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KualiCoeus5.2.1UserGuide—NegotiationSection 1
Contents
Negotiation 2 Roles,ResponsibilitiesandPermissions......................................................................3TheNegotiationPage..................................................................................................3
Negotiation.....................................................................................................4ViewingaNegotiation.................................................................................................7CompletingtheNegotiationDocument.......................................................................9
Introduction....................................................................................................9Scope..............................................................................................................9BeforeYouBegin............................................................................................9CreatingaNegotiatione-Doc..........................................................................9Activities&Attachments..............................................................................12AddinganActivitytoaNegotiatione-Doc....................................................12NegotiationStatus........................................................................................18Medusa.........................................................................................................19
KualiCoeus5.2.1UserGuide—NegotiationSection 2
Negotiation IntheKCapplication,aNegotiatione-DocmaintainsanelectronicrecordofproposalandawardactivitiestransactedbytheOfficeofSponsoredProgramsandBusinessConnect.Duringtheproposalstage,theNegotiationmoduleisusedtotracksolicitation,budgetandproposalreviewactivities.Duringtheawardstage,itisusedtotracknegotiations,compliancerequirements,subcontractpreparations(nonFDPonly),modificationsandotherrelatedactivities.HerearesomekeypointsabouttheNegotiationmodule:
• TheNegotiationmodulereplacestheActivityLog.ItwillreplaceActivityLogrecordsfortheawardsstageinPhase1a,andActivityLogrecordsfortheproposalstageinPhase1b.
• Providestransparencyforthecampuscommunityinviewingthestatusofaproposalorawardnegotiation
• Providesimprovedorganizationandtrackingofactivitiesresultinginenhancedcross-utilizationofstaffandtheabilitytoprioritizeworkflowinaconsistentmanner
• Allowsformoredetailed,completeandconsistentmetricsforproposalsandawards,providingtoolstoidentifyareasforincreasedefficiencyandclientsupport
• NegotiationsaretypicallylinkedtoaProposalDevelopmentdocumentattheproposalstageandtoanInstitutionalProposaldocumentattheawardstage
• ThePI,Co-I,KeyPersonandcorrespondingunitpersonnelassignedtotheprojectcanview,butnotedit,theNegotiatione-Doc
KualiCoeus5.2.1UserGuide—NegotiationSection 3
Roles, Responsibilities and Permissions ThefollowingtableillustratestherolesandresponsibilitiesinNegotiation.
Role Responsibilities/Permissions
CollegeAdministrator PossessesabilitytoviewanyNegotiationsassociatedwithaPD,IPand/orAward.Doesnothavetheabilitytoedittheinformation.
DepartmentAdministrator PossessesabilitytoviewanyNegotiationsassociatedwithaPD,IPand/orAward.Doesnothavetheabilitytoedittheinformation.
PrincipalInvestigator PossessesabilitytoviewanyNegotiationsassociatedwithaPD,IPand/orAward.Doesnothavetheabilitytoedittheinformation.
OSPContract HastheabilitytocreateandmodifyaNegotiationassociatedwithaPD,IPand/orAward.
OSPProposal HastheabilitytocreateandmodifyaNegotiationassociatedwithaPD,IPand/orAward.
BusinessConnectAdministrator
HastheabilitytocreateandmodifyaNegotiationassociatedwithaPD,IPand/orAward.
The Negotiation Page TheNegotiationpageoftheNegotiatione-Docisasingletabbedpagewithfourpanels:DocumentOverview,Negotiation,Activities&Attachments,andMedusa.TheActionbuttonsatthebottomaresave,reload,andclose.
Figure–NegotiationPage
KualiCoeus5.2.1UserGuide—NegotiationSection 4
Negotiation TheNegotiationsectioncontainsbasicidentifyinginformationaboutthisrecordintwosubpanels:
• Negotiation:Thissubpanelhasthreerequiredfieldsandfouroptionalfieldsthatallowyoutospecifybasicinformationaboutthetransaction,suchasthenameofthepersonassigned(Negotiator)andthetypeoftransaction(AgreementType).
• NegotiationAttributes:Thissubpaneldisplaysonerequiredfield–NegotiationAssociationType–whichallowsyoutoselectProposalDevelopmentdocumentsorInstitutionalProposaldocumentstoassociatewiththeNegotiationdocument.Ifyouselectadocumenttypeinthisfield,alookupdisplaystotheright,allowingyoutosearchforandselectaparticulare-Doc.Aftermakingaselection,additionalfieldsappearinthesubsectionthatdisplaykeyinformationfromtheselecteddocument.
Figure–NegotiationPanel
Table-NegotiationDocument>NegotiationPanel>NegotiationSection–FieldDescriptions
Field Description NegotiationStatus Stateofaspecifiedtransactionfromstarttofinish.ThetwocommonlyusedstatusesareInProgress
andComplete.
Negotiator TheindividualfromOSPorBCassignedtothetransaction.
AgreementType Includesboththestageofthetransactionaswellastheagreementtype.Forexample,ifthetransactionisrelatedtoproposalreview,theAgreementTypewillbeProposal.However,ifthetransactionisrelatedtothereviewofacontract,theAgreementTypewillbeContract.
NegotiationDates Thestartandenddatesofthetransaction.Thestartdatecanbemodifiedatanytimeduringthenegotiation.TheenddatecanonlybemodifiedwhentheNegotiationStatusismarkedSuspendedorComplete.
NegotiationAgeinDays
Thetotalnumberofdaysthetransactiontookfromstarttoend.Whenthereisnoenddatespecified,thecurrentsystemdatewillbeusedtocalculatetheageofthetransaction.
DraftAward ThedateanawardwasreceivedbyOSP/BCforreviewandnegotiation,orthedateOSP/BCbegindraftinganaward.
DocumentFolder Thenameoftheelectronicfilefolderinwhichthetransactionaldocumentsreside(currentlymappedtotheMdrive).Itdoesnotserveasanelectroniclinkforautomaticretrieval,butrather,asalinkthatcanbecopiedandpastedintoFileExplorerforeasyaccesstotransactionaldocuments.
AdditionalNegotiationfieldsforProposalDevelopmentAssociationTypes
KualiCoeus5.2.1UserGuide—NegotiationSection 5
Field Description PIorUnitSubmitted Checkboxindicatorthat,whenmarked,indicatesthePIorUnitSubmittedtheproposalratherthan
OSPorBC
AwardTransfer Checkboxindicatorthat,whenmarked,indicatesthetransactionisrelatedtoanawardbeingtransferredintotheUniversity.
OSPTargetDate ThedateOSPhascommittedtosubmiton-timeproposals,withlimitedexceptions,whichisonebusinessdaybeforethedeadline.Tobeconsideredon-timetheproposalandfullyroutedProposalDevelopmentdocumentmustbereceivedbyOSP3fullbusinessdayspriortothesubmissiondeadline.
PIDecidedNotToSubmit
Checkboxindicatorthat,whenmarked,indicatesthePIdecidednottosubmittheproposal
ProposalSubmittedBeforeCollegeApproval
Checkboxindicatorthat,whenmarked,indicatestheproposalwassubmittedtothesponsorbeforeallapprovalswerereceivedfortheProposalDevelopmentdocument
AdditionalNegotiationfieldsforProposalDevelopment,InstitutionalProposalandAwardAssociationTypes
OSPTeam TheteaminOSPorBusinessConnectassignedtotheNegotiationdocument.
ComplexityLevel Levelofcomplexityassignedtothetransaction
NegotiationAttributessubsection(dynamicbasedonAssociationTypeselection)
NegotiationAssociationType
ThetypeofKualiCoeusdocument(ProposalDevelopment,InstitutionalProposal,Award,Subaward,etc.)beingassociatedwiththeNegotiationdocument.
Title Thetitleofthesponsoredproject.
PrincipalInvestigatorEmployee
Theindividual,employedbytheinstitution,bearingprimaryresponsibilityforallessentialaspectsoftheprojectorprotocol,includingprogrammaticwork,compliancewithgovernment,sponsoranduniversitypoliciesandregulations,fiscalstewardshipofsponsoredfunds,andalladministrativerequirementsoftheproject.
AdminPerson Theunitadministratorassistingwiththetransaction.ThisfieldmayonlybecompletediftheNegotiationisnotassociatedwithaPD,IP,AwardorSubawarddocument.TheAdminPersonfielddisplaystheFullNameforthatperson.
Sponsor Nameoftheentityfundingtheresearchproject.
SponsorAward UniqueIdentifierforanawardgeneratedbythesponsorandfoundontheawardagreement.
ProposalType Thetypeofproposalsubmittedforfunding(e.g.,new,resubmission,renewal).SeeProposalTypecodetableforalistofallproposaltypes.
RequisitionerName ThenameofthepersonrequestingasubawardbesetupinKC.ThisfieldwillonlybefilledwhentheNegotiationisassociatedwithasubaward.Ifitisassociatedwithanyotherdocument,thefieldwillbeblank.
ProposalDevelopment TheuniqueidentificationnumberassignedtoaProposalDevelopmentdocumentbytheKualiCoeussystem.ThiswillonlybedisplayedwhenProposalDevelopmentisselectedastheNegotiationAssociationType.
Award TheuniqueidentificationnumberassignedtoanAwarddocumentbytheKualiCoeussystem.ThiswillonlybedisplayedwhenAwardisselectedastheNegotiationAssociationType.
InstitutionalProposal TheuniqueidentificationnumberassignedtoanInstitutionalProposaldocumentbytheKualiCoeussystem.ThiswillonlybedisplayedwhenInstitutionalProposalisselectedastheNegotiationAssociationType.
Subaward TheuniqueidentificationnumberassignedtoaSubawarddocumentbytheKualiCoeussystem.ThiswillonlybedisplayedwhenSubawardisselectedastheNegotiationAssociationType.
LeadUnit Thedesignatedunitresponsiblefortheapplicationandadministrationofthesponsoredaward.
PrincipalInvestigator Theindividual,whoisnotanemployeeoftheinstitution,bearingprimaryresponsibilityforallessentialaspectsoftheprojectorprotocol,includingprogrammaticwork,compliancewith
KualiCoeus5.2.1UserGuide—NegotiationSection 6
Field Description Non-Employee government,sponsoranduniversitypoliciesandregulations,fiscalstewardshipofsponsoredfunds,
andalladministrativerequirementsoftheproject.
PrimeSponsor Theidentifierforthesponsorwherethefundsoriginated.Usedwhenfundsaretransferredthroughathirdparty.
SubawardOrganization Nameoftherecipientreceivingtheapprovedsubaward.ThisfieldwillonlybefilledwhentheNegotiationisassociatedwithasubaward.Ifitisassociatedwithanyotherdocument,thefieldwillbeblank.
RequisitionerUnit ThehomeunitofthepersonnamedinthefieldofRequisitionerName.Thisfieldwillbefilledwiththeperson'sfullname.ThisfieldwillonlybefilledwhentheNegotiationisassociatedwithasubaward.Ifitisassociatedwithanyotherdocument,thefieldwillbeblank.
KualiCoeus5.2.1UserGuide—NegotiationSection 7
Viewing a Negotiation
1. FromtheUnitorCentralAdminscreens,clickon adjacenttoNegotiationsinthePre-AwardchanneltoviewtheNegotiationLookupscreen.Alternatively,negotiatorsmayclicktheAllMyNegotiationslinktopulluptheNegotiationdocumentswheretheyhavebeenassignedastheNegotiator.
Figure–Pre-Award.Negotiationsicons
2. OntheNegotiationLookupscreentypeinthesearchcriteriafortheNegotiationandselect
.
Figure–NegotiationLookup
KualiCoeus5.2.1UserGuide—NegotiationSection 8
3. Atthebottomofthescreen,openthedesiredNegotiationfromthelistofe-Docsretrieved.
Figure–NegotiationLookupsearchresults
KualiCoeus5.2.1UserGuide—NegotiationSection 9
Completing the Negotiation Document
Introduction Negotiatione-DocsareinitiatedatvariousstagesincludingwhenOSP/BCisnotifiedofanupcomingproposalsubmission,ajust-in-timesubmission,anawardisreceivedforreviewandnegotiation,acontractneedstobedrafted,orasubcontractistobeprepared.ActivitiesareloggedwithinNegotiatione-Docstotrackthestatusoftheseevents.
Scope Thisprocedurecovers:
• CreatinganewNegotiationdocument
• Addinganactivity(withattachment)toaNegotiationdocument
• Sendingoutanotificationwhenanegotiationiscomplete
Before You Begin Beforeyoubeginthisprocedure,youwillfirstneedthefollowing:
• Access:YoumusthaveappropriatepermissionsinKCtocreateandeditNegotiationdocuments.OnlytheOfficeofSponsoredPrograms,BusinessConnectandContractandGrantAdministrationhaveaccesstocreateandeditNegotiationdocuments.
• Pre-existingConditions/PrerequisiteTasks:Therearenorequiredrecords(existingdataordocuments)thatneedtobeinplacefirstinordertocompleteaNegotiationdocument.Whenassociatingwithanothere-Doc(suchasaProposalDevelopmentDocument,anInstitutionalProposalDocument,oranAward),however,therecordmustexistinKC.Inaddition,whenaddingattachments,thefilesmustresideonyourlocalcomputerornetworkdrive.
Creating a Negotiation e-Doc
WhatfollowsistheprocessforcreatingandsavingaNegotiatione-DocinKC.
• OnlyCentralAdminpersonnelwithproperpermissionwillbeauthorizedtocreateaNegotiatione-Doc
• Researchersandcollege/unitpersonnelcanonlyview(andprint)Negotiations
KualiCoeus5.2.1UserGuide—NegotiationSection 10
1. FromtheUnitorCentralAdminscreens,clickon adjacenttoNegotiationsinthePre-Award
channel.
Figure–Pre-Award.Negotiationsicons
ANegotiationDocumentscreenwillappearwiththeDocumentOverviewandNegotiationpanelsopenbydefault.Requiredfieldsaredenotedwithanasterisk*.
2. TypeadescriptionofthepurposeforthedocumentintheDescriptionfieldoftheDocumentOverviewpanel(maximumlength40characters).Optionally,addexplanationtextintheExplanationfield.Note:YoucanexpandthedocumentdescriptionintheExplanationfield.Thisisafree-formtextfieldwhosemaximumlengthis400charactersofanytype.
Field Description Description Titleofthedocumentasdefinedbytheinstitution.Thisisdifferentthantheprojecttitle.The
Descriptionfieldisarequiredfieldoneverye-Doc.Itisusedbyeachtransactionandappearsinstandardreports,actionlistanddocumentsearch.
Explanation Thereasonthedocumenthasbeencreated.ExplainsthepurposeorfunctionofthedocumentinmoredetailthantheDescription.
OrganizationDocumentNumber
AnabbreviationforOrganizationDocumentNumber.Thenumericdocumentidentificationthatmayincludedepartmentalororganizationalinformation.ThisnumberisnotthesameastheDocumentNumberautomaticallyassignedbyKualiCoeusorKFS.
3. IntheNegotiationpanel:
ThesystemdefaultstheNegotiationStatustobeInProgress.Thiscanbeadjustedasneeded.
4. Usethe iconnexttotheNegotiatorfieldtosearchforandspecifythenegotiator,ortypeinthenegotiatorsNetID.
KualiCoeus5.2.1UserGuide—NegotiationSection 11
Figure–CreatingaNegotiatione-Doc
5. Usethedrop-downlisttoselectanAgreementType.Thisfieldisusedtoidentifythestageof
thetransactionaswellasthetypeofagreementbeingnegotiated.
6. Usethedrop-downlisttoselecttheappropriateTeamresponsiblefortheNegotiation
document.
7. SelecttheNegotiationAssociationTypefromthedrop-downlist.TotherightofNegotiationAssociationType,thereisalookupfieldtosearchfortherelatedInstitutionalProposal,Award,ProposalDevelopment,orSubawardtowhichtheNegotiationwillbelinked.Clickonthe icontosearchandselectthee-Doc.
ThisexampleshowsanegotiationthatislinkedtoanInstitutionalProposal.Whenthedesirede-Docisreturned,KCautomaticallypopulatesseveralNegotiationAttributefieldswithinformationfromthelinkede-Doc.
8. Click atthebottomofthescreen.
KCinitiatesaDocNbrandaNegotiationIDimmediatelyafteryoubeginanewnegotiationdocument.Bothvisibleinthedocumentheader.
2
3 4 5
6
7
KualiCoeus5.2.1UserGuide—NegotiationSection 12
Figure–NegotiationDocumentHeaderAlso,amessagewillappearatthetopofthescreenbelowthedocumenttitlestatingthatthedocumentwassuccessfullysaved.
Activities & Attachments Activities&Attachmentsallowsyoutorecord,modify,attachandviewinformationregardingthenegotiation.Thisincludeskeyactivitydates,updatesbyuser,andrelateddocumentsthathavebeenattachedtotheNegotiationrecord.
Adding an Activity to a Negotiation e-Doc
1. Clickthe buttontotheleftoftheAddActivitysubpaneltoopenit.
2. Inthesubpanel,fillouttherequiredfields(thosewithasterisks—whicharerequiredinorderto
savethee-Doc).• ThesefieldsdetailtransactionalinformationCentralAdminwishestocaptureforthe
proposaland/oraward.
KualiCoeus5.2.1UserGuide—NegotiationSection 13
Figure–RequiredFieldsforaNegotiation
3. Clickthe buttononcedataentryiscomplete.
AllactivitiesaddedwillbedisplayedintheActivitiessubpanel.Toseetheactivitiesinmoredetail,clickthe button.
Figure–AddActivity>Activities
Table-NegotiationDocument>Activities&AttachmentsSection>AddActivitySubsection–FieldDescriptions
Field / button Description Location Theentity/office/unittheactivityhasbeenassignedto.
ActivityStartDate Thedatetheactivitystarted.
Follow-upDate ThedateatwhichtheNegotiatorwillfollowupwiththeentity/office/unittheactivityhasbeenassignedto.
ActivityEndDate Thedatetheactivityendsorisclosed.
ActivityType Tasksinvolvedwithproposalandawardnegotiations.
LastUpdate ThedateonwhichtheNegotiationactivitywaslastupdated.
NumberofDays Thetotalnumberofdaysthenegotiationactivitytookfromstarttoend.Whenthereisnoenddatespecified,thecurrentsystemdatewillbeusedtocalculatetheageoftheactivity.
CreateDate Thedatetheactivitywascreated.
LastUpdateBy ThenameofthepersonwhomadethelastupdatetotheNegotiationactivity.
ActivityDescription Notesaddedtoexplaintheactivity.
KualiCoeus5.2.1UserGuide—NegotiationSection 14
Field / button Description File NameandfileformatextensionusedtoidentifytheAttachment(e.g.,Subcontract.xls).FileNameis
determinedbytheuserpriortouploadingtheAttachment.
Description Remarksusedtoidentifythefileattachmentassociatedwiththeactivity.
AddinganAttachmenttoanActivity
1. IntheAttachmentsportionoftheAddActivitysubpanel,clickonthe button.
2. Selectthefile—fromyourcomputerorserver—tobeattachedandthenclick inthe
dialogboxthatappears.Thenameofthefilewillbedisplayeddirectlybelowthe button.
3. TypeadescriptionofthefileintheDescriptionfield,thenclickthe button.
Figure–AddAttachmentExample
KualiCoeus5.2.1UserGuide—NegotiationSection 15
Activities
Figure-NegotiationDocument>Activities&AttachmentsSection>ActivitiesSubsection–SortByOptions
AfteranactivityhasbeenaddedandsavedtoaNegotiationdocument,itappearsasahiddensubpanelundertheActivitiespanel.Whenyouclicktheshowbutton,youcanviewthedetails,includinglocation,activitytype,description,startandenddates,andanyattachments.
Figure-NegotiationDocument>Activities&Attachments>ActivitiesSection–AddedActivitySubsectionExample
Activity/Location History TheActivity/LocationHistorysubpaneldisplaystheActivity/LocationHistoryforallNegotiationActivitiesassociatedwiththeNegotiationrecord,includingkeyidentifyinginformationforeachactivity/location.
Figure-NegotiationDocument>Activities&AttachmentsSection>Activity/LocationHistorySubsection–Example
TheActivity/LocationHistorysubsectionprovidestheabilitytoexportthisreportaseitheraCSV,spreadsheetorXMLfile.
KualiCoeus5.2.1UserGuide—NegotiationSection 16
Table-NegotiationDocument>Activities&AttachmentsSection>Activity/LocationSubsection–FieldDescriptions
Field / button Description HistoryLine# Numericidentificationthatisauto-generatedbythesystembasedontheorderoftheactivitiescreated
intheNegotiation.
EffectiveLocationStartDate
Thedatetheactivitystarted.
EffectiveLocationEndDate
Thedatetheactivityended.UntilanActivityEndDateisadded,thefieldwillremainempty.
LocationDays Thetotalnumberofdaysthenegotiationactivitytookfromstarttoend.Whenthereisnoenddatespecified,thecurrentsystemdatewillbeusedtocalculatetheageoftheactivity.
All Attachments ThesortableAllAttachmentssubpaneldisplaysnumberedlineitemrowsforeachattachedfile,eachwithfivesortablecolumnsofinformation:ActivityStartDate,File(filename),AttachmentDescription,Location,andActivityType.ThisprovidesaconvenientmeansofkeepingtrackofdocumentsrelatedtocurrentandpastActivities.
Figure-NegotiationDocument-AllAttachmentsSubsection–AttachmentExample
Notifications ThelastsubpanelunderActivities&AttachmentsiscalledNotifications.It’sactivatedoncethenegotiationstatusischangedfromInProgresstoComplete.
Figure–NegotiationStatusField
KualiCoeus5.2.1UserGuide—NegotiationSection 17
AfterchangingtheNegotiationStatustoComplete,savetheNegotiation.TheNotificationEditorthenappears.
Figure–NotificationEditor
Click andanotificationstatingthattheNegotiationiscompleteissenttoalistofindividualsassociatedwiththeNegotiation.Youarealsoabletoaddotherrecipientstothelist.Thatnotification’sinformationisthenlistedunderNotificationsontheActivities&Attachmentspanel.
Figure–NotificationsSubsectionExample
Clicking ontheNotificationssubpanelwilldisplayalistofallthenotifications.Inthisexample,there’sonenotification,showingthedatecreated,alltherecipients,thesubjectandtheactualmessage.
KualiCoeus5.2.1UserGuide—NegotiationSection 18
Negotiation Status NOTE:Negotiationdocumentsdonotrouteforapproval.
NegotiationStatus
Negotiationstatusgenerallyrelatestocompletion-relatedactions(thestatusofthedocumentwhileitisintheprocessofbeingprepared),
Figure–NegotiationStatusFieldExample
TheNegotiationdocument’sstatuschangesthroughoutitslifecycleasfollows:
Document-Specific Status
Description
InProgress Defaultfornew.Canbemadeactiveorinactive.
Received-NotStarted Negotiationhasbeenacceptedbutprocesshasnotyetstarted.
Complete Canbemadeactiveorinactive.
Suspended Whenselected,resultsinautomaticpopulationoftheNegotiationEndDate.Canbemadeactiveorinactive.
Negotiationstatusgenerallyrelatestoapproval-relatedactions—thestatusofthecompleteddocumentinthesystemforapproval.
Evenafterapprovalandfinaldispositionactionsarecompleted,apermanenthistoricalrecordoftheNegotiationdocumentisalwaysaccessiblefromwithinthedocumentitself(Activity/LocationHistory).
KualiCoeus5.2.1UserGuide—NegotiationSection 19
Figure-NegotiationDocument-SavedRouteLog
ThereisnoRouteLogfunctionalityfortheNegotiationdocumentasthereiswithmostothere-Docs,however,theDocumentHeaderalwaysdisplaysoneofthefollowing:INITIATED,ENROUTE,orFINAL.
Figure–DocumentHeaderStatusExample
Medusa MedusaallowsfortheviewingoflinksassociatedwiththeNegotiationdocument(e-DocsthatareapartoftheProposalandAwardmodules),withthehierarchicaltreeviewandsummarydetailsdisplay.Youcanexpandtheassociateddocumenttodisplaytheassociateddocumentdetails(thesevarydependingonthedocumenttype).
Figure-NegotiationE-Doc–MedusaSection-InstitutionalProposalAssociationExample
InthecaseofanassociatedAwarddocument(allthee-DocscanbeopenedfromMedusa),thedynamiccontentfromthedocumentthatisdisplayedintheMedusasubsectionalsoincludesabuttonforopeningtheAwarddocument,aswellasbuttonsthatgiveyoutheabilitytoviewtheAwarddocument’snotesandhierarchyactions.Whenusingthese(dependingonyourtabsettingsinyourbrowser),theresultingdisplayisinanewbrowserwindowthatpopsupinthefront,whiletheNegotiationdocumentremainsopeninthebackground.