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. 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
7

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.
10

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 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. Viewing Institutional
Proposal Data
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15. 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 15

16. 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
16

17. 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
17

18. Accessing the Institutional Proposal
using Legacy App #
 Click on Doc Search
 Document Type:
InstitutionalProposalDocument
 Organization Document Number: Enter
Legacy App #
18

19. 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 19

20. 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
20

21. 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 21

22. 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
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23. 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 23

24. 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
24

25. 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!
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26. Viewing Negotiation
Data
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27. 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
27

28. 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, or other
units
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29. 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
29

30. 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
30

31. 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
31

32. 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!
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33. Viewing Award
Data
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34. KC Award
The Award Module is used to store detailed
information for Awards
 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
 The Award document is linked to the Institutional Proposal to
provide information for data tracking and reporting purposes
34

35. 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
 Unit & Central Admin Tabs
 Post-Award Channel > Award search icon
• Allows administrators to search for awards within their
organizational unit
35

36. Accessing the Award using Legacy App #
 Click on Doc Search
 Document Type: AwardDocument
 Organization Document Number: Enter
Legacy App #
36

37. Award Search Results
 Enter desired search criteria and click search
 A list of Awards appear in a table below the
search categories
 Click the open link to go directly to the Award
document
37

38. Award Tab: Document Overview &
Funding Proposals Panels
•Document Overview
Provides identifying information about the Award
document
•Funding Proposals
Lists Institutional Proposal(s) linked to the Award
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39. Details & Dates and Subawards Panels
•Details & Dates
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
•Subawards
Lists subawards related to the award; subawards that
have been linked 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
39

40. Sponsor Template & Keywords
Panels
•Sponsor Template
If a Sponsor Template was applied to the Award, it
appears in this panel
•Keywords
Keywords from the original Proposal flow to this panel
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41. 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
41

42. 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
42

43. 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
•Preaward Authorizations
Included information related to advance or hardship
funding that was pre-approved by the sponsor during
negotiations
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44. Budget Version Tab
 Budget Overview
Displays read-only summary information about the
Award Budget
 Budget Versions
Displays summary information for each budget version
 Budget Limits
Displays view-only budget limits for the Personnel and
Non-Personnel budget categories
44

45. 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
45

46. Payments, Reports & Terms Tab
 Payment & Invoices
Contains payment terms, invoice requirements and payment schedules
 Reports
Contains the due date for and submission dates for the various types of
reports required by the sponsor
 Terms
Contains the terms and conditions set by the sponsor
 Special Approval
Contains information about equipment and/or foreign travel items
approved by the sponsor
 Closeout
Integrates with the Payments & Invoices and Reports panels to
automatically display final reports and due dates
46

47. Special Review & Custom Data Tabs
 Special Review
Displays relevant research compliance-related
information such as Human Subjects, Animal Usage,
Space Change, etc.
 Custom Data
 General
This panel stores the FAIN number, if required
47

48. Comments, Notes, & Attachments Tab
 Comments
Contain aggregated view of various comment
boxes throughout the Award document
 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
48

49. Award Actions Tab
 Data Validation
Displays any errors or warning messages; helpful to CGA when
setting up an award (in most cases, this will be blank once the
award is generated)
 Hierarchy Actions
Allows users to see the structure of an award; helpful when
splitting the award across multiple colleges/departments
 Print
Allows users to generate and save, send, and/or print the award
notice
 Route Log
Displays which users have taken actions on the award document
 Create Account
Displays the corresponding KFS account document number 49

50. 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
50

51. 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!
51

52. Viewing Subaward
Data
52

53. 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
53

54. 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
 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
54

55. Subaward Search Results
 Enter desired search criteria and click search
 A list of Subaward documents appear in a table
below the search categories
 Click the open link to go directly to the
Subaward document
55

56. 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
56

57. 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
57

58. Financial Tab
 History of Changes
Lists obligated and anticipated amounts for
the subrecipients
 Invoices
Functionality will not be utilized by MSU (yet)
58

59. Template Information Tab
 Template
Lists information needed for FDP boilerplates
 Reports
Lists financial reports required from the
subrecipient
 Template Attachments
Lists attachments to be included in the .pdf,
i.e. SOW, prime award to MSU, budget, etc.
59

60. Notes & Attachments Tab
 Contains electronic documents specific to the
subaward
60

61. Subaward Actions Tab
 Data Validation
Displays any errors or warnings; helpful to CGA only
 Print
Generates a .pdf of the FDP agreement or modification
 Route Log
Displays workflow action and routing information for the
Subaward
61

62. 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
62

63. 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!
63

64. Viewing Report
Tracking
Data
64

65. Award Report Tracking
The Award Report Tracking module is a tool for
managing reports related to an award
 Report Tracking is not a unique e-Doc, but functionality
contained within 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
65

66. 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
 View information relating to a specific report or group of
reports on the Award Reporting Lookup screen
66

67. Award Report Tracking Search
Results
 Enter desired search criteria and click search
 A list of reports appear in a table below the
search categories
 Click the show to see additional details about
the award requiring the report
67

68. 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
68

69. Report Tracking Views
 The PI View is the default view and is based on the
Principal Investigator, Report Class and Report fields
 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
69

70. 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
70

71. Award Report Views
 The report view provides additional fields, including the
status of the award
 The aggregate view option is found under the report
view and summarizes the fields
71

72. 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!
72

73. 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
73

74. 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
74

75. Questions?
Thank you for your attention and participation!
75