KC LUNCH & LEARNNOVEMBER 2015

AGENDA

• Tips and Tricks• Proposal Types and Validation Errors• Update Budget Period Dates• Doc Search for Proposal Lists

• Resources• Questions?• Future Topics?

PROPOSAL TYPES

When routing a proposal for approval, do you ever encounter the following validation error?

This is a result of a validation being performed against the Proposal Type. You will encounter this error when you run the validation yourself, or when you try to route the proposal. In this case, the validation is against the Budget/SOW Proposal Type.

Budget/SOW is an updated proposal document (such as a revised budget) requested by a Sponsor for a proposal currently undergoing Sponsor review. This should not be confused with Resubmission, which is an amended, full proposal submitted to sponsor for new consideration following review and non-funding (aka rejection) of a prior application.

As this is a request from the Sponsor for an update to your non-funded proposal, you need to reference the original Institute Proposal number that was created when the Development Proposal was submitted. It will always be eight digits; the first two of which signifying fiscal year. Doing so will create a new sequence so that the submission history can be tracked and incorporated into the award when funded. This also applies to Changed/Corrected.

PROPOSAL TYPES CONT’D

For example, if we look at either a Development or Institute Proposal via Medusa:

PROPOSAL TYPES CONT’D

A comprehensive Quick Card is available online at the following link, explaining the Proposal Types and their requirements for routing:

http://kc.mit.edu/sites/kc/files/kuali-coeus-proposal-types-quick-reference-guide-2015-11-06.pdf

NOTE: The referenced Institute Proposal MUST be in Pending status in order for Budget/SOW to be used. Remember, this is an update to a proposal that has yet to be funded, so an IP in Funded status will throw an error, like the example below:

…but how does one know when a new Institute Proposal gets created? Or when an Award Number needs to be

referenced?

Institute ProposalCreate new IP or Add Sequence to Existing IP

Pre-ProposalNew IP createdPre-Application submitted to Sponsor for invitation to submit a full application

New New IP createdApplication submitted to sponsor for funding for first time

ResubmissionNew IP createdAn amended, full proposal to sponsor for new consideration following review and non-funding of prior application

Changed/CorrectedNew sequence on a pending IPTo fix a warning or error on a submitted Grants.gov application. (IP type is not updated to reflect change/corrected)

Budget-SOW Update (formerly Resubmission)

New sequence on a pending IPUpdated budget or SOW requested by sponsor for a proposal currently undergoing review

Existing AwardInput Existing MIT Award Number

RenewalNew IP createdRequest for additional support beyond the period and funding provided by the existing award

Supplement (formerly Revision)New IP createdProposal for supplemental funding on an existing award, overlapping existing period

Progress Report (formerly Continuation)New IP createdAnnual report requires OSP signature prior to release of incremental funds for a previously approved budget period

UPDATE BUDGET PERIOD DATES• Questions sent to kc-help@mit.edu re: budget warnings when

budget dates are manually edited.

• If Project Dates change – (e.g. from July 2016 to September 2016), Edit the proposal details first

• Basics > Proposal Details • Edit dates > Save

UPDATE BUDGET DATES CONT’D

• Navigate back to and re-open Budget• Select Reset to period defaults

UPDATE BUDGET DATES CONT’D

• Dates will default to 12 month periods based on new dates entered in proposal details

• Make sure to check any personnel periods of performance. Edits will be needed!

DOC SEARCH FOR PROPOSAL LISTS

• New!

• Find proposals created during a specific time

period (e.g. last two weeks, last fiscal year)

• Find proposals you recently edited

• Find proposals enroute for approvals

DOC SEARCH FOR PROPOSAL LISTS CONT’D

DOC SEARCH FOR PROPOSAL LISTS CONT’D

• The search fields will adjust to the document type entered…

• Enter Initiator (Kerberos ID)

• Enter Date Created From and Date Created to

• Or Date last modified From and To

• Complete other details as necessary

DOC SEARCH FOR PROPOSAL LISTS CONT’D

• Search results are sortable

• Title, proposal #, PI, sponsor and due date present in Title field

• Searches can be named, saved and run again!

RESOURCES

Proposal Types • http://kc.mit.edu/sites/kc/files/kuali-coeus-

proposal-types-quick-reference-guide-2015-11-06.pdf

Budget Periods• http://kc.mit.edu/faqs/when-project-dates-

change-how-should-budget-periods-be-updated

QUESTIONS?

FUTURE TOPICS?

• Suggestions?

• Email us at kc-help@mit.edu