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<Insert New MIT Kuali Coues Logo>
For Assistant Deans and Dept. Heads
Routing, Approval & Workflow
In this Session
Introduction & Overview– Coeus to Kuali Coeus - What’s Changing?– The Routing & Approval Process
• PI Certification• Aggregator Submission • Hierarchical Review & Approval • Submission to Sponsor
Reviewing a Proposal
Approving or Returning a Proposal
How to Get Help
Routing Approval and [email protected] 2
Coeus to Kuali Coeus
Routing Approval and [email protected]
• Kuali Coeus is an upgrade from Coeus.
• Kuali Coeus will be implemented May 2015.
• All Coeus data/attachments will be moved to Kuali Coeus.
• In Kuali Coeus, view all records via web interface.
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What’s Different? Coeus to KC
For Coeus Premium Users –• No App to Download – Single Web-based Application • Fewer Windows• Better Screens and Easier Navigation
For Coeus Lite Users –• All Coeus Modules – Awards, Institutional Proposals• Access to Medusa• More Robust Proposal Tools
Routing Approval and [email protected] 4
Touchstone Login
LoginWe will be introducing Touchstone for logging in; login via yourMIT Kerberos account or an MIT web certificate.
Routing Approval and [email protected] 5
Same Routing Rules
KC Routing is determined by the same business rules used in Coeus, including:
• Investigator(s) Units
• PI Status
• Same budget reviews such as cost sharing, total value, and underrecovery
• Space or other rules as set in your current routing maps
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No Changes in MIT Deadline Policies
MIT Deadlines - No Change in Existing Policy
All proposals must be approved internally before they are sent to OSP and submitted to the sponsor.
5 full business days in advance of Sponsor Deadline.
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A Standard Workflow for Routing and Approval
PI Certifies
DLC prepares/submits
proposal into routing and workflow
Approval at DLC
Approval at School, VPR or
Provost
Approval at OSP for submission to
Sponsor 5 days ahead
Standard Workflow
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Example Routing PI to OSP
Routing Approval and Workflow [email protected]
1. Eddie Haskell (PI) is working on a proposal for funding. Pat Slabach (FA) assists Dr. Haskell in creating the proposal documents in Kuali Coeus. After Eddie certifies the proposal, Pat submits into workflow for routing and approval.
2. Samantha Kluth (Department Head) approves the proposal, and it moves on to the next approver.
3. David Garcia (Assistant Dean), can approve/reject proposals, but has named Kat Szulc (Senior Financial Officer) as primary delegate for all his approvals. Kat will sign for Dr. Garcia on a regular basis. Kat approves the proposal, and it moves on to OSP.
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When do Approvers get notified?
1. When a proposal is ready for your review (it is sent to all approvers and delegates upon arrival)
2. When a proposal no longer requires your review (it is sent to other approvers and delegates when someone else approves/rejects a proposal)
3. When a proposal narrative you have approved is replaced (it is sent to all people who already approved when a narrative is swapped out)
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Two ways to Access a Proposal
Routing Approval and Workflow [email protected]
Two Ways to Access the Proposal Summary Screen
1. Email Notification – clicking the link takes you directly to the Proposal Summary Page for the APPROVE or RETURN buttons
2. Action List - allows you to see all proposals waiting for action
or
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Email Notification
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Direct Email Link
From: [email protected]: Wednesday, February 18, 2015 1:44 PMTo: David GarciaSubject: Proposal 00025831 for PI Haskell, Edward is waiting for approval.
Please approve this proposal.
PI: Haskell, Edward Profit Center: 000001: Office of Sponsored ProgramsProposal Number: 00025831Sponsor: NSFDeadline Date: February 28, 2015Title: Test ProposalSponsor Announcement: NSF Grants Proposal Guide GPG 15-1
You can view this proposal through Kuali Coeus at the following address: https://kcoeus.mit.edu/kcoeus/displayProposal.do?proposalNo=00025831
If you have questions, please contact the administrator who is preparing this proposal.
Thank you.
Routing Approval and [email protected]
How to Access Proposal
Action List - to see all proposals waiting for action
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System Online Help
Drop-In Sessions
Kuali Coeus Help
Routing Approval and Workflow [email protected] 25
Short Videos Training Guides Quick Reference Cards
Kuali Coeus Training Available contact [email protected].
Training Resources
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