ron schultz (johns hopkins), jennifer quinn (brown), kyle burkhardt (princeton), and claire king...
TRANSCRIPT
![Page 1: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/1.jpg)
Award HierarchiesCharacteristics of Each
Structure
Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown),Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)
![Page 2: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/2.jpg)
What to Expect
Poll the audience Award Hierarchy basics Types of hierarchies Example: NIH 3 year award, $1
million a year awarded for 3 years Pros / Cons of the Award Hierarchy
![Page 3: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/3.jpg)
Show of hands…
Does your school… Use any of the Coeus modules currently?
Are you… Thinking of using Coeus award module
soon? Currently using the Coeus award
module?
![Page 4: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/4.jpg)
What is Award Hierarchy? Award Hierarchy creates relationships
between one or more award ‘variables’: Awards-Accounts-Account Types-Units-Time.
Award Hierarchy is comprised of ‘Tiers’, levels: Fewer Tiers = Easier maintenance/use, fewer
embedded variables. More Tiers = More skill to maintain/use, more
variables displayed.
Different Account numbers are assigned to parent and each child.
![Page 5: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/5.jpg)
What is Award Hierarchy?
The child account will have the same six-digit award number as the Parent award
3-digit extension end of award number is different for each child award created
If the parent is 001575-001, the first child award created is 001575-002, etc.
![Page 6: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/6.jpg)
Award Hierarchy Tier Options The Award Hierarchy creates relationships:
Two-tiers (Parent-child): ▪ relate Award with allocation accounts▪ Brown University
Three or more-tiers (Parent-child-grandchild….):▪ relate Time with Award, and with allocation
accounts.▪ Drexel &▪ Kuali Coeus
![Page 7: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/7.jpg)
Award Hierarchy Tier Options
Variable-tiers (Parent, child, grandchild, and/or great-grandchild)▪ Could be one level or multi-level ▪ Could have multiple child/grandchild/great-
grandchild accts▪ Variety of reasons for child accts.
▪ Each PI or each dept, different OH rates, subcontracts, type of costs, supplemental funding, cost sharing, etc…
▪ Princeton
![Page 8: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/8.jpg)
AH: Two-Tier / Brown
The Parent award reflects the Notice of Grant Award and is linked to the Main Account No. - The Principal Investigator and their Lead Department on the award notice is ultimately responsible for the administration and requirements of that award.
All Award dollars are entered into the Parent and then flow down to children accounts. We track all anticipated dollars only at the Parent level.
![Page 9: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/9.jpg)
AH: Two-Tier / Brown
Child awards are sub accounts associated with the Parent award that are funded by the Parent NGA and have a separate Brown account number. Child Awards are created for various purposes: a) track specific spendingb) equipment purchases c) cross-departmental award administration d) differing Indirect Cost Rates from the Parent
![Page 10: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/10.jpg)
NIH $1 million a year for 3 years
• Year 1 - $1,000,000 Obligated to the Parent / $3,000,000 Anticipated to come in.
• Year 1 - $100,000 Distributed to Child account. A new account is needed for the distribution of funds to another Investigator / Department.
*Notice the Distributable amounts on the Parent
![Page 11: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/11.jpg)
NIH $1 million a year for 3 years
A NEW SEQUENCE is added to the Award record whenever we add new money!!
• Year 2 - $1,000,000 Obligated to the Parent.
• Year 2 - $100,000 Distributed to Child account.
• Year 3 - $1,000,000 Obligated to Parent account / $100,000 Distributed to Child Account.
![Page 12: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/12.jpg)
The Award History Screen
• The History screen on the Money & End Dates tab is a snapshot of the funding cycle of the Award / Accounts.
![Page 13: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/13.jpg)
AH: Three or more-Tier / Drexel
![Page 14: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/14.jpg)
AH: Three or more-Tier / Drexel
Tier One – Project Rollup Master Agreements - Contracts Totaled Obligated and Anticipated Funding No Account Number
Tier Two – Obligated Funding Notice of Grant Awards Main Account Fund Number Reporting Level
Tier Three – Sub Accounts Subcontracts Intercompany Funds for Clinical Faculty
Salaries
![Page 15: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/15.jpg)
AH: Built the same in KC
• View from an Award search
• View from Hierarchy Actions panel in an Award
![Page 16: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/16.jpg)
AH: Three or more-Tier / KC Yr 1
![Page 17: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/17.jpg)
AH: Three or more-Tier / KC Yr 2&3
Obligated dates are updated
![Page 18: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/18.jpg)
AH: Three or more-Tier / KC
KC took transactional approach No longer have to move funds through each tier
Different views available Current vs. Pending Totals only, Dates only, Distributed/Distributable
![Page 19: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/19.jpg)
AH: Variable-Tier / Princeton
Princeton example:
Parent only:
Parent/child:
Parent/child/grandchild:Parent/child/grandchild/great-grandchild:
![Page 20: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/20.jpg)
NIH $1 million a year for 3 years
Princeton simple example:
![Page 21: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/21.jpg)
Princeton multi-tier example: Year 1
![Page 22: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/22.jpg)
Princeton multi-tier example: Year 1
![Page 23: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/23.jpg)
Princeton multi-tier example: Year 2
![Page 24: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/24.jpg)
Princeton multi-tier example: Year 2
![Page 25: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/25.jpg)
Princeton multi-tier example: Year 3
![Page 26: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/26.jpg)
Princeton multi-tier example: Year 3
![Page 27: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/27.jpg)
Two – Tier: Pros/Cons
Brown: Pros:
▪ All accounts under the same award notice are connected in Coeus.
▪ Simple structure quickly identifies main award vs. subaccounts.
▪ Easily roll-up dollars for reporting purposes to main award.
Cons:▪ Cross-departmental parent / child accounts are
sometimes managed by two different individuals.▪ Department of Lead will not have access to
expenditure info of child ▪ Risk of double counting award dollars if reporting
structure is not built correctly.
![Page 28: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/28.jpg)
Three – Tier: Pros/Cons
Drexel: Pros:
▪ At a glance project funding history ▪ Award Notice shows child distributions▪ Shows supplements▪ Allows for different Overhead Rates▪ Allows for different PI’s and different Proposal Titles
within a award/contract
Cons:▪ When obligating new funding, remembering to add each
parent level▪ New Award reporting runs off of Tier Two not Tier One▪ Does not show cost share funding
![Page 29: Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC)](https://reader035.vdocuments.us/reader035/viewer/2022081518/551b7aea550346d31b8b6587/html5/thumbnails/29.jpg)
Variable– Tier: Pros/Cons
Princeton: Pros:
▪ Only use variable tiers as needed…▪ Each PI, dept, or project▪ Different OH rates▪ Subcontracts▪ Type of costs▪ Supplemental funding▪ Cost sharing
▪ Create only as many as needed Cons:
▪ If the parent lead unit differs from lead unit for child accts▪ Lead unit has ultimate project responsibility ▪ Depending on your financial systems, lead unit might not see children’s
expenditures (i.e. labor accounting)▪ This causes problems when different units overspend!
▪ Difficulties in making the same change to all accts