negotiation document - research administration project · here are some key points about the...

NegotiationDocument

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


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


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


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


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


Field Description Non-Employee government,sponsoranduniversitypoliciesandregulations,fiscalstewardshipofsponsoredfunds,

andalladministrativerequirementsoftheproject.

PrimeSponsor Theidentifierforthesponsorwherethefundsoriginated.Usedwhenfundsaretransferredthroughathirdparty.

SubawardOrganization Nameoftherecipientreceivingtheapprovedsubaward.ThisfieldwillonlybefilledwhentheNegotiationisassociatedwithasubaward.Ifitisassociatedwithanyotherdocument,thefieldwillbeblank.

RequisitionerUnit ThehomeunitofthepersonnamedinthefieldofRequisitionerName.Thisfieldwillbefilledwiththeperson'sfullname.ThisfieldwillonlybefilledwhentheNegotiationisassociatedwithasubaward.Ifitisassociatedwithanyotherdocument,thefieldwillbeblank.


Viewing a Negotiation

1. FromtheUnitorCentralAdminscreens,clickon adjacenttoNegotiationsinthePre-AwardchanneltoviewtheNegotiationLookupscreen.Alternatively,negotiatorsmayclicktheAllMyNegotiationslinktopulluptheNegotiationdocumentswheretheyhavebeenassignedastheNegotiator.

Figure–Pre-Award.Negotiationsicons

2. OntheNegotiationLookupscreentypeinthesearchcriteriafortheNegotiationandselect

.

Figure–NegotiationLookup


3. Atthebottomofthescreen,openthedesiredNegotiationfromthelistofe-Docsretrieved.

Figure–NegotiationLookupsearchresults


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


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.


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


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.


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.


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


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.


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


AfterchangingtheNegotiationStatustoComplete,savetheNegotiation.TheNotificationEditorthenappears.

Figure–NotificationEditor

Click andanotificationstatingthattheNegotiationiscompleteissenttoalistofindividualsassociatedwiththeNegotiation.Youarealsoabletoaddotherrecipientstothelist.Thatnotification’sinformationisthenlistedunderNotificationsontheActivities&Attachmentspanel.

Figure–NotificationsSubsectionExample

Clicking ontheNotificationssubpanelwilldisplayalistofallthenotifications.Inthisexample,there’sonenotification,showingthedatecreated,alltherecipients,thesubjectandtheactualmessage.


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).


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.


Figure-NegotiationE-Doc–MedusaSection-AssociatedAwardDocument–ExpandedExample