For all proposals due by May 7 (NIH Deadline) – submitted to sponsor by May 1!
• Any proposals routing on May 1 will have to be rejected back to DLC. After

migration, they will “bypassed” to last location for final routing and submission in KC – not recommended!

Proposals Routing at “Go-Live”

In Conclusion

Kuali Coeus Overview kc-help@mit.edu

Kuali Coeus is coming May 4! ✓ Kuali Coeus is an Upgrade from Coeus with new features and easier to use ✓ Coeus Lite & Coeus Premium Retire on May 1 ✓ Please sign up for Training and Demos using LMS ✓ Submit NIH Proposals May 7th Deadline before May 1st✓

Training Registration Help?

Kuali Coeus Overview kc-help@mit.edu

Contact the training group at training@mit.edu We look forward to seeing you there!

Kuali Coeus Overview kc-help@mit.edu