1. 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 or contact Lori Schultz)

2. 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 QA: 4/08, Release: 7/08
Proposal Development/Budget
Kuali Rice Integration
KRA Release Completion: 4/09, QA: 7/09, Release: 8/09
IRB/Human Participants
Awards
Conflict of Interest
KRA Release Completion: 4/10, QA: 7/10, Release: 9/10
Institute Proposal/Negotiations
Report Tracking
Subcontracts
Animal Care and Use

3. KRA Portal
Susan
Example of KRA Portal ( and how to get to Award Module

4. 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.

5. 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:

6. 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

7. 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

8. 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.

9. 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.

10. 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.

11. Subcontracts Panel
Samples from Coeus
Ann

12. 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

13. 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.

14. 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

15. 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.

16. 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

17. 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

18. 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

19. 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.

20. 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

21. 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

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

23. 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

24. Special Review Panel
Susan

25. 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

26. Custom Data Panel
Susan
Custom Data may be categorized

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

28. Questions Panel
Susan

29. 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

30. Permissions Panel
Susan

31. 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

32. Notes & Attachments Panel
Susan

33. Notes & Attachments Panel
Susan

34. 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

35. Award Actions Panel
Heather

36. Print, Summary, History
Heather

37. Print Award
Heather

38. History and Summary
Heather

39. 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

40. Terms
Heather

41. Reports
Heather

42. Reports
Heather

43. 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

44. 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

45. Ad Hoc Recipients and Route Log
Heather

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

47. 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

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

49. 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.)

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

51. 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

52. Award Closeout
Heather

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

54. Thanks for attending!
Heather