Re-budgeting & Report Tracking in KC

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Today’s Goals

1. Provide information for: Re-budgeting an Award Viewing and Updating Report Tracking

information

2. Provide you with the opportunity to perform each procedure in KC

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Re-budgeting an Award in KC

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Steps for Re-budgeting an Award

The re-budgeting process is required when the distribution of funds needs to be shifted from one budget category to another and the total award amount does not change. In KC, modifying a budget can only be done with budget

versions that have a “Posted” document status Only one budget version can be in process at any given

time

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Create/open a new budget

version

Create & submit new budget doc

CGA approves budget

revisions

Search/open Posted Award budget doc

Search and open an Award

From the Unit tab, Post-Award channel, click the Awards lookup icon

• Select one of the following recommended search fields: Account ID, Unit or PI Name

• User may also enter a wildcard search in the Account Title field using a keyword, i.e. *pedometer*

• In the search results Actions column, click open for the desired award

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Search and Open an Award print screen

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Search and Open an Award print screen

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Create a New Budget Version

From the Budget Versions tab, add a new budget

Note: the Award Budget Type field is now named Rebudget

Open the new budget and enter the new information

Changes made between categories must equal one another – ex. a $5000 reduction in one category and a $5000 increase in another

When complete, from the Budget Actions tab, click the submit button to route the revised Award Budget document to CGA

Note: if the net effect is not zero, you will receive an error message

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Re-budgeting

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Re-budgeting

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Re-budgeting Classroom Exercise

Use the handout provided to practice what’s been presented today

We are here to help! Please don’t hesitate to ask questions

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Viewing and Updating Report Tracking

Information in KC

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Award Report Tracking

The Award Report Tracking module is used by CGA and Dept./Colleges to track and/or monitor the timely completion of reports for Awards 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

PI’s and other award personnel may also use this module to determine which types of reports are due during a specified time frame

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Award Report Tracking

Central Administration will generate the schedule of reports for the award when creating accounts

In Phase 1A: Final financial and final Technical reports were added and College/Dept. users were able to view and monitor the submission of required reports

For Phase 1B: College/Dept. users will be able to update the report status and add comments and attachments

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Search and View: Award Report Tracking

The Report Tracking functionality can be accessed via the Unit tab Select the Award Report Tracking search

option within the Post-Award channel

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Search and View: Award Report Tracking

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

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Search and View: Award Report Tracking From the Award Reporting Lookup screen,

enter the Principal Investigator Name and choose Search to view a list of reports for this PI

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Search and View: Award Report Tracking From the list of reports generated from

the search, click show to see additional details about the award requiring the report

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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, click update view to proceed 19

Report Tracking Views The PI View is the default

view and is based on the Principal Investigator and the Type of Report

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

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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

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Award Report Views

Users can toggle between two options for viewing reports The aggregate view is the default view and

summarizes the report fields

The report view returns additional fields, including the Due Date, Status, Sponsor Name, and Award Title and allows users the option to export to Excel

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Process for Updating Report Tracking

2. Locate the report on the Payment,

Reports and Terms tab

3. Update Preparer, Status & Activity

Date field information, add comment & click

apply

1. From the Unit tab, open the desired Award

Document

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Steps to Update Report Tracking1. From the Unit tab, Post-Award channel, click

the Award Report Tracking search icon2. Enter search criteria and click search

3. Click the open link to go directly to the desired award

4. Click the Payment, Reports & Terms tab5. Click show on the Reports panel

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Steps to Update Report Tracking (cont.)

6. Click show on the Report Class subpanel that contains the report to be updated

7. Click show on the Details-Report Tracking subsection

8. Update the Preparer, Status, Activity Date, and Comments fields

9. Click apply beneath the Miscellaneous Procurement/Purchasing subpanel

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Report Tracking print screens

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Report Tracking Print Screens

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Report Tracking Classroom Exercise

Use the handout provided to practice what’s been presented today

Please don’t hesitate to ask questions We are here to help!

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For more information The following job aids are available at

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

Re-budgeting or Modifying an Award Budget Updating Report Tracking Information in an

Award (and information video)

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Questions???

Thank you for your attendance and participation!

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