Kuali Coeus Implementation Awards Blueprinting Workshop 2 · 2013. 9. 13. · Record Retention: AWD19. Subaward Invoicing: AWD4. Hardship: AWD12. Enter Cost Share: AWD20. Create Award

Kuali Coeus ImplementationAwards Blueprinting Workshop 2

September 11, 2013

KC‐AWD13: PI Progress Reports KC‐AWD10: Rebudget

KC‐AWD9: Precloseout/Closeout

Goals and Outcomes• Goals

– Obtain feedback on the proposed future state (e.g. to‐be) business processes

– Review the configuration settings and application roles which support the processes within KC

– Review the data assumptions which have been made while drafting the future state business processes

– Review identified gaps related to the processes and amend as needed

• Outcomes– Document feedback and action items gathered during the

session; distribute to participants for review– Utilize the information gathered to further refine business

processes, configuration settings, application roles, data assumptions, and gaps

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Presentation Outline

• Future State Process• Data Assumptions • Configuration Values• Roles Defined/Assigned • Potential Gaps • Integrations

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Award Future State Development

• 33 preaward future state processes developed

• Discussions with MSU‐T and BC

Process # Process Process # Process Process # Process

AWD1 High Level Award Process AWD9 Pre-Closeout / Closeout AWD17 Accounts Receivable –Receive Funds

AWD2 Standard Award AWD10 Rebudget AWD18 Subawards

AWD3 Amendments AWD11 Record Retention AWD19 Subaward Invoicing

AWD4 Hardship AWD12 Enter Cost Share AWD20 Create Award Hierarchy

AWD5 Advance AWD13 PI Progress Reports AWD21 KC – KFS Integration

AWD6 Sponsor Template AWD14 Financial Reporting AWD22 Research Gifts

AWD7 No Cost Extension AWD15 Cost Share Tracking

AWD8 Changes Requiring Sponsor Approval

AWD16 Invoicing

Red ‐ processes presented today. Green ‐ future workshops. Blue – previous workshops.

Gray ‐ processes outside KC or specific to Central Business Office

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KC‐AWD13: PI Progress Reports

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KC‐AWD13: PI Progress Reports

6 Future State

Data AssumptionsKC‐AWD13: PI Progress Reports

• Data needed for process initiation– Date Progress Report submitted to the sponsor

• Transactional data (both input and output)– Report Status

• Data generated on process complete– Report Tracking information is updated

– Progress report is submitted to the sponsor

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Configuration ValuesKC‐AWD13: PI Progress Reports

• Parameter Values*7 institutional level parameters

• Validation Rules None specific to this process

• NotificationsOut of the box only – nothing added

• Code TablesApplicable code tables for KC‐AWD13 are duplicative of code tables found in KC‐AWD9 and are displayed later in this presentation

• Special Configuration ItemsNone specific to this process

* Determined at Institutional Level

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Roles Defined/AssignedKC‐AWD13: PI Progress Reports

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• List of roles and permissions for each roleAward Defined Roles (made by grouping several roles together)

CGA AdministratorMaintain Award Report TrackingAward ModifierAward Attachment Maintainer

Dept/College AdministratorAward ViewerAward Attachments ViewerMaintain Award Report Tracking

CGA Reporting / Invoicing & CGA Cash Management

Award ModifierMaintain Award Report Tracking

Principal InvestigatorAward ViewerAward Attachments ViewerMaintain Award Report Tracking

Roles Defined/AssignedKC‐AWD13: PI Progress Reports

• Consequence: who has access to what information for KC‐AWD13: PI Progress Reports – CGA Administrators will have access to all information in every award.

– Department / College Administrators will have access to update the report tracking details for the awards in their unit/college.

– Investigators will have access to update the report tracking details for their awards.

– This information includes: award data, attachments and report tracking details.

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Potential Gaps (5)KC‐AWD13: PI Progress Reports

Gap Potential Solution(s)

Co-Is are not displayed in search results list (only the PI is displayed).

Co-investigators could display all in one column

Prime sponsor not displayed in the search results list.

Is already available in the Institutional Proposal Development search

No link to populate an untitled email message with an address

The address can be copied and pasted it into an untitled email

No Submitted By field for progress/tech reports

The Technical Reports comments field in the details subpanel will be editable once Report Tracking is coded or the Preparer Name field could be used.

No fourth street address line. An address can be included in the three available lines

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KC‐AWD10: Rebudget

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KC‐AWD10: Rebudget

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Data AssumptionsKC‐AWD10: Rebudget

• Data needed for process initiation– Budget categories that need to be changed

– Reason for rebudget

• Transactional data (both input and output)– Budget change must equal zero

– Budget comment must be entered

– Award Budget document submitted into routing

– Upon CGA approval, a KFS Budget Adjustment document is generated

• Data generated on process complete– Notification of a new sponsor approved budget

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Configuration ValuesKC‐AWD10: Rebudget


• Validation Rules Out of the box only – nothing added


• Code TablesNone specific to this process

• Special Configuration ItemsNone specific to this process


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Roles Defined/AssignedKC‐AWD10: Rebudget

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• List of roles and permissions for each roleAward Defined Roles (made by grouping several roles together)

CGA AdministratorAward Budget AdministratorAward Budget ApproverAward Modifier

Dept/College AdministratorAward Budget AggregatorAward Viewer

CGA Reporting / Invoicing & CGA Cash Management

Award Budget MaintainerAward Modifier

Principal InvestigatorAward Budget AggregatorAward Viewer

Roles Defined/AssignedKC‐AWD10: Rebudget

• Consequence: who has access to what information for KC‐AWD10: Rebudget– CGA Administrators will have access to all information in every award.

– Department / College Administrators will be able to submit rebudgetsfor the awards in their unit/college.

– Investigators will be able to submit rebudgets for their awards.

– This information includes: award data and award budgets (current and previous versions).

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Potential Gaps (3)KC‐AWD10: Rebudget

Gaps Potential Solution(s)

Full amount requested for a proposal /award is not displayed in the search results list.

A user can open the appropriate document to see this information

Amount funded to date for a project is not displayed in search results list.

No possible solution identified

Lacks ability to view apps associated with an award in search results list

One can click Medusa or open the award and go to Medusa to view this info.

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KC‐AWD9: Pre‐Closeout and Closeout

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Data AssumptionsKC‐AWD 9: Pre‐Closeout and Closeout

• Data needed for process initiation– Project within 90 days of ending

• Transactional data (both input and output)– Determine closeout steps

• Encumbrance / final expense information• Final reports required• Cost sharing documented

– Update Closeout panel– Review award for allowable expenses– Close account in KFS– Change Award Status and add Archive data in KC

• Data generated on process complete– Report Tracking information is updated– Final reports submitted to the sponsor

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Configuration ValuesKC‐AWD9: Pre‐Closeout and Closeout


• Validation Rules Out of the box only – nothing added


• Code Tables• Special Configuration Items

None specific to this process


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Configuration: Code TablesKC‐AWD 13 PI Progress Reports & KC‐AWD 9 Pre‐Closeout and Closeout

Unit Administrator Type1. Administrative Officer2. OSP Administrator3. Unit Head4. Dean VP5. Other Individual to Notify6. Grants.gov Proposal Contact7. Administrative Contact8. Financial Contact9. Fiscal Officer*10. Award Unit Contact*11. Preaward Unit Contact*

Contact Type1. Technical/Scientific Officer (2)2. Awarding Office Contact (2)3. Payment/Fiscal Reporting Contact4. Intellectual Property Contact5. Property Office Contact (2)6. Subcontracting Reporting Contact7. Final Report Submission Address8. Other9. Procurement Reporting Contact (2)10. Close‐out Contact11. Report Submission Address (2)12. Administrative Contact (2)

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* indicates proposed additions to out of the box functionality

(2) Some values appear twice in the code table to allow for the identification of multiple contacts of the same type

Configuration: Code Tables (cont’d)KC‐AWD 13 PI Progress Reports & KC‐AWD 9 Pre‐Closeout and Closeout

Report Classes1. Financial

2. Property

3. Intellectual Property

4. Technical/Management

5. Procurement

6. Payment/Invoice

7. Proposals Due

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Report Status1. Pending

2. Payment Received*

3. Not Required

4. Due

5. Closeout Started*

6. Submitted

* indicates proposed additions or changes to out of the box functionality


Report1. None2. Informal Progress3. Descriptive4. Draft Final5. Final6. NSF Final Submission via Fastlane7. Progress/Status8. Topical9. Milestone10. Executive Summary11. Program Performance12. NASA 533M13. NASA 533Q14. Management15. Training Plan16. Trainee Administrative17. Administrative

18. Enrollment Count19. Evaluation20. Narrative21. Proceedings22. Thesis/Dissertation23. Fellowship24. DOE Notice of Energy RD&D25. DOE F 1332.1526. Publications27. Challenge Grant28. Letter29. As required30. Foreign trip report31. Hazardous Substance Plan32. Hazardous Waste Report33. SF 269 Expenditure Report34. SF 272 Cash Transaction Report35. Form Provided by sponsor

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Report (cont’d)36. DD 88237. SF 29438. SF 29539. SF 101840. DD 134241. Contract Funds Status42. AASERT Report43. DOE F 4600.544. DOE F 4600.645. Key personnel staffing report46. Management47. Milestone Schedule/Plan/Status, 1332.348. Cost Plan, 1332.749. Cost Management Report, 1332.950. Progress/Status Draft51. SF 27052. FAA Form 9550‐5, Final Project Report

53. Proprietary Report54. Presentation55. Invoice56. NSF Fastlane Annual57. NSF Fastlane Final58. Interim59. DOE F 241.360. SF 298 Report Documentation Page61. NASA Form 167962. DOE F 2050.1163. SF 42564. Standard Institutional65. Payment66. SF 1034 Final67. Online68. Other69. Non‐competing Continuation70. Competing Renewal

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Attachment Type1. Sponsor Document2. Other Institutional Document3. Subaward Commitment Document*4. Third Party Document5. Cost Share Document*6. Technical Report*7. Financial Report*8. Other Document

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Configuration: Code TablesKC‐AWD 9 Pre‐Closeout and CloseoutAward Transaction Type1. Administrative Amendment2. Allotment (Increment)3. Continuation (Amendment)4. Correction5. Date Change6. Deobligation7. F&A Rate Change8. Investigator Change9. New10. No Cost Extension11. Restriction Change12. Subaward Change13. Supplement14. Suspension (Stop Work Order)15. Unit Change16. Expiration*17. Audit*

Award Status1. Active2. Inactive3. Pending4. Expired5. Closed6. Hardship*7. Advance*8. Under Audit*

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Configuration: Code TablesKC‐AWD 9 Pre‐Closeout and Closeout

Closeout Report Type1. Financial

2. Technical

3. Patent

4. Property

5. Invoice

Note: User defined final reports along with due dates may also be added.

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Roles Defined/Assigned KC‐AWD9: Pre‐Closeout and Closeout

CGA Administrator

Award Modifier

Time and Money ModifierAward Attachment MaintainerAward Budget AdministratorMaintain Award Report Tracking

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•List of roles and permissions for each roleAward Defined Roles (made by grouping several roles together)

CGA Reporting / Invoicing &CGA Cash Management

Award ModifierTime and Money ModifierAward Attachment MaintainerAward Budget MaintainerMaintain Award Report Tracking

Roles Defined/Assigned KC‐AWD9: Pre‐Closeout and Closeout

Dept/College AdministratorAward ViewerTime and Money ViewerAward Attachments ViewerMaintain Award Report Tracking

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•List of roles and permissions for each roleAward Defined Roles (made by grouping several roles together)

Principal InvestigatorAward ViewerTime and Money ViewerAward Attachments ViewerMaintain Award Report Tracking

Roles Defined/AssignedKC‐AWD9: Pre‐Closeout and Closeout

• Consequence: who has access to what information for KC‐AWD9– CGA Administrators will have access to all information in every award.

– Department / College Administrators will have access to update the report tracking details for the awards in their unit/college.

– Investigators will have access to update the report tracking details for their awards.

– This information includes: award data, attachments and award budgets.

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Potential Gaps (7)KC‐AWD9: Pre‐Closeout and Closeout

Gaps Potential Solution(s)No Close Out Assigned field A) Report Tracking details - Preparer name

field could be used. B) Comments/Notes tab could be used.

No Requires Estimate field CGA has determined that this won't be needed in KC.

No Close Out Started field Will add a Closeout Started Report Status to the out of the box values

No graphical tools for displaying the duration of various data elements

Outside of KC scope

Lacks ability to search account closing emails

None

Lacks ability to collect budgeted effort for personnel on individual awards and effort certification functionality across awards

Outside of KC scope

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IntegrationsKC‐AWD13: PI Progress Reports, KC‐AWD10: Rebudget and KC‐AWD9: Pre‐Closeout & Closeout

• Other Kuali Coeus Modules– Report Tracking

• Other Kuali Foundation Products– KFS

– Kuali Rice

• MSU EBS Systems– SAP‐EDW (Enterprise Data Warehouse)

• MSU Legacy Systems– Account Explorer

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GlossaryApplication Role Made up of granular permissions which enables users to access data or perform certain business functions

Code Table Typically provides values for drop‐down lists referenced by the application

Configuration Setting

The initial arrangement of parameters, code tables, etc. that determines what the application will do and how its components will interact

COI Conflict of Interest; in KC the module in which financial conflict of interest disclosures are submitted and reviewed

IACUC Institutional Animal Care and Use Committee; in KC the module in which animal protocols are submitted and reviewed

IRB Institutional Review Board; in KC the module in which human subject protocols are submitted and reviewed

KC Kuali Coeus, an open‐source Research Administrative system developed by the Kuali Foundation

KFS Kuali Financial System

Kuali Rice Kuali Rice, provides middleware suite of integrated products

Notification A message which is delivered to the user based on some action the user has performed

SAP‐ EDW SAP HR/Payroll Data contained within MSU’s Enterprise Data Warehouse

OOI Organization of Interest, a Kuali Rice based application for managing Organizations, developed and implemented by MSU

Parameter An externalized application variable, the value of which can be maintained through the User Interface

Validation Rule A check built within the application to ensure the data necessary for the system to perform a function is present and/or appropriate

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Documents

Kuali Coeus Implementation Awards Blueprinting Workshop 2 · 2013. 9. 13. · Record Retention: AWD19. Subaward Invoicing: AWD4. Hardship: AWD12. Enter Cost Share: AWD20. Create Award