Kuali Coeus Implementation Awards Blueprinting Workshop 2

Transcription

1 Kuali Coeus Implementation Awards Blueprinting Workshop 2 KC AWD13: PI Progress Reports KC AWD10: Rebudget KC AWD9: Precloseout/Closeout September 11, 2013

2 Goals and Outcomes Goals Obtain feedback on the proposed future state (e.g. to be) business processes Review the configuration settings and application roles which support the processes within KC Review the data assumptions which have been made while drafting the future state business processes Review identified gaps related to the processes and amend as needed Outcomes Document feedback and action items gathered during the session; distribute to participants for review Utilize the information gathered to further refine business processes, configuration settings, application roles, data assumptions, and gaps 2

3 Presentation Outline Future State Process Data Assumptions Configuration Values Roles Defined/Assigned Potential Gaps Integrations 3

4 Award Future State Development Process # Process Process # Process Process # Process AWD1 High Level Award Process AWD9 Pre-Closeout / Closeout AWD17 Accounts Receivable Receive Funds 33 preaward future state processes developed AWD2 Standard Award AWD10 Rebudget AWD18 Subawards Discussions with MSU T and BC AWD3 Amendments AWD11 Record Retention AWD19 Subaward Invoicing AWD4 Hardship AWD12 Enter Cost Share AWD20 Create Award Hierarchy AWD5 Advance AWD13 PI Progress Reports AWD21 KC KFS Integration AWD6 Sponsor Template AWD14 Financial Reporting AWD22 Research Gifts AWD7 No Cost Extension AWD15 Cost Share Tracking AWD8 Changes Requiring Sponsor Approval AWD16 Invoicing Red processes presented today. Green future workshops. Blue previous workshops. Gray processes outside KC or specific to Central Business Office 4

5 KC AWD13: PI Progress Reports 5

6 KC AWD13: PI Progress Reports 6 Future State

7 Data Assumptions KC AWD13: PI Progress Reports Data needed for process initiation Date Progress Report submitted to the sponsor Transactional data (both input and output) Report Status Data generated on process complete Report Tracking information is updated Progress report is submitted to the sponsor 7

8 Configuration Values KC AWD13: PI Progress Reports Parameter Values* 7 institutional level parameters Validation Rules None specific to this process Notifications Out of the box only nothing added Code Tables Applicable code tables for KC AWD13 are duplicative of code tables found in KC AWD9 and are displayed later in this presentation Special Configuration Items None specific to this process * Determined at Institutional Level 8

9 Roles Defined/Assigned KC AWD13: PI Progress Reports List of roles and permissions for each role Award Defined Roles (made by grouping several roles together) CGA Administrator Maintain Award Report Tracking Award Modifier Award Attachment Maintainer Dept/College Administrator Award Viewer Award Attachments Viewer Maintain Award Report Tracking CGA Reporting / Invoicing & CGA Cash Management Award Modifier Maintain Award Report Tracking Principal Investigator Award Viewer Award Attachments Viewer Maintain Award Report Tracking 9

10 Roles Defined/Assigned KC AWD13: PI Progress Reports Consequence: who has access to what information for KC AWD13: PI Progress Reports CGA Administrators will have access to all information in every award. Department / College Administrators will have access to update the report tracking details for the awards in their unit/college. Investigators will have access to update the report tracking details for their awards. This information includes: award data, attachments and report tracking details. 10

11 Potential Gaps (5) KC AWD13: PI Progress Reports Gap Co-Is are not displayed in search results list (only the PI is displayed). Prime sponsor not displayed in the search results list. No link to populate an untitled message with an address No Submitted By field for progress/tech reports No fourth street address line. Potential Solution(s) Co-investigators could display all in one column Is already available in the Institutional Proposal Development search The address can be copied and pasted it into an untitled The Technical Reports comments field in the details subpanel will be editable once Report Tracking is coded or the Preparer Name field could be used. An address can be included in the three available lines 11

12 KC AWD10: Rebudget 12

13 KC AWD10: Rebudget 13

14 Data Assumptions KC AWD10: Rebudget Data needed for process initiation Budget categories that need to be changed Reason for rebudget Transactional data (both input and output) Budget change must equal zero Budget comment must be entered Award Budget document submitted into routing Upon CGA approval, a KFS Budget Adjustment document is generated Data generated on process complete Notification of a new sponsor approved budget 14

15 Configuration Values KC AWD10: Rebudget Parameter Values* 12 institutional level parameters Validation Rules Out of the box only nothing added Notifications Out of the box only nothing added Code Tables None specific to this process Special Configuration Items None specific to this process * Determined at Institutional Level 15

16 Roles Defined/Assigned KC AWD10: Rebudget List of roles and permissions for each role Award Defined Roles (made by grouping several roles together) CGA Administrator Award Budget Administrator Award Budget Approver Award Modifier Dept/College Administrator Award Budget Aggregator Award Viewer CGA Reporting / Invoicing & CGA Cash Management Award Budget Maintainer Award Modifier Principal Investigator Award Budget Aggregator Award Viewer 16

17 Roles Defined/Assigned KC AWD10: Rebudget Consequence: who has access to what information for KC AWD10: Rebudget CGA Administrators will have access to all information in every award. Department / College Administrators will be able to submit rebudgets for the awards in their unit/college. Investigators will be able to submit rebudgets for their awards. This information includes: award data and award budgets (current and previous versions). 17

18 Potential Gaps (3) KC AWD10: Rebudget Gaps Full amount requested for a proposal /award is not displayed in the search results list. Amount funded to date for a project is not displayed in search results list. Lacks ability to view apps associated with an award in search results list Potential Solution(s) A user can open the appropriate document to see this information No possible solution identified One can click Medusa or open the award and go to Medusa to view this info. 18

19 KC AWD9: Pre Closeout and Closeout 19

20 KC AWD9: Pre Closeout and Closeout 20

21 KC AWD9: Pre Closeout and Closeout 21

22 KC AWD9: Pre Closeout and Closeout 22

23 Data Assumptions KC AWD 9: Pre Closeout and Closeout Data needed for process initiation Project within 90 days of ending Transactional data (both input and output) Determine closeout steps Encumbrance / final expense information Final reports required Cost sharing documented Update Closeout panel Review award for allowable expenses Close account in KFS Change Award Status and add Archive data in KC Data generated on process complete Report Tracking information is updated Final reports submitted to the sponsor 23

24 Configuration Values KC AWD9: Pre Closeout and Closeout Parameter Values* 13 institutional level parameters Validation Rules Out of the box only nothing added Notifications Out of the box only nothing added Code Tables Special Configuration Items None specific to this process * Determined at Institutional Level 24

25 Configuration: Code Tables KC AWD 13 PI Progress Reports & KC AWD 9 Pre Closeout and Closeout Unit Administrator Type 1. Administrative Officer 2. OSP Administrator 3. Unit Head 4. Dean VP 5. Other Individual to Notify 6. Grants.gov Proposal Contact 7. Administrative Contact 8. Financial Contact 9. Fiscal Officer* 10. Award Unit Contact* 11. Preaward Unit Contact* * indicates proposed additions to out of the box functionality Contact Type 1. Technical/Scientific Officer (2) 2. Awarding Office Contact (2) 3. Payment/Fiscal Reporting Contact 4. Intellectual Property Contact 5. Property Office Contact (2) 6. Subcontracting Reporting Contact 7. Final Report Submission Address 8. Other 9. Procurement Reporting Contact (2) 10. Close out Contact 11. Report Submission Address (2) 12. Administrative Contact (2) (2) Some values appear twice in the code table to allow for the identification of multiple contacts of the same type 25

26 Configuration: Code Tables (cont d) KC AWD 13 PI Progress Reports & KC AWD 9 Pre Closeout and Closeout Report Classes 1. Financial 2. Property 3. Intellectual Property 4. Technical/Management 5. Procurement 6. Payment/Invoice 7. Proposals Due Report Status 1. Pending 2. Payment Received* 3. Not Required 4. Due 5. Closeout Started* 6. Submitted * indicates proposed additions or changes to out of the box functionality 26

27 Configuration: Code Tables (cont d) KC AWD 13 PI Progress Reports & KC AWD 9 Pre Closeout and Closeout Report 1. None 2. Informal Progress 3. Descriptive 4. Draft Final 5. Final 6. NSF Final Submission via Fastlane 7. Progress/Status 8. Topical 9. Milestone 10. Executive Summary 11. Program Performance 12. NASA 533M 13. NASA 533Q 14. Management 15. Training Plan 16. Trainee Administrative 17. Administrative 18. Enrollment Count 19. Evaluation 20. Narrative 21. Proceedings 22. Thesis/Dissertation 23. Fellowship 24. DOE Notice of Energy RD&D 25. DOE F Publications 27. Challenge Grant 28. Letter 29. As required 30. Foreign trip report 31. Hazardous Substance Plan 32. Hazardous Waste Report 33. SF 269 Expenditure Report 34. SF 272 Cash Transaction Report 35. Form Provided by sponsor 27

28 Configuration: Code Tables (cont d) KC AWD 13 PI Progress Reports & KC AWD 9 Pre Closeout and Closeout Report (cont d) 36. DD SF SF SF DD Contract Funds Status 42. AASERT Report 43. DOE F DOE F Key personnel staffing report 46. Management 47. Milestone Schedule/Plan/Status, Cost Plan, Cost Management Report, Progress/Status Draft 51. SF FAA Form , Final Project Report 53. Proprietary Report 54. Presentation 55. Invoice 56. NSF Fastlane Annual 57. NSF Fastlane Final 58. Interim 59. DOE F SF 298 Report Documentation Page 61. NASA Form DOE F SF Standard Institutional 65. Payment 66. SF 1034 Final 67. Online 68. Other 69. Non competing Continuation 70. Competing Renewal 28

29 Configuration: Code Tables (cont d) KC AWD 13 PI Progress Reports & KC AWD 9 Pre Closeout and Closeout Attachment Type 1. Sponsor Document 2. Other Institutional Document 3. Subaward Commitment Document* 4. Third Party Document 5. Cost Share Document* 6. Technical Report* 7. Financial Report* 8. Other Document * indicates proposed additions to out of the box functionality 29

30 Configuration: Code Tables KC AWD 9 Pre Closeout and Closeout Award Transaction Type 1. Administrative Amendment 2. Allotment (Increment) 3. Continuation (Amendment) 4. Correction 5. Date Change 6. Deobligation 7. F&A Rate Change 8. Investigator Change 9. New 10. No Cost Extension 11. Restriction Change 12. Subaward Change 13. Supplement 14. Suspension (Stop Work Order) 15. Unit Change 16. Expiration* 17. Audit* 30 Award Status 1. Active 2. Inactive 3. Pending 4. Expired 5. Closed 6. Hardship* 7. Advance* 8. Under Audit* * indicates proposed additions to out of the box functionality

31 Configuration: Code Tables KC AWD 9 Pre Closeout and Closeout Closeout Report Type 1. Financial 2. Technical 3. Patent 4. Property 5. Invoice Note: User defined final reports along with due dates may also be added. 31

32 Roles Defined/Assigned KC AWD9: Pre Closeout and Closeout List of roles and permissions for each role Award Defined Roles (made by grouping several roles together) CGA Administrator Award Modifier Time and Money Modifier Award Attachment Maintainer Award Budget Administrator Maintain Award Report Tracking CGA Reporting / Invoicing & CGA Cash Management Award Modifier Time and Money Modifier Award Attachment Maintainer Award Budget Maintainer Maintain Award Report Tracking 32

33 Roles Defined/Assigned KC AWD9: Pre Closeout and Closeout List of roles and permissions for each role Award Defined Roles (made by grouping several roles together) Dept/College Administrator Award Viewer Time and Money Viewer Award Attachments Viewer Maintain Award Report Tracking Principal Investigator Award Viewer Time and Money Viewer Award Attachments Viewer Maintain Award Report Tracking 33

34 Roles Defined/Assigned KC AWD9: Pre Closeout and Closeout Consequence: who has access to what information for KC AWD9 CGA Administrators will have access to all information in every award. Department / College Administrators will have access to update the report tracking details for the awards in their unit/college. Investigators will have access to update the report tracking details for their awards. This information includes: award data, attachments and award budgets. 34

35 Potential Gaps (7) KC AWD9: Pre Closeout and Closeout Gaps No Close Out Assigned field No Requires Estimate field No Close Out Started field No graphical tools for displaying the duration of various data elements Lacks ability to search account closing s Lacks ability to collect budgeted effort for personnel on individual awards and effort certification functionality across awards Potential Solution(s) A) Report Tracking details - Preparer name field could be used. B) Comments/Notes tab could be used. CGA has determined that this won't be needed in KC. Will add a Closeout Started Report Status to the out of the box values Outside of KC scope None Outside of KC scope 35

36 Integrations KC AWD13: PI Progress Reports, KC AWD10: Rebudget and KC AWD9: Pre Closeout & Closeout Other Kuali CoeusModules Report Tracking Other Kuali Foundation Products KFS Kuali Rice MSU EBS Systems SAP EDW (Enterprise Data Warehouse) MSU Legacy Systems Account Explorer 36

37 Glossary Application Role Code Table Configuration Setting COI IACUC IRB KC KFS Kuali Rice Notification SAP EDW OOI Parameter Validation Rule Made up of granular permissions which enables users to access data or perform certain business functions Typically provides values for drop down lists referenced by the application The initial arrangement of parameters, code tables, etc. that determines what the application will do and how its components will interact Conflict of Interest; in KC the module in which financial conflict of interest disclosures are submitted and reviewed Institutional Animal Care and Use Committee; in KC the module in which animal protocols are submitted and reviewed Institutional Review Board; in KC the module in which human subject protocols are submitted and reviewed Kuali Coeus, an open source Research Administrative system developed by the Kuali Foundation Kuali Financial System Kuali Rice, provides middleware suite of integrated products A message which is delivered to the user based on some action the user has performed SAP HR/Payroll Data contained within MSU s Enterprise Data Warehouse Organization of Interest, a Kuali Rice based application for managing Organizations, developed and implemented by MSU An externalized application variable, the value of which can be maintained through the User Interface A check built within the application to ensure the data necessary for the system to perform a function is present and/or appropriate 37