Date post: | 22-Feb-2017 |
Category: |
Education |
Upload: | vprgs-michigan-state-university |
View: | 91 times |
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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
Terminology – Main MenuChannels contain groups of related links
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 Icons, cont.
Common Icons, cont.
Common Icons, cont.
Common Icons, cont.
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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Create a New Subaward
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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 panel
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Subrecipient Organization doc – Risk Level
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Subrecipient Organization doc – Ynqs & Attachments
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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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Funding Source panel
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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.)
Contacts and Closeout panels
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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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Financial tab – History of Changes
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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) 35
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:
Template Information tab
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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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Notes & Attachments
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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 40
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 Actions
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Subaward Actions, cont.
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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!