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Kuali Research Administration (KRA)


Proposal/Budget development/Institute Proposal will be offered as a back-to ... This one could be 'big' since state laws regarding COI are very different ... – PowerPoint PPT presentation

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Title: Kuali Research Administration (KRA)

Kuali Research Administration (KRA)
  • Kuali Days / May 2007
  • St. Louis, Missouri

  • -Kuali History, Structure, and Philosophy
  • -Development Process
  • -Partner Perspectives
  • -KRA Proposed Scope/Phasing

Kuali History, Structure, and Philosophy
What is the Kuali Project?
  • Kuali started life as a community/open source
    initiative to create a financial system for
    higher education.
  • This project (now known as KFS) is a re-factor of
    Indiana Universitys FIS.
  • Veterans of Sakai opted to try collaboration vs.
    doing this alone or buying off the shelf
  • Kuali started with 6 university partners
    Indiana, Arizona, Cornell, Michigan State,
    Hawaii, Delta

The Kuali Project
  • Kuali is a Malaysian word for wok, or utensil
    that is a kitchen staple
  • Work under the Kuali project umbrella is
    available under the foundations Educational
    Community License
  • Kuali membership is fee-based, but the software
    is free to download
  • Kuali is funded, in part, by the Mellon Foundation

What is KRA?
  • Cradle-to-grave research administration system,
    based on MITs Coeus
  • Preaward (proposals, budgets, Grants.gov)
  • Postaward (contracts, grants, negotiations,
    report tracking, subcontracting)
  • Research Risks (IRB, IACUC, COI, etc)
  • Links with KFS or your financial system

How did we get to KRA?
  • KFS scope includes Proposal and Award docs
  • Proposal captures high-level data
  • Award links to Proposal
  • Both are used to transmit attributes to the
  • KFS scope has a routing form and budget
  • No Grants.gov S2S capability (as of Feb 2007)
  • No research risks modules
  • No modules for contract management
  • Negotiations, CDAs, NDAs, MTAs, etc.

How did we get to KRA?
  • Partners would continue to use legacy systems to
    cover some of these items
  • Contract management was the perceived biggest
    missing piece at the time
  • Schools would continue with PureEdge or an
    institutional solution for Grants.gov proposal
  • Schools would continue to use manual systems for
    research risks compliance

How did we get to KRA?
  • Kuali partners set out to identify research
    administration best practices, and ultimately
    drew up an agreement for use of Coeus
  • KRA has 5 partners Arizona, Cornell, Indiana,
    Michigan State, and MIT/Coeus
  • KRA Scope goes beyond whats offered in KFS
  • KRA will be designed to work with KFS and other
    financial systems

Coeus to KRA
  • Coeus is one of the first cradle-to-grave
    research administration systems in the nation
  • Developed at MIT
  • 38 partner schools in the Coeus consortium
  • Collaboration with Coeus
  • Maximizes best practices
  • Sustainability of the system with the Coeus
    community in mind

Kuali Organization
KRA Philosophy
  • Maximizing common business practices
  • Identifying best practices in research
  • Collaboration is key
  • Scope is managed within the Reality Triangle
  • Governance follows specific procedures

KRA Philosophy Reality Triangle
You get control of two of the sides, I get the
other. The 3rd side follows the constraints of
the other two -Rigid scope tight timeline
big resources -Limited resources big scope
long timeline
KRA Philosophy - Governance
Development Process
(No Transcript)
KRA Functional Council
  • Made up of participants from each partner school.
    One partner school One vote
  • Prioritize/manage project scope and resources,
    monitors progress/direct work of SME groups
  • Approves/Rejects enhancement requests and other
    functionality, based on the reality triangle
  • Weekly phone calls, quarterly face-to-face,
    reports to the KRA Board weekly, and as needed

Subject Matter Experts (SMEs)
  • Group is formed with two to four members per
    partner institution. Participants part time
  • Lead SME is identified. Works closely with
    development manager business analyst
  • Weekly conference calls and possible, but
    infrequent face-to-face meeting
  • Translates functionality into specifications
  • Validates code generated by developers.

  • Each partner contributes 3 full time staff
  • Divided into module teams
  • Developers work from home institution, but may
    report to manager at another partner site
  • Team interacts daily with regular video
    conferencing use
  • Meet a number of times a year for coding camps

Module Development Steps
  • SMEs review current product (Coeus) functionality
  • SMEs write specification documents
  • Enhancements to FC for review/vote
  • FC keeps tabs on scope throughout
  • Developers build screen mockups
  • SMEs review screen mockups
  • Developers build code
  • Testers do quality assurance and report issues

Partner Perspectives
Why are schools participating?
  • Legacy systems are old and lack functionality
  • In the case of one partner, they are running
    unsupported hardware/software
  • Budget for a vended project isnt forthcoming ?
  • No one wants to be forced into a decision
  • Paper routing process for proposals, PureEdge for
    Grants.gov submissions
  • Procedures for research risks are not cohesive,
    and many are still paper-based

Why are schools participating?
  • Need for financial system upgrade lead to joining
    KFS effort
  • Belief in community source model
  • Recognition of gap in KFS functionality lead to
    support of and membership in KRA
  • Interest in integration of financial, sponsored
    and research compliance systems
  • Need for Grants.gov S2S and research compliance

Arizonas experience
  • We started with KFS in 2005, and joined KRA in
  • The process has resulted in efficiencies in
    current processes
  • You cant help but examine your business
    processes as you perform a gap analysis!
  • Being closely involved means we get more than
    wed get from a vendor
  • Were able to train our implementation staff as
    we go along both technical and functional
  • Were in charge of our own destiny

KRA Proposed Scope/Phasing
Scope Guiding Principles
  • KRA based on Coeus 4.2
  • Leverage Kuali Rice architecture and development
    standards (nervous system, enterprise
    notification, enterprise workflow and service
  • Implement Kuali web-based user interface (screen
  • KRA easily implemented with KFS, but both
    products must be able to stand alone
  • Provide Coeus 4.x migration path and tools
  • Maximize probability of future merging with Coeus
    version 5.X into single product

(No Transcript)
Scope/Phasing Steps
  • Accomplished at first KRA Functional Council
    meeting (Jan 9-10, 2007, Boston)
  • Map KRA modules to Coeus modules
  • Start with current Coeus modules
  • Prioritize within those by partner rankings
  • Tackle functionality not currently in Coeus
  • And the prioritize scope phasing is

First Priority Modules (01/07)
  • Coeus modules exist - Subject Matter Expert
    group currently being formed
  • Proposal development (including budget template,
    routing Grants.gov S2S)
  • IRB
  • Award
  • Conflict of Interest

UPDATED Prioritization
  • First priority modules still stand, as listed,
  • We have the opportunity to make Release 1 useful
    to all Carnegie-class institutions, so
  • Proposal/Budget development/Institute Proposal
    will be offered as a back-to-front module, with
    Grants.gov S2S for Release 1 (April 1, 2008).
  • Remaining modules will continue the development
    process during Phase 1

Second Priority Modules (01/07)
  • Coeus modules exist - Subject Matter Expert
    group not currently active
  • Institute Proposal
  • Negotiations
  • Report Tracking
  • Subcontracts

Third Priority Modules (01/07)
  • Coeus modules do not exist - Subject Matter
    Expert group not currently active
  • Animal Use
  • Export Control
  • Institutional Biosafety
  • Chemical/Radiation safety

Near-Term Collaboration Potential
  • Work together on functional specifications for
    future modules (e.g. Animal Use). Joint KRA
    SME/Coeus Subcommittees?
  • Agree on common coding and database design
    conventions where reasonable
  • Incorporate Kuali user interface and navigation

KRA Shared Services
  • Unit Hierarchy
  • Rolodex
  • Person
  • Organization
  • Workflow
  • Security
  • Role
  • Code/Reference Table
  • Location
  • Sponsor
  • Committee
  • Questionnaire
  • Custom Element
  • Cost Element
  • Comment

KRA Proposal Development
  • Proposal Development
  • Proposal Budget Development
  • Institute Proposal
  • Proposal Routing
  • Grants.gov Integration

  • Submission of protocols (new, continued, amended)
  • Recording IRB deliberations
  • IRB notifications
  • IRB meeting agendas and minutes
  • Protocol and training queries
  • Special reviews other committees
  • Human Subjects Training records
  • Committee creation and scheduling
  • Batch correspondence and correspondence generation

KRA - Awards
  • Award detail
  • Cost sharing
  • Indirect cost
  • Payment schedule
  • Sponsor funding transfer
  • Approved equipment foreign travel
  • Award closeout
  • Payment
  • Money and end dates
  • Award Budget
  • Contacts
  • Award Templates
  • Special Reviews
  • Investigator Credit Split
  • Notice of Award
  • Data feed integration with financials

KRA Conflict of Interest
  • Certifications for faculty, staff, and students
  • Tracking of disclosures, reviews and decisions
  • Separate financial disclosure information
  • Confidential
  • Non-confidential
  • This one could be big since state laws
    regarding COI are very different

KRA Future Modules - Negotiations
  • Record actions of Negotiations
  • Management reporting
  • Financial and non-financial actions
  • Contracts, Agreements
  • CDAs, MTAs, teaming agreements, etc.

KRA Future Modules Report Tracking
  • Automatic generation of reporting deliverables
    and status
  • Financial, technical, patent reporting
  • Management reporting
  • Submission status

KRA Future Modules - Subcontracting
  • Subcontract detail
  • Funding sources
  • Amount information
  • Subcontract closeout and correspondence
  • Contacts
  • Subrecipient monitoring (A-133)
  • Invoice routing and approval

KRA Future Modules - IACUC
  • Submission of protocols (new, continued, amended)
  • Recording IACUC deliberations
  • IACUC notifications
  • IACUC meeting agendas and minutes
  • Protocol and training queries
  • Special reviews other committees
  • Animal Subjects Training records
  • Committee creation and scheduling
  • Batch correspondence and correspondence

KRA Future Modules - Biosafety
  • Submission of MOU on biological materials,
    including select agents
  • Submission of MOU amendments and renewals
  • Production of IBC minutes
  • Monitoring of approved MOU
  • Reporting of non-compliance
  • Facilities inspection

KRA Future Modules - Export Control
  • Certification questionnaire with routing approval
  • Office of Foreign Asset Control (OFAC) purchases

KRA Future Modules - Chemical
  • Controlled substance program
  • Radiation Safety
  • Functionality TBD

Final Thoughts
  • Partner?
  • Take charge of your own destiny!
  • Be your own best resource!
  • Work with top people in research administration!
  • Interested?
  • Yes, its free!
  • Based on proven functionality Coeus
  • Based on a successful model - Kuali
  • Best and Common Business Practices

For More Information
  • http//www.kuali.org/
  • http//rice.kuali.org
  • Lori Ann Schultz
  • (520) 626-6308
  • lschultz_at_email.arizona.edu
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