Open source administration software for education research administration Awards Module Susan Mundt, University of Arizona KCC Award Subcommittee Co-Lead

open source administration software for education

research administration

Awards ModuleSusan Mundt, University of ArizonaKCC Award Subcommittee Co-Lead

[email protected]


Awards Module Integration


Kuali Coeus Timeline

• See http://kuali.org/kc/timeline for updates


Kuali Coeus Main Menu – User tabsDifferent tabs for different user groups

Functional areas are

separated


Unit tab for Departmental Administrators

Click here to search for an

existing Award


Central Admin tab for Sponsored Projects Users

Click here to create a

new Award


Maintenance tab to customize tables


System Admin tab

• Maintain people and parameters• Set up workflow and notifications


Orientation – Document tabs & panels

This is an Award Document

Document status/ID is always visible

This is the Award tab

On-line help

Scroll down to see document actions on each tab

Other panels may be open or closed

Required fields are marked with an asterisk


Funding Proposals

Linking a Funding Proposal feeds data from the Institutional Proposal to the Award


Details & Dates

Identifiers and classification of your Award


Subawards

List Subawards approved by the sponsor

Integration with the Subawards module is scheduled for future release


Sponsor Template and Keywords

Apply a Sponsor Template to populate Award data for common award programs (Prime Sponsor, Sponsor Contacts, Payments, Reports, Terms and Comments)

Keywords provide common classifications for activity reporting


Contacts tab

One place for all lists of Institutional and Sponsor Contacts for an Award


Key Personnel


Credit Split

• Key Persons can be included or excluded individually

• Up to 8 split classifications


Unit Contacts

• System populates default internal Lead Unit contacts • Additional contacts can be added and deleted


Sponsor Contacts

• Can be populated by a Sponsor Template

• Sponsor Contacts are also used as recipients of Reports and Invoices

• Lookups are available to see all data in the Rolodex record (Person or Organization column)


Central Administration Contacts

• View the full Person or Unit record with one click on the open book icon

• Central Admin Contacts display automatically for the Lead Unit


Commitments tab, Cost Sharing


Rates (F&A and Benefits)

• Record budget rate restrictions

for the Award


Preaward Authorizations

• Document funds provided for work before an Award is finalized


Budget Versions tab

• This is your gateway to Award Budget and where to get the “big picture”


Payment, Reports & Terms tab

• Sponsor restrictions and requirements for easy reference


Payment & Invoices

• Generate an invoice/payment requirements list• Track payments received


Reports

• Generate a schedule of recurring reports and proposals due• Choose recipients from Sponsor Contacts or search the Rolodex• Capture reference data for purchasing• Return Report data to Sponsor Template defaults with ‘sync to

template’


Terms

• Populate data for similar Award programs with Sponsor Template

• Build a convenient reference list of Sponsor terms & conditions


Special Approvals (Approved Equipment and Foreign Travel)

• Track specific approval for closely monitored expense categories


Closeout

• Data in the Reports panel populates standard final report due dates

• Add additional Closeout reports

• Document archive location during record retention period


Special Review tab

• Data added from each Funding Proposal linked to the Award

• Future compliance modules will be integrated


Custom Data tab

• Additional data needs will not complicate future

upgrades


Comments, Notes & Attachments tabComments panel


Notes panel and Attachments panel


Award Actions tab


Data Validation

Turn on Validation to flag errors as you enter data and save

The “fix” buttons take the user to the appropriate panel to correct problems


Hierarchy Actions

Open this window in a full screen

• Click a row in the Award Hierarchy to make a copy or create a new child award

• Duplicate entire branches of the hierarchy tree with Copy Descendants


Print

Generate standard printouts in .pdf format


Sample Printouts


Ad Hoc Recipients and Workflow


Medusa tab

• Displays related KC proposals and awards in tree view• View document Summaries, open a related document or view Notes


Time & Money Document

• A Time & Money doc must be created and finalized entirely “inside” or “outside” an Award version document• View document Summaries, open a related document or view Notes


T&M: Document Overview and Workflow

• Standard KC panels


T&M: Award Hierarchy


T&M: Transactions

• Add and subtract funds from an Award hierarchy

• Move funds within an Award hierarchy

• System performs intermediate transactions


T&M: Direct/F&A Funds Distribution

Break down anticipated Award amounts into Direct and F&A Costs for all budget periods


T&M: Summary

This screen is identical to the Medusa Award Summary


T&M: Action Summary and History


Award Budget: Parameters tab

• Budget dates, Obligated Total and F&A Rate Type feed from the Award • System calculates Budget Change Total Cost Limit• Budget Overview panel is identical to panel of the same name in the Award doc• You can enter a Summary level budget by entering Direct and F&A Amounts in the Budget Periods & Totals panel


Award Budget: Budget Versions tab

• This is identical to the Budget Versions panel in the Award Document • It provides a budget history at a glance


Award Budget: Rates tab: F&A Rates and Fringe Benefits

• Rates from the Institutional Rate tables default for the Obligation period

• Applicable Rate column can be used to override defaults as needed

• Data from the Award F&A Rates and Employee Benefits panels will lock down the Applicable Rate


Award Budget: Inflation Rates

Functionality is the same as in Proposal Development Budget module


Award Budget: Vacation and Other Rates

• Rate synchronizing or reset is available from any rate panel or for all panels


Award Budget: Summary tab


Award Budget: Personnel tab; Project Personnel and Budget Overview panels


Award Budget: Personnel Detail

• Budget Periods & Totals are calculated (overwriting entered values) if budget details are entered


Award Budget: Personnel Line Item Details

• The Summary, Personnel & Non-Personnel panels function the same as in Proposal Development budget


Award Budget: Non-Personnel Detail panels


Award Budget:Distribution & Income, Cost Sharing

Distribution List comes from Award, Cost Sharing Panel

Summary comes from Personnel and Non-Personnel tab details


Award Budget: Distribution & Income, Unrecovered F&A

Distribution List entered in Award F&A Rates panel

Summary comes from Personnel and Non-Personnel tab details

Project Income panel functions like in Proposal Budget


Award Budget: Budget Actions tab, Budget Justification

• Budget Justification works just like in Proposal Development Budget

• Data Validation and Workflow panels function like in the Award document


New for KC3.1: Sync Descendants

• Push changes from a parent award to selected child awards in a hierarchy.


Award Credit Split

• Choices to merge, replace or make no change to Credit Split when linking additional Funding Proposals to an Award


Parameter to require breakdown of Direct and F&A Costs• Appears in the Award document, Details & Dates panel

• Appears in the Time & Money doc, Award Hierarchy and Transactions panels


Parameter for Cost Sharing Period flexibility

• Change label to ‘Project Period’ or another custom label on all Cost Sharing screens where ‘Fiscal Year’ previously existed.


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Documents

Open source administration software for education research administration Awards Module Susan Mundt, University of Arizona KCC Award Subcommittee Co-Lead