Learn how to search for and view information related to submitted Proposals, Negotiations, Awards (including report tracking and subawards) in MSU’s new research administration system.

1. Viewing Information in KC
Negotiations, Institutional Proposal, Award,
Subaward, and Report Tracking Data
1

2. Today’s Goals:
1. Provide information on the basics - KC101
2. Review the information available to view in the
following areas:
 Institutional Proposal
 Negotiations
 Awards
 Subawards
3. Practice searching for and viewing information
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. 5

6. Terminology – Main Menu
Channels contain groups of related links
6

7. Common Features
 Asterisks
 Implicit saves
 Data Validation
 Medusa
7

8. 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
8

9. 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
9

10. Common Features, cont.
 Medusa—Tab found in multiple e-Docs.
Functions as a relational cross reference for all
e-Docs related to a project
10

11. 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.
11

12. 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.
12

13. Common Icons, cont.
13

14. Common Icons, cont.
14

15. Common Icons, cont.
15

16. Common Icons, cont.
16

17. 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.
17

18. 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.
18

19. 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 the 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.
19

20. Viewing Institutional
Proposal Data
20

21. Institutional Proposal
 An Institutional Proposal is automatically generated when
the Submit to Sponsor action is taken
 Institutional Proposal information is stored in the
Enterprise Data Warehouse and DIM, and becomes the
basis for all reports containing data from submitted
proposals
 OSP/BC maintains the Institutional Proposal record; this
information can be viewed by the researcher, and
department/college administrators
 When a proposal is funded, the information from the
Institutional Proposal record flows into the Award
Document, thereby reducing the amount of data entry
21

22. Accessing the Institutional Proposal
 Researcher Tab
 Proposal Channel > Search Institutional Proposals
• Allows faculty members to search for Institutional Proposals
for which they are listed as an investigator
 Unit Tab
 Pre-Award Channel > Institutional Proposal search
icon
• Allows administrators to search for proposals within their
organizational unit
22

23. Accessing Institutional Proposal
information
23

24. Institutional Proposal Search Results
 Enter desired search criteria and click search
 A list of Institutional Proposals appear in a table
below the search categories
 Click the open link to go directly to the
Institutional Proposal document
24

25. Viewing Institutional Proposal
Information
25

26. Accessing the Institutional Proposal
using Legacy App #
 Click on Doc Search
 Document Type:
InstitutionalProposalDocument
 Organization Document Number: Enter
Legacy App #
26

27. Accessing the Institutional Proposal
using Legacy App #
27

28. Accessing the Institutional Proposal
using Legacy App #
28

29. Institutional Proposal Tab
 Document Overview
Contains the description of the document that is displayed in search
results
 Institutional Proposal
Contains rudimentary information about the submitted proposal
such as the fiscal month/year the proposal was submitted, activity
type, and funding status
 Sponsor & Program Information
Contains information related to the funding agency such as sponsor,
prime sponsor, deadline date, and Notice of Opportunity (i.e.
Solicitation number)
 Financial
Contains project costs for the initial period and total life of the
project 29

30. Document Overview & Institutional
Proposal Panels
30

31. Sponsor & Program Information &
Financial Panels
31

32. Institutional Proposal Tab continued
 Graduate Students
Not utilized by MSU
 Notes and Attachments
Contains notes and/or attachments relevant to the submitted
proposal (please note that notes and attachments do not flow from
one document to another, i.e. Institutional Proposal to Awards)
 Delivery Information
Contains information about how the proposal was submitted to the
sponsor (not used when proposals are submitted electronically)
 Keywords
Displays keywords entered in the submitted Proposal
32

33. Notes & Attachments, Delivery Info &
Keywords Panels
33

34. Contacts & Custom Data Tabs
Contacts
 Project Personnel
Includes key personnel details; identifies the Lead Unit and credit
distribution across individuals and units
 Unit Contacts
Identifies department/college personnel responsible for the submission
of the proposal and management of the award, if funded
 Central Administration Contacts
Identifies OSP, BC, and/or CGA personnel responsible for the
submission of the proposal and management of the award, if funded
Custom Data
 Proposal
Displays the voluntary cost share information entered in the Proposal
Development document 34

35. Project Personnel Panel
35

36. Unit & Central Administration
Contacts Panel
36

37. Special Review, Intellectual Property
Review & Distribution Tabs
 Special Review
Displays relevant research compliance-related
information
 Intellectual Property Review
Not utilized by MSU
 Distribution
Not utilized by MSU
37

38. Special Review Tab
38

39. Institutional Proposal Actions Tab
 Data Validation
Used by OSP/BC when making edits to the Institutional Proposal
record
 Funded Awards
Displays the associated Award(s) that were generated from the
proposal
 Ad Hoc Recipients
Not utilized
 Print
Allows users to print/save a summary of the institutional proposal
record (note that the current & pending reports are not utilized by
MSU)
 Route Log
Displays the status and approval history 39

40. Funded Awards & Print panels
40

41. Medusa Tab
 Shows the relationship between documents in
KC
 Displays summary information about each
related document
 Medusa allows you to click and retrieve
documents linked together across the KC
modules
41

42. Viewing Medusa
42

43. Institutional Proposal Search Exercise
 Use the handouts provided to locate, open, and review
an Institutional Proposal
Please do not hesitate to ask questions – we are here to help!
43

44. Viewing Negotiation
Data
44

45. Negotiations
The Negotiation module maintains tracking
information for proposal and award negotiation
activities associated with existing or potential MSU
research.
• Negotiation documents are created and managed by
OSP/BC; this information can be viewed by the
researcher, and department/college administrators
45

46. Accessing Negotiations
 Researcher Tab
 Negotiations Channel > All My Negotiations
• Allows faculty members to search for Negotiation activities
related to projects for which they are listed as an investigator
 Unit Tab
 Pre-Award Channel > Negotiation search icon
• Allows administrators to search for negotiation activities
related to projects within their organizational unit
46

47. Accessing Negotiation Information
47

48. Negotiation Search Results
 Enter desired search criteria and click search
 A list of Negotiation documents appear in a table
below the search categories
 Click the open link to go directly to the
Negotiation document
48

49. Viewing Negotiation Information
Draft Award:
Team:
49

50. Negotiation
 Document Overview
Includes a brief description of the negotiation activity
 Negotiation
Displays key information for the overall Negotiation
document as well as from the associated Proposal
Development, Institutional Proposal, Award or Subaward
 Activities & Attachments
Each activity and its status are tracked separately along
with the attachments
 Medusa
Shows the project documents linked together in KC
50

51. Document Overview and Negotiation
Panels
Draft Award:
51

52. Activities & Attachments panel
52

53. Medusa
 Shows the relationship between documents in
KC
 Displays summary information about each
related document
 Medusa information can be accessed by clicking
on the Medusa tab inside the Negotiations
document or alternatively accessed directly from
the look up results
53

54. Viewing Medusa
54

55. Negotiation Search Exercise
 Use the handouts provided to locate, open, and review
a Negotiation
Please do not hesitate to ask questions – we are here to help!
55

56. Viewing Award
Data
56

57. KC Award
The Award Module is used to store detailed
information for Awards
 The Award document is linked to the Institutional Proposal to
provide information for data tracking and reporting purposes
 It includes a complete history of changes made to Awards
from the notice of award through closeout
 It is designed to primarily be used by CGA, OSP, and BC who
will create and maintain the Award Documents; this
information can be viewed by the researcher, and
department/college administrators based upon permission
profiles.
57

58. Accessing the Award
 Researcher Tab
 Award Channel > All My Awards
• Allows faculty members to search for Awards for which
they are listed as an investigator
58

59. Accessing the Award
 Unit & Central Admin Tabs
 Post-Award Channel > Award search icon
• Allows administrators to search for awards within their
organizational unit
59

60. Accessing the Award using Legacy App #
 Click on Doc Search
 Document Type: Search Icon
 Document Type Lookup: enter *award* in the Name
Field
60

61.  Return Value: AwardDocument
 Enter Legacy APP # in the Organization Document
Number field, click Search
Accessing the Award using Legacy App #
61

62.  Click the appropriate Document ID to open the award.
Accessing the Award using Legacy App #
62

63. Viewing the Award
 Identifying information about the award including PI
name, Lead Unit, Sponsor Name, Award ID and Account
Number, can be found at the top of the page.
 In addition, there are several tabs located at the top that
provide detailed information about the award.
63

64. Award Tab: Document Overview &
Funding Proposals Panels
•Document Overview
Provides a description of the Award document
•Funding Proposals
Lists Institutional Proposal(s) linked to the Award
64

65. Details & Dates Panel
Displays current information about the Institution, Sponsor, Sponsor
Funding Transferred and Time and Money subpanels.
View History provides a look at previous changes made to the award.
This will open in a new window.
65

66. Subawards Panel
Subawards that have been linked to the award can be
opened from this panel
 Note that the award document and the subaward
document both must be in final status for the open
subaward link to appear
66

67. Sponsor Template Panel
Shows the Sponsor Template that CGA applied to the
award.
 The template contains Sponsor specific information such
as terms & conditions, contacts, and reporting
requirements.
 This information will pre-populate fields located in other
tabs (e.g. Payment, Reports & Terms).
67

68. Keywords Panel
Keywords from the Institutional Proposal will flow into this
panel.
 This should be used in a similar fashion as the keywords
section in the current transmittal system. For example, if
there is international travel, the foreign country should be
identified in the IP which would then flow into this panel.
68

69. Contacts Tab: Key Personnel and Credit
Split Panel
Key Personnel and Credit Split
Includes key personnel details; identifies the Lead Unit and
credit distribution across individuals and units
69

70. Unit, Sponsor, and Central Administration
Contacts Panels
• Unit Contacts
Lists contact information for departmental and/or college staff
assigned to administer this Award
• Sponsor Contacts
Lists the contact information for individuals and/or organizations
who can be contacted for this Award
• Central Administration Contacts
Lists contact information for OSP, BC and CGA staff assigned to
this Award
70

71. Unit, Sponsor, and Central Administration
Contacts Panels
71
The address book button next to each of the contacts provides additional
details for the contact such as address, phone number, etc.

72. Commitments Tab
•Cost Sharing
Displays required cost share information that MSU is
obligated to fulfill
•Rates
Identifies the Facility & Administrative (F&A) rates that
apply to this Award.
 The dates shown in this section apply to the F&A rate
and will not reflect the project period.
•Preaward Authorizations
Included information related to advance or hardship
funding that was pre-approved by the sponsor during
negotiations 72

73. Commitments Tab
73

74. Budget Version Tab
 Budget Overview
Displays read-only summary information about the
Award Budget
 Budget Versions
Displays summary information for each budget version
74

75. Budget Version Tab
 Budget Limits
Displays view-only budget limits for the Personnel and
Non-Personnel budget categories
75

76. Award Budget Document
The Award Budget Document can be opened from the Budget Versions
Panel and will open in a new window.
There are several tabs located across the top similar to the Award
Document.
76

77. Award Budget Tabs
• Parameters
Displays summary information about the Award Budget
• Rates
Displays the F&A, Benefit, and Inflationary rates impacting the Award
• Summary
Displays a summary of the budget by cost category
• Personnel
Displays a summary of the personnel budgeted, by object code
• Non-Personnel
Displays a summary of the non-personnel items budgeted, by type and
object code
• Distribution & Income – Project Income
Cost Share and Unrecovered F&A functionality is not utilized. Project
Income panel displays a summary of any income generated by the project
77

78. Payments, Reports & Terms Tab
 Payment & Invoices
Contains payment terms, invoice requirements and payment
schedules. CGA will only be using Payment Basis and Payment
Method at this time.
78

79. Payments, Reports & Terms Tab
 Reports
Contains the due date for and submission dates for the various
types of reports required by the sponsor
79

80. Payments, Reports & Terms Tab
 Terms
Contains the terms and conditions set by the sponsor
80

81. Payments, Reports & Terms Tab
 Special Approval
Contains information about equipment and/or foreign travel items
approved by the sponsor. This will not be utilized by CGA at this time.
 Closeout
Integrates with the Payments & Invoices and Reports panels to
automatically display final reports and due dates
81

82. Special Review Tab
 Special Review
Displays relevant research compliance-related
information such as Human Subjects, Animal Usage,
Space Change, etc.
82

83. Custom Data Tab
 Custom Data
 General
This panel stores the FAIN (Federal Award
Identification number).
83

84. Comments, Notes, & Attachments Tab
 Comments
Contain aggregated view of various comment
boxes throughout the Award document
84

85. Comments, Notes, & Attachments Tab
 Notes
Contain notes that are specific to the award
 Attachments
Contains electronic documents specific to the
award such as the award notice from the
sponsor
85

86. Award Actions Tab
 Data Validation
Displays any errors or warning messages; this is used by CGA
when setting up an award.
 Hierarchy Actions
Allows users to see the structure of an award; helpful when
splitting the award across multiple colleges/departments.
86

87. Award Actions Tab
 Print
Allows users to generate and save, send, and/or print the award
notice. Units will only be able to view and print.
87

88. Award Actions Tab
 Route Log
Displays which users have taken actions on the award document
 Create Account
Displays the corresponding KFS account document number
88

89. Medusa Tab
 Shows the relationship between documents in
KC
 Displays summary information about each
related document
 Medusa information can be accessed by clicking
on the Medusa tab inside the Award document
or alternatively accessed directly from the look
up results
89

90. Medusa Tab
90

91. Viewing Medusa
91

92. Award Search Exercise
 Use the handouts provided to locate, open, and review
an Award
Please do not hesitate to ask questions – we are here to help!
92

93. Viewing Subaward
Data
93

94. KC Subaward
The Subaward Module is used to store detailed
information for Subawards
 CGA will create and maintain subawards; this information
can be viewed by the researcher, and department/college
administrators
 Information throughout the Subaward document is used to
populate fields in the Federal Demonstration Partnership
(FDP) Research Subaward Agreement form that can be
printed from the Subaward Actions tab – Print panel
(available in Phase 1B)
94

95. Accessing Subawards
 Unit Tab
 Post-Award Channel > Subaward search icon
• Allows administrators to search for subawards related to projects
within their organizational unit
 Central Administration Tab
 Post-Award Channel > Subaward search icon
• Allows administrators to search for subawards
95

96. Accessing Subawards
 Award Document > Subaward panel
• Allows administrators to open subawards directly from the
Subaward panel in the Award document
• Note that the award document and the subaward document
both must be in final status for the open subaward link to
appear
96

97. Search and View a Subaward
To search for all subawards within your unit to the University of Michigan.
 Choose the lookup icon for Subrecipient
 Enter *Michigan Univ* in the Organization Name field and click
Search
97

98. Search and View a Subaward
 A list of Subaward documents appears in a table
below the search categories
 Click the “Return Value” button for “Michigan
University of” to return the value to the subaward
lookup screen
98

99. Search and View a Subaward
 Click Search to see a list of subawards to the University of Michigan
 Click the open link to go directly to Subaward #5
99

100. Document Overview & Subaward Panels
 Document Overview
Provides identifying information about the subaward document
 Subaward
Subrecipient, Subaward Type, Dates and Amounts are some of
the fields displayed in this panel
100

101. Funding Source, Contacts, & Closeout
Panels
 Funding Source
Lists the award that is linked to the subaward
 Contacts
Lists contacts for both MSU and the subrecipient
 Closeout
Lists reports and other information required by subrecipient at
closeout
101

102. Financial Tab
 History of Changes
Lists obligated and anticipated amounts for the
subrecipients
 Invoices
Functionality will not be utilized by MSU at this time.
102

103. Template Information Tab (Not implemented at this time)
 Template
Used by Central Administration and Lists
information needed to create FDP Subawards
103

104. Template Information Tab (Not implemented at this time)
 Reports
Lists financial reports required from the
subrecipient
 Template Attachments
Lists attachments to be included in the subaward,
e.g. SOW, prime award to MSU, budget, etc.
104

105. Notes & Attachments Tab
 Contains electronic documents specific to the
subaward
 Fully Executed Subaward
 Amendments
105

106. Subaward Actions Tab
 Data Validation
Displays any errors or warnings; helpful to CGA only
and will be blank when viewing finalized subawards
 Print
Generates a .pdf of the FDP agreement or modification
(not utilized at this time)
106

107. Subaward Actions Tab
 Route Log
Displays workflow action and routing information for the
Subaward
107

108. Medusa Tab
 Shows the relationship between documents in
KC
 Displays summary information about each
related document
 Medusa information can be accessed by clicking
on the Medusa tab inside the Subaward
document or alternatively accessed directly from
the look up results
108

109. Viewing Medusa
109

110. Subaward Search Exercise
 Use the handouts provided to locate, open, and review
a Subaward
Please do not hesitate to ask questions – we are here to help!
110

111. Viewing Report
Tracking
Data
111

112. Award Report Tracking
The Award Report Tracking module is a tool for
viewing reports related to an award
 Report Tracking is a function of the Awards module
 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
112

113. Award Report Tracking
 Central Administration will generate the schedule
of reports for the award when creating accounts
 For Phase 1A: Final financial and all Technical
reports will be added.
 For Phase 1B: Users will be able to update the
status and add comments for Technical
reports.
113

114. Award Report Tracking
The Report Tracking functionality can be
accessed via the Unit or Central Admin Tab
 Select the Award Report Tracking option within the
Post-Award channel
114

115. Award Report Tracking
 View information relating to a specific report or group of
reports on the Award Reporting Lookup screen
115

116. 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
116

117. Search and View: Award Report Tracking
 From the list of reports generated, click show
to see additional details about the award
requiring the report
117

118. 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, select the update
view to proceed
118

119. 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
119

120. 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
120

121. 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 Report
Due date, Status of the report, the Sponsor Name, and the Title
of the Award
121

122. Report Tracking Search Exercise
 Use the handouts provided to locate, open, and review
reporting requirements for an Award
Please do not hesitate to ask questions – we are here to help!
122

123. After today’s class you will:
1. Be more comfortable navigating the KC system
2. Be able to locate and view:
 Institutional Proposal data
 Negotiations activities
 Award data, including when reports are due
 Subaward data
123

124. For more information
 The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources to aid you in viewing information in
KC:
 KC Navigation job aid
 KC Navigation video
 Viewing Information in an Award video
124

125. Questions?
Thank you for your attention and participation!
125