Submitting a Proposal Development Document · Submitting a Proposal Development Document To ensure...

Modified for Accessibility

KUALI COEUS GRANTS QUICK START GUIDE

Submitting a Proposal Development Document To ensure that federal and state guidelines are met and that the intellectual and academic objectives of the University are maintained, all proposals for external funding must be reviewed at appropriate administrative levels prior to submission. Internal approvals at Indiana University are obtained electronically with the Proposal Development document.

The proposal can be uploaded into Kuali Coeus Grants for electronic submission. If the proposal is not available electronically or if hard copies must be mailed, the hard copies should be brought to the Office of Research Administration (ORA), Grant Services for signature and mailing. In these cases, Grant Services requests one file copy of the complete proposal.

Kuali Coeus Proposal Development documents are approved first by the principal investigator, then the department chair, then the dean of the school or appropriate administrative official. If key personnel are from more than one unit or school, all associated chairs and deans must approve. If a project involves another campus, the campus must also sign off on the proposal.

Grant Services will review the proposal, verify that the project is in compliance with applicable regulations, policies and assurances, obtain any required institutional signatures and submit (or advise the Principal Investigator to submit) the proposal to the sponsor according to the sponsor guidelines.

This guide provides a high level of instructions. For specific questions regarding a proposal submission, please contact the appropriate Grant Services office:

Bloomington Phone: (812)855-0516 Email: [email protected]

Indianapolis (317)274-5932 [email protected]

Proposal Routing in Kuali Coeus Last Modified: March 22, 2016

1

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STEP 1: Create a new Kuali Coeus (KC) Proposal Development document • Open Grants and Contracts Kuali Coeus from One.IU.edu • Click plus sign icon to Create a Proposal


Proposal Routing in Kuali Coeus Grants

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Proposals in Progress

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STEP 2: Complete Required Fields for Save • Enter Description

o Enter a brief description of the proposal o Example: Dr. Smith, New NIH R01 grant

• Select Proposal Type • Enter Lead Unit

o Format (all caps) = Campus-Unit o Example: IN-HEMO

• Select Activity Type • Enter Project Title • Lookup or Enter Sponsor Code • Enter Project Start Date • Enter Project End Date • If Proposal Type = Revision then MUST select a Revision Type

o Select Supplement if the proposal includes additional funds • Enter Sponsor Deadline Date • Select Sponsor Deadline Type • Enter Prime Sponsor ID if there is pass-through funding from another source • Click Save NOTE: The Proposal Development Document Number (Doc Nbr) at the top right of the screen is the main identification number used for the routing proposal


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STEP 3: Enter additional optional fields if applicable NOTE: Please enter all known data as it will assist in the review of the proposal • Enter Sponsor Deadline Time • Enter Notice of Opportunity • Enter CFDA Number • Enter Opportunity ID • Enter Sponsor Proposal ID if there is a sponsor identification number tied to the proposal • Enter Opportunity Title • Enter Program Guidelines URL • Enter any applicable delivery/mailing/submission information in the Delivery Info panel • Enter any additional information if known • Click Save


4



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STEP 4: Enter Subawards if applicable • Show Subawards panel • Click Organization Name Search icon

o Enter Organization Name Use asterisks to assist with search Example: *Univ*No*Carol*

o Click Search o Click Return Value for appropriate search result

• Enter Period 1 Amount for Subaward portion • Click Add • Repeat steps for all Subawards on the project


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STEP 5: Enter Key Personnel • Click Key Personnel tab • Click Employee Search icon

o Enter Last Name, First Name or User Name and click Search button o Click Return Value for appropriate search result o Select Proposal Role o Click Add Person button

• Repeat steps for all Key Personnel on the project NOTE: One Principal Investigator is required on all Proposal Development documents NOTE: Do NOT answer the Certification Questions unless you are listed as a Principal Investigator or Co-Principal Investigator; these questions should be completed when the Proposal Development document routes • Enter Combined Credit Split information • Click the Default Distribution button if 100% credit will be distributed to the prime Principal Investigator and

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STEP 6: Enter Special Review • Click Special Review tab • Select Type

o If there are no Research Risks then None must be selected • Search or Enter IU Protocol ID if applicable OR • Select Approval Status of Not Yet Applied if IU Protocol ID has not yet been created

o If there are no Research Risks then None must be selected • Enter Comments if applicable • Click Add button • Repeat steps for all Protocols on the project

STEP 7: Enter Custom Data information NOTE: The majority of this data is entered by Grant Services staff • Click Custom Data tab • Enter Account ID(s) if Account Number(s) for this project already exist in KFS


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Step 8: Attach Proposal, Budget and other applicable documents NOTE: Documentation to be submitted to the sponsor should be uploaded to the Proposal Attachments panel and internal documentation (i.e. internal budget, cost share approval) should be uploaded to the Internal Attachments panel • Click Abstracts and Attachments tab • Show Proposal Attachments panel • Select Attachment Type

o If attaching the complete proposal, select Attachment Type = Other • Select Status of Complete

o NOTE: All Attachments must be in Complete Status before submitting Proposal Development document into routing

• Browse and Attach file • Enter Description

o Example: Final Proposal • Click Add • Repeat steps for all applicable documents NOTE: Once Attachment is added it will display in a separate subpanel; the attachment remains editable until the Proposal Development document has been approved and submitted by Grant Services staff

• Show Internal Attachments panel • Select Attachment Type • Enter Description • Browse and Attach file • Click Add button


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Step 9: Add Notes if applicable NOTE: Once a Note is Added, it cannot be deleted • Show Notes panel if any internal notes should be added to Proposal Development document • Enter Note Topic • Enter Note Text • Click Add

Step 10: Complete Questions NOTE: The Proposal Development document cannot route until all questions are complete • Click Questions tab • Show Proposal Questions panel • Answer every question that displays


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Step 11: Enter Budget • Click Budget Versions tab • Enter Name • Click Add • Click Open

• Enter Direct Cost for all Periods • Enter F&A Cost for all Periods • Enter Cost Sharing for all Periods if applicable • Click Save

• If Cost Sharing has been entered, additional steps are required o Click Distribution & Income tab o Show Cost Sharing panel o Enter Unit for all Periods

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o Enter Source Account if known o Amounts will autopopulate but adjust if applicable o NOTE: Unallocated must = $0.00 o Click Parameters tab


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11



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Step 12: Submit Proposal Development document • Click Proposal Actions tab • Show Data Validation panel • Click Turn on Validation button

o If any Errors generate, click Fix button and fix all issues o If any Warnings generate, click Fix button, review all issues and fix appropriate issues

NOTE: Errors must be corrected prior to submission; Warnings should all be reviewed but are not required to be fixed

• Click Submit button


12

Submitting a Proposal Development DocumentModified for Accessibility: 5/5/17



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Proposal Development document has now been submitted into routing. To view route log, show Route Log panel. The Actions Taken and Pending Action Requests will display. Show Future Action Requests panel to view future route chain.

13 Proposal Routing in Kuali Coeus Last Modified: March 22, 2016

Proposal Development document has now been submitted into routing. To view route log, show Route Log panel. The Actions Taken and Pending Action Requests will display. Show Future Action Requests panel to view future route chain.

Submitting a Proposal Development Document · Submitting a Proposal Development Document To ensure...

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