Viewing Information in KC Negotiations, Institutional Proposal, Award, Subaward, and Report Tracking Data

Today’s Goals: 1. Provide information on the basics - KC101 Review the information available to view in the following areas: Institutional Proposal Negotiations Awards Subawards Practice searching for and viewing information in KC

KC 101-The Basics: Terminology, Common Features and Actions There is a Quick Guide that covers this information we will be covering in the “Basics” section in detail that you can reference after the class; at the close of the presentation we will provide information on how to find this and other guides and videos related to today’s training topics.

Terminology Main menu Tabs, channels, links Tabs: Researcher Unit Central Admin Maintenance System Admin

Highlight tabs, links, channels

Terminology – Main Menu Channels contain groups of related links

Common Features Asterisks Implicit saves Data Validation Medusa

Common Features, cont. An Asterisk* indicates a required field that must be completed to advance the document or add a row of information Explain require field asterisk & Implicit Save. Implicit Save—When a user moves from one tab to another, KC saves the e-Doc automatically

Common Features, cont. Data Validation —This panel appears in many modules of the KC application and is used to display: errors that prevent submission into routing warnings that serve as alerts to possible data issues but will not prevent submission into routing and/or allow the document to be finalized

Common Features, cont. Medusa—Tab found in multiple e-Docs. Functions as a relational cross reference for all e-Docs related to a project E-Doc: electronic document : electronic media content (other than computer programs or system files) that are used to gather or display data Explain features of Medusa.

Common Icons New: Creates a new document. Lookup: Provides a means to search values stored in a table within the application. Direct Inquiry: Provides the user additional information about the value entered in the field. Calendar: Provides the user with a means to select a date. Error: Indicates that data are missing or invalid. Expand Text Area: Displays a larger text entry box in a separate pop-up window. Go over the icons common in all sections of KC.

Common Icons, cont. Route Log: Displays Route Log information. Help: Displays a context-specific help page. Expand Text View: Enlarges a text view field so all the text can be seen at once. Go over the icons common in all sections of KC.

Common Icons, cont. Go over the icons common in all sections of KC.

Common Icons, cont. Go over the icons common in all sections of KC.

Common Icons, cont. Go over the icons common in all sections of KC.

Common Icons, cont. Go over the icons common in all sections of KC.

Common Document Buttons Add: Adds data entered into a field to an e-Doc. The Add Person is a variation used in the Key Personnel tab. Delete: Deletes a selected item from an e-Doc. Hide/Show: Reveals or hides contents of individual panels. Expand All, Collapse All: Expand all opens all the subpanels of all the panels on an e-Doc tab; collapse all does the opposite. Fix: Takes the user to the place in the e-Doc where the error is located as pinpointed by KC’s Data Validation functionality. Cancel: Ends the current software operation. Be aware that cancelling an e-Doc from the Actions tab will render it read-only.

Common Document Action Buttons Clear: Erases unsaved information entered into e-Doc. Close: Closes the e-Doc and returns the user to the main menu. Submit: Submits the e-Doc for approval routing. Reload: Refreshes the screen and displays the most recently saved information. Be aware that changes made but not saved prior to reload will be lost. Reset: Returns the screen to the default preferences. Save: Saves the data entered, selected, or updated in the e-Doc. Highlight buttons in KC.

Common Workflow Action Buttons Approve: Signifies you consent to the document/project as outlined in the e-Doc. Reject: Returns the document to the document Initiator when the reviewer has identified changes that are required for approval. Disapprove: Signifies that you do not consent to the document/project continuing. Be aware that disapproving an e-Doc prevents any further action to the e-Doc. FYI: Indicates review of an e-Doc that has been routed to you for informational purposes. Acknowledge: Signifies you have reviewed an e-Doc that has been routed to you as the result of a change in the data, attachments, or status of the e-Doc.

Viewing Institutional Proposal Data

Institutional Proposal An Institutional Proposal is automatically generated when the Submit to Sponsor action is taken  Institutional Proposal information is stored in the Enterprise Data Warehouse and DIM, and becomes the basis for all reports containing data from submitted proposals OSP/BC maintains the Institutional Proposal record; this information can be viewed by the researcher, and department/college administrators When a proposal is funded, the information from the Institutional Proposal record flows into the Award Document, thereby reducing the amount of data entry

Accessing the Institutional Proposal Researcher Tab Proposal Channel > Search Institutional Proposals Allows faculty members to search for Institutional Proposals for which they are listed as an investigator Unit Tab Pre-Award Channel > Institutional Proposal search icon Allows administrators to search for proposals within their organizational unit

Accessing Institutional Proposal information

Institutional Proposal Search Results Enter desired search criteria and click search A list of Institutional Proposals appear in a table below the search categories Click the open link to go directly to the Institutional Proposal document

Viewing Institutional Proposal Information

Accessing the Institutional Proposal using Legacy App # Click on Doc Search Document Type: InstitutionalProposalDocument Organization Document Number: Enter Legacy App #

Accessing the Institutional Proposal using Legacy App #

Accessing the Institutional Proposal using Legacy App #

Institutional Proposal Tab Document Overview Contains the description of the document that is displayed in search results Institutional Proposal Contains rudimentary information about the submitted proposal such as the fiscal month/year the proposal was submitted, activity type, and funding status Sponsor & Program Information Contains information related to the funding agency such as sponsor, prime sponsor, deadline date, and Notice of Opportunity (i.e. Solicitation number) Financial Contains project costs for the initial period and total life of the project

Document Overview & Institutional Proposal Panels

Sponsor & Program Information & Financial Panels

Institutional Proposal Tab continued Graduate Students Not utilized by MSU Notes and Attachments Contains notes and/or attachments relevant to the submitted proposal (please note that notes and attachments do not flow from one document to another, i.e. Institutional Proposal to Awards) Delivery Information Contains information about how the proposal was submitted to the sponsor (not used when proposals are submitted electronically) Keywords Displays keywords entered in the submitted Proposal Notes & Attachments do not flow from one document to another…..OR From Proposal Development to Institutional Proposals in phase 1B

Notes & Attachments, Delivery Info & Keywords Panels

Contacts & Custom Data Tabs Project Personnel Includes key personnel details; identifies the Lead Unit and credit distribution across individuals and units Unit Contacts Identifies department/college personnel responsible for the submission of the proposal and management of the award, if funded Central Administration Contacts Identifies OSP, BC, and/or CGA personnel responsible for the submission of the proposal and management of the award, if funded Custom Data Proposal Displays the voluntary cost share information entered in the Proposal Development document

Project Personnel Panel

Unit & Central Administration Contacts Panel

Special Review, Intellectual Property Review & Distribution Tabs Displays relevant research compliance-related information Intellectual Property Review Not utilized by MSU Distribution

Special Review Tab

Institutional Proposal Actions Tab Data Validation Used by OSP/BC when making edits to the Institutional Proposal record Funded Awards Displays the associated Award(s) that were generated from the proposal Ad Hoc Recipients Not utilized Print Allows users to print/save a summary of the institutional proposal record (note that the current & pending reports are not utilized by MSU) Route Log Displays the status and approval history Data Validation verifies the accuracy and completeness of the data.

Funded Awards & Print panels

Medusa Tab Shows the relationship between documents in KC Displays summary information about each related document Medusa allows you to click and retrieve documents linked together across the KC modules

Viewing Medusa

Institutional Proposal Search Exercise Use the handouts provided to locate, open, and review an Institutional Proposal Please do not hesitate to ask questions – we are here to help!

Viewing Negotiation Data

Negotiations The Negotiation module maintains tracking information for proposal and award negotiation activities associated with existing or potential MSU research. Negotiation documents are created and managed by OSP/BC; this information can be viewed by the researcher, and department/college administrators The Negotiation Module replaces the Activity Log

Accessing Negotiations Researcher Tab Negotiations Channel > All My Negotiations Allows faculty members to search for Negotiation activities related to projects for which they are listed as an investigator Unit Tab Pre-Award Channel > Negotiation search icon Allows administrators to search for negotiation activities related to projects within their organizational unit

Accessing Negotiation Information

Negotiation Search Results Enter desired search criteria and click search A list of Negotiation documents appear in a table below the search categories Click the open link to go directly to the Negotiation document

Viewing Negotiation Information Draft Award: Team: Pre notes: Need a new graphic here, this document is in edit mode.

Negotiation Document Overview Negotiation Activities & Attachments Includes a brief description of the negotiation activity Negotiation Displays key information for the overall Negotiation document as well as from the associated Proposal Development, Institutional Proposal, Award or Subaward Activities & Attachments Each activity and its status are tracked separately along with the attachments Medusa Shows the project documents linked together in KC

Document Overview and Negotiation Panels Draft Award:

Activities & Attachments panel

Medusa Shows the relationship between documents in KC Displays summary information about each related document Medusa information can be accessed by clicking on the Medusa tab inside the Negotiations document or alternatively accessed directly from the look up results

Viewing Medusa

Negotiation Search Exercise Use the handouts provided to locate, open, and review a Negotiation Please do not hesitate to ask questions – we are here to help!

Viewing Award Data

KC Award The Award Module is used to store detailed information for Awards The Award document is linked to the Institutional Proposal to provide information for data tracking and reporting purposes It includes a complete history of changes made to Awards from the notice of award through closeout It is designed to primarily be used by CGA, OSP, and BC who will create and maintain the Award Documents; this information can be viewed by the researcher, and department/college administrators based upon permission profiles.

Accessing the Award Researcher Tab Award Channel > All My Awards Allows faculty members to search for Awards for which they are listed as an investigator

Accessing the Award Unit & Central Admin Tabs Post-Award Channel > Award search icon Allows administrators to search for awards within their organizational unit

Accessing the Award using Legacy App # Click on Doc Search Document Type: Search Icon Document Type Lookup: enter *award* in the Name Field

Accessing the Award using Legacy App # Return Value: AwardDocument Enter Legacy APP # in the Organization Document Number field, click Search

Accessing the Award using Legacy App # Click the appropriate Document ID to open the award.

Viewing the Award Identifying information about the award including PI name, Lead Unit, Sponsor Name, Award ID and Account Number, can be found at the top of the page. In addition, there are several tabs located at the top that provide detailed information about the award.

Award Tab: Document Overview & Funding Proposals Panels Provides a description of the Award document Funding Proposals Lists Institutional Proposal(s) linked to the Award

Details & Dates Panel Displays current information about the Institution, Sponsor, Sponsor Funding Transferred and Time and Money subpanels. View History provides a look at previous changes made to the award. This will open in a new window.

Subawards Panel Subawards that have been linked to the award can be opened from this panel Note that the award document and the subaward document both must be in final status for the open subaward link to appear

Sponsor Template Panel Shows the Sponsor Template that CGA applied to the award. The template contains Sponsor specific information such as terms & conditions, contacts, and reporting requirements. This information will pre-populate fields located in other tabs (e.g. Payment, Reports & Terms).

Keywords Panel Keywords from the Institutional Proposal will flow into this panel. This should be used in a similar fashion as the keywords section in the current transmittal system. For example, if there is international travel, the foreign country should be identified in the IP which would then flow into this panel.

Contacts Tab: Key Personnel and Credit Split Panel Includes key personnel details; identifies the Lead Unit and credit distribution across individuals and units

Unit, Sponsor, and Central Administration Contacts Panels Unit Contacts Lists contact information for departmental and/or college staff assigned to administer this Award Sponsor Contacts Lists the contact information for individuals and/or organizations who can be contacted for this Award Central Administration Contacts Lists contact information for OSP, BC and CGA staff assigned to this Award

Unit, Sponsor, and Central Administration Contacts Panels The address book button next to each of the contacts provides additional details for the contact such as address, phone number, etc.

Commitments Tab Cost Sharing Rates Preaward Authorizations Displays required cost share information that MSU is obligated to fulfill Rates Identifies the Facility & Administrative (F&A) rates that apply to this Award. The dates shown in this section apply to the F&A rate and will not reflect the project period. Preaward Authorizations Included information related to advance or hardship funding that was pre-approved by the sponsor during negotiations

Commitments Tab

Budget Version Tab Budget Overview Budget Versions Displays read-only summary information about the Award Budget Budget Versions Displays summary information for each budget version

Budget Version Tab Budget Limits Displays view-only budget limits for the Personnel and Non-Personnel budget categories

Award Budget Document The Award Budget Document can be opened from the Budget Versions Panel and will open in a new window. There are several tabs located across the top similar to the Award Document.

Award Budget Tabs Parameters Rates Summary Personnel Non-Personnel Displays summary information about the Award Budget Rates Displays the F&A, Benefit, and Inflationary rates impacting the Award Summary Displays a summary of the budget by cost category Personnel Displays a summary of the personnel budgeted, by object code Non-Personnel Displays a summary of the non-personnel items budgeted, by type and object code Distribution & Income – Project Income Cost Share and Unrecovered F&A functionality is not utilized. Project Income panel displays a summary of any income generated by the project

Payments, Reports & Terms Tab Payment & Invoices Contains payment terms, invoice requirements and payment schedules. CGA will only be using Payment Basis and Payment Method at this time. Payment & Invoices: Track the invoices and payments that we receive from non-federal sponsors (those which we don’t do draws) - basically, tracking of how WE get paid. since it doesn’t tie to KFS, we only plan to enter the information at the top of the panel – Payment Basis, Payment Method, Document Funding ID. CGA will still be using AE to do invoicing, managing AR and KFS to deposit funds.

Payments, Reports & Terms Tab Contains the due date for and submission dates for the various types of reports required by the sponsor Payment & Invoices: Track the invoices and payments that we receive from non-federal sponsors (those which we don’t do draws) - basically, tracking of how WE get paid. since it doesn’t tie to KFS, we only plan to enter the information at the top of the panel – Payment Basis, Payment Method, Document Funding ID. CGA will still be using AE to do invoicing, managing AR and KFS to deposit funds.

Payments, Reports & Terms Tab Contains the terms and conditions set by the sponsor Payment & Invoices: Track the invoices and payments that we receive from non-federal sponsors (those which we don’t do draws) - basically, tracking of how WE get paid. since it doesn’t tie to KFS, we only plan to enter the information at the top of the panel – Payment Basis, Payment Method, Document Funding ID. CGA will still be using AE to do invoicing, managing AR and KFS to deposit funds.

Payments, Reports & Terms Tab Special Approval Contains information about equipment and/or foreign travel items approved by the sponsor. This will not be utilized by CGA at this time. Closeout Integrates with the Payments & Invoices and Reports panels to automatically display final reports and due dates Payment & Invoices: Track the invoices and payments that we receive from non-federal sponsors (those which we don’t do draws) - basically, tracking of how WE get paid. since it doesn’t tie to KFS, we only plan to enter the information at the top of the panel – Payment Basis, Payment Method, Document Funding ID. CGA will still be using AE to do invoicing, managing AR and KFS to deposit funds.

Special Review Tab Special Review Displays relevant research compliance-related information such as Human Subjects, Animal Usage, Space Change, etc.

Custom Data Tab Custom Data General This panel stores the FAIN (Federal Award Identification number).

Comments, Notes, & Attachments Tab Contain aggregated view of various comment boxes throughout the Award document

Comments, Notes, & Attachments Tab Contain notes that are specific to the award Attachments Contains electronic documents specific to the award such as the award notice from the sponsor

Award Actions Tab Data Validation Hierarchy Actions Displays any errors or warning messages; this is used by CGA when setting up an award. Hierarchy Actions Allows users to see the structure of an award; helpful when splitting the award across multiple colleges/departments.

Award Actions Tab Print Allows users to generate and save, send, and/or print the award notice. Units will only be able to view and print.

Award Actions Tab Route Log Create Account Displays which users have taken actions on the award document Create Account Displays the corresponding KFS account document number

Medusa Tab Shows the relationship between documents in KC Displays summary information about each related document Medusa information can be accessed by clicking on the Medusa tab inside the Award document or alternatively accessed directly from the look up results

Medusa Tab

Viewing Medusa

Please do not hesitate to ask questions – we are here to help! Award Search Exercise Use the handouts provided to locate, open, and review an Award Please do not hesitate to ask questions – we are here to help!

Viewing Subaward Data

KC Subaward The Subaward Module is used to store detailed information for Subawards CGA will create and maintain subawards; this information can be viewed by the researcher, and department/college administrators Information throughout the Subaward document is used to populate fields in the Federal Demonstration Partnership (FDP) Research Subaward Agreement form that can be printed from the Subaward Actions tab – Print panel (available in Phase 1B)

Accessing Subawards Unit Tab Post-Award Channel > Subaward search icon Allows administrators to search for subawards related to projects within their organizational unit Central Administration Tab Allows administrators to search for subawards

Accessing Subawards Award Document > Subaward panel Allows administrators to open subawards directly from the Subaward panel in the Award document Note that the award document and the subaward document both must be in final status for the open subaward link to appear

Search and View a Subaward To search for all subawards within your unit to the University of Michigan. Choose the lookup icon for Subrecipient Enter *Michigan Univ* in the Organization Name field and click Search New screen capture needed

Search and View a Subaward A list of Subaward documents appears in a table below the search categories Click the “Return Value” button for “Michigan University of” to return the value to the subaward lookup screen New screen capture needed

Search and View a Subaward Click Search to see a list of subawards to the University of Michigan Click the open link to go directly to Subaward #5 New screen capture needed

Document Overview & Subaward Panels Provides identifying information about the subaward document Subaward Subrecipient, Subaward Type, Dates and Amounts are some of the fields displayed in this panel

Funding Source, Contacts, & Closeout Panels Lists the award that is linked to the subaward Contacts Lists contacts for both MSU and the subrecipient Closeout Lists reports and other information required by subrecipient at closeout

Financial Tab History of Changes Invoices Lists obligated and anticipated amounts for the subrecipients Invoices Functionality will not be utilized by MSU at this time. Note to Instructor: Mention that the Custom Data tab shown on the screen won’t be covered as we aren’t using it here at MSU.

Template Information Tab (Not implemented at this time) Used by Central Administration and Lists information needed to create FDP Subawards

Template Information Tab (Not implemented at this time) Reports Lists financial reports required from the subrecipient Template Attachments Lists attachments to be included in the subaward, e.g. SOW, prime award to MSU, budget, etc.

Notes & Attachments Tab Contains electronic documents specific to the subaward Fully Executed Subaward Amendments

Subaward Actions Tab Data Validation Displays any errors or warnings; helpful to CGA only and will be blank when viewing finalized subawards Print Generates a .pdf of the FDP agreement or modification (not utilized at this time)

Subaward Actions Tab Route Log Displays workflow action and routing information for the Subaward

Medusa Tab Shows the relationship between documents in KC Displays summary information about each related document Medusa information can be accessed by clicking on the Medusa tab inside the Subaward document or alternatively accessed directly from the look up results

Viewing Medusa

Subaward Search Exercise Use the handouts provided to locate, open, and review a Subaward Please do not hesitate to ask questions – we are here to help!

Viewing Report Tracking Data

Award Report Tracking The Award Report Tracking module is a tool for viewing reports related to an award Report Tracking is a function of the Awards module Data displayed is pulled directly from information collected in the Award Document > Payment, Reports & Terms Tab > Reports panel This functionality is used to view reports listed for an Award, Principal Investigator, or Sponsor. Users are not able to create the reports directly from this area of KC

Award Report Tracking Central Administration will generate the schedule of reports for the award when creating accounts For Phase 1A: Final financial and all Technical reports will be added. For Phase 1B: Users will be able to update the status and add comments for Technical reports.

Award Report Tracking The Report Tracking functionality can be accessed via the Unit or Central Admin Tab Select the Award Report Tracking option within the Post-Award channel

Award Report Tracking View information relating to a specific report or group of reports on the Award Reporting Lookup screen

Search and View: Award Report Tracking From the Award Reporting Lookup Screen, enter the Principal Investigator Name and choose Search to view a list of reports for this PI

Search and View: Award Report Tracking From the list of reports generated, click show to see additional details about the award requiring the report

Change View Select the change view button to define your search further The change view function enables the user to select their view from PI, Award or Sponsor, or customize the view to include only the desired fields Once the correct view is selected, select the update view to proceed

Report Tracking Views The PI View is the default view and is based on the Principal Investigator and the Type of Report The Award View displays the search results based on the Award ID The Sponsor View displays the search results organized by sponsor The Customize View displays the search results similar to that of the PI View, users are able to select which fields are displayed

Group / Detail The Group column of checkboxes determines the fields shown when the search results are first displayed The Detail column of checkboxes determines the fields shown when a user clicks show next to a report in the search results Clicking reset custom view resets the checked boxes to those that are shown under the PI view

Award Report Views Users can toggle between two options for viewing reports The aggregate view is the default view and summarizes the report fields The report view returns additional fields, including the Report Due date, Status of the report, the Sponsor Name, and the Title of the Award

Report Tracking Search Exercise Use the handouts provided to locate, open, and review reporting requirements for an Award Please do not hesitate to ask questions – we are here to help!

After today’s class you will: Be more comfortable navigating the KC system Be able to locate and view: Institutional Proposal data Negotiations activities Award data, including when reports are due Subaward data

For more information The following materials are available at http://ra- project.vprgs.msu.edu/user-education-and- resources to aid you in viewing information in KC: KC Navigation job aid KC Navigation video Viewing Information in an Award video

Thank you for your attention and participation! Questions? Thank you for your attention and participation!