Blog Posts

eRA Implementation Tips

The decision to adopt a new system for managing research administration is a daunting one. The staff at Moderas has second to none experience with implementing research administration solutions and the Kuali Coeus product. We hope you consider us if you decide Kuali Coeus is the right choice for you.
The information that follows is meant to assist you in your decision making process.  Moderas also provides interactive webinars on these topics regularly. Please check www.moderas.org/event to check our schedule and register to participate. Please don't hesitate to call us if you have questions.
 Quick Links
  Attend one of our webinars on prodcut selection, sign up here.
  Implementation Price Tool (what will is cost to install KC)
  Return on Investment Calculator
 
The "Buy / Build" decision
The first hurdle that needs to be addressed is the age old question of buy or build. This question has become easier over the last decade as information systems have become more mature and with the acceptance of the "Software as a Service" model. Premier tools such as Salesforce.com. have demonstrated that critical operational system can be hosted off site driving down the total cost of ownership for the customer. The continued growth of "Open Source" products have muddied the water slightly because of the misperception that it translates to free. This too is becoming less confusing as people become familiar with the realities of the support and expertise required to leverage open source applications. Speaking of support, that's an areas that you shouldn't overlook.  Plan for how the application will be supported in the years following the adoption of your system. We put together some information on this page to show what some of the needs are to support such a system and hope you find it helpful.
Once you have a grasp of the options available externally the next thing to do is evaluate what you have available internally. In most cases institutions have extremely qualified personnel and may have already developed an internal application or process. Those that have understand how difficult it becomes to sustain such an application in terms of support, enhancements, and integration with other systems to name a few of the needs. Additionally the personnel part of the equation can not be over stated, often there was someone who created the system and they may move on or become less available because others have learned what a valuable resource they are.  There are many institutions that have an all but hobbled application because they've lost staff and the architecture is outdated.  This is not to say that a system cannot be built internally, it's certainly been done and done well in many cases.  We feel it's prudent to evaluate the risk-reward of choosing the build option as it could leave the institution with a similar environment to dealing with a vendor.  That being said there is also the reality of your fiscal situation. There are times when funding for resources is available but products is not and vice versa. We would encourage you to build a business case based not on this but your needs and attempt to make that case so the money doesn't drive a less than ideal end result.
 
Vendor / Product Selection
If you've decided not to build internally then the next step is deciding on a product and vendor. We can't stress enough that BOTH should be taken into consideration, you can't get a good product from a bad vendor.  When evaluating products (commercial or open source) the vendor is the key to your success.  There are examples in the eRA field of good products that are failing to meet the institution's needs or were never implemented after years of struggle.  The cost of this can't be ignored, hundreds of thousands to millions of dollars have been invested and that's not taking into account the costs of your staff which may double the bottom line.  Make sure you've selected a vendor that you trust, has shown their commitment to your institution, demonstrates a willingness to share the risk, and has incentives tied to your success.  We recommend that you speak to your colleagues, visit sister institutions to see their environments, scour the web, evaluate your environment, request references, before you come to a decision.
Once you've selected a vendor you need to work with them to develop a list of the scope of work that's to be performed.  The implementation of a eRA solution can be closest compared to the adoption of a Personnel, HR, or Financial system.  That is to say that it's no small undertaking and you should have a strong understanding of what needs to be done and the resources you'll have available from the vendor as well as from your institution.
 
Building your business case
The next step is developing your business case for your desired approach.  Your case could be as simple as a few page powerpoint presentation (check this ROI Calculator for some ammunition) with bulleted lists of needs, to a write paper, depending on the level of documentation you feel is necessary. The key to building this case is to speak to target users, necessary supporters, and to have as many champions as possible before you ever have to sit in front of the decision makers as possible. Most often they understand the needs of the institution, are willing to make a change, but really want to understand that there is support for it.
 
The rubber meets the road
The times come to begin the actual implementation at long last!  This day can have been years in the making so actually gearing up to start an implementation can often feel like Christmas and Thanksgiving all rolled together.  You should be excited, you are about to embark on a significant change to the way you are doing business, often shedding a completely manual paper process for an exciting application that will hopefully be the solution to many of your woes.  So what should you expect? What will you need to do and who's going to do what?  These are the big questions of the day.  Hopefully you've selected a vendor who's already set this stage but providing you with a project plan. This is something we HIGHLY encourage you to have as part of your contract with your vendor, a statement such as a detailed on project plan will be provided within 30 days of signing the contract.  Here are some of the things you should see in that plan;

  • Kick Off Meeting(s)
  • Establishing the project team(s) with roles and responsibilities
  • Setting up a test environment
  • Hardware procurement and configuration
  • Software installation and configuration
  • Database installation
  • Data conversion and integration
  • Discovery (meetings between vendor and domain experts from institution)
  • Business process mapping
  • Gap analysis
  • Preliminary deployment plan
  • Training
  • Pilot planning (it's very unusual to roll out to an entire institution)

 
Some of the things you should have in hand before beginning;

  • Technical specifications for application and database servers
  • List of all third party software required
  • All instructions related to integrations (finance and personnel systems, grants.gov, etc.)
  • Data mapping documents for getting your data into the system
  • System to System documentation if necessary
  • Training material
  • User guides
  • Support plans

 
Key things to make sure that are addressed;

  • Communications
  • Risk Managment
  • Quality assurance
  • Meeting agendas
  • Meeting minutes with assigned actions items and delivery dates

 
These are just the highlights of what you should expect, we hope this information is helpful and if you have any questions please don't hesitate to email us at info@moderas.org or give us a call at 518.412.2020

Adopt Kuali Coeus, the next generation of Coeus from the Kuali Foundation

 
There are only a few products that provide integrated research administration software solutions, Kuali Coeus, eVisions, InfoEd and Click Commerce. Of those only Kuali Coeus is a free open source solution. Only Kuali Coeus is vendor independent freeing you from the shackles of a long term relationship. Only Kuali Coeus empowers you to make the changes you need to support your team.  Coeus has been adopted by far more institutions than any other solution.  Check the list of institutions who've placed their trust in Coeus and it's next generation Kuali Coeus.
Massachusetts Institute of Technology, Johns Hopkins University, Purdue University, State University of New York, Cornell University, Drexel University, University of Maryland – Baltimore, University of Maryland - College Park, Wayne State University, Yale University, Indiana University, Michigan State University, University of Rochester, Vanderbilt University, Arizona State University, The American University in Cairo, The Broad Institute Inc, Brown University, The Commonwealth Medical College, Dartmouth College, Education Development Center, George Mason University, Harvard Pilgrim Healthcare, The Jackson Laboratory, Kent State University, Northeastern University, Maine Medical Center Research Institute, MSU Research and Technology Corporation, Murray State University, Oklahoma State University, Princeton University, Rochester Institute of Technology, Rutgers University, Southern University & A&M College, Stevens Institute of Technology, UMDNJ, University of California - Berkeley, University of California - San Diego, University of Cincinnati, University of Louisiana at Lafayette, University of Mississippi Medical Center, University of Texas-MD Anderson Cancer Center, USUHS, Weill Medical - Cornell, Whitehead Institute, Boston University, Brock University, Carnegie Mellon University, Colorado State University, Iowa State University, Marshfield Clinic, Michigan State University, Texas State University, Skidmore College, Tufts University, University of Arizona,  University of Arkansas, University of California - Berkeley, University of California - Davis, University of California - Irvine, University of California - San Diego, University of Hawaii, University of Puerto Rico at Mayagüez, Naval Post Graduate School, The University of Toledo, University of Utah, Tulane, and the Max Planck Florida Institute for Neuroscience.
That's over 60 universities and research institutions that have made this the solution to drive their research with some of the biggest names in the industry.  Why not check out what Kuali Coeus can do for you?  Sign up for one of our free webinarstoday and see it for yourself or contact sales@moderas.org for a demonstration customized to your needs.

Moderas Expands its Funding Opportunity Search Tool Editorial Team

We are experiencing rapidly increasing demand for our Funding Opportunity Search Tool, Kwest. Kwest is a simple yet powerful tool for finding the funding opportunities using a one of a kind simple search interface.

In response to the increasing demand for Kwest funding opportunities Moderas has hired several additional editorial team members.  Please help us in welcoming them to the Moderas team and click here for more details on Kwest!

SynKronize keeping you in sync...

Searching for a way to keep your Kuali applications in sync with your institutional data?

A platform as robust as Kuali requires a great deal of maintenance to stay up to date with your institution's human resource and/or general ledger systems. SynKronize is our answer to the painstaking and tedious process of transferring that data from your legacy system(s) (such as Banner, SAP, or PeopleSoft, etc.) into your Kuali platform.

With SynKronize your Kuali systems can be updated automatically; users can be added, object codes, job codes, and sponsors can all be kept in sync without the need for manual entry. 

SynKronize utilizes our proprietary templates combined with our innovative conversion application to load your data into your Kuali system; ensuring your records are always accurate.  Institutions using Banner can couple SynKronize with our Banner Interface to get a jump start by having the templates created automatically.

SynKronize allows for custom mapping, scheduling (daily, weekly, monthly), stopping, disabling, and manually running jobs on-demand. It also provides detailed error reporting for your administrator to make sure your data gets in without error.

Institutions who host Kuali systems locally can implement SynKronize onsite, and those wanting to utilize our hosted environments can take advantage of it as well.

“SynKronize Standard” imports the following: address types, country, county, email types, employment status, employment type, name types, person, person address, person affiliation, person appointment, person email, person employment, person phone, phone type, states, and zip codes. 

“SynKronize for KC” includes all the SynKronize standard features plus add-ons, such as: account types, appointment types, budget categories, budget category types, citizenship types, cost elements (object codes), cost share types, degree types, institute rates, job codes, location types, organizations, rate class, rate type, rate class type, rolodex (non-personnel), sponsors, and units (also known as departments). 

If you're struggling with getting your data in sync with your Kuali application, SynKronize is the tool for you.   Get up and running quickly and drive down your cost at the same time!

For information on other MODERAS products and services click here, or simply contact us at info@moderas.org

About Moderas

Moderas™ specializes in web-based electronic research administration (eRA) solutions developed on the open source Kuali Coeus platform. Kuali Coeus is a registered trademark of the Kuali Foundation

Don't know much about eRA systems, or who we are? Please, by all means, find out more here

 

Follow Moderas

Facebook: https://www.facebook.com/Moderas

Twitter: https://twitter.com/moderas

LinkedIn: http://www.linkedin.com/company/moderas

SynKronize keeping you in sync...

Searching for a way to keep your Kuali applications in sync with your institutional data?

A platform as robust as Kuali requires a great deal of maintenance to stay up to date with your institution's human resource and/or general ledger systems. SynKronize is our answer to the painstaking and tedious process of transferring that data from your legacy system(s) (such as Banner, SAP, or PeopleSoft, etc.) into your Kuali platform.

With SynKronize your Kuali systems can be updated automatically; users can be added, object codes, job codes, and sponsors can all be kept in sync without the need for manual entry. 

SynKronize utilizes our proprietary templates combined with our innovative conversion application to load your data into your Kuali system; ensuring your records are always accurate.  Institutions using Banner can couple SynKronize with our Banner Interface to get a jump start by having the templates created automatically.

SynKronize allows for custom mapping, scheduling (daily, weekly, monthly), stopping, disabling, and manually running jobs on-demand. It also provides detailed error reporting for your administrator to make sure your data gets in without error.

Institutions who host Kuali systems locally can implement SynKronize onsite, and those wanting to utilize our hosted environments can take advantage of it as well.

“SynKronize Standard” imports the following: address types, country, county, email types, employment status, employment type, name types, person, person address, person affiliation, person appointment, person email, person employment, person phone, phone type, states, and zip codes. 

“SynKronize for KC” includes all the SynKronize standard features plus add-ons, such as: account types, appointment types, budget categories, budget category types, citizenship types, cost elements (object codes), cost share types, degree types, institute rates, job codes, location types, organizations, rate class, rate type, rate class type, rolodex (non-personnel), sponsors, and units (also known as departments). 

If you're struggling with getting your data in sync with your Kuali application, SynKronize is the tool for you.   Get up and running quickly and drive down your cost at the same time!

For information on other MODERAS products and services click here, or simply contact us at info@moderas.org

About Moderas

Moderas™ specializes in web-based electronic research administration (eRA) solutions developed on the open source Kuali Coeus platform. Kuali Coeus is a registered trademark of the Kuali Foundation

Don't know much about eRA systems, or who we are? Please, by all means, find out more here

 

Follow Moderas

Facebook: https://www.facebook.com/Moderas

Twitter: https://twitter.com/moderas

LinkedIn: http://www.linkedin.com/company/moderas

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