Award Set Up

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Today’s Goals

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

Account Explorer and KC3. Provide information on how to create an

Award, Award Budget and Award Hierarchy in KC

4. Practice what you’ve learned today!

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

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Terminology Main menu

Tabs, channels, links Tabs:

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

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Terminology – Main MenuChannels contain groups of related links

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Common Features

Asterisks Implicit saves Data Validation Medusa

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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

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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

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Common Features, cont.

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

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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.

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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.

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Common Icons, cont.

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Common Icons, cont.

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Common Icons, cont.

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Common Icons, cont.

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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.

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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.

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Common Workflow Action Buttons

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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 document/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.

Create an Award

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Award/Account Set Up – Current State

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2. CGA Set Up Account in KFS

4. Set Up Award in Account Explorer

and enter preliminary fields

1. OSP/BC creates Award

check list (manual process)

5. Link the Award to the APP in eTransmittal

6. Enter remaining Award data in

Account Explorer

3. KFS Account document is

approved/finalized

Award/Account Set Up - KC

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OSP/BC

CGA

8. Submit the Award

7. Enter the remaining Award

data

6. Verify data entered by OSP

5. Receive notification to

complete Award

9. Click create account button in KC

(spawns the KFS account document)

10. Complete remaining fields in

KFS account document

11. Submit the KFS account

document

1. Create Award e-Doc

2. Link the Institutional

Proposal record

3. Enter Award Data

4. Route to CGA to complete

Create an Award – OSP/BC

Log into KCFrom the Central Admin tab, Post Award channel, click the create new icon next to AwardsOSP/BC to complete various panels in the Award Tab Document Overview panel and all fields with

an asterisk Description field - <Sponsor> - <PI> - <Sponsor Award

Number> Example: NSF-Vader-HR0011-34-C-2955

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Create an Award document

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Link Institutional Proposal

Funding Proposals panel• Search/enter the Institutional Proposal

Number, select Initial Funding from the Proposal Merge Type and click the add button

• Information automatically flows from the Institutional Proposal to the Award document (ex. Sponsor, Project Title, Activity Type, Keywords, Lead Unit, Summary Proposal Budget, PI Names and Credit Splits, Central Admin and Unit Contact Names, and Special Review Information) 25

Link Institutional Proposal

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Enter Details & Dates InformationNot all information flows from the Institutional Proposal Complete the following required Details &

Dates panel and subpanel fields:• Transaction Type• Account Type• Activity Type• Award Title• Project Start Date*• Project End Date• Anticipated Amount• Sponsor Award ID

• Lead Unit ID• Award Status• Award Type• Sponsor ID• CFDA Number, if

applicable• Obligation End Date*• Obligated Amount• Modification ID

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* Denotes fields required for saving the award document; other fields may be conditionally required to finalize the award or because of business procedures

Subawards, Sponsor Template and Keywords

• Subawards panel will be completed by CGA

• Sponsor Template panel will be completed by CGA

• Keywords populate from the Institutional Proposal, update if applicable

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Contacts tab

Key Personnel and Credit Split panels• Key Personnel and Credit Split information flows from

the Institutional Proposal • Additional Key Persons and changes can be entered if

the Award document is in Edit mode

Unit, Sponsor and Central Administration Contacts panels

• Information in these panels flow from the Institutional Proposal or Sponsor Template

• Changes can be made if the Award document is in Edit mode

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Commitments tab

Cost Sharing panel will be completed by CGA

Rates panel will be completed by CGA

Preaward Authorizations panel (completed only for Hardship or Advance accounts) Enter Authorized Amount and Effective

Date in the Institutional Authorization subpanel

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Special Review tab

Enter information here if any of the following Special Review items are included in the Award or if they were marked yes on the related Proposal Questionnaire:

• Animal Use• Export Control• Human Subjects• Space Changes• International Programs• eVerify 31

Comments, Notes & Attachments tab OSP/BC attaches a copy of non-

confidential Award notification/document in the Attachment panel All other supporting documentation for the

Award will still be saved in the App notes Notes related to the Award should be

added in the Notes panel and marked restricted

Comments boxes throughout the Award document will not be utilized by OSP/BC

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Route to CGA to Complete

Award Actions tab Open the Ad Hoc Recipients panel On the Ad Hoc Group Requests

subpanel, select Complete from the drop down options

In the Name field, select the Awards Group to complete the document

Click add in the Actions column Click submit to route the document

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Create an Award – CGA

The document routes to CGA to complete and begins with a review of what has already been entered

Linked institutional proposalDetails & Dates fields enteredPersonnel updates completedInstitutional preauthorizations entered, if applicableSpecial Review information entered/updated, if

applicableAward notification/document attached, if applicableNotes are reviewed

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Award

Subawards panel Add Subawards using the search functionality

in the Organization Name field, enter the Amount awarded and click add

Sponsor Template panel Enter the Sponsor Template Code or select the

search option to identify the number and click apply

Keywords populate from the Institutional Proposal, update if applicable

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Award

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Contacts

Many fields in the panels and subpanels auto-populate when the Institutional Proposal is linked to the Award

Update the Unit Contacts by clicking the sync to lead unit button

Review/update fields in remaining panels, if applicable

Note: the Sponsor Contacts are populated based on the Sponsor Template 37

Commitments

Cost Sharing information Rates information

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Add Payments, Reports & Terms

All required fields auto-populate from the uploaded Sponsor Template Review and verify all fields, add unique

requirements as necessary Payment basis and methods, reports, terms

Add any special approvals

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Add Payments, Reports & Terms

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Custom Data

Custom Data panel• Enter the FAIN number

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Custom Data

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Comments, Notes, and Attachments Comments Notes & Attachments panel

• Add any additional comments, notes and attachments as needed

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Comments, Notes & Attachments

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Validate Data and Finalize Award

Award Actions tab• Turn on Data Validation

• Address errors and warnings Click the submit button to finalize the Award

document

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Validate Data and Finalize Award

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Creating an Award Exercise

Now it is time for you to create an Award! Relax and have fun Ask questions – we are here to help! Note your Award ID; you will need it for the next

exercise

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Award Budget

Award Budget - KC

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2. Complete summary information

for Personnel

3. Complete summary information

for Non-Personnel

1. Establish budget version

4. Finalize budget

Award Budget

In a finalized Award document, open the Budget Versions tab

• In the Name field, enter a name for the budget• Click new in the Actions column• The Budget Version appears on the line below Add,

click open to proceed to the Parameters tab, Budget Overview panel and verify that there is an amount in the Obligated Change field

Note: The Budget Overview panel auto-populates based on information entered in both the Award document and the Budget Version

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Award Budget – Personnel tab On the Personnel tab, open the Personnel

Detail panel• Select Summary option from the drop down list

under Person• Select Senior Key Personnel or other personnel

category from the Object Code drop down box• Click add in the Action column to generate a

subpanel for that object code• Fill in the Requested Salary based on the details

of the Award• Repeat the process for additional Personnel

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Award Budget – Non-Personnel tab Open the Non-Personnel tab Select the appropriate budget period and view Click the show on the Equipment panel

• Select the appropriate Object Code, add a description and quantity

• Enter the Change Amount • Click add in the Actions column

Repeat this process for each Non-Personnel budget item

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Award Budget – Budget Actions tab Once budget categories are complete and you’ve

confirmed the Budget matches the Award Amount, click submit on the Budget Actions tab

Click the return to Award button Navigate back to the Budget document On the Budget Actions tab click post to

generate the KFS Allocation Budget document

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Award Budget

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Award Budget, cont.

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Award Budget, cont.

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Award Budget, cont.

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Award Budget, cont.

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Creating an Award Budget Exercise

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

Award Hierarchy

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Award Hierarchy - KC

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2. Locate finalized Parent Award

3. Create Child Award, via Parent Award

1. Determine need for Child Award

4. Finalize Child Award

5. Repeat process to create other various Child and Grandchild

Awards

Award Hierarchy

Award Hierarchy is a tool that allows an Award to be divided into segments Awards can go many layers deep Allows units across campus to manage Awards

independently Can be established once the parent Award is finalized

xxxxxx-00001

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Award Hierarchy

Open the desired final Parent Award• Navigate to the Award Actions tab• Click show on the Hierarchy Actions panel• Click on the Award ID

• Go to the new Child subpanel• Select new or copy from Parent or selected

award• For selected award, search for and select the Award ID

• Select the create button

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Award Hierarchy

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Award Hierarchy

Complete the various panels of the new child Award document and finalize

Open the parent Award Click on the Time & Money within the parent

Award

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Award Hierarchy

Click on the Transactions panel• Under the Source Award field, select the Parent

Award number

• Under the Destination Award field, select the Child Award number

• Under the Obligated Change field, enter the obligated amount to transfer to the Child Award

• Under the Anticipated Change field, enter the anticipated amount to transfer to the Child Award

• Click add

• Click submit66

Award Hierarchy

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Award Hierarchy

Return to finalized Parent Award Navigate to the Budget Versions tab The Budget Overview panel will show the new

Budget Total Cost Limit, reflecting the portion of the budget that what was transferred to the Child Award

Repeat this process to set up additional Child and Grandchild awards

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Award Hierarchy

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Creating an Award Hierarchy Exercise

Now it is time for you to create a Hierarchy! 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 an Award in KC Create and post a budget in KC Create a hierarchy in an Award

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For more information

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

• Creating Award Hierarchies job aid• KC/KFS Integration job aid

Questions?

Thank you for your attention and participation!

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