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Kuali at UMBC – FAQs

 

Frequently Asked Questions (FAQs) to provide information and share knowledge of Kuali.

Have a question or suggestion to add to the FAQ. Let us know. Send to ospa@umbc.edu

# 1  What is Kuali?

Answer: 

Kuali is web-based, research administration software, developed by universities uses by universities. With Kuali, UMBC researchers and department administrators can manage the complete lifecycle of sponsored projects and ensure the highest levels of compliance and integrity. Here are the features:

  • Develop proposals more efficiently with intelligent routing and approval
  • Submit proposals directly to Grants.gov
  • Manage negotiations more effectively for faster awarding and better visibility
  • Manage award activity over the life of a project
  • Track research activities across the institution for better oversight and control
  • Manage compliance, including COI, IRB, and IACUC.

See http://kuali.co

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# 2  Who is Kuali Co?

Answer:  Kuali is a software as a service (SaaS) provider that exclusively services colleges and universities.  Kuali was founded in 2014 out of the Kuali Higher Education community whose members are predominately colleges and universities.  The Kuali software was originally developed by MIT and has been improved over the years via a joint collaboration amongst several universities, including UMB and UMCP.

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# 3  What products will UMBC be implementing?

Answer: UMBC will be implementing the Research product that covers Proposal Development ( Pre-Award) Award ( including non-financial Post-Award), Negotiations, and Compliance, including COI, IRB and IACUC Protocol and Committee Management. 

 

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# 4  Who else within USM uses Kuali?

Answer: UMCP, UMB, Towson currently use KualiResearch.  Salisbury, UMCES, and others are joining.  

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# 5  Where is data housed?

Answer: All data housed in cloud-based servers in US/Oregon.

Who can provide more information? KualiCo

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# 6  How is data shared?

Answer:  No sharing of data or secondary uses. The Kuali user must be authorized to view and edit the data.  OSPA will assign roles and permissions to each user, depending on their Unit and College. 

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# 7  Can you associate multiple accounts with one award?

Answer: Yes. Depending on how the accounts are set up, an award is distributed across multiple units. UMBC is still using PeopleSoft to manage expenses.  Kuali will be used to create proposals and the initial award notice.  

Who can provide more information? Contact OSPA at ospa@umbc.edu

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# 8  How often will HR data come from PeopleSoft to Kuali?

Answer:  Daily. HR data is housed in PeopleSoft.  Kuali receives a “feed” from PeopleSoft with the most up-to-date HR data, including new hires, terminations, titles and unit assignments. 

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# 9  Will there be a single sign on?

Answer:  Yes. The user will automatically be signed into Kuali after they log in with their UMBC Campus ID. 

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# 10  How will Kuali be rolled out to campus?

Answer:  The UMBC Kuali project team is rolling the system out to select units and will be expanded to the entire campus by early 2018. 

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#11 What if I cannot find an individual in Kuali?

Answer: Is this person currently in the PeopleSoft HR system at UMBC? Does this person have a sponsored Program account? If the person is a new hire, there maybe a a one-day lag between HR and Kuali. If you cannot find an individual, or have questions, contact OSPA at ospa@umbc.edu

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#12 What are some basic searching tips for Kuali Proposal?

Answer: Most common searches are by proposal number, PI, Unit, Sponsor, Kuali uses the asterisks as the wild card character. See Quick Card on how to search for a proposal.  UMBC Proposal Search Quick Card V1 2017_10_20  Also see all training at    http://research.umbc.edu/kuali-training/

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#13 Who has access to a Proposal?

Answer: Access to the Proposal is limited based on roles within a unit or on a proposal. Proposal creators have access to records he/she created and have the ability to add other viewers to that record. Investigators have view access to their Kuali Research proposals by default. Proposal Approvers have view access to those proposals which he/she needs to approve. Aggregators (those who create and manage proposal data) work with many investigators in a unit(s) to create proposals.  Viewers have only view rights to proposals within a Unit/college. The system also allows Aggregators to add persons so that they can also access ( to either view or edit).  Contact OSPA to make changes to the list of Proposal Aggregators and Proposal Viewers at ospa@umbc.edu

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#14 Who is an Aggregator in Kuali?  

Answer: An Aggregator is anyone at UMBC who creates and manages a proposal. Typically this will be the department administrator who has created or has managed proposals in PeopleSoft. The person who helps to facilitate creation of a paper routing form for signatures would also be a likely person to be an aggregator.   Aggregators create and maintain budgets and can work with many investigators in a unit(s) to create proposals. 

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#15 I am a PI. Can I create and work on my own proposal in Kuali?  

Answer:  Yes! Anyone at UMBC can create or work on a proposal, including the Principle Investigator.  The department administrator will automatically have access to edit the proposal alongside and in conjunction with the PI. To get started,  UMBC Create Proposal Quick Card V1 2017_10_20

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#16 How does an Investigator certify a proposal?

Answer: A UMBC investigator must certify a proposal before it can be submitted to the Sponsor. In those instances where the investigator is not the proposal creator, the proposal creator will send a notification email to the investigator. This email will have a link to the certification page for that investigator for that proposal. See Quick Reference Guide for PI Certifications, UMBC PI Certification Quick Card V2 2017_09_19 . See also Kuali Training  http://research.umbc.edu/kuali-training/

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#17 How do I log in? What is my username and password?

Answer: You can log in by clicking the Kuali tab on your myumbc page. when accessing the website, you may use your myumbc log in information

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#18 I am a Department Chair. Can I view all the proposals in my unit by using Kuali? 

Answer: Yes. Department Chairs can view all proposals in their unit.  An easy way to find proposals is to use the Task Bar on the Main menu  and the word “Search”, then  key in your unit number in search criteria. See Quick Card –  UMBC Proposal Search Quick Card V1 2017_10_20 

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#19 Do all the final documents need to be submitted before the proposal is submitted for signature approvals?  Can the PI replace proposal attachments, such as the Narrative Document, after the proposal has been submitted?

Answer: The short answer is YES. The proposal aggregator or the PI may update attachments while the proposal is in routing for signature approval. No new attachments can be added. This feature allows the proposal attachments to continue to be worked on up and until the proposal is submitted to the sponsor by OSPA. Prior Approvers in the routing chain will be notified when a document has been replaced, 

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#20 How do I enter Tuition Payments in a Kuali Budget? 

Answer: Use the Non Personnel Panel in a Detailed Budget. Enter the Expense item  Category Type: Other Direct, Category: Other Direct Expenses, Object Code name Tuition.

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#21 What is a pessimistic lock? Can someone still view a record if it is being updated or used by someone else?   

Answer: A type of lock placed on a record to prevent other from updating that record. Users will get a message the the record is locked and will give the name of the user who is currently updating the record. Records can still be viewed.  To unlock a record, navigate to the “Pessimistic Lock” menu option, and use the delete function. This will unlock the record. A Pessimistic Lock also occurs when a user forgets to close the record, or has not signed out of the system when the record is active.  Locks are removed from all records after 24 hours.

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#22 Link is not working on my Kuali email notification when I an notified to Approve. Is this a problem? 

Answer:  This is a known issue in Kuali queue and the software company is working to make the links active regardless of the browser used. If your link does not work, cut and paste the link into your browser window.

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#23 When I close my Proposal Budget, the system takes me out of my proposal too! How can I stay in my proposal continue working?  

Answer:  The Close button will take the user out of the proposal budget and the proposal. If the user wishes to stay in the proposal, use the “Return to Document” button, then and navigate back to the proposal, using the “Return to Proposal Arrow at the top of the left-hand navigation panels.

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