KC Blue Sheet working well after months of small-scale use; EBS to be retired in 2016
After months of successful use, Information Technology Services and the Office of Sponsored Programs (OSP) are ready for a wider rollout of KC Blue Sheet to the WVU research community. Online and in-person training with this new module of WVU+kc will be offered before the eventual retirement of the Electronic Blue Sheet (EBS) on Jan. 15, 2016.
WVU is part of a growing community of higher education institutions already using Kuali Coeus for proposal submissions, including MIT, University of Maryland-Baltimore, University of Boston, and Indiana University. Over the past five months, several WVU colleges and departments that submit a high volume of proposals began using WVU+kc, and their feedback has been positive.
“The streamlined approval process in KC Blue Sheet has already proven to save time on the proposals that I have reviewed during the pilot testing by the Mary Babb Randolph Cancer Center,” said Valerie Lemasters, Pre-Award Director for the Health Sciences Center. “I’ve reviewed proposals in EBS that required as many as 15-20 approvals. It often delayed OSP receiving the proposal several days.”
KC Blue Sheet automatically routes proposals to a college approver and then on to OSP as soon as a dean or designated approver has signed off. If a proposal involves cost-sharing or facilities renovations, any co-investigator’s deans will also need to approve the proposal; however, that routing workflow is built into WVU+kc, so users will no longer need to manually add approvers.
“Statler College has enjoyed the improved efficiency of the built-in approvals and routing of WVU+kc. It greatly reduces the time from submission by PI until the proposal reaches OSP,” says Kathleen Cullen, Coordinator of Research Initiatives at Statler. “In addition, when a proposal is returned for corrections, WVU+kc automatically routes the revised proposal back to OSP without requiring approvals a second time unless there have been significant changes made to the budget.”
KC Blue Sheet is largely intuitive. Although it looks different than EBS, it captures the same information, so the transition is expected to be fairly simple for most, if not all, users. Additionally, OSP has been entering data for proposals submitted in EBS into WVU+kc since July 2013, so historical proposal data from that date on will be available to investigators.
By eliminating the need to add approvers, the extra step of submitting the document to OSP, and manual entry of proposal data into WVU+kc by the OSP Pre-Award staff, this new tool is expected to save an estimated 200 work hours per year.
Research community members are encouraged to sign up for an in-person training session here before Jan. 15. If you cannot attend a scheduled training session or you have any additional questions or comments, please contact OSP Pre-Award Manager Janet Boyles at Janet.Boyles@mail.wvu.edu.
Business Relationship Manager for Research
Information Technology Services
West Virginia University