1. What’s Changing in Research Administration?
Kuali Research Approver Training - Handout
What’s Changing in Research Administration?
Kuali Research replaces PASS system for proposal tracking, review, and approvals
All Proposals will be required to include a Kuali Research Detailed Budget (unless using a Sponsor Supplied Budget Template , e.g. ARPA-E) – replaces PBS tool
Proposals, after submission, will be automatically linked to Institutional Proposals and Award
Proposals will be routed and approved as part of the proposal record, no separate form routing
Kuali Research will be the Institution’s System of Record for proposals as well as awards
Routing, Approval & Workflow

2. Approval Process in Kuali Research - Same as Current Business Rules
Kuali Research Approver Training - Handout
Approval Process in Kuali Research - Same as Current Business Rules
Who is the PI and who are the Key Persons?
What department, center or unit is the proposal work going to be for?
Is there Cost Share, Under-recovery or other criteria where your department, other units, center, or college need to review and approve?
Are there other considerations such as space, compliance, equipment, or effort to be reviewed and approved?
Routing, Approval & Workflow

3. Colorado State Proposal Deadlines – No Change in Existing Policy
Kuali Research Approver Training - Handout
Colorado State Proposal Deadlines – No Change in Existing Policy
All proposals must be approved internally before they are submitted.
Sponsored Programs will either submit the proposal to the sponsor or notify the PI/dept that it is approved to be submitted.
The business section of a proposal is due to Sponsored Programs no later than 5 business days in advance of the sponsor deadline.
For proposals to be submitted by Sponsored Programs, final, ready-to-submit documents should be sent to SP 3 days prior to the deadline.
Fairness factor: so that department and college preaward staff can provide assistance and route to SP for its review process, request that we enforce our internal guidance re: deadlines. PIs who submit their material by these internal deadlines shouldn’t have their proposals bumped because of last-minute submitters who aren’t respecting the guidance. Negative ripple effects.
Future tools: Once we have PD up and running, we can look at other universities’ tools for queue management and transparency.
Routing, Approval & Workflow

4. Step 1 – Proposal Creator Submits the Proposal
Routing, Approval & Workflow

5. Two ways to see and approve this proposal
Kuali Research Approver Training - Handout
When do Approvers get Notifications?
When a proposal is ready for your review (an is sent to approvers at the point it is available for approval (in Action List for ‘approve’ action))
When a proposal no longer requires your review (it is sent to other approvers when someone else approves or returns a proposal (in Action List as ‘FYI’))
When a proposal narrative you have approved is replaced (it is sent to all people who already approved when a narrative is swapped out)
Two ways to see and approve this proposal
1. Notification – clicking the link takes you directly to the Proposal Summary Page for the APPROVE or RETURN buttons or
2. Action List - allows you to see all proposals waiting for action.
Routing, Approval & Workflow

6. From link in email – Opens on Proposal Summary Page
Kuali Research Approver Training - Handout
From link in – Opens on Proposal Summary Page
Routing, Approval & Workflow

7. Step 2 – Department Pre-Approver Approves
Routing, Approval & Workflow

8. Kuali Research Approver Training - Handout
Action List - First Pre-approver - see all proposals waiting for action
Action List preferences are set by user. Filters
Routing, Approval & Workflow

9. Kuali Research Approver Training - Handout
Action List – Quick view and Open the Proposal
Proposal must be opened to approve.
Routing, Approval & Workflow

10. Kuali Research Approver Training - Handout
Opening the Proposal: Summary/Submit section
Routing, Approval & Workflow

11. Approver Action Buttons
ONLY approvers will see the “Approve” and the “Return for Edit” buttons
After Approving or Returning the proposal, click “Close” button.
After “Approving” Route Log will show the Approve Action and a date and time stamp.
Routing, Approval & Workflow

12. Step 3 – PI Approves – using the Action List to find/open the proposal
Routing, Approval & Workflow

13. Step 3 (Continues) – PI Certifies Proposal
If the PI has not yet certified, clicking the approve button opens a validation error window. The PI will need to certify before approving.
Click ‘Fix it’ link to be automatically routed to Key Personnel section.
Routing, Approval & Workflow

14. Step 3 (Continues) – PI - How to Certify the Proposal
Kuali Research Approver Training - Handout
Step 3 (Continues) – PI - How to Certify the Proposal
Fix it button takes user to Key Personnel Section. Click on the down arrow by the correct investigator name (if more than one). Click on the Proposal Person Certification section heading. This displays the questions. Answer, then click ‘Save’.
Routing, Approval & Workflow

15. Step 3 (Continues) – Go To Summary /Submit Screen, then Approve
Kuali Research Approver Training - Handout
Step 3 (Continues) – Go To Summary /Submit Screen, then Approve
After clicking ‘save’, the PI clicks the Summary/Submit link in left navigation menu to return to the Approval page. Click ‘Approve’. Click ‘Close’.
Routing, Approval & Workflow

16. Step 3 (Continues) – Route log view after PI approves
ALL PIs,
Co-Is, Key
Persons
must
approve
Routing, Approval & Workflow

17. Receiving Future Notifications
Kuali Research Approver Training - Handout
Receiving Future Notifications
If PI, co-I, or Key Person is also a Department or College Approver, this question will appear:
Per the decision of our stakeholders group (RAD-selected group), more than one person should be reviewing the proposal, so if PI is also a department or college approver, the Yes answer ensures that another reviewer will see the proposal.
Answer “YES”.
Routing, Approval & Workflow

18. Step 4,5,6 – Unit (Department), Dean (College) and OSP Approvals -
Kuali Research Approver Training - Handout
Step 4,5,6 – Unit (Department), Dean (College) and OSP Approvals -
At the Dept, College & SP levels, an approval by any member of the group is sufficient
Routing, Approval & Workflow

19. What Happens on “Return for Edit”
Kuali Research Approver Training - Handout
What Happens on “Return for Edit”
If an Approver returns the proposals for edit, proposal is removed from the routing chain and sent back to the initiator for edits. Routing starts over.
Important note: Return for edit is required if changes have to be made to a budget, or if a required attachment is missing (no placeholder). Minor corrections like typos or other changes to the title, adjusting the deadline date, and correcting the proposal type (_not_ activity type) can be made by a Sponsored Programs user.
Routing, Approval & Workflow

20. Routing, Approval & Workflow
“Return for Edit” – Initiator corrects the issues, and submits again for review.
Routing, Approval & Workflow

21. Kuali Research Approver Training - Handout
Proposal Approved!
Routing, Approval & Workflow

22. Kuali Research Approver Training - Handout
Kuali Research Training and Documentation Available
Website link:
Login to see your ‘training version’ Action List in the Training environment:
Demos
Training Classes & Guides
Quick Reference Cards
Contact: Diane Barrett, Director, Sponsored Programs or
Chris Carsten, Research Administrator, Sponsored Programs
Routing, Approval & Workflow