Award Set Up: Research Gifts

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Today’s Goals

1. Provide information on the basics - KC101

2. Look at the procedural differences between creating a Research Gift Award in Account Explorer and in KC

3. Provide information on how to establish and update a research gift in KC

4. Give you the opportunity to create and edit a research gift in KC

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KC 101-The Basics:Terminology, Common Features and Actions

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Terminology Main menu

Tabs, channels, links Tabs:

• Researcher• Unit• Central Admin• Maintenance• System Admin

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Common Features

Asterisks Implicit saves Data Validation Medusa

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Common Features, cont.

An Asterisk* indicates a required field that must be completed to advance the document or add a row of information

Implicit Save—When a user moves from one tab to another, KC saves the e-Doc automatically

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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

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Common Features, cont.

Medusa—Tab found in multiple e-Docs. Functions as a relational cross reference for all e-Docs related to a project

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Common IconsNew: 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.

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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.

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Common Document ButtonsAdd: 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.

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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.

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Common Workflow Action ButtonsApprove: 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 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.

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Establishing a Research Gift

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Current State Process-New Research Award

1. CGA deposits funds into KFS account or moves funds in KFS (from holding account).

2. CGA creates/updates account in Account Explorer to add transaction amount and link to eTransmittal App#.

3. CGA updates monthly report to University Advancement on the receipt of the gift.

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Current Process that must be completed

1. In KFS • Deposit funds into KFS account or move funds in KFS (from holding

account)

2. In Account Explorer Create/update account in Account Explorer to add transaction

amount and link to eTransmittal App#Enter the award amount Link the app, if not already linkedAdd notes in account details, if necessary

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New Process – Kuali Coeus1. CGA will create a new award, or version an existing award in KC, linking to the Institutional Proposal. CGA enters transaction amount in either the Award doc or a new Time & Money doc. CGA will also complete an Award Budget doc, if applicable.

2. CGA deposits check into account or transfers funds from the holding account.

3. CGA updates monthly report to University Advancement on the receipt of the gift.

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KC steps that must be completed1. Create a summary Proposal, attach funding letter

2. Submit Proposal into routing and approve, submit Proposal to sponsor, KC automatically creates an Institutional Proposal

3. Update existing Award or create new one, link to the Institutional Proposal, add data in Award tab

4. Update existing KFS Account or create a new KFS Account

5. Update existing award budget or create a new award budget, if applicable

Document OverviewFunding ProposalsDates & Details

InstitutionTime & MoneySponsor Template

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Create a Gift Award

1. From the main menu, click the Central Admin tab.

2. Click the create new icon to create an award; KC opens a blank Award document in edit mode with the Document Overview, Funding Proposals, and Details & Dates panels open.

3. Enter a brief summary of transaction in Description field of Document Overview panel.

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Complete the Funding Proposals Panel4. Enter Institutional Proposal number in Funding

Proposals panel, then click add.• The Proposal Merge Type will default to Initial Funding

for new awards

• Click add on the right side of the panel

5. Complete the Details and Dates panel fields.• Select New from the Transaction Type drop down menu

• Enter the date of the check or gift letter in the Notice Date field

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Verify Sponsor Template6. Complete the fields in the Institution Panel.

• Under Award Status select Active

• Under Account Type select Gift

7. Under award type, select Gift

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Complete the Time & Money Panel8. Complete the following fields in the Time & Money panel.

• Project Start/End dates, Obligated Start/End dates

• Obligated Amounts, Anticipated Amounts

9. Complete Sponsor Template panel• Search for/select appropriate Sponsor Template; in most cases this

will be the RG template

• Click apply

10. Verify PI Credit Split information on Contacts Tab and make any necessary changes11. Click on the Award Actions tab

• Click submit 22

Updating a Research Gift

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KC steps that must be completed1. Open existing Award e-Doc in KC2. Link Award to new Institutional Proposal, add data in Award

tab, update any additional details, and finalize Award document

3. Open Time & Money button, add data4. Enter comments in Transaction panel5. Update Obligated and Anticipated amounts6. Verify changes made in Time & Money document are

reflected in Time & Money panel of Awards e-Doc

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Locate & Open an Award

1. From the KC main menu, click Central Admin tab.

2. From Post-Award channel, click the search icon next to Awards to search for an existing RG award.

3. Enter search criteria, select search button.4. Click Open in the Actions column next to the

award to update• KC opens award in view mode

5. Click the Edit button at bottom of screen; KC reloads document so it can be updated. 25

Enter Institutional Proposal number 6. Enter Institutional Proposal number in Funding

Proposals panel. Select No change or Merge from the Proposal Merge Type

drop down menu Select Merge only when there is a change affecting the Key

Personnel Credit Split, otherwise select No Change

7. Set following fields:

8. Finalize the Award document

Transaction Type: Allotment (Increment) Notice Date: Enter the check data or date of gift

letter Award Status: Active Award Type: Gift Account Type: Gift Sponsor Template: Usually RG 26

Time & Money8. Scroll to upper right quadrant of page and click

the blue time & money button. Note: The Time & Money document will open in edit

mode when creating it the first time.

9. In the Details & Dates panel, verify Transaction Type is set to new.

10. Scroll to bottom of page, click edit Enter check date or date of gift letter in notice date Enter any changes to project dates in Award Hierarchy Tab

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Transactions Panel

12. Click show on the Transactions panel.• Enter any comments as necessary

13. Select External as the Source Award• Verify the Award number is listed as the Destination Award

14. Update the Obligated and Anticipated amounts.

• The values entered here will be added to the original values of the award (ex. if you received a new check, enter the value of the check in the obligated and anticipated fields)

15. Click add, and then submit.28

Return to Award Button

16. Verify that any changes made to the following fields are correct:

Obligated Start Date, Obligated End Date, Project End Date, Obligated amount, Anticipated amount

16. Click the blue return to award button.17. Verify the changes made in the Time & Money

document are reflected in the Time & Money panel of the Awards document

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Create a Gift Award Exercise

Now it is time for you to create a Gift Award! Relax and have fun Ask questions – we are here to help!

For more information

The following materials are available at http://ra-project.vprgs.msu.edu/user-education-and-resources to aid you in creating or updating a research gift: Establish or Update an Award: Research Gift job

aid

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Questions???

Thank you for your attendance and participation!

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