Michigan State University Kuali Research Administration Functionality of MIT Coeus – Awards Kuali Days / November 2007 Tempe, Arizona Heather B. Arnett University of Arizona Susan Mundt Ann C. Spalding Michigan State University Susan Logos for current Kuali Participating Partners (If asked: Anyone interested in joining Kuali Consortium can see www.kuali.org or contact Lori Schultz)

Quality Assurance: July 2009 KRA /KFS Process Flow Awards Module Completion: April 2009 Quality Assurance: July 2009 Release: August 2009 Susan Awards Module (Release 2.0): Scheduled to be completed - April 2009 Quality Assurance - July 2009 First Release - August 2009 Functional Specifications are currently being written Mock screens being drafted (In case of questions…) KRA Release 1.0 QA: 4/08, Release: 7/08 Proposal Development/Budget Kuali Rice Integration KRA Release 2.0 Completion: 4/09, QA: 7/09, Release: 8/09 IRB/Human Participants Awards Conflict of Interest KRA Release 3.0 Completion: 4/10, QA: 7/10, Release: 9/10 Institute Proposal/Negotiations Report Tracking Subcontracts Animal Care and Use

KRA Portal Susan Example of KRA Portal (https://test.kuali.org/kra-cnv/portal.jsp), and how to get to Award Module

Highlights of KRA Awards Functionality is based on MIT’s Coeus System with Princeton’s budget model Detailed budget Infrastructure allows for electronic document routing Information links between Kuali Modules (Proposal and IRB data brought forward to Awards) Electronic record keeping Susan Our goal is to create a functional equivalent of Coeus in a web-based application, which allows for certain improvements. For instance… (cover bullets) Will talk more about the budget functionality, and workflow/routing later in presentation. Modules will be integrated to protect the integrity of the database and reduce effort needed to obtain a useful, complete data set. KRA is not a reporting tool, so each school will be responsible for decision support and data warehousing.

Mock Screens: Awards Module Susan and Ann – Susan leave up for Ann to start with for Awards Susan: Please keep in mind that the Awards module is a work in progress. These slides show a combination of KRA mock screens and Coeus screen shots. The KRA pages are subject to change as the product is developed, tested and critiqued. The intent is to show you the Kuali look and feel, and illustrate the Coeus functionality that we want to achieve with KRA. Ann:

Award Panel Certain data elements flow from the proposal into the Award panels An award can be linked to one or more proposals from the Proposal Development/Budget Module Each award will be identified with a unique system generated Award ID and Sequence ID The panels provide detailed information about award, sponsor, program, payment requirements, pre-award spending and sponsor terms and conditions The Additional Information panel contains the institutional account number and project classifications Ann The award panel has expandable data fields related to the panel: Required Fields for Saving Document Sponsor & Program Information Additional Information Other Header Subcontracts Keywords Sponsor and award information includes: award id, sequence ID, status, sponsor award id, sponsor, modification ID, title, CFDA No Dates include: Project Start Date, Project End Date, Effective Date, Budget Start Date Internal Categorization includes: Activity Type; Award Type; Account Type; NSF Code; Sub Plan Pre award spending info: Pre Award Authorized Amount, Pre Award Effective Date Last update, update user – mention if it comes up

Award Panel Ann Required Fields for Saving Document All fields required to save the document Sponsor & Program Information Identifying information Additional Information Pertinent Dates and Categorization Information

Other Header Panel A Sponsor template may be created, maintained, and updated based on sponsor and award type to pre-fill selected data elements Reduces data entry and error by automating entry of standard terms, conditions, reports and contacts for a given sponsor Details competing/non-competing renewal information, award type, payment method and basis Details payment and invoicing instructions Other Header Details various sponsor information, award type and payment requirements Templates providing sponsor information – terms and conditions, payment, reporting, etc. are table based. These tables and be updated and edited.

Other Header Panel Sample From Coeus Ann The panel will allow the user to select the template that best matches the sponsor. Once the prime sponsor is identified (will be prepopulated from proposal), the default terms will automatically populate the fields. You have the option to select something different that more appropriately represents your specific award. This panel will also provide information on the payment and invoicing instructions.

Contains information about subcontracts associated with the award Subcontracts Panel Contains information about subcontracts associated with the award Two sections: Approved Subcontracts for this Award Anticipated subcontracts for the award Subcontracts where this award is a Funding Source Issued subcontracts for the award Ann The identified proposal will pre-populate information regarding approved subcontracts. Will also have the functionality of selecting sponsor templates and reports. A subcontract module is being planned in the future.

Subcontracts Panel Samples from Coeus Ann

Allows user to search for specific award by topic Keywords Panel Allows user to search for specific award by topic Help in identifying the type of research/project being conducted Facilitates institutional reporting on research and sponsored projects by topic and area Ann Provides the functionality of searching and reporting for a specific award topic

Keywords Panel Ann Provides the functionality of searching and reporting for a specific award topic or area of study. If the title of a project also includes as a keyword a foreign country it would be one way to identify which countries an institution is working in around the world.

Based on Princeton Budget Format Budget Versions Panel Based on Princeton Budget Format Any version of the budget may be copied from an identified proposal Category summary (i.e., personnel, supplies, travel) Ability to re-budget New budget may be created Routing capabilities for approval Maintain budget history Ann Budgets prepared at the proposal stage using the Princeton format will have the functionality of being able to be copied to the award module. This functionality is currently available in Coeus and will be available in KRA

Budget Versions Panel Ann Budgets prepared at the proposal stage using the Princeton format will have the functionality of being able to be copied to an award instrument. This functionality is currently available in Coeus and will be available in KRA. Some sponsors require a new/revised budget with incremental funding. This panel provides you with the functionality of maintaining a budget history.

Money and End Dates Panels New Awards Dates Anticipated and Obligated Funds Changes Corrections to existing information New Entries Adding additional funds, other trackable changes Summary Information about an Award - Cost Share, Indirect Costs, Subcontracts, etc. History Maintains historical changes to award

Money and End Dates Panels Ann The Money and End Dates mock screen is still being created. I will be showing you Coeus screenshots to demonstrate the functionality that will be available in the panels represented under the Money and end Dates Tabs. It is possible that some of the panels may be labeled New Award, New Entry, Changes, Summary, History

Money and End Dates - Coeus Sequence 1 New Award Sequence 2, 3… New Obligations / Distributions Reductions in Obligations / Distributions No Cost Extensions only if entered in as a Award New Entry KRA will allow tracking of new entries similar to the Coeus’ current model of sequencing Ann KRA will allow us to track “Award New Entries” similar to Coeus’ current model of sequencing

Summary & History - Coeus Ann Changes in an award including parent and child (subawards), money, dates are reflected in both the history and summary of an award. Here are two screen shots from Coeus. The Award Summary provides lots of additional important information – equipment, foreign travel, cost sharing and indirect costs.

Money and End Dates - Coeus Ann Coeus allows for customizable views of the distribution of funds among parent/child accounts based on which toggle buttons are selected. KRA will have more of a panel look but maintain similar functionality

Personnel Panel Contains information about the Award’s investigator(s), and other project contacts Pulls from proposal Susan This information currently pulls from the proposal and that will continue into KRA

Personnel Panel Susan This is where you can find contact information for contacts linked to the award from the Rolodex.

Will pull information from Compliance Modules (IRB) Special Review Panel Contains information regarding research functions that require special review Human Subjects Biohazards Animal Care Will pull information from Compliance Modules (IRB) Susan

Special Review Panel Susan

Panel may be customized to meet institution-specific data needs Custom Data Panel Panel may be customized to meet institution-specific data needs Allows for local customization without hindering upgrades Susan Costal and offshore tracking for some institutions

Custom Data Panel Susan Custom Data may be categorized

Contains certification information Questions Panel Contains certification information Lists pertinent questions relating to the award Answers act as certifications Susan

Questions Panel Susan

Customizable list of individuals who have access to an award Permissions Panel Customizable list of individuals who have access to an award View access Modify access Institutional specific access Susan

Permissions Panel Susan

Notes & Attachments Panel Attachments may be added as part of the award for future viewing Word Excel pdf Notes may be added by users instead of an attachment Susan

Notes & Attachments Panel Susan

Notes & Attachments Panel Susan

Award Actions Panel Maintains Award print options Award summary information Award history detail Award specific terms and conditions Award specific reporting requirements Award copy functionality Ability to add ad hoc approvers to routing process Award document route log Heather

Award Actions Panel Heather

Print, Summary, History Heather

Print Award Heather

History and Summary Heather

Terms Contains information about terms and conditions related to the award Equipment Acquisition Invention Other Approval/Notification Requirement Property Publication Referenced Documents Rights in Data Subcontract Approval Travel Heather

Terms Heather

Reports Heather

Reports Heather

Copy to New Document Heather May be used to copy and create a new subaccount – but KFS creates sub accounts differently so be careful in what you say here. More likely to be used in cases where one PI had multiple awards that are very similar, you can just copy across and reduce data entry in those cases

Ad Hoc Recipients and Route Log Approval routing Acknowledgement routing FYI routing Route Log Details standard approvals for select action plus any Ad Hoc Recipients Provides status of action in the routing process Heather Who’s seen it, who has taken action and action remains

Ad Hoc Recipients and Route Log Heather

Other Highlights Contacts Panel Award Hierarchies Indirect Cost Cost Sharing Award Closeout Heather

Detailed information about sponsor contacts related to the award Contacts Panel Detailed information about sponsor contacts related to the award Contact details stored and pulled from Rolodex to reduce data entry and error Contacts captured based on contact type and name / organization Heather

Contacts Panel Heather Mock screens currently not available but have no intention of eliminating this functionality

Award Hierarchy Heather Coeus uses hierarchies to represent relationships between awards Similar to a family tree All members of a family begin with the same six digit number followed by a hyphen and a unique three-digit number Parents Children Grandchildren The institutional account number is listed after the award number and extension (There are four awards at the second level of this hierarchy (the awards ending in 002, 003, 004, 005). These four awards are children of the prime award. The first three (002, 003, and 004) have children of their own. The award highlighted in blue is one of these children (the award ending in 010). This award is a child of 003 and a grandchild of 001. Put another way, the prime award (001) is a parent of 003 and a grandparent of 010. Award 003 is both a child of 001 and a parent of 010. There are four awards at the second level of this hierarchy (the awards ending in 002, 003, 004, 005). These four awards are children of the prime award. The first three (002, 003, and 004) have children of their own. The award highlighted in blue is one of these children (the award ending in 010). This award is a child of 003 and a grandchild of 001. Put another way, the prime award (001) is a parent of 003 and a grandparent of 010. Award 003 is both a child of 001 and a parent of 010.)

Indirect Costs Heather Note: Kra will be able to deal with Indirect Costs

Cost Sharing Heather Note: Kra will be able to deal with Cost Sharing Talk about the ability of the system (Coeus or KRA?) to track cost sharing

Award Closeout Heather

QUESTIONS Presenters will be in the laboratory following this session. Heather Resources www.kuali.org www.coeus.org

Thanks for attending! Heather