The document outlines the procedures for creating and maintaining negotiation documents in a system called Kuali Coeus (KC). It details the essential terminologies, common features, and the steps involved in managing negotiation activities related to proposals and awards. Additionally, it includes guidance on accessing the negotiation module, updating documents, and closing negotiation activities.

1. Create and Maintain
Negotiation Documents
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2. Today’s Goals
1. Provide information on the basics - KC 101
2. Review procedural differences between
creating and maintaining an Activity Log
record and a Negotiation document in KC
3. Give you the opportunity to perform each
procedure 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 the 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 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.
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14. Create a Negotiation
Document
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15. Negotiation Module
 The Negotiation module allows Sponsored
Programs and Business Connect to manage
activities for proposals and awards
 The negotiation module allows OSP/BC to track
activities including:
 Contract/agreement negotiations
 Requests for JIT and other supporting documentation
 Proposal reviews
 Budget reviews/revisions
 Proposal revisions
 Creating subcontracts (Non-FDP)
 Contract/agreement modifications 15

16. Current State Process – Activity Log
1. OSP/BC receives a
communication
requiring the need to
start an Activity Log
record.
2. OSP/BC starts an
Activity Log record
and assigns it to
someone.
3. OSP/BC begins
entering transaction
events.
4. OSP/BC continues to log
and update events until the
transaction is complete.
5. OSP/BC closes the
Activity Log record.
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17. New Process – Kuali Coeus,
Negotiation
1. OSP/BC receives a
communication requiring
the need to start a
Negotiation document.
2. OSP/BC creates a
Negotiation document and
assigns it to someone.
3. OSP/BC associates
the Negotiation
document with a
Proposal
Development doc,
Institutional Proposal
doc, or none.
4. OSP/BC begins
entering activities.
5. OSP/BC continues to
enter and update
activities until the
transaction is complete.
6. OSP/BC closes the
Negotiation document.
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18. Steps Required for Completing a
Negotiation
1. Create Negotiation e-Doc
2. Complete required fields in Document Overview panel
3. Complete required fields in Negotiation panel
4. Complete required fields in Activities & Attachments
panel
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19. Accessing the Negotiation module
 Central Admin Tabs
 Pre-Award Channel > Negotiation create icon
• Allows administrators to initiate a Negotiation document
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20. Creating a Negotiation document
 Document Overview panel
 Add a description; this will be the description that will show
up in document searches
 Negotiation panel
 Select Status: In progress (default)
 Select a Negotiator (the individual logging the activity)
 Select an Agreement Type
 Enter the Negotiation Start date: defaults to today’s date,
but may be changed
 Enter Draft Award, if applicable
 Type in the document folder name/location, if applicable
 Link it to the Institutional Proposal, Award, Proposal (April
2017), or select “None”
 Select a Team, if applicable 20

21. Activities & Attachments
 Add an activity
 Select the Location
• An event with multiple locations will need to be logged as separate
activities
 Select an Activity Type
 Enter the Activity Start Date
 Enter the Activity End Date, if complete
 Enter a Follow-up Date, if a subsequent follow-up date is desired
 Type in a Description of the activity
 Attach any documents
• Choose the File
• Add a file Description
 Click the Add Activity button
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22. Displaying Activities
 Negotiation documents may contain many
activities
 Activities can be sorted by:
• Activity start date, activity type
• Last update, activity type
• Last update by, last update
• Activity type, last update
• Location
 Display all activities or just those that are pending
 Print all activities or just those that are pending
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23. 23
Creating a Negotiation Exercise
 Now it is time for you to create a Negotiation!
 Relax and have fun
 Ask questions – we are here to help!
 Note your Negotiation number; you will need it for the
next exercise

24. Update a Negotiation
Document
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25. Update Negotiation Activities
 Negotiation documents are updated in real-time
with new proposal and award activities
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26.  Enter desired search criteria and click search
 A list of Negotiations will appear in a table below
the search categories
 Click the open link to go directly to the
Negotiations document
 Make the necessary changes to the Negotiation
document
Negotiations Search Results
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27. Closing a Negotiation Activity
 Change the Negotiation Status to Complete
 The Negotiation End Date, as well as all activities that
do not have an end date entered will automatically be
filled in with today’s date when complete is selected as
the Negotiation Status
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28. 28
Update & Close Negotiation Exercise
 Now it is time to update and close your
negotiation
 Relax and have fun; you are almost done!

29. For more information
 The following is available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources to aid you in procedures related to
Negotiation activities:
 OSP/BC/CGA Internal Procedures for Revision
Requests that Require Notification or Approval job aid
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30. Questions???
Thank you for your attendance and participation!
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