Research Administration

Kuali-Coeus Campus Updates

June 15, 2011

UC Irvine

UC Irvine is working to implement Kuali Coeus Proposal Development on campus to eliminate our current paper based proposal creation and routine process and provide further efficiencies to the campus.  Our target implementation date for pilot departments is late 2011 or early 2012.  We are also starting implementation planning for the KC Award module to replace our home grown Sponsored Projects Administration System.  We hope to time this implemtation with our KFS roll-out in July 2013.

UC Berkeley

Berkeley is in the early stages of exploring the Proposal Development module with assistance from three campus departments. The first phase, currently underway, focuses on general system usability and functionality. The second phase, projected for fall/winter 2011, will focus on proposal approval workflows. The goal for the exploration is to develop a campus pilot for the Proposal Development module and design the integration between Berkeley’s production Coeus system and KC Proposal Development. At this time the project scope does not include submission or proposal budget development, although use of the budget module is still being discussed.
When implemented, the Proposal Development module will run in parallel with the Coeus 4.3.1 Institute Proposal and Awards modules currently in production. Implementation of the KC Proposal and Award modules will begin when KC Proposal Development is stable and resources can be assigned to the effort.

The KC Conflict of Interest module is in scope and will be addressed as soon as the application is released and resources are available to staff the project. The Institutional Animal Care & Use Committee and Institutional Review Board modules may be evaluated as replacements for Berkeley’s current vendor systems in several years.

UC Davis

Davis has completed an evaluation of the KC Proposal Development, Institutional Proposal, and Awards modules in KC. We are breaking our implementation down into two phases.  Phase  I will focus on the migration of SPO’s internal system of tracking proposals and awards (C&G) to KC.  During Phase I we will also be entering proposals in Proposal Development to help familiarize ourselves with how the system works and better enable us to give support to campus when rolled out.   We have a target date of July 2012 for phase I implementation in Sponsored Programs.
Phase II scope will include: Proposal Development, Budget Development, system to system submissions and integration with KFS. In phase II we will work with focus groups to ensure we have input from a variety of users during the development of our KC system.  A pilot roll-out of Phase II to select campus departments.

Post Phase I:  The Compliance (COI, IRB, IACUC) and Safety (Chemical Tracking, Biological Safety, etc.) modules will be evaluated for deployment at UC Davis.

The schedule for future phases will be determined once we have a clear picture of the scope of changes required and the level of effort to modify KC the to meet the PIs and Campus needs.

UC San Diego

San Diego is currently using the Coeus proposal log, institute proposal and award modules.  Within the next year we will be implementing Coeus Proposal Development.  Once Coeus PD is in production, we’ll continue upgrading Coeus through the terminal release (version 5.x), and begin planning to upgrade from Coeus 5.x to KC.

As soon as the KC COI module is released, we will begin implementation planning.  Even if that means we’ll be running KC COI and Coeus at the same time.

UC Merced

In November 2008, the Office of Research decided to adopt the Kuali Coeus (KC) application which will ultimately include Proposal and Budget Development, integration, Institutional Review Board (IRB), Awards, Conflict of Interest, Institute Proposal/Negotiations, Report Tracking, Subawards, Cost Share Commitment Tracking, Animal Care and Use, Bio-Safety Management, Subrecipient t Monitoring, Export Controls/ITAR Management, and Chemical Tracking System in order to administratively support the research enterprise of the University of California, Merced campus.
The Office of Research seeks to deliver comprehensive, integrated, web-enabled research administration tools, reduce wasted and duplicated effort, and simplify business processes for faculty and staff engaged in the submission of research proposals, the conduct of research projects, and compliance with research regulations.

Most Office of Research business processes are paper-based. These processes drive purchasing, storage, and physical handling of large quantities of paper, and directly impact faculty and staff productivity. As the campus grows, some offices within the Office of Research will be located off-campus, complicating the delivery of proposals to Sponsored Projects Services. The Office of Research intends to maximize the potential for reducing dependence on paper through its work on Kuali Coeus.

In early 2009, the Berkeley, Davis, Irvine, Merced, and San Diego campuses joined together as the University of California Kuali Coeus Partners (UC KC) to leverage Davis’ KC Board vote and Berkeley’s KC Functional Council vote. This group includes participants in all KC subject matter expert (SME) groups and is represented at both the KC Board and Functional Council. A weekly web conference meeting, open to any campus wishing to attend, facilitates the distribution of information and the solicitation of input for functional needs, priority setting, and decision making that will influence the direction of KC development.

Office of the President:  Research Enterprise Management System

For the past year, the Institutional Research Department has been working with the Office of Research and Graduate Studies, Information Resources & Communications, and campuses to develop a suite of integrated data-entry and reporting tools that aligns closely with the Kuali-Coeus initiative.   Scheduled for pilot deployment in August, this system will improve the management and administration of the $5.6 billion in extramural funds that UC receives each year.

The tools under development include campus-based, automated systems for requesting and receiving new Sponsor Codes and for processing Indirect Cost Waiver requests. Previously, management of new sponsor codes and indirect cost waiver requests involved multiple points of data entry, paper-based workflow processes at OP and campuses, and standalone databases.  Campuses using the Kuali-Coeus system (and its predecessor, Coeus), find the current systems inefficient and error-prone.  Modernizing and upgrading these data systems should result in significant systemwide administrative efficiencies, improved data quality, and the ability to develop such crucial analytical tools as lifecycle tracking of projects from proposal through award through close-out stages; systemwide success rates (proposal-to-award ratios) for key external sponsors; indirect cost recovery rates for targeted project types, locations and sponsor categories; and variance reports to flag the major areas of unrecovered costs.

Once these new data systems are in place and integrated with existing award and financial tables, the Decision Support System being developed by Institutional Research will be used to create and distribute to campuses a set of reports that will assist them in managing their extramural funds.