Contract & Grant Administrationand

Kuali Research Administration (KRA)

April 10, 2006Jim Becker

Overview

• KRA/IU ERA Functionality– Proposal Routing Form– Proposal Budget Development

• Kuali/FIS Functionality– Documents: Proposal, Award, Account, Budget– Maintenance: Subcontractor, Agency, Project

Director, Research Risk– Inquiries: Proposal, Award, Account

• Data Warehouse/Reporting Environment

KRA/ERA

• Modular design– Budget Development – Routing Form– Human Subjects– Maintenance

• Integrated with FIS– Personnel, salaries, agencies, subcontractors,

Project Directors.• In the works: CoI, Animal Subjects,

Grants.gov.

KRA Budget

• Automatic calculations– Subtotals, totals, fringe benefits, indirect costs– Builds inflation into out-year budgets

• Maintenance tables– Fringe benefit rates– Indirect cost rates

• NIH Modular budgets• Multiple XML output formats (pdf)• The Budget subcategories map to FIS object codes

KRA/ERA Routing Form

• Links to university tables for org hierarchy and user information

• Electronic routing via OneStart Workflow• Default approvers by org hierarchy• Ad-hoc approvers as necessary• PDF output• Automatically feeds the FIS proposal

document when fully approved

Kuali/FIS C&G Functionality

• Proposal Maintenance Document• Award Maintenance• Account Maintenance• Budget Adjustments• C&G Tables Maintenance Screens• Cost Share• Effort Reporting• Inquiries in FIS

Proposal Maintenance

• Collects general information• Project director, organization (campus,

department), time frames, subcontractors, etc.

• Manually entered by pre-award staff, or• Automatic entry by ERA system

Proposal Maintenance

Proposal Details

Award Maintenance

• A separate table from the Proposal (allows differences between Proposal and Award)

• Pulls data from the Proposal table• Specific data (C&G administrator, LOC

information, etc., associated account numbers)

• Manually entered by C&G (post-award) staff

Award Maintenance

Award Details

Award Accounts

Account Maintenance

• C&G accounts are like other accounts• C&G specific fields include F&A rate,

exclusions, Higher Ed. Function Code, etc.• Separate accounts for on/off campus

components, multiple departments, etc.• Linked to the Award, and therefore to the

Proposal

Account Responsibility

Account – C&G Specifics

Account – C&G Specifics

C&G Budget

• Captures the awarded budget• Budgets for each associated account• Budgeted at the object code level• Sub-accounts allow budgets for multiple

purposes, including cost share

Maintenance Screens and Reference Tables

• Project Director• F&A Rates• Exclusions• Agencies• Subcontractors• Research Risk• Effort Reporting• Many others

Cost Share

• Utilizes existing sub-account structure• Sub-account is linked to a departmental

account• Encumbrances on the CS sub-account are

mirrored on the departmental account• Expenses on the CS sub-account are

reimbursed nightly by the departmental account

Cost Share

C&G Account

Cost Share Sub-Account

Department Account

Expenses – charged to a

Cost Share Sub-Account

Cash

Cash is transferred

nightly to cover all cost share

expenses incurred that

day.

Sub-Accounts

Effort Reporting

• After-the-fact confirmation• Batch process creates the initial reports• Routed through FIS for Fiscal Officer (or

delegate) approval• Modifications to an effort report spawn

salary transfers• Manually re-created reports are available as

well

FIS Effort Report

Query Capability

• C&G Inquiries Page• Proposal-Award-Account all linked in the

lookup screens• Account and budget are linked• Query capabilities (parameters)• Document search capabilities

C&G Inquiry Screens

C&G Cash Management

• Utilizes the FIS AR system for invoice payments

• Non-AR payments also processed via AR using the Cash Control document

• Queries calculate the agency-specific LOC draw-down amounts daily

• Batch process distributes LOC income to the C&G accounts monthly

Reporting Environment

• De-normalized Data Tables• Pre-Defined Queries• Standard Monthly Reports (Reports

Viewer)• Project Director Reports• Digests