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. Users will no longer be able to access KC for proposal routing, approvals, and/or award management.
DCG is finalizing the official cutover plan and will announce it in the near future.
In the meantime, you may continue to develop, route, approve, and submit proposals via KC. We recommend submitting your proposal via KC well in advance of the Sponsor’s deadline to avoid any cutover deadlines. You can continue to make edits to the application(s) and submit the final, ready to submit proposal directly to your DCG Officer. DCG will update the KC and/or Cayuse record accordingly.
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.
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.
When a proposal is final and ready for DCG to review and submit, please ensure:
- The final and ready to submit proposal is uploaded as the “Final Proposal” attachment.
- All PI(s) and School(s) approvals are in place.
We encourage you to work closely with your DCG Officer to ensure a successful submission.
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.
When a Proposal Record has been submitted into routing, a required certification attestation will be sent to all PI’s and Co-PIs. Each PI/Co-PI in the routing chain will receive an email that contains a direct link to certify the proposal. When the link is clicked from the email, the proposal form will be loaded along with a button to certify the proposal record. A series of certification attestations will be listed, along with a free-text section for any comments.
To certify the proposal, the PI will need to check the “Confirm My Certification” box and then click “Certify”.
By Clicking “Certify” the PI/ Co-PI is certifying that:
- As the Project Director, Principal Investigator or Multi-Principal Investigator of this proposed project, they acknowledge the responsibility associated with their role and agree to comply with the sponsoring agency’s terms and conditions for awards.
- They have reviewed and approved the proposed project’s technical content and budget.
- They understand and agree to comply with USC’s policies and procedures regarding research and sponsored programs.
- They also certify that the information submitted within the application is true, complete and accurate to the best of their knowledge; that any false, fictitious, or fraudulent statements or claims may subject them to criminal, civil, or administrative penalties; and
- They agree to accept responsibility for the scientific/programmatic conduct of the project and to provide the required progress reports and/or deliverables if a grant or contract is awarded as a result of the application.
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.
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.
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.
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.
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 .
Proposal Attachments
Yes, an attachment may be added to a proposal record at any point in the routing cycle.
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.
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.
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.
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.