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Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)

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Presentation on theme: "Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)"— Presentation transcript:

1 Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)

2  Poll the audience  Award Hierarchy basics  Types of hierarchies  Example: NIH 3 year award, $1 million a year awarded for 3 years  Pros / Cons of the Award Hierarchy

3  Does your school…  Use any of the Coeus modules currently?  Are you…  Thinking of using Coeus award module soon?  Currently using the Coeus award module?

4  Award Hierarchy creates relationships between one or more award ‘variables’: Awards-Accounts-Account Types-Units-Time.  Award Hierarchy is comprised of ‘Tiers’, levels:  Fewer Tiers = Easier maintenance/use, fewer embedded variables.  More Tiers = More skill to maintain/use, more variables displayed.  Different Account numbers are assigned to parent and each child.

5  The child account will have the same six-digit award number as the Parent award  3-digit extension end of award number is different for each child award created  If the parent is 001575-001, the first child award created is 001575-002, etc.

6  The Award Hierarchy creates relationships:  Two-tiers (Parent-child): ▪ relate Award with allocation accounts ▪ Brown University  Three or more-tiers (Parent-child-grandchild….): ▪ relate Time with Award, and with allocation accounts. ▪ Drexel & ▪ Kuali Coeus

7  Variable-tiers (Parent, child, grandchild, and/or great- grandchild) ▪ Could be one level or multi-level ▪ Could have multiple child/grandchild/great-grandchild accts ▪ Variety of reasons for child accts. ▪ Each PI or each dept, different OH rates, subcontracts, type of costs, supplemental funding, cost sharing, etc… ▪ Princeton

8 The Parent award reflects the Notice of Grant Award and is linked to the Main Account No. - The Principal Investigator and their Lead Department on the award notice is ultimately responsible for the administration and requirements of that award. All Award dollars are entered into the Parent and then flow down to children accounts. We track all anticipated dollars only at the Parent level.

9 Child awards are sub accounts associated with the Parent award that are funded by the Parent NGA and have a separate Brown account number. Child Awards are created for various purposes: a) track specific spending b) equipment purchases c) cross-departmental award administration d) differing Indirect Cost Rates from the Parent

10 Year 1 - $1,000,000 Obligated to the Parent / $3,000,000 Anticipated to come in. Year 1 - $100,000 Distributed to Child account. A new account is needed for the distribution of funds to another Investigator / Department. *Notice the Distributable amounts on the Parent

11 A NEW SEQUENCE is added to the Award record whenever we add new money!! Year 2 - $1,000,000 Obligated to the Parent. Year 2 - $100,000 Distributed to Child account. Year 3 - $1,000,000 Obligated to Parent account / $100,000 Distributed to Child Account.

12 The History screen on the Money & End Dates tab is a snapshot of the funding cycle of the Award / Accounts.


14  Tier One – Project Rollup  Master Agreements - Contracts  Totaled Obligated and Anticipated Funding  No Account Number  Tier Two – Obligated Funding  Notice of Grant Awards  Main Account Fund Number  Reporting Level  Tier Three – Sub Accounts  Subcontracts  Intercompany Funds for Clinical Faculty Salaries

15 View from an Award search View from Hierarchy Actions panel in an Award


17 Obligated dates are updated

18  KC took transactional approach  No longer have to move funds through each tier  Different views available  Current vs. Pending  Totals only, Dates only, Distributed/Distributable

19 Princeton example: Parent only: Parent/child: Parent/child/grandchild: Parent/child/grandchild/ great-grandchild:

20  Princeton simple example:







27  Brown:  Pros: ▪ All accounts under the same award notice are connected in Coeus. ▪ Simple structure quickly identifies main award vs. subaccounts. ▪ Easily roll-up dollars for reporting purposes to main award.  Cons: ▪ Cross-departmental parent / child accounts are sometimes managed by two different individuals. ▪ Department of Lead will not have access to expenditure info of child ▪ Risk of double counting award dollars if reporting structure is not built correctly.

28  Drexel:  Pros: ▪ At a glance project funding history ▪ Award Notice shows child distributions ▪ Shows supplements ▪ Allows for different Overhead Rates ▪ Allows for different PI’s and different Proposal Titles within a award/contract  Cons: ▪ When obligating new funding, remembering to add each parent level ▪ New Award reporting runs off of Tier Two not Tier One ▪ Does not show cost share funding

29  Princeton:  Pros: ▪ Only use variable tiers as needed… ▪ Each PI, dept, or project ▪ Different OH rates ▪ Subcontracts ▪ Type of costs ▪ Supplemental funding ▪ Cost sharing ▪ Create only as many as needed  Cons: ▪ If the parent lead unit differs from lead unit for child accts ▪ Lead unit has ultimate project responsibility ▪ Depending on your financial systems, lead unit might not see children’s expenditures (i.e. labor accounting) ▪ This causes problems when different units overspend! ▪ Difficulties in making the same change to all accts

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