Learn how to create, enter and finalize subaward information in MSU’s new research administration system.

1. Subaward Set Up

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 a Subaward in KC
4. Practice what you’ve learned today!
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3. KC 101-The Basics:
Terminology, Common
Features and Actions

4. Terminology
 Main menu
 Tabs, channels, links
 Tabs:
• Researcher
• Unit
• Central Admin
• Maintenance
• System Admin

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

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

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

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

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.

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.

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.

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.

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 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. Subaward Set Up
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15. 15
OSP/BC
1. Draft non-FDP
agreement
2. Send draft
agreement to
subawardee
3. Negotiate and
execute final
agreement
4. Send fully
executed
agreement to CGA
5. Verify Debarment
status, financial
responsibility and
assigns a risk level
4. Enter agreement
and all other
pertinent
information and
attachments into
Account Explorer
1. Draft FDP
agreement
2. Send draft
agreement to
subawardee
3. Negotiate and
execute final
agreement
CGA
Subaward – Current State
6. Notify PI & ORA

16. 16
OSP/BC
Subaward – KC
9. Verify Debarment
status, financial
responsibility and
assigns a risk level
10. Notify PI &
ORA
1. Draft non-FDP
agreement
2. Send draft
agreement to
subawardee
3. Negotiate and
execute final
agreement
4. Send fully
executed
agreement to CGA
CGA
5. Create KC
Subaward
document and link it
to the Award
7. Send draft
agreement to
subawardee (CGA
created Subawards
only)
8. Receive fully executed
agreement from
subawardee and finalize
subaward document
(CGA created Subawards
only)
4.
6. Complete template
information, upload
attachments, and
generate agreement
(FDP Subawards only)

17. Create a New Subaward - CGA
1. From the Central Admin tab, Post-Award channel,
click the create new icon next to Subaward
2. Enter a description in the Document Overview panel
 Description Format: <CGA Subaward ID number> –
<subrecipient name>
• Example, “Subaward RC105233UM – University of
Michigan”
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18. Subaward panel
3. Enter Subaward fields:
 Start/End Dates
 Subaward Type*
 Requisitioner User Name*
 Site Investigator
 Status*
 Title
 Subrecipient* – once the
subrecipient is entered, click
the Direct Inquiry link to
review the Risk Level, Audit
panel, YNQs regarding
Debarment status, and, if
applicable, Notes &
Attachments
 Execution Date, if applicable
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19. Subaward tab (continued)
4. Funding Source panel
 Search/enter the Award Number associated with this Subaward and
click the add button to link
• Links to open the Award and Medusa documents become
available
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20. 4. Contacts panel
 Enter persons connected to the project, their specific roles and
other contact information and click add for each
• At least one contact is required
• FDP agreements:
– additional subaward contacts are required
– prime subaward contacts are also required, if applicable
5. Closeout panel
 List any requirements for closing the Subaward
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Subaward tab (cont.)

21. Financial tab
6. History of Changes panel
 To create an entry, enter the Effective Date, Obligated Change
and Anticipated Change amounts & click the add button
 Period of performance start and end dates must be completed
for FDP agreements
 Attachments can be added, if necessary
• Approved/executed Non-FDP Agreements should be attached
7. Invoices panel
 Functionality not currently being used at MSU
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22. Template Information tab
8. Complete all fields in the Templates Information panel
9. Select the types of reports the subrecipient will be
required to submit at the close of the project (Technical,
Property, and Patent) in the Reports panel
10. Documents that need to be appended to the FDP
Agreement should be uploaded in the Template
Attachments panel, which provides Attachment
Types such as (Budget, Scope of Work, Subaward,
and Transmittal Letter, 4A, 5 & 6)
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This section applies only for FDP Agreements

23. Template Information tab
8.Answers recorded in the Template panel are used to
populate the FDP agreement forms available in the
Print panel of the Subaward Actions tab
9. The Reports panel provides a place to select Report
Types (Technical, Property & Patent), upload files
and store documents for future access
10.Documents that need to be appended to the FDP
Agreement should be uploaded in the Template
Attachments panel, which provides
Attachment Types such as (Budget, Scope of Work,
Subaward, and Transmittal Letter, 4A, 5 & 6)
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Only applies to FDP Agreements:

24. Notes & Attachments tab
12. The Notes panel provides an additional place
to enter and store notes pertinent to the
Subaward
 Notes should be marked restricted, making them
visible only to CGA users
13.The Attachments panel provides a place to
store additional items (e.g. subaward advances,
subaward cost sharing documentation, etc.)
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25. Subaward Actions tab – FDP Agreements
14.Print the FDP Agreement and send to subrecipient for
signature/execution
15. Click the save button at the bottom of the screen to
save the subaward
16. Once the fully executed agreement is received:
 Open the saved subaward
 Attach the fully executed agreement in the History of Changes
panel, located on the Financial tab
 Finalize the subaward by clicking the submit button, located on
the Subaward Actions tab
 Send a copy of the subaward document to the PI and the
Office of Regulatory Affairs 25

26. Subaward Actions tab – Non-FDP
Agreements
14. Finalize the subaward by clicking the submit
button, located on the Subaward Actions tab
15. Send a copy of the subaward document to the
PI and the Office of Regulatory Affairs
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27. Subaward modifications – FDP
Agreement
1. Search for and open the subaward
2. Click edit at the bottom of the screen
3. On the Subaward panel, update start date and end date fields
4. On the History of Changes panel, update the applicable amounts
fields and the Period of Performance dates
5. Print the FDP Modification from the Subaward Actions tab
6. Save the Subaward
7. Once the approved/execute modification is received:
 Attach the fully executed agreement in the History of Changes
panel, located on the Financial tab
 Finalize the subaward by clicking the submit button, located on
the Subaward Actions tab
27

28. Subaward modifications – Non-FDP
Agreement
1. Search for and open the subaward
2. On the Subaward panel, update start date and end
date fields
3. On the History of Changes panel, update the
applicable amounts fields and the Period of
Performance dates
4. Attach the fully executed agreement in the History of
Changes panel, located on the Financial tab
5. Finalize the subaward by clicking the submit button,
located on the Subaward Actions tab
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29. 29
Create a Subaward exercise
 Now it is time for you to create a subaward!
 Relax and have fun
 Ask questions – we are here to help!

30. After today’s class you will:
1. Be more comfortable navigating the KC
system
2. Be able to set up a Subaward in KC
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31. 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
subawards in KC:
• FDP Boilerplates job aid
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32. Questions?
Thank you for your attention and participation!