Report Tracking Actions in KC
- 1. Report Tracking Actions in KC PI Progress Report, Financial Reporting, Cost Share Tracking 1
- 2. Today’s Goals 1. Provide information on the basics - KC101 2. Look at the procedural differences between PI Progress Reporting, Financial Reporting, Cost Share Tracking in Account Explorer and in KC 3. Provide information on how to perform these tasks in KC 4. Give you the opportunity to execute them yourself in KC 2
- 3. KC 101-The Basics: Terminology, Common Features and Actions 3
- 4. Terminology Main menu Tabs, channels, links Tabs: • Researcher • Unit • Central Admin • Maintenance • System Admin 4
- 5. Common Features Asterisks Implicit saves Data Validation Medusa 5
- 6. 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 6
- 7. 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 7
- 8. Common Features, cont. Medusa—Tab found in multiple e-Docs. Functions as a relational cross reference for all e-Docs related to a project 8
- 9. Common Icons New: 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. 9
- 10. 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. 10
- 11. Common Document Buttons Add: 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. 11
- 12. 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. 12
- 13. Common Workflow Action Buttons 13 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.
- 15. Current State Process-PI Progress Reports 1. CGA receives Award with PI progress reporting requirements. 2. CGA notifies PI of reporting requirements (progress reports are responsibility of PI). 3. PI submits progress report to sponsor in accordance with terms of Award. Reports are submitted via email or traditional mail – OR – the funding agency sends CGA a notice if a sponsored project progress report is delinquent. 4. CGA-Post Award office notifies PI of delinquent progress report. 5. PI or CGA prepares and submits progress report* to funding agency. * Some sponsors require authorize official to submit the report 15
- 16. New Process-Kuali Coeus 1. CGA receives Award with PI progress reporting requirements. 2. CGA’s Award Setup group notifies CGA’s Reporting group and the department of reporting requirements. 6. Submission date of the progress report is entered into KC by CGA or PI/ Dept. 4. Sponsor sends CGA-Post Award office a notice if a sponsored project progress report is delinquent. 5. CGA-Post Award office notifies PI of delinquent progress report. 3. PI prepares and submits progress report to funding agency. 16
- 17. KC steps that must be completed NOTE: Most of the steps for completing this task are the same pre and post KC. 1. CGA verifies and adds PI Progress Report requirements into KC as a part of the award set up 2. CGA or PI/ Department documents in KC the date the report was submitted to the sponsor NOTE: Many report types and requirements are included in the sponsor template, so these requirements often appear in KC automatically. 17
- 18. Enter a PI Progress Report into KC 1. From the KC main menu, click the Central Admin tab. 2. Click the search icon in the Post-Award channel. 3. On the Award Lookup screen, search for and open the Award. 4. Click edit on the Award. 5. Within the Details and Dates panel, select Transaction Type (i.e. Correction, Restriction Change, or Administrative Amendment). 6. Click on the Payments, Reports & Terms tab. 7. Open the Reports panel, then click show to display the Technical/Management subpanel. 18
- 19. Enter a PI Progress Report into KC 8. From the Technical/Management subpanel, complete the following fields: From the Report Type dropdown menu, select Progress/Status From the Frequency dropdown menu, select the report frequency specified in the Award agreement Select the Frequency Base from the dropdown menu Select the report format in the OSP File Copy dropdown menu Enter the date in the Due Date field Click add Click save 9. Navigate to the Award Actions tab and submit e-Doc 19
- 20. Documenting PI Progress Report Submission in KC NOTE: KC can automatically notify the PI that a Progress Report is due 90, 60 & 30 days prior to the due date. 1. From the Reports panel of the Payment, Reports & Terms tab, open the Details-Report Tracking subpanel. 2. Complete the fields in the subpanel, including Preparer, Status (setting to Complete) and Activity Date. 3. Click apply 20
- 22. Current State Process-Financial Reporting 1. CGA receives an Award with financial reporting requirements. 2. CGA’s Award group schedules reporting requirements. 4. CGA prepares Financial report. If the report is a final project report, the PI and Department will be contacted. 3. CGA’s Award group notifies PI, Department, and CGA’s Reports or Cash Management Group of financial reporting requirements when the notification of award is sent from Account Explorer. 5. Financial report is sent to sponsor, using the format and method they specify. 22
- 23. New Process-Kuali Coeus 1. CGA receives an Award with financial reporting requirements. 2. CGA’s Award group verifies and enters Financial reporting requirements into KC Payments, Reports & Terms tab. 4. CGA prepares Financial report. If the report is a final project report, the PI and Department will be contacted. 5. In KC, CGA or dept. admin documents that report was sent in the Award e-Doc’s Payments, Reports & Terms tab, Reports subpanel. 23 3. CGA’s Award group notifies PI, Department, and CGA’s Reports or Cash Management Group of financial reporting requirements when the notification of award is sent.
- 24. KC steps that must be completed NOTE: Most of the steps for completing this task are the same pre and post KC. 1. Financial reporting requirements are entered into KC in the Payments, Reports & Terms tab. 2. CGA or department admin documents that report was sent in the Award e-Doc’s Payments, Reports & Terms tab, Reports subpanel. NOTE: Many report types and requirements are included in the sponsor template, so these requirements often appear in KC automatically. 24
- 25. Enter a Financial Report into KC 1. From the KC main menu, click the Central Admin tab. 2. Click the search icon in the Post-Award channel. 3. On the Award Lookup screen, search for and open the Award. 4. Click edit on the Award. 5. Within the Details and Dates panel, select Transaction Type (i.e. Correction, Restriction Change, or Administrative Amendment). 6. Click on the Payments, Reports & Terms tab. 7. Open the Reports panel, then click on the Financial subpanel. 25
- 26. Enter a Financial Report into KC 8. Make selections in the following dropdown menus: Report Type Frequency Frequency Base OSP File Copy Due Date 9. Click add 10. Navigate to Award Actions tab and submit e-Doc. 26
- 27. Documenting Financial Report Submission in KC 1. From the Reports panel of the Payment, Reports & Terms tab of the Award e-doc, open the Financial subpanel, and then Details-Report Tracking subpanel 2. Complete the fields in the subpanel, including Preparer, Status (setting to Complete) and Activity Date. 3. Click apply 27
- 29. Current State Process - Non-Salary Cost Share Tracking 1. CGA Awards Group notifies PI, Department, and CGA Reports or Cash Management Group during the Award set up of any cost- share requirements. 2. PI reviews Cost Share expenses, sends expense report to CGA. Reports are typically done quarterly. 4. CGA retains a copy of the non-salary cost share report submitted to the sponsor in Account Notes. 3. CGA sends Cost Share information to sponsor. 29
- 30. New Process-Kuali Coeus 1. CGA enters cost share info on commitments tab during award setup 2. PI sends cost share info into CGA quarterly 4. CGA documents information on commitments tab - cost share met and verification date fields 3. CGA sends cost share info to sponsor 30
- 31. KC steps that must be completed NOTE: Most of the steps for completing this task are the same pre and post KC. 1. With the Cost Share data from the PI, CGA updates the Award e- Doc in the Commitments tab. 31
- 32. Enter Cost Share Tracking into KC 1. From the KC main menu, click the Central Admin tab. 2. Click the search icon in the Post-Award channel. 3. On the Award Lookup screen, search for and open the Award. 4. Click edit on the Award. 5. Within the Details and Dates panel, select Transaction Type (i.e. Correction, Restriction Change, or Administrative Amendment). 6. Click on the Commitments tab 7. Open the Cost Sharing panel 32
- 33. Enter Cost Share Tracking into KC 8. On the Cost Sharing panel, fill in the required fields: Type Project Period Commitment Amount 9. Click add and finalize award e-Doc Months later, once the cost share is met: 1. Search for and open the award and click edit 2. Update the appropriate cost share fields on the Cost Sharing panel 3. Finalize changes 33
- 34. 34 Update Report Submission Data Exercise Now it is time for you to note in the award that reports have been submitted Relax and have fun Ask questions – we are here to help!
- 35. For more information The following materials are available at http://ra- project.vprgs.msu.edu/user-education-and- resources to aid you in updating report tracking information: Updating Report Tracking Information job aid Updating Report Tracking Information video 35
- 36. Questions??? Thank you for your attendance and participation! 36
Editor's Notes
- #4: There is a Quick Guide that covers this information we will be covering in the “Basics” section in detail that you can reference after the class; at the close of the presentation we will provide information on how to find this and other guides and videos related to today’s training topics.
- #7: Explain require field asterisk & Implicit Save.
- #9: E-Doc: electronic document : electronic media content (other than computer programs or system files) that are used to gather or display data Explain features of Medusa.
- #10: Go over the icons common in all sections of KC.
- #11: Go over the icons common in all sections of KC.
- #13: Highlight buttons in KC.
- #16: NOTE: #4—Because progress reports are a compliance issue and part of the conditions of the award, CGA will follow up on delinquent progress reports until they are submitted.
- #17: NOTE: Box 7—Because progress reports are a compliance issue and part of the conditions of the award, CGA will follow up on delinquent progress reports until they are submitted. Sponsor will notify CGA if a progress report is delinquent—CGA will notify the PI.
- #19: Perform a search to see if an Award with an associated RG Award already exists. This determines if a new award needs to be created or an existing one updated. **These steps are needed if Reporting Group needs to add reports Awards Group missed. Only CGA staff can add/edit report requirements. PI/Depts cannot.
- #20: Perform a search to see if an Award with an associated RG Award already exists. This determines if a new award needs to be created or an existing one updated.
- #21: Note: You can also update details – RT from RT search **Notifications currently turned off for Phase 1a.
- #23: NOTE: Point out that this procedure is virtually identical to the procedure for PI progress report. No encumbrance info required for interim reports—only for final.
- #24: NOTE: #4—Because progress reports are a compliance issue and part of the conditions of the award, CGA will follow up on delinquent progress reports until they are submitted.
- #32: Stacy – I’m not sure that this slide provides value. The awards team asked us to remove some data from this slide (which we did) but now it doesn’t seem to be of use. Please let me know what you think.
- #33: **Commitment should be entered at award set-up and only cost share met and date fields need completed.