KC Proposal Development 6.0
Overview
Kuali Coeus Proposal Development 6.0 user interface is completely redesigned to provide an improved User
Interface (UI). The out-of-the-box launch screen still categorizes user access by Researcher, Unit, Central Admin, and
System Admin, but instead of opening each page, the user is presented with drop-down menu links for the available
activities. Only Proposal and Budget screens have the new UI; other parts of the application will open in the original
interface. Clicking System Admin will also navigate the user to the original interface for access to those maintenance
documents.
Primary Menu bar:
Click the Research link to display the options window.
Secondary Menu bar:
Info
Build/version number
User (name)
Doc Search
Action List
Description
Number incrementally assigned
Name of the logged in user is displayed. Click the drop-down arrow to Logout or
Access Preferences to customize email notification preferences.
Opens the search to let a logged user search by document number
Opens the logged in user’s action list (items designated for their approval, review, or
notifications
Proposal Header
Left – Proposal Info
Proposal number
PI
Right – Document Info
Doc Number
S2S Connected
Status
Description
Number incrementally assigned by the system
Not yet assigned displays until a PI is added on the Key Personnel screen, then the
person’s name is displayed.
Description
Number incrementally assigned by the system
Status indicated by a gray ‘no’ box until a successful S2S Opportunity is applied and is
updated to a green ‘yes’ box
Submission state of the proposal (in progress, Enroute, approved, submitted, etc.)
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‘more’
Click to display information expanded from the ‘doc info’ data including the create
and last update timestamps as well as the sponsor name.
Proposal Toolbar
Lower horizontal band –
Toolbar
Data Validation
Print
Copy
Medusa
Hierarchy
Budget Versions
Description
When (off): click to open the Data Validation options window and turn validations
(On)
When (on); click to turn off the validations, to view the list of existing validations,
their location, description, severity (warning or error), and the ‘fix’ button to navigate
directly to the validation location.
Click to open the available print options: Grants.gov/S2S forms, Sponsor Form
Packages; or the Reports (Current Support, and Pending Support).
Click to open the Copy Proposal window
Click to view the relationship this proposal has to other KC documents.
Click to open the Proposal Hierarchy builder window. Use this tool to link the current
proposal to an existing hierarchy, or to create a new hierarchy. (See section on
Hierarch)
Click to open a Budget Version window to add a new budget version, open an existing
budget, or use one of the Action options (View Summary, Copy (budget), Print
(reports), or Submit (mark the version as the final/complete to submit with this
proposal).
Proposal Footer:
Footer Actions
Back
Save
Save and Continue
Close
Description
Click to navigate to the previous listing on the left navigation bar.
Click to save any entered data and stay on the same screen.
Click to save any entered data and navigate to the next listing on the navigation bar.
Click to close and exit the proposal.
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Proposal Left Navigation buttons
Click on any of the listed options in the left navigation panel to open and view
that screen. Some option s act as category headers denoted by the triangle on
the far right (ex. Basics, and Key Personnel) Clicking on the category header
when the triangle faces to the right will open a sub-menu, where you can then
click on one of the items in the sub-menu to open the working screen. Click the
downward-facing triangle will collapse the sub-menu.
Compressed Icon View & pop-up menus:
When screen space as at a premium, you can click on the leftfacing triangle at the top of the navigation panel to compress the
navigation panel to icon mode. When the panel is compressed,
clicking on an icon will display a pop-up menu of the available
options.
Copyright © 2015 Kuali, Inc.
GNU Affero General Public License version 3 (AGPLv3)
To expand the navigation panel, simply click the right-facing triangle at the top of
the icon panel.
Copyright © 2015 Kuali, Inc.
GNU Affero General Public License version 3 (AGPLv3)
Create Proposal
Upon selecting the Create Proposal link, the ‘Required Fields for Saving’ window appears. All fields must be entered
in order to ‘save and continue,’ which creates the proposal and assigns the document and proposal numbers. All but
the Lead Unit field may be edited in the Proposal Details screen in the new proposal document.
Required Fields for Saving:
o Click in the Proposal Type field to display the options in the drop-down list. Scroll through the list and highlight
the appropriate type for your submission.
o Click in the Lead Unit field to display the options in the drop-down list. Scroll through the list and highlight the
appropriate type for your submission
 The list contains all the units where the logged in user has permission to create a proposal.
o Click in the Activity Type field to display the options in the drop-down list. Scroll through the list and highlight
the appropriate type for your submission
o Click in the first Project Dates field to activate the Calendar tool
 Click in the Month field and scroll to select the start month for this project
 Click in the Year field and scroll to the start year for this project
 Click a number in the calendar for the start date for this project
 Alternatively, you may type date in the field numerically, in MM/DD/YYYY format
o Click in the second Project Dates field to activate the Calendar tool; select the project end date or type it in
numerically in MM/DD/YYYY format.
o Project Title: click in the field to type in the proposed title of the project.
o The Sponsor field can be filled by one of the following methods:
 Enter the numeric code for the sponsor, if you know it.
 Start typing in the sponsor name; matching options will appear below the field. Select one if it is correct.
 Use the lookup icon at the end of the field to open a search window.
 Enter your query in the Sponsor Lookup window and click the Search button
 Review the search results and select an option, or click ‘refine search’ to return to the criteria
window.
o Click ‘Save and Continue’ to create the proposal development document, otherwise click ‘Cancel’ to close this
screen and return to the KC Portal.
Re-Open a Proposal
There are multiple methods to available to reopen your existing proposals.
Click the Researcher menu:
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Select the “All My Proposals” prepared search. The query will run and open an “All Proposal Development
Document Lookup” screen will open with your proposals listed at the bottom of the screen. The top portion of
the screen provides fields to let you refine your search (proposal number, title, etc.).
o Click on one of the options available options in the Action column: View, Edit, Copy, or Medusa.
 Select “Search Proposals” to open the search screen and enter your own search criteria.
In the 2nd Header Menu row:
Click on the [Doc Search] button on the 2nd header menu row to open the Document Search screen. Use this option
if you noted the document number; want to search by the user that created the proposal, created in a particular
date range, or a combination of these options.
Enter at least one of the following to perform the search: Document Type, Initiator, Document ID (different than
Proposal Number), Date Created From, and Date Created To.
Click Search
In the results that appear at the bottom of the screen, click on one of the options available options in the Action
column: View, Edit, Copy, or Medusa
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Unit and Central menus:
The Unit and Central menus also contain Proposal Development actions to perform a search of all Proposal
Development records.
Copyright © 2015 Kuali, Inc.
GNU Affero General Public License version 3 (AGPLv3)
Proposal Toolbar Functions:
Data Validation - Proposal:
Data Validations will be turned on automatically when the user clicks Submit for Review, but the user can turn on
Data Validation at any time to run the proposal and System-to-System (S2S) form validations.
Turn On Data Validations:
 Click Data Validation on the proposal toolbar
 Click the Turn On button in the upper right corner of the window.
o If there are any warnings or errors, a list will appear in the expanded window. Each validation item will
include a ‘fix’ button
 Navigate with the Fix button
 Click [Fix] to close the window and navigate to the screen where the issue can be edited.
 The Error/Warning text will appear in the proposal screens until the issue is resolved.
 Manual navigation:
 Click the ‘close’ button at the bottom of the validation window. Use the proposal’s left navigation
buttons to open screens and view the validation warning/error in the screen.
Turn Off Data Validations:
 Click Data Validation on the proposal toolbar
 Click the Turn Off button.
 Click the Close button
Print
Use the Print tool to generate the following files:
 Grants.gov form previews, when an s2s opportunity is connected.
 Sponsor form packages: generic print forms based on paper-based forms.
 Reports:
o Current Funds Report: generate a list of the proposal investigator’s current awards in the Awards module.
o Pending Funds Report: generate a list of the proposal investigators pending awards from the Institutional
Proposals module.
To Print/Preview a Grants.gov Form:
 Click Print on the Toolbar to open the window
 Click the right-facing triangle to expand the Grants.gov panel; there must be a number in the row to indicate
forms are present.
 Click in the checkbox or boxes for the forms you wish to print in the Select column
 Click [Create PDF] at the bottom of the section
 Follow your browser instructions to open the PDF file in a separate window or application.
 Click the [Cancel] button at the bottom of the window, or the [x] in the upper right corner to close the print
window.
To Print/Preview a Sponsor Form Package:
Use this tool to print a generic report. The selection varies based on the proposal sponsor.
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Click Print on the Toolbar to open the window
Click the right-facing triangle to expand the Sponsor Form Packages panel; there must be a number in the row
to indicate forms are present.
Click in the checkbox or boxes for the forms you wish to print in the Select column
Click [Create PDF] at the bottom of the section
Follow your browser instructions to open the PDF file in a separate window or application.
Copyright © 2015 Kuali, Inc.
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
Click the [Cancel] button at the bottom of the window, or the [x] in the upper right corner to close the print
window.
To Print Current and Pending Support:
Use the Print > Report tool to generate proposal investigator’s current and pending support reports. Your
implementation must include maintaining institutional proposal module for Pending, and award module for Current.
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Click Print on the Toolbar to open the window
Click the right-facing triangle to expand the Reports panel.
‘Current’ is present by default; continue with the next steps, or click in the field to select ‘Pending’
Use the lookup tool (magnifying glass icon) and use the search to locate your investigator and return your
selection to the Reports panel
Click [Generate Report]; the system will query the associated module (Awards for Current; Institutional
Proposals for Pending), and present the results on-screen, below the query line.
Click [Print] to generate a report: follow your browser instructions to open the PDF file in a separate window or
application.
Click the [Cancel] button at the bottom of the window, or the [x] in the upper right corner to close the print
window.
Copy
Use the toolbar > copy function to copy your currently open proposal to a new document. When using this option,
you will exit your current proposal and open the new proposal.
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Click Copy on the Toolbar to open the window
Select a Lead Unit by clicking in the field to see the units where hold the role to create proposals: select one.
If your original proposal included a budget, you can select to copy budgets by clicking in the checkbox. The
default is ‘All Versions”
If your original proposal included a budget version marked ‘For Submission’ you may select to copy only that
budget version, or “All Versions” by clicking in the field and making a selection. You will still need to mark a
budget ‘complete’ and ‘for submission’ in the copied proposal
If your original proposal included Attachments, you may select the checkbox to include those in the copied
proposal. The attachments will all be ‘incomplete’ in the copied proposal.
If your original proposal included any answered questions in a Questionnaire, you may select the checkbox to
include those in the copied proposal.
Click [Copy] at the bottom of the window to perform the action, closing your current proposal and opening the
new copy. Otherwise, click [cancel] or [x] to close the window without making a copy.
Medusa
Use the toolbar > Medusa tool to view the relationships of this proposal to other KC module records. Prior to submit
to sponsor where an Institutional Proposal is generated, the feature will display any linked IRB or IACUC records.
But the tool is more commonly used after a proposal is approved and funded to view the associated KC records.
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Click on toolbar > Medusa to open the window.
The Proposal > Award tab is open on default view and displays the current proposal number and any linked
records (e.g. IRB, IACUC, IP, Award, etc. ).
Click on the Award > Proposal tab to view the relationship in that orientation, if this record has any award
relationship.
Copyright © 2015 Kuali, Inc.
GNU Affero General Public License version 3 (AGPLv3)
Hierarchy
The Hierarchy toolbar tool allows the user to link a series of proposals that may have been created to isolate
different budget rates, tasks, personnel, or other requirements. Hierarchy is used to aggregate multiple proposals to
appear as one, which is then routed and submitted as a single proposal in KC and to the sponsor.
User start with the ‘create a hierarchy’ function from an open proposal document with a budget; the tool copies all
the information in the proposal to make a ‘parent’ proposal, and automatically links the initiating proposal as a
‘child.’ See the section on Hierarchy for complete instructions.
The Child Proposal - Hierarchy Toolbar window provides the following within a Child Proposal:
 Create a Hierarchy – create a parent proposal.
 Search and link to an existing parent
 Synchronize data from the child to the parent proposal.
 Unlink from the parent proposal
The Parent Proposal Hierarchy Toolbar window provides the following from the Parent Proposal:
 Search from a parent proposal and link child proposals.
 Synchronize all child proposals to the parent proposal.
See the section on Hierarchy for more details and instructions.
Budget Versions
Use the toolbar window to add budgets, copy budgets, view summary of an existing budget, print budget reports or
navigate to existing budget versions.
A. +Add Budget button: click to open the create budget versions window
B. Budget Versions list:
o Name: Click on the user entered Name to open an existing budget version
o Direct Cost: the direct funding level for the budget version
o F&A: the indirect costs for the budget version
o Total: the combined direct and indirect (F&A) costs for this version
o Status: Incomplete or Complete. The Complete version will be submitted.
o Comments: optional text entered by the user for informational purposes.
C. Open: Click on the version Name to open an existing budget version
D. Actions: the options available for this budget version
o View Summary: click to open the summary view of this version
o Copy: click to open the copy window
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o Print: click to open the print report options window
E. Okay: click to close the window, or click the ‘x’ in the upper right corner of the window.
To Add a Budget Version:
 Click Budget Versions from the toolbar to open the window.
 Click [+Add Budget] to open the window to define the budget.
o Enter a name in the Budget Name field
o Select if the budget is to be detailed or summary
o Select if the budget is a Modular (NIH Sponsors only)
o Click Add Budget
 The new budget version will open.
To Copy a Budget Version
 Click Budget Versions from the toolbar to open the window
 Click the [Action] button on the row of budget you wish to copy to open the window
 Click Copy to open the window
o Enter a name in the Budget Name field
o Select if you wish to copy all periods or period 1 only
o Click [copy budget]
 The new budget version will open.
To Print Budget Reports:
 Click Budget Versions from the toolbar to open the window
 Click the [Action] button on the row of budget you wish to print
 Click [Print] to open the printed report list
o Select the report you wish to print by clicking in the box in the Select row.
o If you wish to include the budget comments added in the Budget Settings window, click box in the “Print
Comments” column.
o Click [Print]
 The PDF report will open in a separate browser window.
Copyright © 2015 Kuali, Inc.
GNU Affero General Public License version 3 (AGPLv3)
Proposal Details
Proposal Details is the first screen in proposal basics navigation. In the ‘Create Proposal’ process, when the initial
‘required fields for saving’ fields are filled and the user clicks ‘save and complete,’ the Proposal Details screen
appears. When opening existing proposals, the Details screen is the opening screen.
On this screen – Proposal Details:
A. Proposal Header: Proposal Number assigned by the system (next available number).
 PI (not yet assigned) is listed until a Principal Investigator is added in the Key Personnel section.
B. Document Info: provides details about this proposal including the system document number, if the proposal
is connected to an S2S opportunity (yes or no), the user ID of the user that created the proposal, and the
routing status of the document.
C. The Proposal Toolbar: Data Validation, Print, Copy, Medusa, Hierarchy, and Budget Versions tool links.
D. Proposal Basics Navigation Header:
 Click the right facing arrow to expand the navigation buttons: Proposal Details, S2S Opportunity
Search, Delivery Info, Sponsor & Program Information, and Organization and Location.
 Click the downward facing arrow to collapse the navigation buttons below Basics.
E. Proposal Details navigation button: click to open the Details screen.
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F. The ‘required fields for saving’ fields maintained in the initial creation of the proposal. All except the Lead
Unit can be changed in this screen. (To change the unit, copy the proposal and select another unit.)
G. Prime Sponsor Code: maintain this field if your institution will not submit this proposal directly to the
funding agency, but to a collaborator for inclusion in their application to the funding agency. (e.g. you are
submitting as a subaward)
H. Keywords may be available in this drop-down list. Your institution may require adding one or more option
for use in local reports or other central administration requirement. Click on the field to display the options
and scroll to select one.
I. Proposal Footer Actions:
 Save: click to save any changes and stay on this screen.
 Save and Continue: click to save any changes and navigate to the next option on the left navigation
bar
 Close: click to exit the proposal.
Conditionally invoked fields: Award ID and Original Institutional Proposal ID fields generate for proposal types other
than “New”.
To Edit Proposal Details:
Required fields for saving fields may be edited once the proposal has been saved. The only field that cannot be
changed is the Lead Unit.
o Click in the field to change the entry:
 For a drop-down list, scroll through the options and highlight your selection.
 For a Date, click in the field to activate the calendar tool. Either use the tool or manually type the date.
 For Text: click in the field and edit the existing text
 For a Lookup: click in the field and use the lookup tool to locate the item.
Field
Proposal Type
Lead Unit
Activity Type
Description/Instructions
Select one of the options to identify for the kind of project being submitted (i.e.:
New, Resubmission, Renewal, Continuation, Revision, Task Order, etc.).
Click within the drop-down field
to display the list, and then scroll and click on
an item in the list to highlight and select it to complete your selection
The unit designated in the proposal creation step that will be responsible for the
submission and administration of the awarded project. This field cannot be
changed in a proposal. Use Copy Proposal and select a different lead unit if this
proposal should be submitted in a different unit.
Select the appropriate activity type for this project from the listed options: e.g.:
Research, Instruction, Public Service, Clinical Trial, other, Fellowship – PreDoctoral, Fellowship – Post-Doctoral, Student Services, or Construction.
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Click within the drop-down field
to display the list, and then scroll and click on
an item in the list to highlight and select it to complete your selection
Project Dates (start) to (end)
Project Title
Sponsor
Prime Sponsor Code
Award ID
Original Proposal ID
The proposed month, day and year in which the project will begin.
You can manually type date in the field numerically, in MM/DD/YYYY format
Or use the calendar tool:
o Click in the Month field and scroll to select the start month for this project
o Click in the Year field and scroll to the start year for this project
o Click a number in the calendar for the start date for this project
Click to edit the proposed title of the project. For S2S submissions, there is a
maximum 200 character limit.
A predefined code directly associated with the sponsoring organization (i.e.
000500 = National Science Foundation, 000340 = National Institutes of Health,
etc.)
The Sponsor field can be filled by one of the following methods:
o Enter the numeric code for the sponsor, if you know it.
o Start typing in the sponsor name; matching options will appear below the
field. Select one if it is correct.
o Use the lookup icon at the end of the field to open a search window.
 Enter your query in the Sponsor Lookup window and click the Search
button
 Review the search results and select an option, or click ‘refine search’ to
return to the criteria window.
Maintain this field if your institution will not submit this proposal directly to the
funding agency, but to a collaborator for inclusion in their application to the
funding agency. (E.g. you are submitting as a subaward).
The Prime Sponsor field can be filled by one of the following methods:
 Enter the numeric code for the sponsor, if you know it.
 Start typing in the sponsor name; matching options will appear below the
field. Select one if it is correct.
 Use the lookup icon at the end of the field to open a search window.
i. Enter your query in the Sponsor Lookup window and click the Search
button
ii. Review the search results and select an option,
iii. Or click ‘refine search’ to return to the criteria window and repeat the
process.
iv. Or click the Close button to end the search.
For non-new proposals (e.g. Resubmission, Renewal, etc.), the Award ID field
appears and may be used to search the Award module to link that record for
reference and Medusa views.
For non-new proposals (e.g. Resubmission, Renewal, etc.), the Original Proposal
ID field appears to search the Institutional Proposal module for the prior
submission. Utilized in s2s forms mapping. Maintain the Original Institutional
Proposal ID field to have the system populate the SF 424 R&R 2.0 form field 4.c
with the previous Grants.gov tracking ID number from the affiliated past Proposal
Development record.
Click the lookup icon to search for and select the IP to populate the box
automatically, or if known, type the value in the box.
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Keywords
The Keywords list references the institutionally maintained Keywords Table.
(Maintenance > Shared > Keywords).
Click within the drop-down field
to display the list, and then scroll and click on
an item in the list to highlight and select it to complete your selection.
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S2S Opportunity Search
Use this screen to link and unlink an S2S (Grants.gov or Research.gov) opportunity to a proposal. . This system-tosystem (S2S) application transmittal is only available for federal funding opportunities. The eligibility requirements
are specified by each sponsoring agency.
On this screen – Pre-S2S Opportunity Search:
A. [Find Opportunity]; click the button to search Grants.gov or Research.gov to link an opportunity.
B. User Attached Forms: click to upload “unstitched” Grants.gov forms for inclusion in the submission.
o You may need to upload unstitched forms to enable selecting an s2s opportunity that includes
mandatory forms that are unavailable in KC.
o You may not see the Find an Opportunity button on this screen if your proposal is a Child in a
Proposal Hierarchy; the s2s connection should be made at the Parent proposal for submission.
C. Proposal Footer Actions:
o Back: click to navigate to the previous listing on the left navigation bar.
o Save: click to save your proposal and stay on the same screen.
o Save and Continue: click to save your proposal and navigate to the next listing on the navigation
bar.
o Close: click to close and exit the proposal.
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On this screen –Post S2S Opportunity Search (after linking an opportunity):
D. [Find Opportunity] or [Remove Opportunity]; click the button to either search and add or remove an
existing link.
E. [Change Opportunity] Click to launch the Opportunity Search window.
F. S2S Maintenance tabs:
o Opportunity: the specifics of the opportunity
o Forms: the s2s forms that comprise the opportunity package
o Submission Details: populates after the proposal has been submitted via the s2s mechanism
o User Attached Forms: screen where “unstitched” Grants.gov forms are uploaded for inclusion in the
submission.
G. Proposal Footer Actions:
o Back: click to navigate to the previous listing on the left navigation bar.
o Save: click to save your proposal and stay on the same screen.
o Save and Continue: click to save your proposal and navigate to the next listing on the navigation
bar.
o Close: click to close and exit the proposal.
Copyright © 2015 Kuali, Inc.
GNU Affero General Public License version 3 (AGPLv3)
Find an Opportunity:
Use this tool to search Grants.gov or Research.gov for system-to-system opportunities. The progressive navigation
will 1) open a search window for you to define your criteria, followed by 2) a results window to make your
selection.
1. Click the [Find Opportunity] button to open the Opportunity Search window.
2. Click within the Search Domain drop-down field
to display the list, and then scroll and click on an item in
the list to highlight and select it to complete your selection.
o Grants.gov to search for most of the 26 federal agency postings
o Research.gov to search for some NSF and some other agencies.
3. Enter one (1) of the following: You do NOT need to use both options for a search. The Opportunity ID is
often your best option
o Opportunity ID: The Funding Opportunity Number (FOA) designated by the sponsor for the posted
Grants.gov or Research.gov opportunity.
o CFDA Number: the 5 digit (00.000) Catalog of Federal Domestic Assistance number that may be
assigned to the FOA.
Some postings do not have CFDA numbers,
so for those searches, use ONLY the opportunity number.
4. Click the Search button at the bottom of the window to proceed to the results.
o Or click Clear Values to remove all the selections in one step.
o Or click Close to close the lookup window.
5. Review the listings in the search results window. The list table may include information in the following
categories to help you identify your selection: CFDA # (if any), Opening Date, Closing Date, Competition ID,
Opportunity ID, Opportunity Title, Schema URL, Instruction Page.
o Click the ‘select’ button beside an opportunity to return it to your proposal. (If the result set is
large, you may need to scroll down the window and use the page selector tool to see more of the
result set.
o Or click Refine Search to return to revise your search criteria and perform another search
o Or click Close to exit the window.
6. The selected opportunity details & tabs will be saved to the proposal’s Opportunity Search screen.
Error Messaging in S2S Opportunity Searches:
Missing Mandatory Forms:
Kuali Coeus is unable to transmit this proposal to Grants.gov since some of the required forms are not
available. To submit via S2S, use the User Attached Forms panel to upload the missing mandatory forms
prior to connecting to the opportunity.
Missing Mandatory Forms List:
SBIR_STTR_Information_1_1,AFRI_Project_Type,NIFA_Supplemental_Info_1_2
If an error alert message appears like the one above in the Opportunity Search screen you cannot connect to this
opportunity and use KC to submit the proposals until the mandatory form(s) noted in the list are supplied using the
User Attached Forms tool. If the unstitched forms are not available, you will not be able to link the proposal to the
opportunity and use KC to submit via S2S.
To connect to this opportunity, you must do the following:
o Download the noted unstitched form version from the Grants.gov website.
http://www.grants.gov/web/grants/forms.html
o Complete the form required fields.
o Upload the form(s) on the User Attached Forms tab.
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o
Search for the S2S Opportunity again. With the mandatory form requirement met, the system will link the
opportunity to the proposal.
Opportunity tab (linked):
Remove Opportunity
Use this to delete the selected opportunity from the proposal.
o Click the Remove Opportunity button
o The system will delete the opportunity from the proposal.
Change Opportunity
Use this to open the opportunity search window to find an alternate opportunity. The progressive navigation will
open the search window to enter your criteria, followed by a results window to make your selection.
o Click the Change Opportunity button to open the Opportunity Search window.
o Enter the search criteria:
 Select a Search Domain (grants.gov or research.gov)
 Enter either an Opportunity ID or enter a CFDA number in (00.000) format
 Click the Search button and then make a selection on the Results screen.
Field name
Description
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Opportunity ID
Opportunity Title
Submission Type
S2S Revision Type
CFDA Number
Competition ID
Opening Date
Closing Date
Instruction Page
Schema URL:
S2S Provider
Displays the ID of the selected opportunity: The unique identifier associated
with each sponsor funding opportunity.
Displays the FOA title of the opportunity as defined by the sponsor.
Defaults to “Application” which is appropriate for many submissions.
Click within the drop-down field
to display the list, and then scroll and click
on an item in the list to highlight and select it to complete your selection.
The other Grants.gov options are:
Pre-application: select this only if required by the solicitation.
Change/Corrected Application: select this if the proposal is being sent as a
correction and is appropriate to the receiving sponsor.
Conditionally required if this is a Revision, you will be required to make a
selection. Click within the drop-down field
to display the list, and then
scroll and click on an item in the list to highlight and select it to complete your
selection. The “Other” option will generate an additional field for text entry.
The other Grants.gov options are: Decrease Award, Decrease Award and
Duration, Decrease Award and Increase Duration, Decrease Duration, Increase
Award, Increase Award and Increase Duration, Increase Duration, Other
(Specify)
The Catalog of Federal Domestic Assistance Number associated with this
opportunity, if assigned in the Funding Opportunity.
The ID associated with the Funding Opportunity. Not all opportunities utilize
CFDA numbers
The initial date this opportunity will be accepted by the sponsor.
The last date this opportunity will be accepted by the sponsor.
Download Instructions link. Click the link to open any sponsor instruction
materials in a separate browser window. This may be duplicate or
supplemental information, but not always the only information provided.
Refer to the sponsor solicitation for additional requisite instructions.
View schema link. Click this link to open a new browser window. The schema
defines the required and optional forms for each funding opportunity.
Displays the selected provider for this submission: Grants.gov or Research.gov.
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Forms Tab
On this screen –Forms Tab:
A. Form Name column: Lists the forms by name & version number
B. Mandatory column: Describes if the form is required (mandatory) or optional
C. Include column: Defaults to Yes for mandatory forms;
o Click an individual checkbox to include that optional form.
o Click the Include column header to provide the options to Select All and Select None
i. Select All checks all available or user attached optional forms
ii. Select None deselects any checked optional forms
D. Description: Status of the s2s form
o Available means the form and version are maintained for s2s submission from KC proposal data.
o Unavailable means that the form and/or version is not maintained by KC proposal data.
o User Attached Form: some unavailable forms may be submitted via the User Attached Forms
process if the unstitched forms can be obtained from Grants.gov.
E. Select: Click the individual checkboxes to determine the forms to preview in the PDF format (then click the
[created pdf] button)
o Click the Select column header to provide the options to Select All and Select None
i. Select All checks all the available and user attached form checkboxes
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ii. Select None deselects any checked forms
F. Create PDF: Click to generate a PDF printed preview of the forms checked in the “select” column.
G. Proposal Footer actions:
o Back: click to return to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on the current screen.
o Save & Continue: click to save the proposal data and navigate to the next screen
o Close: click to close and exit the proposal.
Remove Opportunity
Use this to delete the selected opportunity from the proposal.
o Click the Remove Opportunity button
o The system will delete the opportunity from the proposal.
Change Opportunity
Use this to open the opportunity search window to find an alternate opportunity.
o Click the Change Opportunity button to open the Opportunity Search window.
o Enter the search criteria:
 Select a Search Domain (grants.gov or research.gov)
 Enter either an Opportunity ID or enter a CFDA number in (00.000) format
 Click the Search button and then make a selection on the Results screen.
Include Optional Forms
Use these checkboxes to select optional forms for submission with the s2s opportunity. Mandatory forms are
marked “Yes” by default. If the form’s description is Available, it means that proposal data is mapped. If the form’s
description is Unavailable, it means that this form must be provided using the User Attached Forms tool, provided
that:
o Grants.gov has made this ‘unstitched’ form available, or
o The full Adobe opportunity will be uploaded to extract the optional forms.
To include the optional form:
o Click an individual checkbox to in the row for that optional form.
o Click the Include column header to provide the options to Select All and Select None
 Select All checks all available or user attached optional forms
 Select None deselects any checked optional forms
Preview Forms
Use this tool to prepare a PDF file to view and/or save of the proposal forms and attachments (only PDF files
uploaded as narrative attachments can be viewed as attachments using this tool.)
In order to preview forms, the data requirements must be met. For complete information about each individual
form, including completion instructions and mapping information, see “Appendix B: Grants.gov Form-Specific
Instructions & Mapping Information”.
Potential form mapping requirements include:
 Maintaining KC proposal data fields and selections (e.g. Title, Key Personnel, eRA Commons User ID)
 Creating a Budget with at least Summary Funds.
 Answering Questionnaires that support S2S Forms.
 Attaching specified Narrative types required for a form.
When the minimum form requirement is met, the form can previewed.
o In the Select column: Click the individual checkboxes to determine the forms to preview in the PDF format
 Click the Select column header to provide the options to Select All and Select None
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i. Select All checks all the available and user attached form checkboxes
ii. Select None deselects any checked forms
Click Create PDF to generate a PDF printed preview of the forms checked in the “select” column.
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Submission Details:
This screen will populate with the s2s submission details once the proposal has been transmitted electronically.
Field name
Received Date
Last Modified Date
Status
S2S Tracking Id
Agency Tracking Id
Comments
Attachments
Refresh button
Description
The date and time Grants.gov received the proposal application; this is the
official timestamp for the submission.
The date and time that KC last updated this application status as most
recently updated by Grants.Gov.
The state of the proposal submission (for example, ‘Submitted to
Grants.Gov’) at Grants.Gov. Additional information regarding the
status of the application. For instance, this may include an explanation of
the “rejected with errors” status. This displays the current status of the
submission.
The number assigned by Grant.gov or Research.gov upon successful
submission of the proposal, this is the assigned number for the proposal
submission.
A tracking number assigned by the sponsor agency, if applicable. After the
agency receives the application, they will assign their own tracking number
for the proposal.
This displays the current status of the proposal submission.
The filename of any attached document files are displayed. This serves as a
list of forms and attachments that you successfully submitted to grants.gov.
If the application contained any attachments to accompany the included
forms, they would be listed in this section.
Click the refresh button to update the display of submission details, which
become available after the proposal is submitted.
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GNU Affero General Public License version 3 (AGPLv3)
User Attached Forms:
This screen is used to upload Grants.gov Adobe forms to support submissions where mandatory or optional forms
have not been programmed and mapped to KC data. Individual ‘unstitched’ forms may be downloaded from the
Grants.gov Forms page. Adobe opportunity packages may also be used, but only the ‘optional’ forms will translate.
This means that any Mandatory forms must be the individual, unstitched forms provided by Grants.gov.
http://www.grants.gov/web/grants/forms.html
On this screen –User Attached Forms Tab:
A.
B.
C.
D.
Opportunity Search screen title: click the S2S Opportunity Search navigation button to see this screen
User Attached Forms tab: click the tab to open this screen view and to add and maintain forms.
+Add User Attached Form button: click to open the attachment upload window.
Uploaded form row:
o Description: user entered text describing this item
o Namespace: data specific to the uploaded form
o Form Name: sponsor-given name of the form followed by the file name created by the user.
E. Actions column:
o Trashcan Icon: click to delete the row
o Actions: Click on Actions to view the options in a dropdown list:
 View XML: click to open a separate browser window and view the XML code for this form
 View PDF: click to preview the uploaded form
 Edit: click to make the Description field editable, and then click Actions > Save
Retrieving Unstitched Forms from Grants.gov
Open an internet browser and navigate to Grants.gov: http://www.grants.gov/web/grants/forms.html
Forms listed with an asterisk (*) in the PDF column are “unstitched” and available for use with the upload tool.
Note: the comment at the top of the table – that the forms are “not submittable” – means that they are not
intended to be submitted individually to Grants.gov. These special forms have been ‘unstitched’ to be included in
our S2S submissions as part of a full submission that includes the other forms in the posted opportunity.
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 Unstitched forms do not have a validation tool on the form page. If you are using an unstitched form, you
may wish to also download your submission’s Grants.gov opportunity to use as a reference. If you upload an
incomplete unstitched form to the User Attached Forms tool, it will not translate, which means it did not
validate and cannot be included in the Grants.gov submission until it validates. You will receive the
grants.gov form schema –level error message. (The error message may not provide specific faults, but will
confirm that the form is incomplete and does not meet the validation requirement.) You must update the
form and repeat the upload.
 Adobe Opportunity Packages: If you want to use an Optional form in an Adobe Opportunity, click in the
box beside the form name to select it for inclusion. You may then click on the form name to navigate directly
to it, or scroll down until you get to the form. Follow sponsor-specific instructions for your submission to
complete the data requirements. The minimum form-level data requirements can be verified by using the
“Check Package for Errors” button on the cover page. I you receive the “Complete” mark; the form has met
the minimum validation. (This may not meet the sponsor’s requirement.) You must provide at least the
minimum requirement to successfully translate the form.
 The tool does not have the ability to support Mandatory forms in an Adobe Opportunity, due to the
“stitched” nature of data flow between forms. If the form is mandatory, you will need to locate and use the
unstitched form from Grants.gov
 If the forms you will be uploading using the User Attached Forms tool are Optional, you can connect to the
opportunity either before or after you upload the form:
a. If you connect before uploading the forms with the tool, the Grants.gov Forms section will show
those optional forms as “unavailable”.
b. If you connect to the Grants.gov opportunity after uploading the forms and saving your proposal,
when you complete the connection to the opportunity, the Grants.gov Forms Description column
will note ‘User Attached Form” in those form rows and allow you click the box to include that
optional form in the submission.
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Add a User Attached Form:
Use this process to upload a completed Grants.gov unstitched form or the completed optional forms in a
downloaded Grants.gov opportunity package.
o Click the +Add User Attached Form button to open the upload window
o In Description, type in a few words to identify this file, up to 45 characters.
o In File, click the [choose file] button to launch a browse window.
Do NOT use any spaces or special characters in the File NAME of this form if you changed it
from the Grants.gov download! Do not use anything but standard keyboard numbers and
letters in the fields in the unstitched forms! This GG error has been reported with some
unstitched forms that included special characters in the form fields:
“HTTP transport error: java.net.ConnectException: Connection timed out”

Locate your Grants.gov PDF file:
 A completed Grants.gov unstitched form
 Adobe package with the appropriate Optional forms completed (only those that shown as
unavailable in KC > S2S Opportunity > Forms screen.)
Warning: ONLY Grants.gov forms (unstitched or the optional types forms in full “stitched” opportunities) may be
uploaded and translated successfully for inclusion in an s2s submission.
o Click the Add button to save the upload to the proposal
o Navigate to the Forms tab and click the checkbox to Include this User Attached Form.
After uploading these forms, you must click the checkbox to INCLUDE them
on the S2S Opportunity Search > Forms tab!
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Delete a User Attached Form:
Use this action to delete the entire row, including the uploaded file.
o Navigate to the S2S Opportunity Search Screen
o Select the User Attached Forms tab.
o Locate the form row you wish to delete in the list of uploaded form files.
o Click the trashcan icon at the end of the row
o Confirm your wish to delete the form in the confirmation window.
o The row is removed from the list of uploaded forms.
View PDF of User Attached Form:
Use this action to preview the Adobe PDF form in a browser window.
o Navigate to the S2S Opportunity Search Screen
o Select the User Attached Forms tab.
o Locate the form row you wish to view
o Click on the Actions hotlink at the end of the row
o Click View PDF and follow your browser’s process for opening the file in a separate browser window.
Note: most of the unstitched forms can only be previewed via the “View PDF” button in the User Attached Form
tab. The PHS Cumulative Inclusion Report 1.0 and the Planned Report 1.0 can be previewed with the Forms > Print
Selected option because we have the NIH provided style sheets for these forms.
View XML of User Attached Form:
Use this action to see the programming language view of the form.
o Navigate to the S2S Opportunity Search Screen
o Select the User Attached Forms tab.
o Locate the form row you wish to view
o Click on the Actions hotlink at the end of the row
o Click View XML and follow your browser’s process for opening the file in a separate browser window.
Edit the User Attached Form:
The only editable field is the Description. To change the uploaded file, delete the row and upload the correct file.
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o
o
o
o
o
o
Navigate to the S2S Opportunity Search Screen
Select the User Attached Forms tab.
Locate the form row you wish to view
Click on the Actions hotlink at the end of the row
Click Edit: make the edits to the Description field, up to 45 characters.
Click Actions> Save
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Delivery Info
The Delivery Info screen can be used to provide information for the reviewers and submitters; this screen is
especially relevant for non-grants.gov submissions, for submissions that need cover letters signed by the authorized
official, and proposals that will be printed and sent to the sponsor in hard copy.
On this screen – Delivery Information
A. Basics Navigation Header:
a. Click the right-facing arrow to expand the navigation buttons under Basic
b. Click the downward-facing arrow to collapse the sub-navigation buttons
B. Delivery Info navigation button: click on the button to open the Delivery Info screen
C. Change/Clear: hyperlinks to perform tasks
a. Change: click to open the Address Book Search tool to locate and save an address to this screen.
b. Clear: click to remove the address information saved on the screen.
D. Proposal Footer actions:
a. Back: click to navigate to the previous screen on the left navigation bar
b. Save: click to save the proposal data and stay on this screen
c. Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
d. Close: click to exit the proposal document.
Define Deliver Info:
o Click in the Submission by field to see the options: scroll to select an option to describe which party is
responsible for physically submitting the authorized proposal to the sponsor
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o
o
o
o
o
Click in the Submission Type field to see the options: scroll to select an option to describe in how the proposal
will be transmitted
In the Submission Account ID field, enter the funding source to be charged if the physical proposal will be sent
via a carrier.
Submission Name and Address: for physical address information or cover letter addressee info
 Click the Change link to open the Address Book Search window
 Enter your search criteria in the fields available and then click Search
 Scroll through the results and select a value for your proposal, otherwise click the refine search
button and perform another search, click the close button to exit the search window, or add an
address book entry (if you have the correct system permission to do so.)
 Click the Clear link to remove the address book entry from the screen.
Number of Copies: enter a numeric value for the number of proposal hardcopies that must be provided.
Submission Description: use this field to enter some explanatory information about the delivery, if desired.
Add an Address Book Entry:
Use this option if a comprehensive search of the Address Book does not locate the desired result. Not all users have
the permission to create new entries. Some institutions prefer to maintain these records centrally as a service.
If you have the correct permissions, the Add a New Address Book button appears in the upper right corner of the
Search Address Book window. Click the button to open the entry window and complete the required fields, and then
save and submit the record for review and approval.
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Sponsor & Program Information
This screen is used to provide submission information regarding the proposal
On this screen – Sponsor & Program information:
A. Basics Navigation Header:
o Click the right-facing arrow to expand the navigation buttons under Basic
o Click the downward-facing arrow to collapse the sub-navigation buttons
B. Sponsor & Program Information left navigation bar button: click to open the screen
C. Opportunity ID: If the proposal is linked to an S2S opportunity, this field will display the information.
D. CFDA Number: If the proposal is linked to an S2S opportunity, and the linked opportunity contains a Catalog
of Federal Domestic Assistance Number (CFDA) it will display in this field.
E. Opportunity title: If the proposal is linked to an S2S opportunity, the title will appear in this filed.
F. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
o Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
o Close: click to exit the proposal document
To maintain Sponsor & Program Information:
Field name
Description
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Sponsor Deadline [date]
Sponsor Deadline [time]
Sponsor Deadline Type
Notice of Opportunity
Opportunity ID
CFDA Number
Subawards
Sponsor Proposal ID
Sponsor Div Code
Sponsor Program Code
NSF Science Code
Click in the field to open the calendar tool to select the
date, or type in mm/dd/yyyy format to populate the box
with the date the proposal is due to the sponsoring agency
Click in the field to enter the time of day that the proposal
is due at the sponsoring agency in ‘hh:mm’ format using
military time format e.g. for 5:00PM, enter 17:00
Click in the field to view the available options: scroll to
select one. (Postmark, Receipt, Target)
Click in the field to view the available options: scroll to
select one to indicate if the proposal is in response to a
solicitation, the type of solicitation or if it is unsolicited.
(Federal Solicitation, Unsolicited, Verbal Request for
Proposal, SBIR Solicitation, STTR Solicitation, Non-Federal
Solicitation, or Internal)
This field will be populated automatically if the proposal is
linked to an S2S opportunity to display the unique
identifier associated with the Funding Opportunity
Announcement (FOA). Otherwise, the user may type or
paste in the information.
This field will may populated automatically if the proposal
is linked to an S2S opportunity where the CFDA number is
maintained. Users may click in the field to enter the 5-digit
Catalog of Federal Domestic Assistance number.
Click within the checkbox to indicate the proposal includes
sub-awards to other institution/entities. A check mark
appears within the checkbox to indicate the item is
selected.
Click within the checkbox again to clear the mark and
deselect the item.
Click within the field to enter the identifier used by the
agency to recognize the proposal; most often required
with proposals that are renewals or resubmissions.
Sponsor Division Code Field Appears when proposals are
linked to an S2S Opportunity.
Click within the field to enter the 8-character sponsor
defined code.
Required for NSF S2S proposals: located at
https://www.fastlane.nsf.gov/pgmannounce.jsp.
Sponsor Program Code Field Appears when proposals are
linked to an S2S Opportunity.
Click within the field to enter the 4-character sponsor
defined code. Required for NSF S2S proposals: located at
https://www.fastlane.nsf.gov/pgmannounce.jsp.
Click within the field to display the drop-down list options;
scroll through the list and highlight one line to select it.
This data does not populate to any forms, but may be
important for responding to the NSF Annual Survey, and
for other annual reporting exercises.
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Anticipated Award Type
Opportunity Title
Click within the field to display the list, and then click on an
item in the list to highlight and select it to make your
selection.
This field may be used locally for reporting or work
distribution.
The list is populated from the Maintenance document
Awards > Award Type
This field will be populated automatically if the proposal is
linked to an S2S opportunity. It will display the sponsor
assigned brief descriptive heading of the program
solicitation or funding opportunity. For other proposals,
users may click within the field to enter text.
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Organizations & Locations:
The Organization & Location section is where you will find the official institution’s official address for the proposal,
and links most of the sponsor-requested organizational data. This information does not require edits for most
proposals, but allows for entry of additional performance sites and organizations, e.g. subcontractor locations.
On this screen – Organizations & Locations
A. Basics Navigation Header:
o Click the right-facing arrow to expand the navigation buttons under Basic
o Click the downward-facing arrow to collapse the sub-navigation buttons
B. Organization & Location left navigation button: click to open the screen
C. Tab Navigation: click on a tab to open that screen. Defaults to Applicant Organization.
D. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
o Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
o Close: click to exit the proposal document
Applicant Organization
This tab lists the applicant organization that is the organization or entity that submits the proposal and receives the
award assuming legal and financial responsibility and accountability both for the awarded funds and for the
performance of the grant-supported activity. The applicant organization cannot be changed in the proposal, but
congressional districts can be modified to reflect the proposal, if needed.
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To Add a Congressional District:
o Click the +Add Congressional District button to open the window
o Click in the State field to display the drop-down list; scroll down the list and highlight the desired item
o Click in the District field and enter the 1 to 3 digit code.
o 3 digit congressional district
o “all” for nationwide
o “000” for non-US
o Click the Add button to include this new district, otherwise click Cancel to close the window.
To Delete a Congressional District:
o Click on the ‘x’ box at the end of the congressional district row to delete that row.
o Click OK in the confirmation message
Performing Organization
The Performing Organization designates the location(s)/unit(s) where project effort will take place. For some
implementations, this information will be the same as the Applicant Organization. For others, like multi-campus
implementations, the Performing Organization will be their local campus address. For most proposals, this
organization should not be changed.
Click the direct inquiry
icon to view the Organization information, or click the lookup
return a different organization value.
On this screen – Performing Organization
A. Basics Navigation Header:
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icon to search for and
o Click the right-facing arrow to expand the navigation buttons under Basic
o Click the downward-facing arrow to collapse the sub-navigation buttons
B. Organization & Location left navigation button: click to open the screen
C. Performing Organization: click on a tab to open that screen.
D. Direct Inquiry icon and Select Different Organization lookup tool
o
o
Click on the inquiry icon
to view the organization detail.
Click on the Select Different Organization button to search and select a different Performing
Organization. Warning: this is not commonly required.
E. +Add Congressional District: Click to open the window to add a district
F. Delete congressional district icon: click to remove the listed district
G. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
o Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
o Close: click to exit the proposal document
To Add a Congressional District:
o Click the +Add Congressional District button to open the window
o Click in the State field to display the drop-down list; scroll down the list and highlight the desired item
o Click in the District field and enter the 1 to 3 digit code.
o 3 digit congressional district
o “all” for nationwide
o “000” for non-US
o Click the Add button to include this new district, otherwise click Cancel to close the window.
To Delete a Congressional District:
o Click on the ‘x’ box at the end of the congressional district row to delete that row.
o Click OK in the confirmation message
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Performance Site Locations
The Performance Site Location is the name assigned to the place(s) where work is being performed, internal or
external to the proposing organization. This field is synonymous with "project site" or "performing site." Use the
lookup tool to locate an address book record, and then click the add button to include that location in this proposal.
On this screen – Performance Site Locations
A. Basics Navigation Header:
o Click the right-facing arrow to expand the navigation buttons under Basic
o Click the downward-facing arrow to collapse the sub-navigation buttons
B. Organization & Location left navigation button: click to open the screen
C. Performance Site Locations: click on a tab to open that screen.
D. Add Performance Site lookup tool: click to search the address book and add a selection to this proposal
E. Delete Performance Site icon: Click the ‘x’ to delete the site.
F. +Add Congressional District: Click to open the window to add a district
G. Delete congressional district icon: click to remove the listed district
H. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
o Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
o Close: click to exit the proposal document
Add a Performance Site
o Click on the Add Performance Site lookup button to open the Address Book lookup window
o Enter your search criteria in the provided fields and then click the Search button at the bottom of the window.
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o
Click in the radio button beside the site in the Results window and the scroll down and click the Return Selected
button.
 Or click the Refine Search button to return to the query screen
 If a new address book entry is required, use the Add A New Address Book button in the upperright of the search window, or contact your local support desk for assistance.
 Or click Close.
If Return Selected was clicked, the address book record is added as a Performance site.
Add an Address Book Entry:
Use this option if a comprehensive search of the Address Book does not locate the desired result. Not all users have
the permission to create new entries. Some institutions prefer to maintain these records centrally as a service.
If you have the correct permissions, the Add a New Address Book button appears in the upper right corner of the
Search Address Book window. Click the button to open the entry window and complete the required fields, and then
save and submit the record for review and approval.
To Add a Congressional District:
o Click the +Add Congressional District button to open the window
o Click in the State field to display the drop-down list; scroll down the list and highlight the desired item
o Click in the District field and enter the 1 to 3 digit code.
o 3 digit congressional district
o “all” for nationwide
o “000” for non-US
o Click the Add button to include this new district, otherwise click Cancel to close the window.
To Delete a Congressional District:
o Click on the ‘x’ box at the end of the congressional district row to delete that row.
o Click OK in the confirmation message
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Other Organizations
This section is used to name other performing organizations; collaborating institutions and subcontract locations
where the proposed project will occur. Use the lookup to select the desired physical location associated with each
performing organization.
On this screen – Other Organizations
A. Basics Navigation Header:
o Click the right-facing arrow to expand the navigation buttons under Basic
o Click the downward-facing arrow to collapse the sub-navigation buttons
B. Organization & Location left navigation button: click to open the screen
C. Other Organizations tab: click on a tab to open that screen.
D. Add Organization lookup tool: click to search the Organization records and add a selection to this proposal
E. Delete Organization icon: Click the ‘x’ to delete the site.
F. +Add Congressional District: Click to open the window to add a district
G. Delete congressional district icon: click to remove the listed district
H. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
o Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
o Close: click to exit the proposal document
Add an Other Organization
o Click on the Add Organization lookup button to open the Organization lookup window
o Enter your search criteria in the provided fields and then click the Search button at the bottom of the window.
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o
o
Click in the radio button beside the site in the Results window and the scroll down and click the Return Selected
button.
 Or click the Refine Search button to return to the query screen, or click Close.
The record is added as an Organization.
To Add a Congressional District:
o Click the +Add Congressional District button to open the window
o Click in the State field to display the drop-down list; scroll down the list and highlight the desired item
o Click in the District field and enter the 1 to 3 digit code.
o 3 digit congressional district
o “all” for nationwide
o “000” for non-US
o Click the Add button to include this new district, otherwise click Cancel to close the window.
To Delete a Congressional District:
o Click on the ‘x’ box at the end of the congressional district row to delete that row.
o Click OK in the confirmation message
Copyright © 2015 Kuali, Inc.
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Key Personnel
This screen is used to search for and add proposal personnel, (Principal Investigator (PI) of the proposal, any
additional Multiple-PI’s (MPI) Co-Investigators (Co-I), and Key Persons (proposal role description required). Once
added, the screen is used to maintain the details of the proposal personnel, including their contact information,
degree details, their proposal certification, and credit split percentages (if enabled).
On this screen – Personnel
A.
B.
C.
D.
E.
Key Personnel Category Left Navigation button: Click Key Personnel to expand and select Personnel
Personnel Left Navigation: Click to display the Key Personnel screen.
Add Personnel button: click to launch the Add Personnel series of windows (search, select, define role, add)
Notify All button: click to send notifications to proposal personnel
Proposal Person Header row (collapsed): displays the Name, Role, and proposal certification status.
o Click the right-facing triangle to expand and display the proposal person details panel & tabs.
o Click the down-facing triangle to collapse the panel and only display the name row.
F. Trashcan icon: click the trashcan icon to remove the proposal person.
G. Up, Down, and Up & Down arrows: click on the up-facing arrow to move the proposal person before the
person in the next row above; click the down-facing arrow to move the proposal person after the next row
below. Each click will move the person one row in that direction.
H. Proposal Person Panel:
o Details: contains some of the information from the person record, and the Proposal Role.
o Organization: contains information from the person record.
o Extended Details: contains information from the person record.
o Degrees: if data is fed, degree information is displayed; otherwise degrees are added in this panel
o Unit Details: the person’s unit information is displayed and units may be added.
o Person Training Details: If data is fed, training information is displayed in this panel
o Proposal Person Certification: the questionnaire based proposal certification is located here.
I. Proposal Footer actions:
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o
o
o
o
Back: click to navigate to the previous screen on the left navigation bar
Save: click to save the proposal data and stay on this screen
Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
Close: click to exit the proposal document
Process to Add Personnel:
A proposal person is added using a progressive navigation process consisting of three (3) steps starting with a search
window
1. A Choose Personnel (internal to your institution) or Non-personnel (external to your institution)
 Search Details entry window – the criteria fields vary depending on the prior selection
2. Search Results selection window – with the option go back to refine your search or continue
3. Assign Role window – select an option from the list, add key person role if that option selected.
The user may close any of the Add Personnel series windows by clicking the cancel option at the bottom of the
window, by clicking the ‘x’ in the upper right corner of the window, or clicking outside the window area.
The user may user the ‘go back’ button to return to the previous window.
Add a Proposal Person:
1. Click Add Personnel to open the person search window.
2. Select a search type:
a. Employee to search the KC Person table –for the individuals who are employed with the applicant
institution, usually supplied to KC from HR data.
b. or Non-Employee to search the Address Book to identify individuals who are not employed by your
institution.
3. Enter some search criteria to find the person you are looking for; use several fields in the lookup to limit the
search results.
4. Click Continue to proceed with the search
5. Review search results and click the radio button at the end of the row and then click Continue.
a. Or click ‘Go Back’ to perform another search.
b. Or click the ‘x’ button in the upper right of the window to exit and close the search.
6. With a selected person, Assign a role by clicking a radio button beside one of the selections: Principal
Investigator or PI/Contact, PI/Multiple, Co-Investigator, or Key Person.
a. Principal Investigator is selected by default for the initial search, and any subsequent search until
that role is assigned.
b. PI/Multiple will appear for proposals where the sponsor code has been maintained to the Multi-PI
Sponsor Hierarchy.
c. Co-Investigator (or PI/Multiple if maintained) is the default selection once a Principal Investigator is
assigned.
d. When Key Person is selected, the Key Person Role field will appear and must be maintained.
e. Proposal Roles can be reassigned in the Details tab after proposal persons are added.
7. Click the Add Person button to complete this task, or click ‘Go back’ to open the previous search results
window.
Proposal Notifications
Use the notification feature to inform proposal personnel of their inclusion in the project. The system will generate a
customized email message to the email address in the person or address book record with a hyper-link to the
proposal. The following is an example of the default message:
Copyright © 2015 Kuali, Inc.
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Please review the proposal by clicking on the following link Click Here. Please answer the certification questions if you
agree to participate in this project. Proposal Details as follows:
Document Number: 4155
Proposal Number: 30
Proposal Title: For Documentation
Principal Investigator: Joe Tester
Lead Unit: 000001 - University
Sponsor: 000340 - NIH
Deadline Date: 02/05/2015
To Notify All:
Click the Notify All button above the list of proposal personnel to generate individual emails to each of the proposal
persons.
To individually notify:
Click the ‘notify (person name)’ button in the proposal person’s header row to generate an email to that only that
person.
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Maintain Personnel
The proposal personnel sections display the details associated with the person selected, and provide information
from either the HR feed for employees or Address Book database for non-employees, allowing for further
modification to fields that are either editable or selectable. Proposal persons can be deleted from the proposal and
the order in which more than 2 persons are listed after the Principal Investigator can be adjusted.
Proposal Person Custom Data: KC provides the ability to also display custom data
attributes for all Key Personnel records (Primary PI,MPI, Co-I & Key Person) which are
copied from the Person Custom Data attributes. You are able to edit these attributes
when present.
Proposal Person Header row
Field name
Expand/collapse icon
Name
(Proposal Role)
(Certification Status)
Up/Down arrow icons*
*Only appear when there are more than 2
Co-I’s and or Key Persons.
Description
Click the down-facing triangle to collapse an expanded panel
Click the right-facing triangle to expand the panel into view
The name of the proposal person
The role selected for this proposal person
Complete/incomplete status of the certification: if all the questions are
answered, the status is complete.
A single down arrow appears for the person in the row below the PI.
A single up arrow appears for the last person listed when there are more
than 2 proposal persons other than the PI.
Both up and down arrows appear for any persons listed between other
proposal persons with arrows.
Click to delete the proposal person
Trashcan icon
Notify All
Or Notify (specific user)
Click the “Notify All” button to send a notification to all proposal persons
to alert them to their participation in the proposal.
Click the notify individual button to send a message to that person
regarding their participation in the proposal.
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Details
Field name
Proposal Person Role ID
Key Person’s role will be
Full Name
First Name
Middle Name
User Name
Last Name
eRA Commons User Name
Description
Defaults to the role selected during the Add Person sequence.
To edit, click in the field to display the alternatives and scroll to
highlight and choose an option.
If Key Person is chosen, the Key Person Role field will generate
to the right and must also be maintained.
If the person added is a Key person, then the user must manually
type in the role during the add process, and able to edit it once
saved in this field. (See example below this table.)
Full name of the person, from the person record or address book
First name of person from the person record or address book
Middle name of the person from the person record or address
book
KC User Name, if available from the person record
Last name of the person from the person record or address book
Maps to the S2S Key Person form “Credential: e.g. agency login
id”; enter the appropriate ID for the s2s sponsor of this proposal
submission.
Example of maintained Key Person, with Key Person Role field highlighted in the red box:
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GNU Affero General Public License version 3 (AGPLv3)
Organization
Many of these person/organization details may be made editable to customize your proposal submission. Changes
made in this screen impact this proposal only – they do not update the actual person record.
To Edit fields in the Organization tab:
Click in the field; if it is editable:



The cursor will be active to type in the changed data
Or the dropdown list will display and let you select another option
Or the checkbox will update from checked to unchecked, or vice versa.
Field name
Email Address
Office Phone
Fax
Pager
Mobile
Primary Title
Directory Title
Home Unit
Description
The electronic mail address for this individual
The primary office telephone number with area code first.
The phone number used to send copies electronically via a facsimile
machine.
The phone number of a paging device or beeper.
The cellular phone number of the individual for this role.
The main work or job title for this individual.
The job title as recorded in the employee directory maintained by HR
dept.
The main unit in the Human Resources (HR) system associated with an
individual's position or institutional appointment.
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Division
Percentage Effort
Salary Anniversary Date:
Secondary Office Location
Address Line 1
Address Line 2
Address Line 3
City
County
Country
Postal Code
State
Office Location
Faculty
The division within the university where this person is employed
The relative amount of time this individual will devote to this project as
compared to other activities. (Note: this amount does not flow through
to the credit split or budget areas.)
The hire date.
A secondary office or laboratory location in which the individual may
work.
The first address line of the individual’s office location; used to send
correspondence via the US mail. Source = person’s address book record.
The second address line of the individual’s office location; used to send
correspondence via the US mail.
The third address line of the individual’s office location; used to send
correspondence via the US mail, if needed,
The City where the individual’s office is located.
The county where the individual’s office is located.
The country where the individual’s office is located. To edit, Click the
down arrow
to display the list and click on an item in the list to
highlight and select it to populate the box with your selection.
The zip code where the individual’s office work address.
The state where the individual’s office is located. The state where the
institution is located. Click the down arrow
to display the list and
click on an item in the list to highlight and select it to populate the box
with your selection.
The primary office location for the individual.
Indicates this person is a member of the academic staff. Checked
indicates the person is a faculty member. Click within the checkbox
to select the item. A check mark appears within the checkbox to indicate
the item is selected. Click within the checkbox again to clear the mark
and deselect the item.
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Extended Details
Many of these fields may be maintained in your HR department but are intentionally not populated to your KC
environment. A small number of these fields are utilized in s2s forms.
Field name
Age by Fiscal Year
KC Person ID
Handicap Type
Veteran Type
Visa Code
Visa Renewal Date
Is Vacation Accrual
Id Provided
Country of Citizenship
Race
Is Handicapped
Veteran
Has Visa
Visa Type
Directory Department
Is On Sabbatical
ID Verified
Description
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Citizenship Type
This field is required for some s2s forms. If the field is not populated
from your HR feed, click on the down-arrow to review the available
options.
Education:
Education Level
Major
School
Year Graduated
Degree
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Degrees
The Degrees section allows you to add degree information for each person contributing to the proposed research
project, including the Degree Type, Description, Year and School.
Degree information can appear with your proposal person, but that information may be edited or deleted and
replaced with alternatives.
To Add Degrees:
1. On the Degrees tab, click the +Add Degree button to open the window.
2. Click in the Degree Type drop-down field
to display the list, and then scroll and click on an item in the list to
highlight and select it to complete your selection.
3. Click in the Degree Description field and type in the description; generally, an abbreviation for the degree type.
4. Click in the Graduation Year field and type in the 4 digit year the degree was awarded.
5. Click in the School field and type in the name of the school that awarded the degree.
6. Click the Add button to save this degree to the proposal person > degrees tab, otherwise click the cancel button
to exit the window without adding a degree.
To Modify an Existing Degree
1. On the Degrees tab, locate the degree to modify.
2. Click in the field that needs to be changed and make the modification.
3. Click the Save button in the proposal footer to save the change to the proposal.
To Delete an Existing Degree
1. On the Degrees tab, locate the degree to delete.
2. Click in the Delete button in the Action column at the end of the degree row.
3. Click the Save button in the proposal footer to save the change to the proposal.
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Unit Details
This section allows you to add units associated with the proposal persons. Additional units may be needed to reflect
investigator workspace s other than within the lead unit, to distribute credit accurately, or to add the unit(s) to the
approval workflow.
Field name
Unit Name
Unit Number
Lead Unit?
Actions:
Description
Name of the unit maintained for the person
Code or number of the unit
Denotes which unit is the lead; matching the submitting unit of this
proposal. The lead unit cannot be deleted.
Delete option is available for units other than the lead unit.
To Add Units:
1. On the Unit Details tab, click the Lookup/Add Multiple Lines button to open the window.
2. Enter your search criteria in the Unit Lookup window and then click Search.
3. In the results window, click the checkbox(es) beside the unit(s) you wish to add and then click return selected
button; the unit(s) will be added to the list.
 If you do not see the unit you desire, click the <Refine Search button to return to the criteria entry
window.
 If you wish to exit the search, click the Close button at the bottom of the screen.
To Delete an Unit
1. On the Unit Details tab, locate the degree to Unit row.
2. Click in the Delete button in the Action column at the end of the Unit row.
(note that you cannot delete the PI’s lead unit).
3. Click the Save button in the proposal footer to save the change to the proposal.
Note: you cannot delete the lead unit for the PI: this unit is the proposal unit. If the lead unit is incorrect, copy the
proposal to the correct unit.
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Copyright © 2015 Kuali, Inc.
GNU Affero General Public License version 3 (AGPLv3)
Person Training Details
This section may be maintained with your institution’s compliance training records. The information is view only.
Copyright © 2015 Kuali, Inc.
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Proposal Person Certification
This section of the Key Personnel identifies the main institutional and sponsor-specific verifications and disclosure
statements. Examples include questions like lobbying activity, accuracy of information, conflict of interest
disclosure, debarments, & procurement integrity act certification. The specific questions and which proposal
persons are required to certify are determined by and set by means of system parameters and questionnaires as
implemented by your institution.
To complete the certification, answer all of the questions presented.
Include Certification Questions
If proposal persons, such as Key Personnel, have not been defined to require certification, the option is available to
add the certification questionnaire by means of the [Include Certification Questions] button.
Click the button to generate the certification questionnaire; click [save] to generate the Notify button. Once added,
the questionnaire can be deleted by clicking the [Remove Certifications Questions] button.
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Credit Allocation
If maintained for your implementation, the Credit Allocation screen will present a table consisting of a list of the
designated proposal personnel and units in rows, with one or more columns to enter a percentage for allocation.
This table is configurable to meet local requirements.
A.
B.
C.
D.
E.
F.
Refresh View button: click to clear all entries
Column headers defining the different categories as locally defined
Investigator row: enter the total proposal credit for this proposal in each category
Investigator Unit row: enter the percentage credit distribution for each unit (must equal investigator total)
(Investigator) Unit Total row: aggregate total of all unit amounts for the investigator.
Investigator Total row: aggregate of all investigator totals.
Generic instructions for maintaining credit allocation are as follows:
The row where the person’s name appears should be maintained with their portion for the proposal project.
The rows below that person’s name should be maintained with the distribution between multiple units, if more than
one unit.
The system can be configured to require the values to equal 100%. Meaning that the distributed amount for each
person must aggregate to 100% per column, and each person’s unit distribution must equal 100%.
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Compliance
The Special Review screen is where you relate relevant research compliance-related information and other special
permissions that may be relevant to the project (e.g. proposals that include the use of human participants in
research). Aggregators can select which special reviews apply. For some special review types, the aggregator will
manually enter the approval status for each review as well as any additional data related to the special review. The
IRB and IACUC protocols may have the search option enabled by the institution. When the link to a protocol module
is enabled, the aggregator must search for an existing record and the requisite data will populate the data fields.
The specific review types available for selection (beyond the Human Subjects and Animal Usage required for s2s
proposals) are determined for your local business practices.
On this screen – Compliance
A.
B.
C.
D.
Compliance Left Navigation button: click to open the Compliance screen.
+Add Compliance entry button: click to open the add window.
Trashcan icon: click to delete the compliance row.
Expand and Collapse icons
o Click the right-facing arrow to expand the item and view the details
o Click the downward-facing arrow to collapse the section to a single row.
E. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
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o
Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
Close: click to exit the proposal document
Add Compliance Entry
Use this manual entry process if you are not using the link to IRB or IACUC parameters:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Click the Add Compliance Entry button
Select a Type from the drop down list (the type selected may change the next options)
Select an Approval Status ( the type selected may change the next options)
Select or search for a Protocol Number, if appropriate.
Enter or select an Application Date by clicking on the calendar tool, if appropriate.
Enter or select an Approval date by clicking on the calendar tool, if appropriate.
Enter or select an Expiration date by clicking on the calendar tool, if appropriate.
Select Exemption # from the drop-down list, if appropriate.
Enter a comment, if appropriate.
*If maintained in your implementation, the “create protocol” button may appear. Click this button to have
the system generate a new IRB or IACACU protocol document for you to complete and submit for review.
11. Click Add Entry to apply this protocol/review to your proposal, otherwise, click Cancel.
Delete a Compliance Entry
1. On the Compliance screen, locate the item to delete
2. Click the trashcan icon at the end of the compliance row.
3. Click OK in the confirmation window.
4. Click the Save button in the proposal footer to save the change.
Link a Compliance Record:
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Use this process if you are using the link parameter for IRB or IACUC; this method requires users to search for an
existing protocol record or create a new one based on the shared data fields in the proposal document.
1. Click the Add Compliance Entry button
2. Select Human Subjects or Animal Usage as the Type from the drop down list
3. To add an existing protocol:
a. click the magnifying glass search icon in the Protocol Number field
b. Search for the protocol in the search window and make your selection.
c. The protocol information will populate the required fields
d. Click the [Add Entry] button to apply this protocol to your proposal.
4. To create a new protocol:
a. Select an Approval Status of Not Yet Applied
b. Click the [Create Protocol] button at the bottom of the window
c. The new, incomplete, protocol information will appear in the Compliance window. You will need to
open the new protocol and enter the required information to complete and submit that record.
Copyright © 2015 Kuali, Inc.
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Attachments
The attachments screen is where narratives and other files for the proposal are uploaded to be a part of the
submission.
There are five (5) Attachment type tabs for different aspects of the proposal; Click on the tab name to navigate to
that screen.
Tab name
Proposal
Personnel
Abstracts
Internal
Notes
Description
For the narrative attachments that comprise the text of the proposal.
For s2s submissions, narrative types are mapped to specific forms.
These attachments are specific to the proposal personnel – examples
include biosketch and current &p ending support
These text block entries are used in some sponsor forms.
Files uploaded in this section are meant to supply information for
internal use and are never submitted to external sponsors.
Users can enter a text note in this section. System generated notes will
be logged in this section.
Proposal Attachments Tab:
This is the screen where narrative attachments are uploaded for inclusion in your proposal submission. The
Attachment Types available from the drop-down list will depend on the type of submission. If an S2S opportunity
has been linked to the proposal, the list of Attachment Types will include those types that ‘map’ to the electronic
form. Please see Appendix B Grants.gov S2S Forms Guide for detailed, form-by-form information regarding
attachment types for s2s forms. If no S2S opportunity is linked, a shorter list of attachment types is displayed. Any
type of file may be uploaded, saved, and transmitted; but please refer to sponsor instructions for the specific file
type required.
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On this screen – Proposal Attachments:
A. Proposal Attachment type tab.
o The parenthesis contains the count of narrative attachments uploaded on this tab.
B. +Add button to open the attachment upload and details window
C. Upload & Add button to open the bulk attachment upload window
D. Set All Statuses and Select button to change all attachments to the same status
E. Numbered Attachment Row for each added upload.
F. Attachment Type column/field for each upload.
G. Status column/field used to indicate if the upload is incomplete/draft or final/complete for submission.
H. Actions column;
o Details opens the Attachment Details window for this row; use this action to replace the uploaded
file or edit any of the fields presented in the +Add process.
o View/Edit Rights action opens the maintenance window for the selected attachment
o Trashcan icon is used to delete the attachment from the proposal.
I. Proposal footer actions:
o Back: click to navigate to the previous proposal screen
o Save: click to save the proposal and stay on the current screen.
o Save and Continue: click to save the proposal and navigate to the next screen.
o Close: click to close and exit the proposal.
Add a Proposal Attachment
There are two (2) methods to add attachments:


One attachment at a time (+Add)
o Use this option when you only have one narrative attachment to upload and complete all the input
selections during the upload process.
Bulk uploads of multiple attachments (Upload & Add)
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o
Use this option when you have several attachments ready to upload. While you may complete the
file search and selection process in one step, you must finalize the details of each upload (select the
narrative type & status) to successfully save the proposal document.
Add a single Attachment:
1. Click the +Add button to open the Attachment window
2. Select an Attachment Type from the dropdown list
3. Select a Status (complete/incomplete)
4. If desired, you can also maintain the other fields in the attachment box, but these are not required.
a. Contact Name : person who should be contacted for questions about this file
b. Email Address: email for the person to be contacted
c. Phone Number: of the person to be contacted
d. Comments: use this field to put some reference note about the file or the contact person.
e. Description: may be used to describe the uploaded file.
5. Click the [Choose File] button to open your computer’s browse window
a. Browse to locate your attachment file
b. Click on the file to select it
c. Click the open button to complete the process
6. Click the Save button
7. The attachment appears in a numbered row on the Attachments screen and the count in the tab header
increases.
Upload and Add Bulk Proposal Attachments
1. Click the Upload&Add button to open your computer’s Browse window
a. Browse to locate the folder with your target attachment files
b. Use the appropriate multi-click option for your computer (ex. Ctrl-click for PC vs Command-click for
Mac) to select the files.
c. Click the open button to begin the upload process. (‘uploading…’ appears beside the button until all
the files have been added. This process can take a few moments when a large group is selected.)
2. The files are saved to Attachments and must now be maintained with Type and Status selections.
a. Click on the down-arrow in the Type field to see the available options; select a value for this file.
b. Click the down-arrow in the Status field to see the options; select either complete or incomplete.
c. Repeat for each of the uploaded files; every added attachment must have the Type and Status
maintained to successfully save the proposal.
d. You may use the Details button on each file row to make the selections.
3. Use the Save button in the proposal footer to save your changes.
Maintain Proposal Attachments
The following edits and updates may be made to existing attachments:




Change the status of all the attachments:
o Click the ‘select’ button beside Set All Statuses and choose an option
o Click “Set All Statuses’
o All the attachment statuses are changed to the selection.
Change the Type:
o Click in the Type field and select a different type from the list.
Change the Status:
o Click in the Status field and select a different status.
Change the uploaded file:
o Click on the Details button in the Action column to open the Details window
 All of the fields in the Details window can be edited at this time
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

o Use the Choose File button in the File field to open the browse/search window; select another file
o Click the save button in the Details window to save this file to the proposal.
Delete the attachment file & row:
o Click on the trashcan icon, located on the right in the Actions column
o Click ‘Yes’ in the confirmation window asking if you are sure you want to delete.
Modify the View/Edit Rights:
o Click the view/edit rights button to open the Rights window.
 Aggregators will always default to “Modify”
 Other users with access to the proposal can be granted the rights of Read, Modify, or None.
Copyright © 2015 Kuali, Inc.
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Personnel Attachments
This section is where proposal person specific attachments are maintained: Biosketch, Budget Details,
Current/Pending, Other, and Statement of Commitment attachment types are available here for each proposal
person. These narrative types are mapped to S2S forms.
On this Screen – Personnel Attachments
A. The Personnel tab:
o Click on the tab to navigate to this section of the proposal
o The parenthetical number indicates how many files have been uploaded to this tab
B. +Add button to open the attachment upload and details window
C. Upload & Add button to open the bulk attachment upload window
D. Numbered Attachment Row for each added upload.
o File column shows the name of the uploaded file
o Added By column displays the user id and timestamp of the person who last added/edited the row
o Person column displays the name of the proposal person
o Type column displays the attachment type
o Description: displays any text entered by the user in the Description field
E. Actions
o Details button opens the details window to allow editing of the upload & information in the row
o Trashcan icon: click the icon to delete the row – both details and upload.
F. Proposal footer actions:
o Back: click to navigate to the previous proposal screen
o Save: click to save the proposal and stay on the current screen.
o Save and Continue: click to save the proposal and navigate to the next screen.
o Close: click to close and exit the proposal.
Add a Personnel Attachment
There are two (2) methods to add attachments:
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
One attachment at a time (+Add)
o Use this option when you only have one narrative attachment to upload and complete all the input
selections during the upload process.
 Bulk uploads of multiple attachments (Upload & Add)
o Use this option when you have several attachments ready to upload. While you may complete the
file search and selection process in one step, you must finalize the details of each upload to
successfully save the proposal document.
To Add a single Personnel Attachment:
1. Click the +Add button to open the Personnel Attachment window
2. Select a Person from the dropdown list
 The list consists of all the proposal persons added in Key Personnel
3. Select a Type from the list by clicking in the field
 The options are Biosketch, Budget Details, Current/Pending, Other, and Statement of Commitment
4. If desired, the Description field can be used to enter some information about this upload for your reference.
5. In the File field, click the [Choose File] button to open your computer’s browse window
 Browse to locate your attachment file
 Click on the file to select it
 Click the open button to complete the process
6. Click Save
7. The attachment appears in a numbered row on the Personnel Attachments screen and the count in the tab
header increases.
Upload and Add Bulk Personnel Attachments
1. Click the Upload&Add button to open your computer’s Browse window
a. Browse to locate the folder with your target attachment files
b. Use the appropriate multi-click option for your computer (ex. Ctrl-click for PC vs Command-click for
Mac) to select the files.
c. Click the open button to complete the upload process
2. The files are saved to Personnel Attachments and must now be maintained to complete the required fields.
3. Click on Details button on one of the new rows
a. Select the Person
b. Select a Type
c. Enter a description, if desired
d. Review the name of the Current File; if correct, proceed to next step. If incorrect, click the Choose
File button to locate and select the necessary upload file.
e. Click Save
4. Repeat maintaining the details for each of the uploaded files; every added attachment must have a Person
and the Type maintained to successfully save the proposal.
Maintain Personnel Attachments
The following edits and updates may be made to existing attachments:


Delete the attachment file & row:
o Click on the trashcan icon, located on the right in the Actions column
o Click ‘Yes’ in the confirmation window asking if you are sure you want to delete.
Change the uploaded file:
o Click on the Details button in the Action column to open the Details window
 All of the fields in the Details window can be edited at this time
o Use the Choose File button in the File field to open the browse/search window; select another file
o Click the save button in the Details window to save this file to the proposal.
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

Change the Person for an existing attachment:
o Click on the Details button in the Action column to open the Details window
o Click on the Person field and make a different selection
o Click the save button in the Details window
Change the Type of attachment for an existing person.
o Click on the Details button in the Action column to open the Details window
o Click on the Type field and make a different selection
o Click the save button in the Details window
Proposal Hierarchy and Personnel Attachments:
When creating and maintaining Proposal Hierarchies, the personnel attachments are handled in the following
manner:
 If a proposal person appears in multiple child proposals, their personal attachments must be maintained in
the PARENT proposal.
 If a proposal person appears in only one child proposal, their personnel attachments must be maintained in
that child proposal and sync’d to the parent.
Tips for managing proposal personnel in hierarchies:



Do not maintain the personnel attachments at the Parent proposal until all the child proposal
personnel are finalized and stable. If you add an attachment at the parent and then unlink the
duplicate appearance(s) for that person, you cannot delete the attachment in the parent. (When
the child duplicating the person’s role is linked again, the file is editable in the parent. The other
alternative is to delete the person from the child proposal, or unlink the proposal from the
hierarchy.
Personnel appearing in multiple child proposals with different proposal roles will appear multiple
times in the parent proposal, once for EACH ROLE. E.G. Co-Investigator in one child, Key Person in
another child. This may cause problems with s2s submissions if multiple Biosketches are uploaded,
so the Principal Investigator should determine which proposal role should be used to represent this
person in the proposal and remove that person from Key Personnel in the other child proposals.
(The person can be added as a budget person for budgeting purposes.)
If the person is not on the list in the child proposal Attachments > Personnel…open the Parent
proposal. When a person is added to a proposal that is already linked to a hierarchy where they are
already present from another child proposal, their name will not appear in Add Personnel
Attachments list in the child proposal. Maintain their biosketch and other required personnel
attachments in the parent proposal.
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Abstracts
This section is where proposal abstracts are maintained. The abstracts are mapped to some S2S forms.
On this Screen – Abstracts:
A. The Abstracts tab:
o Click on the tab to navigate to this section of the proposal
o The parenthetical number indicates how many abstracts have been added to this tab
B. +Add Abstract button opens the details window to add the abstract
C. Numbered Row for each added abstract.
o Author column shows the user id and timestamp of the person who last added/edited the row
o Abstract Type column displays the type of abstract
o Abstract Details: displays any text entered by the user in the field
D. Actions
o Details button opens the details window to allow editing of the information in the row
o Trashcan icon: click the icon to delete the row.
E. Proposal footer actions:
o Back: click to navigate to the previous proposal screen
o Save: click to save the proposal and stay on the current screen.
o Save and Continue: click to save the proposal and navigate to the next screen.
o Close: click to close and exit the proposal.
Add an Abstract
1. Click the +Add button to open the Abstracts details window
2. Select an Abstract Type from the dropdown list
3. Enter the text in the Abstract Details field
 There is no formatting in this basic text field.
4. Click Add
5. The Abstract appears in a numbered row on the Abstract Attachments screen and the count in the tab
header increases.
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Maintain Abstracts
The following edits and updates may be made to existing abstracts:


Delete the abstract row:
o Click on the trashcan icon, located on the right in the Actions column
o Click ‘Yes’ in the confirmation window asking if you are sure you want to delete.
Change the Abstract:
o Click on the Details button in the Action column to open the Details window
 Click in the Abstract Type field to change the selection
 Click in the Abstract Details field: edit the text in the field
 Click Save
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Internal
This section is used to provide attachments for internal review or to meet local business requirements.
On this screen – Internal:
A. The Internal tab:
o Click on the tab to navigate to this section of the proposal
o The parenthetical number indicates how many attachments have been added to this tab
B. +Add button opens the details window to add the attachment
C. Upload & Add button to open the bulk attachment upload window
D. Numbered Row for each added attachment.
o File: column displays the uploaded file name
o Type column displays the type of internal attachment selected
o Description: displays any text entered by the user in the field
E. Actions
o Details button opens the details window to allow editing of the information in the row
o View/edit rights opens the window to maintain access to this upload.
o Trashcan icon: click the icon to delete the row.
F. Proposal footer actions:
o Back: click to navigate to the previous proposal screen
o Save: click to save the proposal and stay on the current screen.
o Save and Continue: click to save the proposal and navigate to the next screen.
o Close: click to close and exit the proposal.
Add an Internal Attachment
There are two (2) methods to add internal attachments:

One attachment at a time (+Add)
o Use this option when you only have one narrative attachment to upload and complete all the input
selections during the upload process.
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
Bulk uploads of multiple attachments (Upload & Add)
o Use this option when you have several attachments ready to upload. While you may complete the
file search and selection process in one step, you must finalize the details of each upload (select the
narrative type & status) to successfully save the proposal document.
To Add a single Internal Attachment:
1. Click the +Add button to open the Attachment window
2. Select an Attachment Type from the dropdown list
3. If desired, enter some text in the Description field
4. Click the [Choose File] button to open your computer’s browse window
a. Browse to locate your attachment file
b. Click on the file to select it
c. Click the open button to complete the process
5. Click the Save button
6. The attachment appears in a numbered row on the Internal tab attachments screen and the count in the tab
header increases.
Upload and Add Bulk Internal Attachments
1. Click the Upload&Add button to open your computer’s Browse window
a. Browse to locate the folder with your target attachment files
b. Use the appropriate multi-click option for your computer (ex. Ctrl-click for PC vs Command-click for
Mac) to select the files.
c. Click the open button to complete the upload process
2. The files are saved to Internal Attachments tab and must now be maintained with a Type.
3. Click on the Details button
a. Click the Type field to see the available options; select a value for this file.
b. If desired, enter a Description in that field.
4. Review the Current file name; if correct, proceed to save. Otherwise, click Choose File to browse and select a
replacement file.
5. Click the Save button.
6. Repeat steps 4 and 5 for each of the uploaded files; every added attachment must have the Type
maintained to successfully save the proposal.
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Notes
This section may be used to insert text notes. It is also used by the system to record some notifications.
On this screen – Notes:
A. The Notes tab:
o Click on the tab to navigate to this section of the proposal
o The parenthetical number indicates how many abstracts have been added to this tab
B. +Add Note button opens the details window to add the note
C. Numbered Row for each added note.
o Author column shows the user id and text entered by the user as a topic for the note
o Text: displays any text entered by the user in the field
D. Actions
o Details button opens the details window to allow editing of the information in the row
o Trashcan icon: click the icon to delete the row.
E. Proposal footer actions:
o Back: click to navigate to the previous proposal screen
o Save: click to save the proposal and stay on the current screen.
o Save and Continue: click to save the proposal and navigate to the next screen.
o Close: click to close and exit the proposal.
Add a Note
6. Click the +Add Note button to open the Note details window
7. Type in a Topic for this note
8. Type the content for your note in the Text field
 There is no formatting in this basic text field.
9. Click Add
10. The Note appears in a numbered row on the Notes Attachments screen and the count in the tab header
increases.
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Maintain Notes
The following edits and updates may be made to existing abstracts:


Delete the No row:
o Click on the trashcan icon, located on the right in the Actions column
o Click ‘Yes’ in the confirmation window asking if you are sure you want to delete.
Change the Note:
o Click on the Details button in the Action column to open the Details window
 Click in the Topic field to edit.
 Click in the Text field: edit the content of the note in the field
 Click Save
Copyright © 2015 Kuali, Inc.
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Questionnaire
The questionnaire screen will display any questionnaires that have been maintained to appear in your proposal. If
more than one questionnaire is valid for your proposal, you will see multiple named tabs in the screen.
Questionnaires can be maintained to





Always appear in every proposal
Conditionally appear in a proposal (e.g. elements in your proposal trigger the questionnaire’s appearance –
such as a particular s2s form)
Rule invoked: The questions presented in the questionnaire can vary based on specific S2S forms in your
proposal
Be Mandatory – must be completely answered to submit the proposal to workflow
Be Optional – not required to be answered to submit the proposal
On this Screen – Questionnaire:
A. The Questionnaire tabs:
o Click on the tab to navigate to this section of the questionnaire
B. (Incomplete/Complete) status indicator; when all the questions are answered and saved, the status shows
as complete
C. Clear and Print buttons.
o Clear click this button to delete all the answers.
o Print: click this button to generate a PDF printed report of the questionnaire.
D. Questions: the types of answers that may be present are
o Yes/No radio button: click a button to select that answer
o Yes/No/NA radio button: click a button to select that answer
o Date: Click on the calendar tool and use the arrows to select Month and Year, and click on the
number for the Day; or manually type in the date in MM/DD/YYYY format.
o Selection List: click in the field to see the available options, scroll the item you wish to select to
highlight it.
o Text Entry field: manually enter text in the field.
o May be restricted to numbers only: heed the validation warnings to save the data.
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o May be restricted in length/character count: heed the validation warnings to save the data.
E. Proposal footer actions:
o Back: click to navigate to the previous proposal screen
o Save: click to save the proposal and stay on the current screen.
o Save and Continue: click to save the proposal and navigate to the next screen.
o Close: click to close and exit the proposal.
Grants.gov S2S Questionnaire
The questions that appear in the questionnaire do so by means of form version specific KRMS rules maintained at
the question level in the questionnaire. This means that when an s2s opportunity is linked to the proposal, the KRMS
rules will be evaluated and the questions with qualifying rules will appear on the Grants.gov S2S Questionnaire in
the proposal.
There are three (3) other s2s form-related questionnaires that will present in a separate tab than the Grants.gov S2S
Questionnaire, based on the selected s2s opportunity. The PHS398 Training Budget, PHS Fellowship Supplemental,
and the NSF Cover page Information forms are supported by individual questionnaires. If present, the questions
must be answered in the separate questionnaire and the Grants.gov S2S questionnaire.
Please reference Appendix B: Grants.gov S2S Forms Guide for detailed information regarding questionnaire
questions for s2s forms.
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Budget (Versions)
The budget versions screen in proposal details provides the ability to add a budget, displays the list of the budget
versions created for this proposal, and serves as a portal to navigate to the Budget via selecting an existing version
or creating new version by adding or copying a budget. To add a budget version is to create a funding scenario.
While many versions can exist, only one can be marked to Submit with Proposal: this ‘submit’ version is the one that
will populate any budget forms, be reviewed for approval, be transmitted to the sponsor, populate the funding
levels in the Institutional Proposal, and be available for use in the Award Budget should the project be funded.
The Budget Versions Toolbar link opens a window that provides the same functions available on the Budget Versions
screen. These options allow the user to add/copy/select a budget and open it.
Budget Versions screen
F. Budget Versions left navigation button in Proposal Details
G. +Add Budget button: click to open the create budget versions window
H. Budget Versions list:
o Name: Click on the user entered Name to open an existing budget version
o Direct Cost: the direct funding level for the budget version
o F&A: the indirect costs for the budget version
o Total: the combined direct and indirect (F&A) costs for this version
o Status: Incomplete or Complete. The Complete version will be submitted.
o Comments: optional text entered by the user for informational purposes.
I. Actions: the options available for this budget version
o View Summary: click to open the summary view of this version
o Copy: click to open the copy window
o Print: click to open the print report options window
o Submit with Proposal: click to choose this version as the final, complete version to submit with the
proposal.
J. Proposal Footer Actions:
o Back: click to navigate to the previous proposal screen
o Save: click to save the proposal and stay on the current screen.
o Save and Continue: click to save the proposal and navigate to the next screen.
o Close: click to close and exit the proposal.
Add a Budget Version
There are two (2) ways to create a new budget version: both options follow the same steps to add a budget.
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o
o
Left Navigation button: click to open the Budget Versions screen for the stable, full screen view.
Toolbar > Budget Versions link: click to open a Budget Versions window in front of any other proposal
screen. The user can navigate to a budget version in fewer steps by using the toolbar option.
1. Click the +Add Budget button to open the Create Budget Version window.
2. Enter a name in the Budget Name field to aid distinguishing this budget version from any others you may
create.
3. Click a radio button to determine if the navigation* should start for a detailed budget or a summary budget
a. Detailed Budgets open at the Personnel screen so you can begin with maintaining and then adding
those line items. Select this option if you will enter the Period 1 line item details for personnel and
non-personnel and use the budget engine to apply the auto-calculations for rates, inflation, and
budget period generation. These detailed entries will automatically update the Budget Summary
screen.
b. Summary Budgets open at the Details & Dates screen so you can enter the funding values. Select
this option if you will only enter the lump sums (Direct, Indirect, Cost Sharing, and Under-Recovered
F&A) in the Budget Summary screen.
* The choice of summary vs. detailed impacts which screen is presented first, and the “save & continue” guided
logic path through the budget process.
4. Click a yes or no radio button to answer if this budget will include navigation to the modular budget*.
a. Yes: the budget navigation logic will include this screen as you click Save & Continue option.
b. No: the budget navigation logic will not include this screen as you Save & Continue. The modular
budget screen remains available, if needed. The user can manually navigate to the screen by clicking
on the left navigation button.
*The selection does not prohibit the use of the modular budget functionality; all budget screens can be
accessed by manually by the left navigation buttons. The choice impacts the “save & continue” guided logic
path to (yes/include) vs. (no/skip) the modular budget screen in the guided navigation.
Open an Existing Budget Version
Users can open a budget from either the toolbar Budget Versions window or the left navigation Budget (versions)
screen.
o Navigate to either the Budget Versions screen or the toolbar window
o Click on the Name of the budget you want to open in the Name column.
o Click Open Budget Document in the window that appears to confirm the action, otherwise click cancel to return
to the previous window or screen.
Copy a Budget Version
Users can make copy a budget from either the toolbar Budget Versions window or the left navigation Budget
(versions) screen.
o Navigate to either the Budget Versions screen or the toolbar window
o Click on the Actions button in the row of the budget you want to copy
o Scroll down the list of Action > Options and select the “Copy” option.
o In the window that appears, select the option:
 Copy All Periods (use this when you want to make changes to an already generated budget)
 Copy First Period Only (use this when you want to make changes and generate the budget periods)
o Click the Copy Budget button to create the new budget version and open it, otherwise click cancel.
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Mark a Budget Version ‘for submission’
Selecting a budget as “for submission” denotes it as the ‘final’ budget version; the specifics of this budget will be
included in any forms, route with the proposal as the version to be reviewed, and populate the Institutional Proposal
record when it is created from the approved and submitted proposal.
Users may designate a budget for submission from either the toolbar Budget Versions window or the left navigation
Budget (versions) screen.
o Navigate to either the Budget Versions screen or the toolbar window
o Click on the Actions button in the row of the budget you want to update
o Scroll down the list of Action > Options and select the “Submit with Proposal” option.
o The budget version row will update to include the (for submission) parenthetical comment.
Print a Budget Version
Users can print a budget report from either the toolbar Budget Versions window or the left navigation Budget
(versions) screen.
o Navigate to either the Budget Versions screen or the toolbar window
o Click on the Actions button in the row of the budget you want to print
o Scroll down the list of Action > Options and select the “Print” option.
o Click in the checkbox or boxes in the Select column of the reports you wish to print
o Click in the checkbox in the Include Comment column if you wish to print the user entered comments.
o Click the Print button to generate the PDF file of the budget report, otherwise click cancel.
View the Summary of a Budget Version
Users can generate a summary window of a budget from either the toolbar Budget Versions window or the left
navigation Budget (versions) screen.
o Navigate to either the Budget Versions screen or the toolbar window
o Click on the Actions button in the row of the budget you want to view
o Scroll down the list of Action > Options and select View Summary.
o A Summary window will generate in the window.
o Click the ‘okay’ button or ‘x’ in the upper right of the window to close the Summary window.
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Access
The Access screen is used by the proposal aggregator to add/delete users or modify permissions of current users of
the proposal. Users (Budget Creator, Narrative Writer and Viewer) may navigate to this page in a view-only mode to
see the different permissions associated with this proposal.
The Permissions page is critical to the Proposal and Budget Development module because it allows the Initiator
(Aggregator) to select additional users that will have permissions for the following roles: Aggregator, Budget
Creator, Narrative Writer and Viewer. The Aggregator can grant, edit, clear or delete the role(s) granted to an
individual.
On this screen – Access aka Permissions
A.
B.
C.
D.
E.
Access Left Navigation button: click to open the Permissions screen.
Find User button: click to open the search window to find users.
Roles: Click within the Roles drop-down field
to display the list of available proposal roles.
Actions > Add button: click the Add button to assign the person & role to this proposal.
Edit and Delete buttons
o Click the Edit button to modify the user’s role.
o Click the Delete button to remove the user from the proposal.
F. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
o Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
o Close: click to exit the proposal document
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Add access for a user:
1. Click on the Find User button in the User Name column to open a Search window.
a. Enter the search criteria to locate the person (principal name = user id, or enter last name, email
address, or other known identifiers for your search)
b. Click the Search button to perform the search based on your entries.
2. On the Search Results window, click the Select button beside the person; otherwise, click the Refine Search
button to return to the search window. Otherwise click Close to quit the search.
3. In the Roles column, click on the ‘nothing selected’ drop-down list and select the role you wish to apply (ex.
‘Narrative Writer Document Level’ and/or ‘Budget Creator Document Level’). Note that multiple roles may
be added by selecting more than one item.
4. Click the Add button in the Actions column to save and complete the application of the roles for this user.
Edit access for a user:
To add or remove assigned roles:
1. Click the Edit button in the user’s row to enable the Roles drop-down list. You may deselect assigned roles,
or add/select additional roles.
2. Click the Save button to complete the changes.
To delete a user:
1. Click the Edit button in the user’s row to display the Delete button. Click the Delete button
2. Click OK in the confirmation message. The user will be deleted from the permissions page.
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Supplemental Information
This section contains locally defined supplemental information, also known as Custom Data .These items may be
used to collect data not captured by baseline KC. Attributes are displayed in tabs and sections within tabs as
specified when the custom attributes are created.
In the event your institution requires additional attributes for reporting purposes, these custom fields can be added
to allow text entry, supply a date, a number, lookup from reference tables, or selection from a custom list.
(Maintenance > Shared > Custom Attribute) Your KC Application Administrator can make the field required or
optional. (Maintenance > Shared > Custom Attribute Document).
On this screen – Supplemental Information:
A. Supplemental Information: Left Navigation button: click to open the Supplemental Info screen.
B. Tab Navigation: click on a tab to open and reveal the custom data fields.
C. Tab field: displays the custom data elements.
o Click in the field to enter or select your response.
o If a red asterisk is present, the field must be maintained in order to submit the proposal into
workflow.
D. Proposal Footer actions:
o Back: click to navigate to the previous screen on the left navigation bar
o Save: click to save the proposal data and stay on this screen
o Save and Continue: click to save the proposal data and navigate to the next screen on the left
navigation bar
o Close: click to exit the proposal document
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Hierarchy
The Hierarchy toolbar tool allows the user to link a series of proposals that may have been created to isolate
different budget rates, tasks, personnel, or other requirements. Hierarchy is used to consolidate the proposals to
appear as one proposal which is routed and submitted as the single proposal in KC and to the sponsor.
User may create a hierarchy by using the tool from a current proposal document; the tool copies all the information
in the proposal to make a ‘parent’ proposal, and automatically links the initiating proposal as a ‘child.’
User can then





Search from the child proposal and link to a parent,
Search from a parent proposal and link child proposals.
Synchronize all child data from the parent.
Synchronize child data from one proposal to the parent
Unlink a child proposal from the hierarchy – from the parent or from the child.
Create Hierarchy
 Click the Hierarchy link on the proposal toolbar to open the Hierarchy window.


The window will display information on the current proposal number and document number and if it is
eligible to be linked. (Proposals can only be linked to one hierarchy).
Select the Budget Type to use for the hierarchy:
o Sub Budget: Select to combine two or more separate proposals to submit as a single proposal. The
sponsor receives one combined proposal. Budget data is copied as-is from the child to the parent.
That is, all line items and calculated amounts are copied from the child's budget to the parent's
budget.
o

Sub Project: Select to include a subproject in a proposal. The sponsor receives a master proposal
with attached subprojects. Details from the child budget are consolidated in the parent budget. Each
period of the parent budget contains two line items for each child, one for all direct costs and the
other for all indirect costs.
Click the Create Hierarchy button; an alert message will appear in your proposal with the Proposal Number
of the new Parent proposal, and the Hierarchy icon in the toolbar will include the letter “C” in the child
proposal and “P” in the parent proposal.
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o
If you did not mark the budget as final/for submission, an alert will note that the latest version
(most recently created version) was used, even if there is only one budget version.
Link a Child Proposal from the Parent Proposal
 Open a Parent Proposal in edit mode
 Click on the Hierarchy (P) link in the proposal toolbar to open the Hierarchy maintenance window.



Click on the search icon
in the Link Proposal field to search for the eligible (unlinked) proposal. If you
know the proposal number, you can enter it directly into the field.
o Enter your search criteria in the search window.
o Review the summary of information in the results list and click [select] to bring that proposal
number back to the Hierarchy window.
Click the Link a child to this Parent button
The proposal will update and a message will appear in the proposal confirming the successful link.
Link a Child Proposal to a Parent Proposal
 Open a Proposal in edit mode
 Click on the Hierarchy link in the proposal toolbar to open the Hierarchy maintenance window.
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


Click on the search icon
in the Link Proposal field to search for the eligible (unlinked) proposal. If you
know the proposal number, you can enter it directly into the field.
o Enter your search criteria in the search window.
o Review the summary of information in the results list and click [select] to bring that proposal
number back to the Hierarchy window.
Click the Link this child to this Parent button.
The proposal will update with a (C) inserted beside the Hierarchy toolbar icon indicating this is now a child
proposal, and a message will appear in the proposal confirming the successful link.
Sync Hierarchy a from a Child Proposal
 With the proposal open in edit mode, click on the Hierarchy (C) link in the proposal toolbar. (The ‘C’
indicates that the proposal is linked as a child to a hierarchy.)


Click the Sync Hierarchy button
The proposal will update and insert a comment noting the successful synchronization in the proposal screen.
Sync All from a Parent Proposal
 Open a Parent Proposal in edit mode
 Click on the Hierarchy (P) link in the proposal toolbar to open the Hierarchy maintenance window.


Click the Sync All button
The proposal will update and insert a comment noting the successful synchronization in the proposal screen.
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Unlink Proposals from a Hierarchy
Unlinking proposals from the hierarchy can only be done from the CHILD proposal.
WARNING: Don’t unlink all child proposals, otherwise the parent proposal will no longer be accessible; you will need
to create a new hierarchy parent proposal.

With the proposal open in edit mode, click on the Hierarchy (C) link in the proposal toolbar. (The ‘C’
indicates that the proposal is linked as a child to a hierarchy.)


Click the Unlink Hierarchy button
The proposal will update; the Hierarchy toolbar will not display the (C), and insert a comment noting the
successful removal of the proposal from the hierarchy in the proposal screen.
View Hierarchy on the Summary/Submit screen
Use this view to see summary information on the Parent and Child proposals. Expand the panels to view the
information in that section.
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A. Summary/Submit button: Left Navigation button: click to open the screen and access the Hierarchy tab.
B. Tab Navigation: click on the Hierarchy tab to open and reveal the information.
C. Scroll Bar: as the subpanels are expanded, the screen length will grow. Use the right scroll-down bar to
navigate down the screen.
D. Parent Proposal info: The Parent proposal details will always appear at the top of the tab screen.
E. Child Proposal info: Click to expand and review the specifics of this child.
F. Child Proposal info: Click to expand; each child has a section in the review screen.
G. – not shown – the proposal footer action buttons appear at the bottom of this screen.
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Summary Submit
The Summary Submit screen provides a series of panels of the proposal’s data targeted for the reviewer/approver.
Proposal preparers can review the summary for completion prior to using the Submit for Review button as well as
using the View Route Log button to preview the approval routing prior to submission.
Summarized budget information will appear if the parameter "enableBudgetSummaryPanel" is set to “Y.” (not
shown).
On this screen – Submit
A. Summary/Submit left navigation button: click to open the Submit screen.
B. Proposal Submission Status Visual Indicator. The indicator begins at Saved, updates to Routing when
submitted and under review, to Approved when all reviews are complete.
C. Summary Tabs: Click a tab header to review the information. Proposal Summary, Personnel, Credit
Allocation, Compliance, Attachments, Questionnaire, Supplemental Info, Keywords.
D. Summary/Submit actions: (prior to submitting for review)
a. Submit for Review: starts the proposal into workflow for review and approval.
b. Ad Hoc Recipients: create a custom routing requirement.
c. View Route Log: opens the routing log.
d. Cancel Proposal: cancels the proposal.
e. Delete Proposal: deletes the proposal in progress document.
f. More Actions:
i. Send Notifications
ii. Reload Proposal
iii. Blanket Approve
g. Close
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A. Summary/Submit actions: (post submitting for review)
a. Send Adhoc
b. Ad Hoc Recipients: create a custom routing requirement.
c. View Route Log: opens the routing log.
d. Recall: remove the proposal from the workflow and return it to the aggregator for edits.
e. Submit to Sponsor: generates the Institutional Proposal.
f. Submit to S2S: send the electronic proposal to Grants.gov or Research.gov
g. More Actions: Send Notifications
h. Close
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Proposal Summary tab
The Proposal Summary tab lists data from the several of the Details section, including the Title, PI, Lead Unit, Activity
Type, Proposal Number, Project Start Date, Project End Date, subaward checkbox answer, Sponsor Name, Deadline
Date, and Deadline Type.
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Personnel tab:
The Personnel tab lists all the proposal personnel, their proposal role, unit(s), and the status of their certification
questionnaire.
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Credit Allocation tab:
This tab displays the credit allocation data entered for the proposal persons, if the credit split has been enabled.
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Compliance tab:
This tab will list any special reviews added to the proposal.
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Attachments tab:
The attachment tab provides access to view all the uploaded files for Proposal, Personnel, Abstracts, Internal, and
Notes. The File Name, Attachment Type, and Status (complete/incomplete) are displayed for Proposal attachments.
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Questionnaire tab:
This tab provides view of the answered questionnaire in the proposal.
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Supplemental Info tab:
All of the custom element data is presented on this screen.
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Key Words tab:
If any key words were maintained in the Details tab, they will be listed on this tab.
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Submit For Review:
Click the Submit for Review button to get the proposal routing in the approval workflow. All Validations will be
processed prior to routing.
 If there are any errors, the validation window will present with the list of issues that must be addressed.
 The proposal cannot be submitted until the errors are resolved.
 If there are any warnings, the validation window will present with the list of warnings.
 The proposal may be submitted with warnings. Click the button in the validation window to
“submit with warnings” or close the validation window to address the warnings.
Data Validation - Proposal:
Data Validations will be turned on automatically when the user clicks Submit for Review, but the user can turn on
Data Validation at any time to run the proposal and System-to-System (S2S) form validations.
Turn On Data Validations:
 Click Data Validation on the proposal toolbar
 Click the Turn On button in the upper right corner of the window.
o If there are any warnings or errors, a list will appear in the expanded window. Each validation item will
include a ‘fix’ button
 Navigate with the Fix button
 Click Fix to close the window and navigate to the screen where the issue can be edited.
 The Error/Warning text will appear in the proposal screens until the issue is resolved.
 Manual navigation:
 Click the ‘close’ button at the bottom of the validation window. Use the proposal’s left navigation
buttons to open screens and view the validation warning/error in the screen.
Turn On Data Validations:
 Click Data Validation on the proposal toolbar
 Click the Turn Off button.
 Click the Close button
Ad Hoc Recipients
Use this tool to generate custom routing requirements for this proposal. The following types of requirements can be
added for an individual person, or to a group.
 FYI
 Acknowledge
 Approve
 Complete
To Create an Ad Hoc Requirement for a Person:
1. Click the Ad Hoc Requirements button to open the maintenance window.
2. Select an Action Requested from the drop-down list for a Person.
3. Click on the magnifying glass search icon to open a person search window.
a. Enter the criteria to locate the user and return the result to the Ad Hoc window
4. Click the Add button in the Actions column.
5. Repeat the steps if more users should be included, otherwise click the Save button to close the window and
generate the requirement.
To Create an Ad Hoc Requirement for a Group:
1. Click the Ad Hoc Requirements button to open the maintenance window.
2. Select an Action Requested from the drop-down list for a Group.
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3. Click on the magnifying glass search icon to open a Group search window.
a. Enter the criteria to locate the group and return the result to the Ad Hoc window
4. Click the Add button in the Actions column.
5. Click the Save button to close the window and generate the requirement.
View Route Log
Users with access to the proposal can lick the View Route Log button to open window and view the routing, view
which approvers have already approved, or are pending in the workflow. Click the ‘x’ in the upper right corner of the
Route Log window to close it (not shown).
Cancel Proposal
Click this button to cancel the proposal document. Click OK in the confirmation window to complete the action,
otherwise click cancel to retain the proposal.
Delete Proposal
Click this button to delete an in-progress proposal document. Proposals that have entered workflow routing and
have either been recalled or rejected cannot be deleted. Click OK in the confirmation window to delete, otherwise
click cancel to retain the proposal.
More Actions
Send notifications
Use this tool to send an email about this proposal from the KC system to another user.
Messages can be sent to all holders of a Role, an Employee, or a Non-Employee.
1. Click Send Notifications to open a search window;
2. Select Role, Employee, or Non-Employee, and then either select the role or enter the search criteria to
locate the recipient.
3. Select a recipient and click Add Recipient.
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4.
5.
6.
7.
Use the Add More Recipients button to return to the search window, otherwise, continue to the next step
Enter a Subject in that field.
Enter your message in the text box
Click Send Notification, or click cancel to close the window.
Blanket Approve.
This option may be available for some users; click to approve the proposal at all levels. Generally used in QA and
testing environments.
Close
Click this button to exit the proposal document. Click OK in the confirmation to save any recent changes.
Approve a Proposal
Approvers will see documents requiring their attention in their Action list, which can be generated by clicking the
Action List link in the 2nd tier toolbar.
The list table will include the action requested (approve, review, fyi, etc.) and a link to open the document.
Approver’s view on the Submit screen:
The approver may click through the tabs in the Submit screen to view the summarized information in the proposal
without having to leave this screen. Summarized budget information will appear if the parameter
"enableBudgetSummaryPanel" is set to “Y.” (Not shown).
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Approve a proposal:
Click the blue Approve button in the proposal footer. You may receive a message asking if you wish to receive future
approval requests. Click Yes or No to complete the approval. Otherwise click the ‘x’ in the upper right corner of the
window to cancel the approval action.
Disapprove a proposal:
Click the Disapprove button in the proposal footer. When disapproved, the proposal will no longer be a valid
submission document; it will not be returned to the aggregator for corrections, nor will it continue in workflow. To
return a proposal to the aggregator, use the Reject button. Once Disapproved is depressed, a confirmation window
will appear; enter the reason for the disapproval and then click “OK” to complete the action. Otherwise click
‘cancel.’
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Reject a proposal:
Click the Reject button in the proposal footer to return the proposal to the aggregator for substantial corrections.
Once rejected, all of the proposal details, narratives, and budget can be fully edited by the aggregator and then
resubmitted into the approval routing workflow for submission. Some edits can be performed while the proposal is
Enroute (aka in workflow routing) such as:


Replacing existing narrative attachments (new attachment types cannot be added.)
Data Override actions (as determined in your local implementation).
To Reject a proposal, click the Reject button. You must then enter a reason for the rejection in the confirmation
window that appears. You may also upload an attachment in the confirmation window (not required), and the click
Yes to complete the rejection.
Recall a Proposal
Recalling a proposal is an action normally performed by the aggregator when they wish to remove the proposal from
workflow and enable edits. When the Recall button is depressed, the user must enter a reason for the recall in the
confirmation window and then click “ok” to complete the action. Otherwise, click ‘cancel.’
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Submit to Sponsor:
Once a proposal has completed the workflow cycle by being approved at the last stop, the Submit to Sponsor button
will appear in the proposal footer for users with the appropriate permission. Click the Submit to Sponsor button to
generate the Institutional Proposal Document.
Copyright © 2015 Kuali, Inc.
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Submit to S2S:
For most situations, once the Proposal Development document is complete and approved by all parties in workflow
the OSP office will perform the s2s Grants.gov submission. The Submit to S2S button is available to users with the
appropriate permission. The OSP office will click this button to electronically transmit the proposal to Grants.gov or
Research.gov.
Once electronic submitted, status updates are available on the S2S Opportunity Search screen, Submission Details
Tab.
Data Override
Data Override is a method for authorized users to make minor changes to a proposal document that has been
submitted to workflow as an alternative to rejecting the document, which is used to make significant changes. Users
with the appropriate permission can perform a Data Override. (Distributed with KC-SYS KC Superuser, KC-ADM OSP
Administrator, KC-ADM Proposal Submission; name ALTER_PROPOSAL_DATA). To set up Data Override for user
permission access, the System Administrator must maintain the maintenance document (Maintenance > Proposals >
Proposal Dev Editable Columns) with the data items deemed appropriate for editing by your institution.
To Perform a Data Override:
The Data Override tool is added to the Proposal Toolbar, as the last item on the right.
Click on Data Override to open the window.
In the Data Override window:
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1. Click in Field to Edit to display the available items allowed for override. (As noted above, the selections are
determined locally).
2. Once a selection is made, the “Current Value” field is populated with the proposal’s data.
3. Enter the corrected data in the New Value field.
4. Enter a comment about this override action in the Comments field, if desired.
5. Click the Create Override button to complete the action, otherwise click the ‘x’ in the upper right corner of
the window to cancel the action.
6. A Notification window will appear to allow you to notify persons other than the default recipient (the
proposal aggregator).
a. If desired, search for additional notification recipients by using the lookup tools, then click [add]
b. If desired, click [delete] to remove the aggregator from this notification
c. If desired, change or add to the existing Subject of this notification by typing in the Subject field.
d. If desired, change or add to the existing Message of this notification by typing in the Message field.
e. Click Send to send the notification, otherwise click Cancel.
7. The proposal will be updated with the override correction and the data values will be retained in the History
panel in the override window.
Data Override Indicator:
Once a Data Override action has been performed on a proposal, the pencil icon beside Data Override in the proposal
toolbar will present in orange instead of gray, and when users open the proposal document an information box is
presented with the notice that a data override action has occurred.
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(Superuser Actions)
(Present for users with the appropriate roles).
Use this screen during testing, or to expedite routing by proxy-approving when the assigned approvers are not
available and have not designated their approvals to others.
On this screen – Superuser Actions
A.
B.
C.
D.
Super User Actions left navigation button: click to open the screen.
Annotation. Field used to enter comments about actions to be performed
Action Checkboxes: Click a box to isolate the Approve to only those selected.
Super User actions:
 Take Selected Actions: starts the proposal into workflow for review and approval.
 Approve: click to super-user approve vs. on behalf of the displayed list of approvers.
 Disapprove: click to super-user disapprove vs. on behalf of the displayed list of approvers.
 Cancel Proposal: cancels the proposal.
To Take Selected Actions:
To perform the action (approve, acknowledge, review, fyi) for one or more persons in the Actions list:
1. Enter a comment in the Annotation field explaining the reason for taking the super user action.
2. Click in the checkbox beside the user’s name. You may click more than one user.
3. Click the Take Selected Actions button.
4. A message will appear at the top of the screen to confirm the request was performed.
To Approve as Super User:
To approve the document for all listed users in the Actions list:
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1. Enter a comment in the Annotation field explaining the reason for taking the super user action.
2. Click the Approve button.
3. A message will appear at the top of the screen to confirm the request was performed.
To Disapprove as Super User:
To approve the document for all listed users in the Actions list:
1. Enter a comment in the Annotation field explaining the reason for taking the super user action.
2. Click the Disapprove button.
3. A message will appear at the top of the screen to confirm the request was performed.
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