Open source administration software for education research administration Awards Module Susan Mundt,...
-
Upload
cora-taylor -
Category
Documents
-
view
219 -
download
0
Transcript of Open source administration software for education research administration Awards Module Susan Mundt,...
open source administration software for education
research administration
Awards ModuleSusan Mundt, University of ArizonaKCC Award Subcommittee Co-Lead
open source administration software for education
Awards Module Integration
open source administration software for education
Kuali Coeus Timeline
• See http://kuali.org/kc/timeline for updates
open source administration software for education
Kuali Coeus Main Menu – User tabsDifferent tabs for different user groups
Functional areas are
separated
open source administration software for education
Unit tab for Departmental Administrators
Click here to search for an
existing Award
open source administration software for education
Central Admin tab for Sponsored Projects Users
Click here to create a
new Award
open source administration software for education
Maintenance tab to customize tables
open source administration software for education
System Admin tab
• Maintain people and parameters• Set up workflow and notifications
open source administration software for education
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
open source administration software for education
Funding Proposals
Linking a Funding Proposal feeds data from the Institutional Proposal to the Award
open source administration software for education
Details & Dates
Identifiers and classification of your Award
open source administration software for education
Subawards
List Subawards approved by the sponsor
Integration with the Subawards module is scheduled for future release
open source administration software for education
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
open source administration software for education
Contacts tab
One place for all lists of Institutional and Sponsor Contacts for an Award
open source administration software for education
Key Personnel
open source administration software for education
Credit Split
• Key Persons can be included or excluded individually
• Up to 8 split classifications
open source administration software for education
Unit Contacts
• System populates default internal Lead Unit contacts • Additional contacts can be added and deleted
open source administration software for education
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)
open source administration software for education
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
open source administration software for education
Commitments tab, Cost Sharing
open source administration software for education
Rates (F&A and Benefits)
• Record budget rate restrictions
for the Award
open source administration software for education
Preaward Authorizations
• Document funds provided for work before an Award is finalized
open source administration software for education
Budget Versions tab
• This is your gateway to Award Budget and where to get the “big picture”
open source administration software for education
Payment, Reports & Terms tab
• Sponsor restrictions and requirements for easy reference
open source administration software for education
Payment & Invoices
• Generate an invoice/payment requirements list• Track payments received
open source administration software for education
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’
open source administration software for education
Terms
• Populate data for similar Award programs with Sponsor Template
• Build a convenient reference list of Sponsor terms & conditions
open source administration software for education
Special Approvals (Approved Equipment and Foreign Travel)
• Track specific approval for closely monitored expense categories
open source administration software for education
Closeout
• Data in the Reports panel populates standard final report due dates
• Add additional Closeout reports
• Document archive location during record retention period
open source administration software for education
Special Review tab
• Data added from each Funding Proposal linked to the Award
• Future compliance modules will be integrated
open source administration software for education
Custom Data tab
• Additional data needs will not complicate future
upgrades
open source administration software for education
Comments, Notes & Attachments tabComments panel
open source administration software for education
Notes panel and Attachments panel
open source administration software for education
Award Actions tab
open source administration software for education
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
open source administration software for education
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
open source administration software for education
Generate standard printouts in .pdf format
open source administration software for education
Sample Printouts
open source administration software for education
Ad Hoc Recipients and Workflow
open source administration software for education
Medusa tab
• Displays related KC proposals and awards in tree view• View document Summaries, open a related document or view Notes
open source administration software for education
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
open source administration software for education
T&M: Document Overview and Workflow
• Standard KC panels
open source administration software for education
T&M: Award Hierarchy
open source administration software for education
T&M: Transactions
• Add and subtract funds from an Award hierarchy
• Move funds within an Award hierarchy
• System performs intermediate transactions
open source administration software for education
T&M: Direct/F&A Funds Distribution
Break down anticipated Award amounts into Direct and F&A Costs for all budget periods
open source administration software for education
T&M: Summary
This screen is identical to the Medusa Award Summary
open source administration software for education
T&M: Action Summary and History
open source administration software for education
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
open source administration software for education
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
open source administration software for education
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
open source administration software for education
Award Budget: Inflation Rates
Functionality is the same as in Proposal Development Budget module
open source administration software for education
Award Budget: Vacation and Other Rates
• Rate synchronizing or reset is available from any rate panel or for all panels
open source administration software for education
Award Budget: Summary tab
open source administration software for education
Award Budget: Personnel tab; Project Personnel and Budget Overview panels
open source administration software for education
Award Budget: Personnel Detail
• Budget Periods & Totals are calculated (overwriting entered values) if budget details are entered
open source administration software for education
Award Budget: Personnel Line Item Details
• The Summary, Personnel & Non-Personnel panels function the same as in Proposal Development budget
open source administration software for education
Award Budget: Non-Personnel Detail panels
open source administration software for education
Award Budget:Distribution & Income, Cost Sharing
Distribution List comes from Award, Cost Sharing Panel
Summary comes from Personnel and Non-Personnel tab details
open source administration software for education
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
open source administration software for education
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
open source administration software for education
New for KC3.1: Sync Descendants
• Push changes from a parent award to selected child awards in a hierarchy.
open source administration software for education
Award Credit Split
• Choices to merge, replace or make no change to Credit Split when linking additional Funding Proposals to an Award
open source administration software for education
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
open source administration software for education
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.
open source administration software for education
•
www.kuali.org Resources www.coeus.org