Go Live Date
Cayuse SP will be available to the campus community on March 1, 2023.
Cayuse SP will replace Kuali Coeus (KC) as the University-wide grants management pre-award and non-financial post-award system.
Effective February 24th at 5 p.m., users will no longer have edit access in KC. View access will remain.
Effective March 1, Cayuse SP will be available for proposal development, routing and approvals, in addition to award management.
Please note these important dates:
To prepare for the cutover period, we strongly encourage research teams:
- For proposals due in February: Develop, route, and approve proposals in KC well in advance of February 24th.
- For proposals due in March: Wait and initiate proposal routing, approval, and submission on March 1 via Cayuse SP.
Below is a visual representation of the above important dates.
Data Conversion
All pending and funded proposals will be converted to Cayuse SP.
Tremendous efforts have been made to ensure the accuracy and integrity of the proposal and award data converted from Kuali Coeus (KC) to Cayuse SP. Multiple data loads have been completed with a high degree of accuracy.
Additional information regarding proposals in development will be forthcoming.
Proposals that are “In Progress” or “Approval Pending” status will not be converted into Cayuse. DCG will work directly with the PI and School on these proposals. Additional information will be forthcoming.
Proposals in KC that are listed under the status “Approved and Submitted” will be converted to Cayuse SP.
All KC proposals with the status of “Approved and Submitted” will be converted to Cayuse SP and the user will be able to link the proposal to a Project. For more information on how to link proposals to previously submitted proposals please see the section of the training material entitled “Starting a New Proposal Record in Cayuse SP.”
Based on the user’s role, converted proposals and awards will be available on the SP Dashboard.
KC proposals with the status “Approved and Submitted” will convert to Cayuse SP.
All active awards will be migrated to the Cayuse system.
View access of KC proposals and awards will remain available.
Additional information regarding reporting will be forthcoming.
Training
At this time, training is available on-line and via zoom.
Please visit the Cayuse SP Training and Resource Series where you will have access to customized guides that aim to walk users through creating and approving proposal records, proposal routing workflows, user roles, system enhancements, and system integrations. The Cayuse SP Training and Resource Series identifies key distinctions between Kuali Coeus (KC) and Cayuse SP, including new terminology and compliance integrations.
In addition, please visit the online training module entitled ‘Preparing Proposals in Cayuse Sponsored Projects’. This course is designed as an introduction to Cayuse SP and offers users an understanding of the various elements and functionality within Cayuse SP as well as information regarding proposal development, review, and approval. The course is hosted on TrojanLearn.
In addition to the online resources, the DCG training team has scheduled Zoom trainings with individual Schools and Research Institutes. Each training is customized to address School and/or Research Institutes specific needs. Please contact Joe Magallanes (joemagal@usc.edu) to schedule a zoom training.
At this time, training is available on-line and via zoom.
In addition to the online resources, the DCG training team has scheduled Zoom trainings with individual Schools and Research Institutes. Each training is customized to address School and/or Research Institutes specific needs. Please contact Joe Magallanes (joemagal@usc.edu) to schedule a zoom training.
The DCG Training team and Officers will be available to answer questions regarding specific proposals and/or awards. More information about the Cayuse Help Desk will be forthcoming
For training, please visit the Cayuse SP Training and Resource Series where you will have access to customized guides that aim to walk users through creating and approving proposal records, proposal routing workflows, user roles, system enhancements, and system integrations. The Cayuse SP Training and Resource Series identifies key distinctions between Kuali Coeus (KC) and Cayuse SP, including new terminology and compliance integrations.
In addition, please visit the online training module entitled ‘Preparing Proposals in Cayuse Sponsored Projects’. This course is designed as an introduction to Cayuse SP and offers users an understanding of the various elements and functionality within Cayuse SP as well as information regarding proposal development, review, and approval. The course is hosted on TrojanLearn.
The FAQ page is being updated with all questions received in order to provide additional guidance.
Proposal Routing and Approvals
Yes, the proposal routing and approval mirrors the current routing in KC.
At this time, DCG Officers will be checking Cayuse SP directly and not relying on email notifications to identify proposal and/or award actions.
When a proposal is final and ready for DCG to review and submit, please ensure that you upload the final proposal under the “Final Proposal” attachment. We also encourage you to work closely with your DCG Officer to ensure a successful submission.
Email notifications to DCG are under development and will be released in future enhancements.
The status of “Approved” indicates that the DCG officer has reviewed and approved the Cayuse record. Once the proposal is submitted to the sponsor the proposal status will reflect “Submitted to Sponsor.”
Anyone given access to a proposal with “Edit” rights can add additional people to the “Access” tab of the proposal.
When a proposal’s status is changed to “Disapproved”, the proposal status will be changed to “In Development”. This will allow revisions to the proposal. Once the corrections are made, the proposal will be routed and the status reflected as “Under Review” and it will return to the PI and School for approval.
Consistent with current processes, please notify the DCG Officer when the proposal is ready to submit.
No, the routing in Cayuse is determined by the Internal Association(s) tied to the PI and Co-PI, if identified.
On the Key Personnel page, when an USC employee is entered, Cayuse will identify all Internal Associations tied to the individual (via Workday HR). For PI and Co-PI(s), the Internal Association drives routing and approvals. In instances where a PI or Co-PI has a dual appointment, the user will be able to view all of the Internal Associations to which the person is connected and select the one that is appropriate for the proposal.
Any user who creates and/or has edit rights to a proposal can edit the record and add notes. Notes can be added in the “route for approval” tab under “submission notes” while the proposal is in the “In Development” status.
Once the proposal is moved into “Under Review” no changes can be made to the information in the Cayuse tabs unless the proposal is returned to the “In Development” status.
Yes, approvers have access to all proposals within their assigned School.
Yes, approvers have access to all proposals within their assigned School.
Once the Cayuse proposal has been moved to the “Under Review” status no changes can be made to the information entered into the tabs.
In the event there are errors in the Cayuse proposal tabs that require correction prior to the school approval then the school would select “Return to In Development” and provide a comment laying out the requested revisions. The PI and/or Research Administrator would then be able to make edits to the information contained in the tabs and then return the proposal to “Under Review” status once the changes were in place.
All proposal approvers will get an email notification that a proposal requires approval. The email will contain a direct link that will take the proposal preparer into the Cayuse SP proposal record. To Approve the Proposal Record follow the below steps:
- Open the link provided in the email.
- Click “Complete Review” in the My Actions section.
- Select “Approve” from the dropdown.
- Enter any optional comments.
- Click “Save”
The routing tab will show the individuals required to approve. The certification and approval order starts with all PI’s/Co-PI’s > Department, if required > School > Department of Contracts and Grants. Once the approver approves the proposal, the date of their approval will be visible on the “Under Review” tab along with any comments.
In order to move the proposal into routing, all proposal sections must be complete (completed is designated as a green check mark). Once all the proposal sections are completed then the “Route for Review” section will appear.
The certification reads as follows:
At this time, email notifications are not generated to the PI or Co-PI when a proposal is moved back to the “In Development” status.
In the event a school or PI does not wish to proceed with a proposal, they should notify their respective DCG Officer. The DCG Officer will move the proposal to “Closed” status.
In the event that the DCG Officer is identified incorrectly in the “ In Development” status, you can correct it within the SP record. If the proposal has been routed for review, you will need to inform the identified DCG Officer that it was incorrectly routed to their attention.
Selecting the correct DCG Officer is vital in ensuring that the proposal record gets routed to the right person. To ensure that you have selected the correct DCG Officer, please use the DCG Directory or reach out to your DCG officer to confirm.
DCG Officers will be monitoring Cayuse SP Dashboards to identify proposals ready for review. When they identify a proposal that has: (1) been certified by the PI/Co-PI and (2) been certified by the School, DCG will commence their review.
After the School certifies the proposal, it routes to the identified DCG Officer. DCG would need to return the proposal to the “In Development” status.
Cayuse SP Dashboard
The SP Dashboard contains a complete list of proposals (based on user role) that can be sorted by a broad array of fields. The SP Dashboard contains different columns of information based on specific proposal data elements (Sponsor, Sponsor Deadline, PI etc.). You will want to set the view to only show the column fields that are useful to you.
Step 1: On the SP Dashboard, click “Set View”.
Step 2: Check only the boxes that contain the fields you want to see. The below fields are recommended.
Step 3: Click “Update”.
Your SP Dashboard will now be updated with the selected columns.
Creating a New Proposal
The KC proposal and award ID fields will not be utilized in Cayuse SP.
If you are linking the proposal to an existing proposal/award, you will need the Project Number. Once a proposal is submitted it is assigned a Project Number.
DCG recommends utilizing the SP Dashboard (see the section on Understanding the Cayuse SP Dashboard above) to locate the Project number for the existing proposal and award. This will help to ensure that the correct record is selected.
Sponsor Section
If the user enters the name of the Sponsor in the Sponsor field and the Sponsor is not listed, the sponsor is not in Cayuse and will need to be requested.
If you cannot locate your sponsor in the drop down list then please select the link to “Add a Sponsor.” You will be taken to a request form where you can request your sponsor be added. You will be notified as soon as your sponsor is in the Cayuse system.
Acronyms are no longer used in the Sponsor list. In order to find the sponsor you will want to type in the sponsor’s full name.
The “Sponsor” should identify the name of USC’s sponsor – the entity USC will receive direct funding from (not the prime sponsor). For example if Harvard University is submitting a proposal to NIH and USC is a subaward on Harvard’s proposal then the “sponsor” is Harvard University.
When Incoming Subaward is identified as the Award Type, additional information regarding the Prime Sponsor will be required.
The Sponsor Deadline Date is the deadline identified by the Sponsor, either in the solicitation or Sponsor communication. If the PI/Co-PI would like to submit a proposal early, please communicate directly to the assigned DCG officer and include a note in the “Route for Review” tab in the “Proposal Comment” box.
Performance Site Section
Yes, multiple locations can be listed in a single proposal.
Key Personnel Section
No – Multi-School is limited to Key Personnel who are in different Schools.
Prior to Cayuse SP launch, Key Personnel roles cannot be revised or added. However, revisions may be included in future system updates.
Key Personnel roles and their respective definitions are available at Cayuse Pre-Award Website. You will want to select the role that most accurately reflects the Key Person.
Only one faculty member may be assigned the PI/PD role in the “Key Personnel” tab in Cayuse. In the event there are multiple PI’s then you will want the Lead PI/PD to be assigned the role of PI and all additional PI’s should be assigned the role of Co-PI’s. You will then select the “Multi-PI” option and list the PI’s and their associated Workday Cost Center.
Yes, COI compliance information is available in Cayuse.
COI training is located under the Trainings and Certifications section of a user’s profile and in the SP Admin Module.
Disclosure status of a PI and/or Co-PI will be located under the “Links” tab of the associated Cayuse proposal and/or award that identifies the current diSClose status in order to confirm that FCOI compliance is in place for PHS and DOE sponsors.
Principal Investigators have view and edit access.
All USC named Key Personnel can be included in the Key Personnel section – this will allow the user to view training, IPACT and COI compliance via the Cayuse – diSClose integration. However, only PIs and Co-PIs are required.
The proposal will only route to the Principal Investigator and identified Co-Principal Investigators. Once routed, the PI and Co-PI, if identified, will receive an e-mail notification that the proposal is ready for their review and certification.
At this time, information in the Key Personnel tab does not auto populate other sections of the proposal, including the Multi-PI/School tab. Information will need to be manually entered.
School(s) are in the best position to verify the Cost Center.
At this time, there is no “Grant Hierarchy” in Cayuse SP.
Consistent with current business processes, only the PI/Co-PI will be notified and required to complete the certifications.
Credit is not the same as effort. The system default is 0% for each person added. The credit fields are currently slated to be removed from the system in a future update. This is not a mandatory field and can be ignored.
The below training programs can be verified directly within the Cayuse SP Admin Module under the individual’s “Trainings & Certifications” profile section. The completed training(s) will include the completion date and expiration date, if applicable. If the training is not listed, it has not been completed.
- COI Annual Disclosure
- Grants Management Training for Faculty
- Grants Management Training for Staff
- HHS Conflict of Interest
- IPACT
- The Basics of Bayh-Dole
Additional information on how to identify and review training within Cayuse SP is available in the Verifying Training in Cayuse SP section of the Cayuse SP Pre-Award Resources.
Summary Budget Section
No, rounding should not be an issue. Users will be directly entering the budget amounts as whole numbers in the “Summary Budget Section.”
No, users do not need to enter account information into Cayuse. Cost-share set up will be handled by Sponsored Projects Accounting in Workday Finance.
The F&A rate exception waiver can be uploaded at any time during the routing process. However, it will be required before DCG is able to approve and submit the proposal.
PIs and Dept Administrators should comply with their respective school’s process and secure approvals on any F&A Rate Exception. Approvals should be uploaded in the “Attachments” section in Cayuse prior to DCG review and approval of the proposal .
Cayuse SP does not require that you identify a Cost Center for the Cost Share.
Consistent with current processes, attach a F&A waiver when F&A is being reduced or waived. The F&A waiver should be signed by the PI, Chair (if applicable) and Dean, approving the waived or reduced rate.
Yes, consistent with current processes, if the cost share is quantified in the proposal, the Voluntary Committed Cost Share needs to be documented and attached to the Cayuse SP.
If the project period reflects multiple budget periods, you may break down the budget periods by year, by selecting “Add Additional Budget Period” to display budget periods by year.
Proposal Attachments
No, attachments can only be added while the proposal status is ‘In Development’.
The Final, ready to submit, Proposal should be uploaded as a single PDF under the “Final Proposal” attachment in the Cayuse Attachments tab. All documents and forms required to be submitted to the sponsor should be consistent with the solicitation.
If the proposal is being submitted via an electronic system that requires DCG to submit, you do not need to attach a final proposal in Cayuse SP. The submitting DCG Officer will attach the final proposal to the Cayuse SP record. For all other proposal submissions, the Final Proposal should be attached to the Cayuse SP prior to routing or e-mailed directly to the DCG Officer.
Access Tab/Proposal Access
No, approvers will be loaded in advance of go-live.
When routing a proposal, the user will identify a DCG Officer. There is no need to add them to the “Access” tab.
Yes, Cayuse is available to all USC employees.
All USC employees can initiate a proposal in Cayuse SP.
At this time, granting access does not generate an email notification. The person adding access can send an email or a Task identifying access granted (view or edit).
School Approvers have view access to proposals within their School. Individuals needing edit access will need to be added by the DCG Officer.
SP and S2S Integration
Additional information regarding reporting will be forthcoming.
At this time, there is no automatic data integration with S2S.
S2S proposals will need to be entered consistent with current practices. Data integration from SP and S2S is under development and will be released in future enhancements.
Reporting
Additional information regarding reporting will be forthcoming.
The in-app reporting tool allows a person to build/format their own reports using the data found in the proposal and award forms. Note that subaward data is not available via in-app reporting at this time – this will be coming later this year.
Additional information regarding reporting will be forthcoming.
Links
The Link is generated from i-Star. To connect a protocol to a proposal or award record in Cayuse SP, follow the prompts to find the proposal/award in Cayuse (screenshots included below):
- Click the “Add Proposals from Cayuse” button.
- Enter the Principal Investigator’s first and last name.
- Select the specific proposal from the search results.
Post-Award
The Workday identifiers will not be listed in Cayuse at this time.
The below will be identified in WorkDay
- Cayuse System Project Number = WorkDay Institutional ID
- Sponsor Award Number = Sponsor Award Reference Number
Additionally, there will be a hyperlink to the Cayuse Award in WorkDay under Proposal ID.
Miscellaneous
If a proposal requires revisions, the DCG Officer will:
- Change the Status to: In Development
- Notify the PI and Research Administrator of the required revisions
Once updated, the proposal will need to be approved by the PI. Once approved, the proposal will move to DCG for approval.
Cayuse SP validates as the user completes the Proposal Form. Cayuse utilizes smart form technology. Based upon the user’s answers, additional questions might be required in the Proposal Form. Once the information is complete a green check will appear next to the tab. Routing cannot occur until all tabs have a green check.
The Admin Only tab is only accessible with an administrative role assigned within DCG.
The “Assign To” list contains the contact information for all USC employees.
DCG’s primary outreach has been through the Schools and DCG Newsflash communications. We encourage School, Department and Institute research administrators distribute the information broadly.
At this time, we do not recommend copying proposals in Cayuse SP. Additional information will be forthcoming on best practices.
In Cayuse, proposals transition to awards. Proposal data will auto populate certain award fields. There is a data integration between Cayuse and Workday where certain data fields will auto create and populate in Workday.
In order to delete a proposal, you will need to contact your DCG officer and they can move the record to the “Closed” status.