Kuali Coeus User GroupAustin, Texas

March 2011

Dennis J Paffrath

Assistant Vice President for Sponsored

Programs Administration

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Subcontracts tabin Award Module

At UMB, if your proposal includes a subaward, the top half of this tab is completed in the Parent award when the award is set-up.

After the subaward agreement has been created and recorded in the Subcontract module, the progress will be noted in of the Subcontracts tab (highlighted in light blue). The sub $ amount and status -- “Active” or “In Progress” – are indicated.

In the example award (next slide), there is a subaward to JHU for $50,000 during this budget period.

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Subcontracts tabin Award Module

View details about the subcontract by clicking on the sub line on the bottom half of the screen, which will take you to the Subcontract Module

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Search for a Subaward Record

Open the Subcontract Module

Office of Research and Development

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Enter data in one or more of the search fields

Search for a Subaward Record

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Subaward Record Search Results

At UMB, there is a subaward record for each PO associated with the subagreement (e.g. PO for each budget period when there is a new Project ID # for each budget period)

Double Click on the subaward record to view it or highlight the record and click on “blue” edit to make changes

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Click the subaward record numbers to see data about each subaward

There are 2 subawards under this

Award

Subaward Data in Medusa

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SUBCONTRACT TAB in SUBCONTRACT MODULE

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(SUBAWARD) FUNDING SOURCE TAB

• Links to the Grandparent and each Parent that fund this subaward

• Clicking on any line will take you to the Award Module record for that Parent

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Pdf of the signed subaward / modification is uploaded on each line. Click to view.

Each action is on a separate line

Total Amount in this PO

(SUBAWARD) AMOUNT FUNDED TAB

Office of Research and Development

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(SUBAWARD) AMOUNT RELEASED TAB

Each invoice is on a separate line

Data is imported from eUMB

Balance available in the POTotal amount authorized in this PO

Office of Research and Development

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(SUBAWARD) CONTACTS TAB

Click on the Contact line to see address, phone, email info at bottom of screen

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(SUBAWARD) OTHER TAB

Compliance Informationabout subaward

Process at the University of

Maryland Baltimore

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1. Use of a web based system, eSuRF (developed using FileMaker Pro) to obtain data from Coeus Awards and collect data from the PI/Department Staff

2. Create a checklist3. Create the entire FDP agreement

The future of Coeus 4.5 and Kuali Coeus 5.0 subcontract module and the idea behind the

construction…..

eSuRF, helps accomplish creating the subcontract and maintains the FDP and long templates

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If this part is filled in correctly…

Then this part will be filled in automatically

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Provide us with the regulatory areas and also the budgets and scope of work for this particular agreement

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Who are the contacts at the subrecipient’s organization…

The complete data pulled in from Coeus Award module and the information filled in by the Department

Navigating around the eSuRF system is easy.

Uploaded documents

Office of Research and Development

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uploaded

documents

Office of Research and Development

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Checklist for all follow-up and completion of work.

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By clicking on Make FPD…a new form is created for the review of data and terms and conditions

Make changes in these areas as needed

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Clicking on “Create and Send PDF” will assist you in creating the entire FPD agreement.

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1. Clicking on radio button or box will create the necessary attachments

2. Click on uploaded web files to approve and attach to FDP

This is the screen that will assist in creating the FDP

3. Click on “Make PDF” to create the entire FDP agreement

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PDF created with face page and all attachments

Questions???

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