submitting and editing proposals and tracking proposal activity and coi compliance
TRANSCRIPT
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Submitting and Editing Proposals
and Tracking Proposal Activity and COI
Compliance1
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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
OSP / BC Submits the Proposal to
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
KC automatically generates the Institutional Proposal (IP)
document or IP versioning options
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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
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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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OSP / BC Submits the Proposal to
the Sponsor
OSP/BC/CGA Approves the
Proposal
OSP / BC Submits the Proposal to
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
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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
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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
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Accessing Institutional Proposal information
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Enter Search Criteria & Open Institutional Proposal
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*breeding*
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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
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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
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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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OSP / BC Submits the Proposal to
the Sponsor
Update the questionnaire
OSP / BC Submits the Proposal to
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
OSP / BC Submits the Proposal to
the Sponsor
Copy Existing Proposal
OSP / BC Submits the Proposal to
the Sponsor
Proposal Type = Revision
OSP / BC Submits the Proposal to
the Sponsor
Select Option to version the
original IP
OSP / BC Submits the Proposal to
the Sponsor
Original IP is versioned
OSP / BC Submits the Proposal to
the Sponsor
Blanket Approve Proposal
OSP / BC Submits the Proposal to
the Sponsor
Submit proposal to
sponsor
OSP / BC Submits the Proposal to
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
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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
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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
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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
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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
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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
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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!
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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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Questions???
Thank you for your attendance and participation!
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