Kuali Research Administration Functionality of MIT Coeus – Awards Kuali Days / November 2007 Tempe, Arizona Heather B. Arnett University of Arizona Susan Mundt University of Arizona Ann C. Spalding Michigan State University

KRA /KFS Process Flow Awards Module Completion: April 2009 Quality Assurance: July 2009 Release: August 2009

KRA Portal

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

Mock Screens: Awards Module

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

Award Panel

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 Panel Sample From Coeus

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

Subcontracts Panel Samples from Coeus

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

Keywords Panel

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

Budget Versions Panel

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

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

Summary & History - Coeus

Money and End Dates - Coeus

Personnel Panel Contains information about the Award’s investigator(s), and other project contacts Pulls from proposal

Personnel Panel

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

Special Review Panel

Custom Data Panel Panel may be customized to meet institution-specific data needs Allows for local customization without hindering upgrades

Custom Data Panel

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

Questions Panel

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

Permissions Panel

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

Notes & Attachments Panel

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

Award Actions Panel

Print, Summary, History

Print Award

History and Summary

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

Terms

Reports

Copy to New Document

Ad Hoc Recipients and Route Log Ad Hoc Recipients –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

Ad Hoc Recipients and Route Log

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

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

Contacts Panel

Award Hierarchy

Indirect Costs

Cost Sharing

Award Closeout

QUESTIONS Presenters will be in the laboratory following this session. Resources