University of Southern California

Research

Kuali Coeus (KC) FAQ’s

What is Kuali Coeus?

Kuali Coeus is a comprehensive software system for research administration, beginning with budget and proposal preparation and continuing to account close-out. KC provides a set of tools and modules that make research administration easier and more efficient and reduce the need for shadow systems or spreadsheets to build budgets, manage finances and project expenses.

What is the difference between KC and Kuali Financial System?

The Kuali Financial System (KFS) replaced the university’s legacy accounting systems, such as General Ledger, Accounts Payable, Purchasing, Capital Asset Management, Cashiering, Purchasing and Effort Certification. KC and KFS are integrated to facilitate the exchange of data between the two systems.

How will KC simplify research administration?

KC will import rates and salaries into budgets (while reflecting needed privacy), pre-populate forms, and automatically submit proposals to sponsors via grants.gov and other electronic systems. KC will also help project expenses and manage accounts across multiple projects, and obligate expenses in real-time. KC will also help in developing cost-share budgets to meet sponsor requirements. Proposals and other documents will be routed electronically for reviews and approvals.

Will KC check for errors?

Yes. KC will check proposals to determine whether they satisfy sponsor requirements to ensure that proposals are ready to submit and will not be rejected for technical reasons.

Will I be able to check the status of my proposals and projects?

Yes. KC will provide visibility as to the status of proposals or contract negotiations. It will also issue reminders to ensure that these steps are completed as quickly as possible.

Who created KC?

KC is an updated version of the MIT developed Coeus software. It is open source software and developed and maintained by a community of universities?

When will Kuali Coeus be ready for use?

Post-award functions are in use. Pre-award functions are being rolled out throughout 2014 and early 2015.

How will users be trained?

Training is ongoing. Help documents for KC pre-award can be found here.

What systems will KC augment and or replace?

KC along with other TARA components have replaced ECERT, PARiS, and SCERA. KC interfaces with other TARA components, such as iStar.

What is the difference between KC and the Total Access for Research Administration (TARA)?

KC is the central component of TARA for all aspects of research proposal/grant/contract preparation and management. Some components of the TARA will be provided by other software platforms, such as the iStar system in use for all regulatory components of TARA. All components of TARA will interface with each other to simplify research administration.

How will surges in system usage be handled to prevent downtime?

KC will be designed and tested to accommodate surges and minimize any downtime.

Will KC accommodate business processes that are specific to my school?

Yes. KC allows routings and approval pathways as well as basic budget information to be customized for a school, department or center.

What happened to my existing data in PARiS or elsewhere?

Information Technology Systems has imported legacy data on old awards into KC and Cognos, but some data cannot be directly imported because of changes in data definitions.

Will Kuali, Workday, and other systems be able to talk to each other?

Yes, Kuali Coeus, Kuali Financial System, and Workday will be integrated to support the exchange of data between them. As future applications are added integration points will be developed wherever possible.

What is the backup if KC goes down?

KC is run in a distributed environment made up of a series of servers that will dynamically roll your session from one server to the other should one fail. All of the production platforms including KC are backed up at our disaster recovery location in Arizona. Your data are mirrored or replicated to the DR site within seconds of being stored locally. Should a catastrophic event occur locally the production platforms will be restored within hours from our disaster recovery location.