Subaward Set Up

Today’s Goals

1. Provide information on the basics - KC1012. Review procedural differences between Account

Explorer and KC3. Provide information on how to create a Subaward

in KC4. Practice what you’ve learned today!

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KC 101-The Basics:Terminology, Common Features and Actions

Terminology Main menu

Tabs, channels, links Tabs:

• Researcher• Unit• Central Admin• Maintenance• System Admin

Common Features

Asterisks Implicit saves Data Validation Medusa

Common Features, cont.

An Asterisk* indicates a required field that must be completed to advance the document or add a row of information

Implicit Save—When a user moves from one tab to another, KC saves the e-Doc automatically

Common Features, cont.

Data Validation —This panel appears in many modules of the KC application and is used to display: errors that prevent submission into routing warnings that serve as alerts to possible data

issues but will not prevent submission into routing and/or allow the document to be finalized

Common Features, cont.

Medusa—Tab found in multiple e-Docs. Functions as a relational cross reference for all e-Docs related to a project

Common IconsNew: Creates a new document.

Lookup: Provides a means to search values stored in a table within the application.

Direct Inquiry: Provides the user additional information about the value entered in the field.

Calendar: Provides the user with a means to select a date.

Error: Indicates that data are missing or invalid.

Expand Text Area: Displays a larger text entry box in a separate pop-up window.

Common Icons, cont.Route Log: Displays Route Log information. Help: Displays a context-specific help page.

Expand Text View: Enlarges a text view field so all the text can be seen at once.

Common Document ButtonsAdd: Adds data entered into a field to an e-Doc. The Add Person is a variation used in the Key Personnel tab.

Delete: Deletes a selected item from an e-Doc.

Hide/Show: Reveals or hides contents of individual panels.

Expand All, Collapse All: Expand all opens all the subpanels of all the panels on an e-Doc tab; collapse all does the opposite.

Fix: Takes the user to the place in the e-Doc where the error is located as pinpointed by KC’s Data Validation functionality.

Cancel: Ends the current software operation. Be aware that cancelling an e-Doc from the Actions tab will render it read-only.

Common Document Action Buttons

Clear: Erases unsaved information entered into e-Doc.

Close: Closes the e-Doc and returns the user to the main menu.

Submit: Submits the e-Doc for approval routing.

Reload: Refreshes the screen and displays the most recently saved information. Be aware that changes made but not saved prior to reload will be lost.

Reset: Returns the screen to the default preferences.

Save: Saves the data entered, selected, or updated in the e-Doc.

Common Workflow Action Buttons

Approve: Signifies you consent to the document/project as outlined in the e-Doc.

Reject: Returns the document to the document Initiator when the reviewer has identified changes that are required for approval.

Disapprove: Signifies that you do not consent to document/project continuing. Be aware that disapproving an e-Doc prevents any further action to the e-Doc.

FYI: Indicates review of an e-Doc that has been routed to you for informational purposes. Acknowledge: Signifies you have reviewed an e-Doc that has been routed to you as the result of a change in the data, attachments, or status of the e-Doc.

Subaward Set Up

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OSP/BC

1. Draft non-FDP agreement

2. Send draft agreement to subawardee

3. Negotiate and execute final

agreement

4. Send fully executed

agreement to CGA

5. Verify Debarment status, financial

responsibility and assigns a risk level

4. Enter agreement and all other

pertinent information and attachments into Account Explorer

1. Draft FDP agreement

2. Send draft agreement to subawardee

3. Negotiate and execute final

agreement

CGA

Subaward – Current State

6. Notify PI & ORA

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OSP/BC

Subaward – KC

9. Verify Debarment status, financial

responsibility and assigns a risk level

10. Notify PI & ORA

1. Draft non-FDP agreement

2. Send draft agreement to subawardee

3. Negotiate and execute final

agreement

4. Send fully executed

agreement to CGA

CGA

5. Create KC Subaward

document and link it to the Award

7. Send draft agreement to

subawardee (CGA created Subawards

only)

8. Receive fully executed agreement from

subawardee and finalize subaward document

(CGA created Subawards only)

4.

6. Complete template information, upload attachments, and

generate agreement (FDP Subawards only)

Create a New Subaward - CGA

1. From the Central Admin tab, Post-Award channel, click the create new icon next to Subaward

2. Enter a description in the Document Overview panel

Description Format: <CGA Subaward ID number> – <subrecipient name>• Example, “Subaward RC105233UM – University of

Michigan” 

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Subaward panel

3. Enter Subaward fields:

Start/End Dates Subaward Type* Requisitioner User

Name* Site Investigator Status* Title

Subrecipient* – once the subrecipient is entered, click the Direct Inquiry link to review the Risk Level, Audit panel, YNQs regarding Debarment status, and, if applicable, Notes & Attachments

Execution Date, if applicable

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Subaward tab (continued)

4. Funding Source panel Search/enter the Award Number associated with this

Subaward and click the add button to link

• Links to open the Award and Medusa documents become available

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4. Contacts panel Enter persons connected to the project, their specific

roles and other contact information and click add for each

• At least one contact is required

• FDP agreements:

– additional subaward contacts are required

– prime subaward contacts are also required, if applicable

5. Closeout panel List any requirements for closing the Subaward

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Subaward tab (cont.)

Financial tab6. History of Changes panel

To create an entry, enter the Effective Date, Obligated Change and Anticipated Change amounts & click the add button

Period of performance start and end dates must be completed for FDP agreements

Attachments can be added, if necessary• Approved/executed Non-FDP Agreements should be

attached

7. Invoices panel Functionality not currently being used at MSU

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Template Information tab

8. Complete all fields in the Templates Information panel

9. Select the types of reports the subrecipient will be required to submit at the close of the project (Technical, Property, and Patent) in the Reports panel

10.Documents that need to be appended to the FDP Agreement should be uploaded in the Template Attachments panel, which provides Attachment Types such as (Budget, Scope of Work, Subaward, and Transmittal Letter, 4A, 5 & 6) 22

This section applies only for FDP Agreements

Template Information tab

8.Answers recorded in the Template panel are used to populate the FDP agreement forms available in the Print panel of the Subaward Actions tab9. The Reports panel provides a place to select

Report Types (Technical, Property & Patent), upload files and store documents for future access

10.Documents that need to be appended to the FDP Agreement should be uploaded in the Template Attachments panel, which provides

Attachment Types such as (Budget, Scope of Work, Subaward, and Transmittal Letter, 4A, 5 & 6)

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Only applies to FDP Agreements:

Notes & Attachments tab

12. The Notes panel provides an additional place to enter and store notes pertinent to the Subaward

Notes should be marked restricted, making them visible only to CGA users

13.The Attachments panel provides a place to store additional items (e.g. subaward advances, subaward cost sharing documentation, etc.)

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Subaward Actions tab – FDP Agreements14.Print the FDP Agreement and send to

subrecipient for signature/execution15.Click the save button at the bottom of the

screen to save the subaward16.Once the fully executed agreement is received:

Open the saved subaward Attach the fully executed agreement in the History of

Changes panel, located on the Financial tab Finalize the subaward by clicking the submit button,

located on the Subaward Actions tab Send a copy of the subaward document to the PI and

the Office of Regulatory Affairs 25

Subaward Actions tab – Non-FDP Agreements

14. Finalize the subaward by clicking the submit button, located on the Subaward Actions tab

15. Send a copy of the subaward document to the PI and the Office of Regulatory Affairs

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Subaward modifications – FDP Agreement

1. Search for and open the subaward2. Click edit at the bottom of the screen3. On the Subaward panel, update start date and end

date fields4. On the History of Changes panel, update the applicable

amounts fields and the Period of Performance dates5. Print the FDP Modification from the Subaward Actions tab6. Save the Subaward7. Once the approved/execute modification is received:

Attach the fully executed agreement in the History of Changes panel, located on the Financial tab

Finalize the subaward by clicking the submit button, located on the Subaward Actions tab

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Subaward modifications – Non-FDP Agreement

1. Search for and open the subaward2. On the Subaward panel, update start date

and end date fields3. On the History of Changes panel, update the

applicable amounts fields and the Period of Performance dates

4. Attach the fully executed agreement in the History of Changes panel, located on the Financial tab

5. Finalize the subaward by clicking the submit button, located on the Subaward Actions tab

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Create a Subaward exercise

Now it is time for you to create a subaward! Relax and have fun Ask questions – we are here to help!

After today’s class you will:

1. Be more comfortable navigating the KC system

2. Be able to set up a Subaward in KC

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For more information

The following materials are available at http://ra-project.vprgs.msu.edu/user-education-and-resources to aid you in setting up subawards in KC:

• FDP Boilerplates job aid

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Questions?

Thank you for your attention and participation!