The Good, the Bad, and the Ugly:Kuali Coeus Model Office at Indiana University 2011 Kuali Coeus User Conference March 29, 2011Carey L. ConoverTracey LevyKaren Shrode
Goals for Today’s Presentation • Provide information and statistics about KC Model Office at Indiana University (IU) • Discuss recruitment, communication, training, follow-up techniques, user feedback mechanisms, etc. • Lessons learned
What is KC ‘Model Office’? • Proposal and budget development environment populated with real IU data • Closed system – safe environment • Training platform for all IU staff to use the KC system
KC Model Office Goals • Test drive the system (enter proposals, budgets, Grants.gov submissions) • Provide feedback and identify issues • Test and evaluate the training materials • Document possible enhancements and customizations
KC Model Office:What does Success look like? • Can we conduct business using the KC system? • Can we accomplish this for ~80% of our business in Model Office? • Can we identify and address the gaps that exist in the KC system?
Scope of KC Model Office KC Modules available: Model Office 1: • Proposal Development • Proposal Budget • Model Office 2: • Grants.gov
Training Environment • Stable training environment (limited maintenance performed during MO) • Separate KC environment maintained for continued development • Technical support • Developers attended training sessions when possible and maintained constant contact with trainers throughout MO period
Training Session Format Participants: • OSP Staff (BL, IUPUI, six regional campuses) • Department Administrators • School of Medicine staff Format: • (2) 2-hour training sessions: • Session 1: Proposal Development Grants.gov (Model Office 2) • Session 2: Proposal Budget
Training Materials • Training Guides: • Proposal Development • Proposal Budget Requested that participants download on their own and bring to sessions • Specific Training Scripts • Scripts created and distributed for each specific audience
Participant Recruitment • Solicited volunteers from various Departmental meetings • Received names of individuals from Departmental leadership • All OSP staff required to attend
Participant Requirements • Two hours/week testing in Model Office • Relay questions/issues to KC Feedback queue • Utilize the Model Office Walk-In/Mobile Clinics • Appropriate approvals granted from supervisors, directors, etc.
Communication and Feedback Techniques • Listserv created • Weekly e-mail to MO users detailing: Number of users in the system Recently reported issues and/or updates Friendly reminders to test! • Two Jira queues created and maintained Queue specifically for user feedback Queue for issues, enhancements, customizations, etc.
Communication and Feedback Techniques (cont’d) • Activated link in KC so users could quickly and easily submit feedback
Communication and Feedback Techniques (cont’d) • Responded to users ASAP via email, phone or in person • Feedback consisted of general KC or sponsor specific questions, potential gaps and issues • For true issues, created Jira in second queue for follow-up/discussion with developers • Documented all questions during MO trainings and feedback Jiras. Listed appropriate questions on OSP Frequently Asked Questions website
Summary and Lessons Learned • Face-to-Face and virtual training sessions • Multiple trainings; multiple site locations • Importance of a variety of training options (eLearning, paper documentation, classroom setting, 24/7 access to materials) • Create Scripts targeted for specific audiences • Walk-In/Mobile clinics • Communication, communication, communication • Documentation of Jiras and FAQs
Summary and Lessons Learned (cont’d) • OSP staff participation mainly limited to designated testing time AWAY from their desk • Established weekly KC Testing Days for BL and IUPUI • Provided critical information impacting our approach for Go-Live
Presenter Contact Information Carey Conover, email@example.com Tracey Levy, firstname.lastname@example.org Karen Shrode, email@example.com