This document provides an overview of tracking actions like PI progress reports, financial reporting, and cost share tracking in Kuali Coeus (KC). It begins with an introduction to the basics of KC including terminology, common features, and how to perform tasks. It then compares the current and new processes for each type of reporting in KC. Key steps for completing tasks in KC like entering report requirements and documenting submissions are demonstrated. Users are then invited to practice updating report submission data in KC. Additional resources are referenced for more information.

1. Report Tracking Actions in KC
PI Progress Report, Financial
Reporting,
Cost Share Tracking
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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
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3. KC 101-The Basics:
Terminology, Common
Features and Actions
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4. Terminology
 Main menu
 Tabs, channels, links
 Tabs:
• Researcher
• Unit
• Central Admin
• Maintenance
• System Admin
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5. Common Features
 Asterisks
 Implicit saves
 Data Validation
 Medusa
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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
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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
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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
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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.
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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.
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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.
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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.
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13. 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 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.

14. PI Progress Reports
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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
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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.
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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.
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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.
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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
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21. Financial Reporting
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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.
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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.
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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.
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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.
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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.
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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
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28. Non-Salary
Cost Share Tracking
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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.
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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
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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.
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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
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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
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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
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36. Questions???
Thank you for your attendance and participation!
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