COI - Re-Evaluating Projects

Overview

There are several circumstances where an institution may change their project disclosure requirements. This could be because of a change in university policy, or a change in regulations. Since in some cases, such as a change to university policy the updated disclosure requirements may only apply to new projects, and not projects that are already setup, the Kuali COI system will not automatically go back and re-evaluate if existing projects are required. It will only apply the new disclosure requirements to new projects, or older projects that are updated in the sponsored programs modules and re-pushed to Kuali COI. In the case of a change to federal regulations, such as the addition of the the U.S. Department of Energy COI requirement an institution may want to immediately re-evaluate the requiredness of some existing projects to trigger their new disclosure process. This can be accomplished via the Kuali COI APIs listed below.

Changing Project Requirements

There are a few different ways to change the project disclosure requirements in COI.  If you update the settings on the Project Types page then the change will be applied immediately after saving and you can use the project re-evaluation API described below at any time.

If you change the project requirements by making changes to your Sponsor Hierarchies, such as adding the Department of Energy to your COI Requirements hierarchy then the information will take some time to push from the Sponsor Hierarchy system into Kuali COI.  You can confirm that the requirements have populated Kuali COI by searching for your changes on the Sponsor Groups page. Once you see your changes in the Sponsor Groups they have populated the COI system and you can use the Re-Push Projects API described below.

Re-Evaluating Projects

If your project requirements change does not include any changes to your sponsor data you can use the lighter weight re-evaluation API. This will not re-push data from the sponsored programs system to Kuali COI, it will only re-evaluate if the most recent project data in the Kuali COI system now requires disclosure.  To re-evaluate a project you will POST the json below to the following API:

 https://customer.kuali.co/api/coi/v1/jobs/evaluate-projects

To re-evaluate a single project send the body in the following format:

{
  "details": {
          "sourceSystem": "KC-PD",
          "sourceIdentifier": "12345"
  }
}

The valid sourceSystem values are

• KC-PD: Proposal Development
• KC-IP: Institutional Proposal
• KC-AWARD: Award

The sourceIdentifier is the main identifying number for the project:

• Use Proposal Number for Proposal Development
• Use Institutional Proposal Number for Institutional Proposal
• Use Award ID for Award

The above numbers can be gathered using the front end, the SiSense reports or locally built reports if you have local reports based on a nightly download of the Kuali data.

In order to re-evaluate a series of projects you can setup a collection using the PostMan tool and list all of the projects you need to re-evaluate in a csv file. Here is an example collection and example batch csv files to get you started setting this up. You will need to update the variables in the collection to match your API Key and the environment you are running the script in. 

Re-Pushing Projects

If your project requirements changes include changes to data in projects, such as an update to sponsor hierarchies then you will need to re-push the projects so that the new hierarchy data is populated along with it.  To repush a project you will POST to the API below with no body included

https://customer.kuali.co/res/research-common/api/v1/push-projects/${project.sourceSystem}/${project.sourceIdentifier} 

Here is an example PostMan collection and an example batch csv file to get you started setting this up. You will need to update the variables in the collection to match your API Key and the environment you are running the script in. When you are executing this please put a 1000 ms wait between iterations since this is a system intensive API

NOTE: If you are going to re-push more than 1000 projects to production in a script please submit a support ticket to coordinate a time that is outside of business hours for all US time zones with Kuali.