routing, approval & workflow - mit kuali coeus · coeus to kuali coeus. routing approval and...

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For Assistant Deans and Dept. Heads

Routing, Approval & Workflow

In this Session

Introduction & Overview– Coeus to Kuali Coeus - What’s Changing?– The Routing & Approval Process

• PI Certification• Aggregator Submission • Hierarchical Review & Approval • Submission to Sponsor

Reviewing a Proposal

Approving or Returning a Proposal

How to Get Help

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Coeus to Kuali Coeus

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• Kuali Coeus is an upgrade from Coeus.

• Kuali Coeus will be implemented May 2015.

• All Coeus data/attachments will be moved to Kuali Coeus.

• In Kuali Coeus, view all records via web interface.

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What’s Different? Coeus to KC

For Coeus Premium Users –• No App to Download – Single Web-based Application • Fewer Windows• Better Screens and Easier Navigation

For Coeus Lite Users –• All Coeus Modules – Awards, Institutional Proposals• Access to Medusa• More Robust Proposal Tools

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Touchstone Login

LoginWe will be introducing Touchstone for logging in; login via yourMIT Kerberos account or an MIT web certificate.

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Same Routing Rules

KC Routing is determined by the same business rules used in Coeus, including:

• Investigator(s) Units

• PI Status

• Same budget reviews such as cost sharing, total value, and underrecovery

• Space or other rules as set in your current routing maps

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No Changes in MIT Deadline Policies

MIT Deadlines - No Change in Existing Policy

All proposals must be approved internally before they are sent to OSP and submitted to the sponsor.

5 full business days in advance of Sponsor Deadline.

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A Standard Workflow for Routing and Approval

PI Certifies

DLC prepares/submits

proposal into routing and workflow

Approval at DLC

Approval at School, VPR or

Provost

Approval at OSP for submission to

Sponsor 5 days ahead

Standard Workflow

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Example Routing PI to OSP

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1. Eddie Haskell (PI) is working on a proposal for funding. Pat Slabach (FA) assists Dr. Haskell in creating the proposal documents in Kuali Coeus. After Eddie certifies the proposal, Pat submits into workflow for routing and approval.

2. Samantha Kluth (Department Head) approves the proposal, and it moves on to the next approver.

3. David Garcia (Assistant Dean), can approve/reject proposals, but has named Kat Szulc (Senior Financial Officer) as primary delegate for all his approvals. Kat will sign for Dr. Garcia on a regular basis. Kat approves the proposal, and it moves on to OSP.

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When do Approvers get notified?

1. When a proposal is ready for your review (it is sent to all approvers and delegates upon arrival)

2. When a proposal no longer requires your review (it is sent to other approvers and delegates when someone else approves/rejects a proposal)

3. When a proposal narrative you have approved is replaced (it is sent to all people who already approved when a narrative is swapped out)

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Your Turn! Approving or Returning the Proposal

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Two ways to Access a Proposal

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Two Ways to Access the Proposal Summary Screen

1. Email Notification – clicking the link takes you directly to the Proposal Summary Page for the APPROVE or RETURN buttons

2. Action List - allows you to see all proposals waiting for action

or

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Email Notification

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Direct Email Link

From: kc-notifications@mit.eduSent: Wednesday, February 18, 2015 1:44 PMTo: David GarciaSubject: Proposal 00025831 for PI Haskell, Edward is waiting for approval.

Please approve this proposal.

PI: Haskell, Edward Profit Center: 000001: Office of Sponsored ProgramsProposal Number: 00025831Sponsor: NSFDeadline Date: February 28, 2015Title: Test ProposalSponsor Announcement: NSF Grants Proposal Guide GPG 15-1

You can view this proposal through Kuali Coeus at the following address: https://kcoeus.mit.edu/kcoeus/displayProposal.do?proposalNo=00025831

If you have questions, please contact the administrator who is preparing this proposal.

Thank you.

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How to Access Proposal

Action List - to see all proposals waiting for action

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Action List –Open the Proposal

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Action List Results

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Proposal Action Buttons

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Where to Find Attachments

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Proposal and Personnel Attachments

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Where to Find Budget details

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Budget Periods –Underrecovery & Cost Share

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Where is Cost Share?

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Approve or Return ?

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Proposal Approved!

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kc-help@mit.edu

System Online Help

Drop-In Sessions

Kuali Coeus Help

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Short Videos Training Guides Quick Reference Cards

Kuali Coeus Training Available contact training@mit.edu.

Training Resources

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Thank you!

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