Re-budgeting & Report Tracking in KC
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The document provides information on re-budgeting awards and viewing/updating report tracking in KC. It outlines the steps to re-budget an award, including searching for an award, creating a new budget version, and submitting budget revisions. It also describes how to search award report tracking by PI or award, view report details, and update the report preparer, status, and other fields. Users are encouraged to practice these steps using the provided classroom exercises.
Re-budgeting & Report Tracking in KC
- 1. Re-budgeting & Report Tracking in KC 1
- 2. Today’s Goals 1. Provide information for: Re-budgeting an Award Viewing and Updating Report Tracking information 2. Provide you with the opportunity to perform each procedure in KC 2
- 3. Re-budgeting an Award in KC 3
- 4. Steps for Re-budgeting an Award The re-budgeting process is required when the distribution of funds needs to be shifted from one budget category to another and the total award amount does not change. In KC, modifying a budget can only be done with budget versions that have a “Posted” document status Only one budget version can be in process at any given time 4 Create/open a new budget version Create & submit new budget doc CGA approves budget revisions Search/open Posted Award budget doc
- 5. Search and open an Award From the Unit tab, Post-Award channel, click the Awards lookup icon • Select one of the following recommended search fields: Account ID, Unit or PI Name • User may also enter a wildcard search in the Account Title field using a keyword, i.e. *pedometer* • In the search results Actions column, click open for the desired award 5
- 6. Search and Open an Award print screen 6
- 7. Search and Open an Award print screen 7
- 8. Create a New Budget Version From the Budget Versions tab, add a new budget Note: the Award Budget Type field is now named Rebudget Open the new budget and enter the new information Changes made between categories must equal one another – ex. a $5000 reduction in one category and a $5000 increase in another When complete, from the Budget Actions tab, click the submit button to route the revised Award Budget document to CGA Note: if the net effect is not zero, you will receive an error message 8
- 10. Re-budgeting 10
- 11. Re-budgeting Classroom Exercise Use the handout provided to practice what’s been presented today We are here to help! Please don’t hesitate to ask questions 11
- 12. Viewing and Updating Report Tracking Information in KC 12
- 13. Award Report Tracking The Award Report Tracking module is used by CGA and Dept./Colleges to track and/or monitor the timely completion of reports for Awards Data displayed is pulled directly from information collected in the Award Document > Payment, Reports & Terms Tab > Reports panel This functionality is used to view reports listed for an Award, Principal Investigator, or Sponsor. Users are not able to create the reports directly from this area of KC PI’s and other award personnel may also use this module to determine which types of reports are due during a specified time frame 13
- 14. Award Report Tracking Central Administration will generate the schedule of reports for the award when creating accounts In Phase 1A: Final financial and final Technical reports were added and College/Dept. users were able to view and monitor the submission of required reports For Phase 1B: College/Dept. users will be able to update the report status and add comments and attachments 14
- 15. Search and View: Award Report Tracking The Report Tracking functionality can be accessed via the Unit tab Select the Award Report Tracking search option within the Post-Award channel 15
- 16. Search and View: Award Report Tracking View information relating to a specific report or group of reports on the Award Reporting Lookup screen 16
- 17. Search and View: Award Report Tracking From the Award Reporting Lookup screen, enter the Principal Investigator Name and choose Search to view a list of reports for this PI 17
- 18. Search and View: Award Report Tracking From the list of reports generated from the search, click show to see additional details about the award requiring the report 18
- 19. Change View Select the change view button to define your search further The change view function enables the user to select their view from PI, Award or Sponsor, or customize the view to include only the desired fields Once the correct view is selected, click update view to proceed 19
- 20. Report Tracking Views The PI View is the default view and is based on the Principal Investigator and the Type of Report The Award View displays the search results based on the Award ID The Sponsor View displays the search results organized by sponsor The Customize View displays the search results similar to that of the PI View, users are able to select which fields are displayed 20
- 21. Group/Detail The Group column of checkboxes determines the fields shown when the search results are first displayed The Detail column of checkboxes determines the fields shown when a user clicks show next to a report in the search results Clicking reset custom view resets the checked boxes to those that are shown under the PI view 21
- 22. Award Report Views Users can toggle between two options for viewing reports The aggregate view is the default view and summarizes the report fields The report view returns additional fields, including the Due Date, Status, Sponsor Name, and Award Title and allows users the option to export to Excel 22
- 23. Process for Updating Report Tracking 2. Locate the report on the Payment, Reports and Terms tab 3. Update Preparer, Status & Activity Date field information, add comment & click apply 1. From the Unit tab, open the desired Award Document 23
- 24. Steps to Update Report Tracking 1. From the Unit tab, Post-Award channel, click the Award Report Tracking search icon 2. Enter search criteria and click search 3. Click the open link to go directly to the desired award 4. Click the Payment, Reports & Terms tab 5. Click show on the Reports panel 24
- 25. Steps to Update Report Tracking (cont.) 6. Click show on the Report Class subpanel that contains the report to be updated 7. Click show on the Details-Report Tracking subsection 8. Update the Preparer, Status, Activity Date, and Comments fields 9. Click apply beneath the Miscellaneous Procurement/Purchasing subpanel 25
- 26. Report Tracking print screens 26
- 27. Report Tracking Print Screens 27
- 28. Report Tracking Classroom Exercise Use the handout provided to practice what’s been presented today Please don’t hesitate to ask questions We are here to help! 28
- 29. For more information The following job aids are available at http://ra- project.vprgs.msu.edu/user-education-and-resources: Re-budgeting or Modifying an Award Budget Updating Report Tracking Information in an Award (and information video) 29
- 30. Questions??? Thank you for your attendance and participation! 30
Editor's Notes
- #3: Note that these topics an not related, but are combined here in a single course because each is too brief to warrant individual courses.
- #5: Copy/paste notes from KC-AWD10 FSRebudgetProcess: The PI works with the Department or college when a rebudget is needed to determine amount needed and category/type of spending and the rebudget is entered into KC. The Department or college notifies CGA that a rebudget will be submitted, and CGA determines if the sponsor needs to be notified. If the rebudget requires sponsor approval, then process KC-AWD8 Changes Requiring Sponsor Approval is followed. CGA approves the rebudget, and verifies that it has posted in KFS. CGA notifies the Department or college that the rebudget document has been approved.