Learn how to create, enter and finalize award and reporting information in MSU's new research administration system.

1. Award Set Up
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2. Today’s Goals
1. Provide information on the basics - KC101
2. Review procedural differences between Account
Explorer and KC
3. 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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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
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.
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14. Create an
Award
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15. 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

16. 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

17. Create an Award – OSP/BC
Log into KC
From the Central Admin tab, Post Award channel, click
the create new icon next to Awards
OSP/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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18. 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)
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19. Enter Details & Dates Information
Not 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

20. 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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21. 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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22. 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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23. 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
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24. 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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25. 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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26. Create an Award – CGA
 The document routes to CGA to complete and
begins with a review of what has already been
entered
 Linked institutional proposal
 Details & Dates fields entered
 Personnel updates completed
 Institutional Preauthorizations entered, if applicable
 Special Review information entered/updated, if applicable
 Award notification/document attached, if applicable
 Notes are reviewed 26

27. 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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28. 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 28

29. Commitments
 Cost Sharing information
 Rates information
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30. 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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31. Custom Data
 Custom Data panel
• Enter the FAIN number
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32. Comments, Notes, and Attachments
 Comments Notes & Attachments panel
• Add any additional comments, notes and attachments as
needed
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33. 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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34. 34
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

35. 35
Award Budget

36. 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

37. 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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38. 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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39. 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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40. 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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41. 41
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!

42. Award Hierarchy
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43. 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

44. 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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45. 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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46. 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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47. 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 submit
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48. 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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49. 49
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!

50. 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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51. 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 an
Award:
• Creating Award Hierarchies job aid
• KC/KFS Integration job aid
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52. Questions?
Thank you for your attention and participation!
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