submitting and editing proposals and tracking proposal activity and coi compliance

Submitting and Editing Proposals

and Tracking Proposal Activity and COI

Compliance1

Today’s Goals

1. Provide information on: Generating an Institutional Proposal Editing Institutional Proposal records Creating and updating Negotiations Verifying COI Compliance and Training

2. Give you the opportunity to perform each procedure in KC

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Generating an Institutional Proposal

(IP)

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Generating an Institutional Proposal Process begins when the proposal

development document has been fully approved and OSP/BC/CGA clicks the Submit to Sponsor button, located on the Proposal Actions tab.

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OSP / BC Submits the Proposal to

the Sponsor

OSP/BC/CGA Approves the

Proposal


the Sponsor

OSP/BC/CGA Submits the Proposal to the Sponsor


the Sponsor

OSP Submits the Proposal to

Grants.gov, if applicable

KC automatically generates the Institutional Proposal (IP)

document or IP versioning options

Institutional Proposal Generation Proposal Type = New, No Money Agreement, Pre-

Proposal, Renewal, Research Gift, or Task Order System automatically generates the Institutional Proposal

Document Proposal Type = Continuation, Resubmission,

Revision or Award Revision System prompts the user to choose whether to generate

a new Institutional Proposal document, version an existing Institutional Proposal document, or do nothing

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Proposal Type = Continuation, Resubmission, Revision or Award Revision Institutional Proposal Generation options:

• Generate a new version of a specific Institutional Proposal (you will only see this option if the Institutional Proposal number was entered in the Original Institutional Proposal ID field within the Proposal Development document)

• Create a new version of an existing Institutional Proposal Document (look up provided to identify the Institutional Proposal)

• Generate a new Institutional Proposal Document• Do not generate a new IP or version an existing IP

record (note that selecting this option will prevent the user from submitting the proposal development document to Grants.gov)

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Selecting the Appropriate Option Proposal Type = Resubmission

select “Generate a new Institutional Proposal” This is for an application that was previously

submitted but not funded and is being resubmitted for new consideration

Proposal Type = Continuation Select “Do not generate a new IP or version an

existing IP record”

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Selecting the Appropriate Option Proposal Type = Revision

For Competing revisions and non-competitive administrative supplements select “Generate a new IP”

For changes to award obligations or terms and conditions of existing awards select “Do not generate a new IP or version an existing IP record”

For edits to the proposal questionnaire select “Create a new version of an existing IP document”

Proposal Type = Award Revision Select “Do not generate a new IP or version an

existing IP record” 8

Reminder! Grants.gov Proposals Remember that you must also click the

Submit to S2S button, if submitting the proposal electronically to Grants.gov

Submit to Sponsor – generates the Institutional Proposal

Submit to S2S – submits the proposal data and attachments to Grants.gov

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the Sponsor

OSP/BC/CGA Approves the

Proposal


the Sponsor

OSP/BC/CGA Submits the

Proposal to the Sponsor

OSP / BC Submits the Proposal to the

Sponsor

OSP Submits the Proposal to

Grants.gov, if applicable

The Submit to S2S button will only appear if you have opened the proposal in edit mode

The system requires that the same individual click both the submit to sponsor and submit S2S buttons

Institutional ProposalEdit

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Institutional Proposal The Institutional Proposal module contains the

official record of proposals submitted to sponsors Data for reporting on submitted proposals is generated

from this module, therefore it is critical that the data in the institutional proposal matches what was submitted to the sponsor

Institutional Proposal records are automatically generated when the Submit to Sponsor button is clicked in a Proposal, or they may be versioned based on the Proposal Type of the proposal development document

An Institutional Proposal record will only be edited to correct proposal data in order to match what was included in the submitted proposal

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Current State Process – Editing an eTransmittal

OSP/BC/CGA revises the eTransmittal to

correct the data

OSP/BC/CGA notifies the unit the data has

been corrected

Discover data in eTransmittal does

not match submitted proposal

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New Process – Editing an Institutional Proposal

OSP/BC edits the Institutional Proposal to correct the data*

OSP/BC notifies the unit the data has been corrected

Discover data in Institutional Proposal

does not match submitted proposal

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*Edits to the proposal questionnaire will be done using the Proposal Development module

Accessing an Institutional Proposal Central Admin Tab

Pre-Award Channel > Institutional Proposal search icon

• Allows administrators to search for any proposal

Enter desired search criteria and click search

A list of Institutional Proposals appear in a table below the search categories Returns only the most recent, final version of an

Institutional Proposal record Click the open link to go directly to the

Institutional Proposal document14

Accessing Institutional Proposal information

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Enter Search Criteria & Open Institutional Proposal

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*breeding*

Accessing the Institutional Proposal using Legacy App # Click on Doc Search

Document Type: InstitutionalProposalDocument Organization Document Number: Enter

Legacy App # A list of Institutional Proposals appear in a

table below the search categories Returns all versions of the Institutional Proposal

record, with the latest version listed at the top of the results

Click the Document ID number to open the Institutional Proposal document 17

Accessing the Institutional Proposal using Legacy App #

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Editing the Institutional Proposal Click the edit button to update the

information in the institutional proposal This will create a new version of the

Institutional Proposal

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Institutional Proposal Tab Document Overview Panel

Contains the description of the document that is displayed in search results

The Original Organizational Document number (legacy app number) will automatically populate in the edited version of the Institutional Proposal Panel

Contains information about the project such as the title, funding status and nature of the project

Fields that are available to edit: Award ID, Status, Proposal Type, Project Title, Activity Type

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Document Overview and Institutional Proposal Panels

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Institutional Proposal Tab Sponsor & Program Information Panel

Contains information related to the funding agency such as sponsor, prime sponsor, deadline date, and CFDA number

All fields are available to edit Financial Panel

Contains project dates and costs for the initial period and total periods of the project

All fields are available to edit

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Sponsor & Program Information and Financial Panels

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Notes & Attachments, Delivery Info, and Keywords

Notes & Attachments Panel Comments and files related to the IP edit should be

added in this panel• Notes and files do not flow from the proposal

development document• Notes and files can be added, but not edited or

removed Delivery Info Panel

Captures information about how the proposal was submitted

All fields are available to edit Keywords Panel

Contains keywords identified for the project in the proposal development document

Keywords can be added or removed24

Notes & Attachments, Delivery Info, and Keywords

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Key Personnel

Located on the Contacts tab Lists the key personnel from the Proposal

Development document, including their roles, and the distribution of F&A, Post Award Unit and Space credit Personnel can be added or removed Data related to each person can be updated F&A Allocation, Post Award Unit and Space

credit information can be changed

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Key Personnel

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Unit and Central Administration Contacts Unit Contacts can be added or changed

There is a Sync All option that will bring in the most up-to-date list of contacts for a department/college. Please avoid selecting the Sync All button to adjust Contacts as this information should reflect the contacts that were responsible when the proposal was submitted.

Central Administration automatically populate in based on what was selected as the Lead Unit and can not be changed

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Unit and Central Administration Contacts Panel

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Custom Data Tab

Voluntary Cost Share Info contains the amount of cost sharing that is voluntarily committed in the proposal and can be updated

This field will only be populated with data from the Proposal Development module after April, 2017

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Custom Data

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Special Review Tab

Special review identifies areas that may require additional review or approval for the project

This information can be added, removed, or updated

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Special Review

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Intellectual Property Review and Distribution Tabs

Intellectual Property Review Not utilized by MSU

Distribution Not utilized by MSU

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Intellectual Property Review and Distribution Tabs

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Finalize edits

Navigate to the Institutional Proposal Actions tab

Click submit Clicking submit finalizes the changes and

creates a new version of the Institutional Proposal

Verify Status is Final Data from documents in Final status is pulled

from reporting (data from those in saved status are not included)

Only documents in Final status appear in the Institutional Proposal document searches

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Finalize edits

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Editing a Proposal Questionnaire The information collected on the

Questionnaire in the Proposal Development document does not carryforward into the Institutional Proposal Module

The data collected on the Questionnaire will be utilized in reports collected by SPA and other units on campus, therefore it is important that the data be accurate

To correct questionnaire questions that were answered incorrectly, a Proposal Development document should be copied and revised in order to version the current IP record.

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Process for Editing a Proposal Questionnaire

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the Sponsor

Update the questionnaire


the Sponsor

Answer investigator certification

questions and change budget and attachment

status to complete/final

OSP / BC Submits the Proposal to the

Sponsor

Submit the proposal for

approval


the Sponsor

Copy Existing Proposal


the Sponsor

Proposal Type = Revision


the Sponsor

Select Option to version the

original IP


the Sponsor

Original IP is versioned


the Sponsor

Blanket Approve Proposal


the Sponsor

Submit proposal to

sponsor


the Sponsor

OSP/BC notifies the

unit the data has been corrected

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Edit an Institutional Proposal Exercise

Use the handouts provided to edit an Institutional Proposal

Create a Negotiation Document

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Negotiation Module

The Negotiation module allows the Office of Sponsored Programs and Business Connect to manage activities for proposals and awards

Activities being tracked include: Contract/agreement negotiations Requests for JIT and other supporting

documentation Proposal reviews Budget reviews/revisions Proposal revisions Creating subcontracts (Non-FDP) Contract/agreement modifications

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Current State Process – Activity Log

OSP/BC receives a communication

requiring the need to start an Activity Log

record

OSP/BC starts an Activity Log record and assigns it to

someone

OSP/BC begins entering transaction events

OSP/BC continues to log and update events until the transaction is complete

OSP/BC closes the Activity Log record

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New Process – Kuali Coeus, Negotiation

OSP/BC receives a communication requiring

the need to start a Negotiation document

OSP/BC creates a Negotiation document and

assigns it to someone

OSP/BC associates the Negotiation document with a

Proposal Development,

Institutional Proposal, or none

OSP/BC begins entering activities

OSP/BC continues to enter and update activities until the

transaction is complete

OSP/BC closes the Negotiation document

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Accessing the Negotiation module Central Admin Tab

Pre-Award Channel > Negotiation create icon• Allows administrators to initiate a Negotiation

document

Note that department/colleges can view negotiation records, however some information is restricted to central

administration users only

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Starting a Negotiation

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Creating a Negotiation document Document Overview panel

Add a description; this will be the description that will be displayed in doc search

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 Date, if applicable Type in the document folder name/location, if

applicable47

Negotiation panel: Linking a Negotiation Link to a Proposal Development,

Institutional Proposal, or select “None” Populates information from the linked document

into the Negotiation, such as title, lead unit, investigator, sponsor, proposal type, etc.

If the Negotiation Association Type is None, the above fields will be editable so that the user can manually enter data

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If you have linked a document to the Negotiation in error, save the Negotiationbefore changing the Negotiation Associate Type and Document

Complete document-specific fields

Additional fields appear when Proposal Development or Institutional Proposal documents are linked to a Negotiation document Select a Team

Additional fields appear when Proposal documents are linked to a Negotiation document Select the Complexity Level Check the box if the PI or Unit Submitted the proposal

to the sponsor. Check the box if the PI Decided Not to Submit Check the box if the proposal is for an Award Transfer Check the box if the Proposal [was] Submitted Before

College Approval Review the OSP Target Date and adjust as necessary

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Creating a Negotiation document

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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

• Click the Unrestrict button to make the Description visible to units

Attach any documents• Choose the File• Add a file Description• Click the Add Attachments button

Click the Add Activity button 51

Activities & Attachments

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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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Displaying Activities

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Creating a Negotiation Exercise

Use the handouts provided to create a Negotiation document

Update a Negotiation Document

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Update Negotiation Activities

Negotiation documents are updated in real-time with new proposal and award activities

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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

Click the save button to save your changes

Negotiations Search Results

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Finding a Negotiation document

*Institute*

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Closing a Negotiation

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

After you have changed the status to Complete and saved the document, review the Activity End Dates to make sure they are correct

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Closing a Negotiation

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Update & Close Negotiation Exercise

Use the handouts provided to update and close a Negotiation

COI Disclosure and Training Compliance

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Compliance Process

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OSP / BC Submits the Proposal to the Sponsor

Perform Disclosure search, using

Proposal or Award IDSponsor

Compare results of the lookup to related Proposal/Award key

personnel

Sponsor

Contact investigator(s) – Disclosure still

needed

SponsorVerify COI training

has been completed

DisclosureCompleted?

No

Yes

SponsorContact

investigator(s) – Training still needed

TrainingCompleted?

No

YesDone!

Proposal/Award Disclosure Search

Central Admin Tab Pre-Submission Compliance channel >

Disclosures search icon Enter the Proposal or Award number Click search

The system will return results for the key personnel that have submitted a disclosure for the project

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Checking Disclosures & Training Verify that a disclosure has been

submitted Compare the search results to the Key

Personnel listed in the project• If the individual is not listed, the disclosure has not

been started• Disclosure Status field = Routed for Review or

Review Completed• Contact investigator if they have not submitted a

disclosure, the Disclosure Status is In Progress or Disapproved

Verify Training has been completed COI Training Completion field contains a date

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For more information

The following materials are available at http://ra-project.vprgs.msu.edu/user-education-and-resources: OSP/BC/CGA Internal Procedures for Revision

Requests that Require Notification or Approval job aid

Using Look ups in KC to obtain Information job aid and video

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http://ra-project.vprgs.msu.edu/user-education-and-resources



Questions???

Thank you for your attendance and participation!

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submitting and editing proposals and tracking proposal activity and coi compliance

Education