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Awards Module

Awards Module. Susan Mundt, University of Arizona KCC Award Subcommittee Co-Lead mundts@email.arizona.edu. Awards Module Integration. Kuali Coeus Timeline. See http://kuali.org/kc/timeline for updates. Kuali Coeus Main Menu – User tabs. Different tabs for different user groups.

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Awards Module

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  1. Awards Module Susan Mundt, University of Arizona KCC Award Subcommittee Co-Lead mundts@email.arizona.edu

  2. Awards Module Integration

  3. KualiCoeus Timeline See http://kuali.org/kc/timeline for updates

  4. KualiCoeus Main Menu – User tabs Different tabs for different user groups Functional areas are separated

  5. Unit tab for Departmental Administrators Click here to search for an existing Award

  6. Central Admin tab for Sponsored Projects Users Click here to create a new Award

  7. Maintenance tab to customize tables

  8. System Admin tab • Maintain people and parameters • Set up workflow and notifications

  9. Orientation – Document tabs & panels This is an Award Document Document status/ID is always visible This is the Award tab Required fields are marked with an asterisk On-line help Other panels may be open or closed Scroll down to see document actions on each tab

  10. Funding Proposals Linking a Funding Proposal feeds data from the Institutional Proposal to the Award

  11. Details & Dates Identifiers and classification of your Award

  12. Subawards List Subawards approved by the sponsor Integration with the Subawards module is scheduled for future release

  13. Sponsor Template and Keywords Apply a Sponsor Template to populate Award data for common award programs (Prime Sponsor, Sponsor Contacts, Payments, Reports, Terms and Comments) Keywords provide common classifications for activity reporting

  14. Contacts tab One place for all lists of Institutional and Sponsor Contacts for an Award

  15. Key Personnel

  16. Credit Split • Key Persons can be included or excluded individually • Up to 8 split classifications

  17. Unit Contacts • System populates default internal Lead Unit contacts • Additional contacts can be added and deleted

  18. Sponsor Contacts • Can be populated by a Sponsor Template • Sponsor Contacts are also used as • recipients of Reports and Invoices • Lookups are available to see all data • in the Rolodex record (Person or • Organization column)

  19. Central Administration Contacts • Central Admin Contacts display • automatically for the Lead Unit • View the full Person or Unit record • with one click on the open book icon

  20. Commitments tab, Cost Sharing

  21. Rates (F&A and Benefits) • Record budget rate restrictions • for the Award

  22. Preaward Authorizations • Document funds provided for work before an Award is finalized

  23. Budget Versions tab • This is your gateway to Award Budget and where to get the “big picture”

  24. Payment, Reports & Terms tab • Sponsor restrictions and requirements for easy reference

  25. Payment & Invoices • Generate an invoice/payment requirements list • Track payments received

  26. Reports • Generate a schedule of recurring reports and proposals due • Choose recipients from Sponsor Contacts or search the Rolodex • Capture reference data for purchasing • Return Report data to Sponsor Template defaults with ‘sync to template’

  27. Terms • Populate data for similar Award programs with Sponsor Template • Build a convenient reference list of Sponsor terms & conditions

  28. Special Approvals (Approved Equipment and Foreign Travel) • Track specific approval for closely monitored expense categories

  29. Closeout • Data in the Reports panel populates standard final report due dates • Add additional Closeout reports • Document archive location during record retention period

  30. Special Review tab • Data added from each Funding Proposal linked to the Award • Future compliance modules will be integrated

  31. Custom Data tab • Additional data needs will not complicate future upgrades

  32. Comments, Notes & Attachments tabComments panel

  33. Notes panel and Attachments panel

  34. Award Actions tab

  35. Data Validation Turn on Validation to flag errors as you enter data and save The “fix” buttons take the user to the appropriate panel to correct problems

  36. Hierarchy Actions Open this window in a full screen • Click a row in the Award Hierarchy to make a copy or create a new child award • Duplicate entire branches of the hierarchy tree with Copy Descendants

  37. Print Generate standard printouts in .pdf format

  38. Sample Printouts

  39. Ad Hoc Recipients and Workflow

  40. Medusa tab • Displays related KC proposals and awards in tree view • View document Summaries, open a related document or view Notes

  41. Time & Money Document • A Time & Money doc must be created and finalized entirely “inside” or “outside” • an Award version document • View document Summaries, open a related document or view Notes

  42. T&M: Document Overview and Workflow • Standard KC panels

  43. T&M: Award Hierarchy

  44. T&M: Transactions • Add and subtract funds from an Award hierarchy • Move funds within an Award hierarchy • System performs intermediate transactions

  45. T&M: Direct/F&A Funds Distribution Break down anticipated Award amounts into Direct and F&A Costs for all budget periods

  46. T&M: Summary This screen is identical to the Medusa Award Summary

  47. T&M: Action Summary and History

  48. Award Budget: Parameters tab • Budget dates, Obligated Total and F&A Rate Type feed from the Award • System calculates Budget Change Total Cost Limit • Budget Overview panel is identical to panel of the same name in the Award doc • You can enter a Summary level budget by entering Direct and F&A Amounts in • the Budget Periods & Totals panel

  49. Award Budget: Budget Versions tab • This is identical to the Budget Versions panel in the Award Document • It provides a budget history at a glance

  50. Award Budget: Rates tab: F&A Rates and Fringe Benefits • Rates from the Institutional Rate tables default for the Obligation period • Applicable Rate column can be used to override defaults as needed • Data from the Award F&A Rates and Employee Benefits panels will lock • down the Applicable Rate

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