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 Activities and attachment documents related to the negotiations can be tracked and preserved as historical reference information.
Before you start to use the Negotiation document, it is important to have a basic understanding of the context of its use and why it is important. It is also helpful for you to understand the trigger or circumstance that initiates the need to use the functions of the Negotiation document, and the fundamentals of its life cycle – when it is required, who completes it, its routing, etc.
The Negotiation document can be used whenever:
- You need to create or maintain an electronic record of negotiation information pertaining to existing or potential research, material transfer, and/or non-disclosure agreements.
- You need to create a negotiation from an Award, Subaward, a Proposal Log or an Institutional Proposal.
The Negotiation document is used to:
- Establish, maintain, print and permanently store an electronic record of information regarding negotiations with existing or potential sponsor agencies for research award grants.
- Associate Negotiation documents with Awards, Subawards, Proposal Logs, or Institutional Proposal documents.
The Document Overview is similar across all documents in Kuali Research and it's a place you can add identifying information for the record. Also, at the top a link is provided for this specific Negotiation that you can use to forward users to the specific record.
Within the Negotiation panel is where you can enter all the details associated with the agreement. Within the Negotiation Attributes section you can associate the negotiation with a Proposal Log, Institutional Proposal, Subaward, or Award record. Once a selection is made in the Negotiation Association Type it will provide a lookup for you to find/return the desired record. All information from that record will be pulled into the fields of that section. If you don't have an association to link to you can select the None option which will then make all the fields editable and you can manually enter the information.
Any customer data configured in the Custom Data Attribute maintenance table for the Negotiations module will be displayed in the Custom Data panel. More information on this configuration can be found in the Custom Data Fields article.
Activities & Attachments
Activities & Attachments allows you to record, modify, attach and view information regarding the negotiation, such as key activity dates, updates by user, and related documents that have been attached to the negotiation record. Below describes the different panels within.
You can add an activity via the Add Activity panel where you can fill out the desired information; the available drop downs are configurable in the associated Negotiation maintenance tables. Once you've completed the information you can click the add activity button which will add it into the Activities panel just below.
Once an Activity is added it will be in the Activities panel where you can expand, sort, edit, update, print, and view all the Activity information.
Based on the Location field in the added Activities panel above the Activity/Location panel gives you an overview of the life of the negotiation and the activities that have occurred.
Any attachments added in Activities can be viewed cumulatively in the All Attachments panel where you can sort, view, download, or download all.
The Notifications panel will provide an audit log of all ad hoc notifications sent in the Negotiation via the send notifications button on the bottom of the page. This includes the timestamp, recipient(s), Subject, and Message of the email sent.
The Medusa panel is available in all Kuali Research modules and allows you to view what other records are associated with this project. Specifically in Negotiation this is driven from what Association was added in the Negotiation details panel and it will display other associated records linked to that given record. You can expand and view these other associated records or use the search bar to narrow down records.
The action buttons available will be determined by the level of permissions you've been granted in the Negotiations module.
- send notification: Allows you to send an ad hoc notification to a a single or multiple roles, employees, or non-employees. The default text in this ad-hoc notification is pulled from the ad hoc notification for Negotiation in the Notifications maintenance table. The recipients, Subject, and Message of the email can all be modified. Once sent these notifications are tracked in the Notifications panel described above.
- save: Will save the record with any changes made since the last save and become a part of the Negotiation record.
- reload: will reload the record back to the last save; so anything added after will be lost/removed.
- close: It will close the record and return you to the main menu; once closed it will remove the document lock on the Negotiation edit by that user.