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System Admin - Onboarding New System Admins

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Jessica Peck
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We know that sometimes personnel at your institution can change and new staff need to be onboarded for Classic Kuali Research.  Below is a high level overview of all the modules available in Kuali Research and links to their sections in the Knowledge Base with additional articles to help explain module functionality.  Please be aware that not every module may be purchased/implemented at your local institution so it's best to get clarification which modules you're currently utilizing.

Also, if the user is a system administrator there are Maintenance & System Admin references at the bottom on how to get started with the most important pieces of administering Kuali Research.

Kuali also offer live refresher training options for system admins - more information can be found here.

Kuali Research Modules

  • Proposal Development - A place to create proposals, route them internally for review and approval, track their submission to the sponsor, and capture post-submission activities such as just-in-time and revised budget requests. 
    • Proposal Budget - Create detailed budgets for both requested funds and cost-share. Our budget tool makes use of your personnel salary data for named personnel combined with TBD positions and other direct costs, and with your configured organizational rates (IDC, fringe benefit, inflation, and more) automatically applied based on rate types and object code configurations for both requested and cost-shared funds.
    • Proposal Hierarchy - The Proposal Hierarchy functionality in the proposal module of Kuali Research allows a user to create a series of proposals that are linked and roll up to the parent/main proposal. They could be used 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 Kuali Research and to the sponsor.
    • System-2-System - System-to-System (S2S) functionality allows an institution to transmit proposals from Kuali Research to Grants.gov. The information and attachments in the Kuali proposal record will populate the necessary forms and validate just like a Grants.gov Workspace submission. This system-to-system (S2S) application transmittal is only available for certain federal funding opportunities and the eligibility requirements are specified by each sponsoring agency. 
  • Institutional Proposal - Once a proposal is fully approved and the 'submit to sponsor' action is taken in the proposal an Institutional Proposal (IP) record is created.  The IP module is used to track and manage any proposal that has been formally submitted to the sponsor awaiting either funding or rejection from the sponsoring agency.  When it's funded you can link to the Award record to pull in appropriate details and associate with the funding.  Or if the proposal is rejected or rejected you can edit the IP record to change the status.  IP records will version with each edit and once submitted/finalized that's the updated IP record with any updates additions to the record (i.e. track JIT requests, updates to personnel, etc.).
  • Negotiation - The Negotiation document is used to establish and maintain records associated with negotiations pertaining to awards and related agreements. This data serves as reference information that is made available for display and selection in various areas of the system. Activities and attachment documents related to the negotiations can be tracked and preserved as historical reference information.
  • Award - When a proposal is formally funded you can use the Awards module as the system of record for award information, including key award data, terms and conditions, and required deliverables. Track and manage changes in anticipated and obligated award amounts over the life of an award, track account distributions, non-financial updates, and keep sponsor and internal award documents in a single location. 
    • Award Time & Money - The Award module is capable of managing money transactionally. This allows an institution to keep all records related to an award in a single document, and then report on the financial transactions applied to that award. Monetary transactions and period of performance changes are applied via the Time & Money document within the Award module. This document can be utilized in a number of different ways to reflect the business processes of your institution. Often Time & Money is used in conjunction with hierarchy functionality explained below.
    • Award Hierarchy - Award Hierarchy provides a mechanism to organize money that has been authorized for expenditure (obligated funds), or is expected from the Sponsor in the future (anticipated funds) in a multi-level, hierarchical (parent-child-grandchild, etc.) relationship of awards, which describes how the money is managed and used for the organization of the project.
    • Award Budget - Allows you to allocate the newly obligated funds in an award detailed budget.  These budgeted amounts can also be pushed over to your local financial system via available integrations.
  • Subaward - The Subaward module allows an institution to track outgoing subawards to other entities and link to the associated Award in Kuali Research.  The subaward tracks approved and funded subawards to comply with Sponsor & Federal OMB regulations that require award recipients to receive sponsor approval prior to issuing a subaward to another organization.  Recipients are responsible for managing and monitoring each subaward funded by the prime award. The Subaward module in Kuali Research provides functionality for administration of each subaward and the generation of FDP Subaward Forms to send to your subaward recipients for execution of the agreement.
  • Export Control - The Export Control module allows you to comply with Federal Export Control regulations by providing the ability to conduct and classify restricted party screenings, complete foreign travel review, classify review types, store TCPs, licences, purchases, and more.
  • COI - The COI (Conflict of Interest) module is designed to identify, disclose, and manage conflicts of interest in research activities. It helps researchers and institutions proactively address financial interests, relationships, or other potential conflicts that could impact the integrity of research. This include supporting the review, assessment, and management of disclosed conflicts to ensure compliance with institutional policies and regulatory requirements.
  • Protocols - The Protocols module allows the development of protocols and facilitates efficient institutional best practices in protocol management throughout the research lifecycle.  This includes managing IRB, IACUC, and IBC protocols with easy communication between protocol offices, committees, and researchers to ensure protocol efficiency and compliance.
  • Reports - There are a number of reports for each module that are provided by Kuali in the Reports tab so you can track your data.  You will need a certain role(s) to access the Reports tab and reports within which is explained in the Using Reports article.  If your institution has purchased report designer licenses those individuals will also have the ability to build additional reports.

Administering System Access/Permissions

Granting or removing access to users in the system is an ongoing task as personnel changes occur.  Personnel additions and updates in Kuali are typically automated by an integration feed from your local HR system.  Resources and information on how to grant the appropriate access for the given Research modules is outlined in the below articles.

Other Important Admin Functions

Below outlines other common admin functions where updates or new configuration may be required.

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