Frequently Asked Questions (FAQ) Page

Please click on a term below to find answers to commonly asked questions:

General information

Transition to the new system

Business process changes

Education

Proposal Development in KC Course FAQ's

Budget Development in KC Course FAQ's

General information

Q. What is Kuali Coeus (KC)?
A.
Kuali Coeus (KC) is the name of a research administration software application designed to administer research projects from proposal development to award close-out stages.

Q. When will I start using the new system?
A. As of April 2017, the system is live with proposal development and conflict of interest disclosure functionality. On May 15, the no new eTransmittals will be able to be submitted. The system previously went live with view-only to access to award information (institutional proposal, negotiation, award, and subaward modules) to campus.

Q. Does KC require two-factor authentication?
A. Yes

Q. Is KC accessible through different browsers?
A. Yes, KC supports the full range of commonly used browsers.

Transition to the new system

Q. Who should I contact for assistance in the system?
A. The help desk phone 355-2000 or email kchelpdesk@msu.edu.

Q. Do I have to use the new system?
A. 
Yes, on May 15, the eTransmittal will no longer be used to create new proposals. The conflict of interest tool is no longer available, all conflict of interest disclosures must be done in KC as of April 24. 

Q. How will I access the Research Administration (RA) system?
A. Through the EBS Portal or the Sponsored Programs Administration website. There is also a link to the system on the sidebar of this website.

Q. What are the most significant changes for research administrators?
A. Grants.gov proposals are created and submitted using the new system, rather than using the Adobe forms packages. Administrators will utilize the budget module within the system to develop project budgets instead of using Salary Budget Builder. Research administration data is available in the EDW (Enterprise Data Warehouse), which allows users to produce standardized reports using Cognos BI and ad-hoc reports using Query Studio. Users receive  access to the KC, EDW, and research data using Query Studio by submitting an eARM.

What are the most significant changes for faculty?
A. Proposal certifications and approvals and conflict of interest disclosures take place in KC.

Business process changes

Q. Can I generate reports in the new system?
A. No, the application has an excellent report tracking feature, but actual report preparation will not change. Financial reports will be prepared by CGA, and the technical and progress reports will be prepared by the principal investigator (PI).

Q. What is the transition timeline with eTransmittal and Salary Budget Builder?
A. eTransmittal will no longer be available to create new proposals on May 15, however, previously created proposals will be able to be maintained. Salary Budget Builder will be phased out by the end of 2017. KC maintains salary information and proposal budgets are accessible through the budget area of the proposal development document.

Q. How long will I have access to the information in eTransmittal?
A. Yes, for a time. The timeline for phasing out eTransmittal is still being determined. 

Q. Should I use KC for clinlical trials also? 
A. Yes, clinical trial proposals will be created and routed using the proposal development module in KC to approve submissions on behalf of MSU. While there is robust budget functionality in the new system, it is not specialized for building clinical trial budgets. Researchers will continue to build per patient budgets, but they will enter summary numbers into the system for reporting purposes.

On the post-award side, clinical trial awards will be entered into the award module, similar to what happens in KFS with information pushed from the EDW to Account Explorer.  The award budget within the new system is not specialized to do clinical trial billing so that will continue to be done outside the system.

Q. I currently use the eTransmittal system, OSP/CGA website, and the data warehouse to gather information for reporting needs. How do I access reporting information with the new system?
A. All the research administration data resides in the enterprise data warehouse (EDW). Individuals can also access data through the dimensional models in Query Studio. Query Studio allows users to build customized reports for their specific reporting needs. Standard reports will access the most frequently used data.

Q. Are there any specific cut-off dates that I should be aware of?
A. Yes, on May 15, you will no longer be able to create new proposals in eTransmittal.

Education

Q. What kind of educational options are available?
A. Classroom courses (face-to-face, computer lab) available through August and eLearning courses available through D2L, along with support materials such as video demonstrations, short videos, help guides, and online user manuals.

Q. When are the education courses offered?
A. For information on education courses please visit the user education page.

Q. How can I sign up for the courses? 
A. Enrollment instruction for instructor-led courses and eLearning courses are provided with the course descriptions in the user education page

Q. Do the educational courses count toward the eRA certification? If so, how?
A. Yes, the four-hour courses will count for one elective and the two-hour courses will count for half of an elective.