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Creating and Updating a PI Profile

Last Updated: 12/20/2018

MSU distributes F&A return based on the units that are associated with the faculty members included on an award. This information is captured at the proposal stage using PI Profiles. This job aid will outline the steps for creating a new PI Profile as well as updating an existing one.

WHO:

  • PI Profile Maintainers

WHEN:

  • Creating a new profile
  • Making changes to an existing profile

HOW:

Creating a New PI Profile

  1. Click on the Maintenance tab The maintenance tab in Kuali Coeus
  2. Click on the PI Profile link in the Proposals channel The PI Profile link in the Proposals channel
  3. Click the create new button, located in the upper right corner of the screen The Create New Button highlighted in the upper right corner of the PI Profile Lookup screen
  4. Enter a statement for the transaction you are creating in the Description field, located in the Document Overview panel The Description field, located in the Document Overview panel
  5. Enter the individual’s MSU Net ID in the KC Person field or click the lookup icon to search and return the individual’s MSU Net ID
  6. Enter the name of the new profile in the Profile Name field
  7. If applicable, click the Set as Default Routing field checkbox to indicate this profile will be the individual’s default profile. The default profile automatically populates the Combined Credit Split panel when the individual is added to a proposal.
    • Only one profile can be marked as default. To create a new default profile, you have to edit the existing profile first, removing its default status. Please see the Update an Existing PI Profile section of this document for additional information on how to edit
  8. Click the Active field checkbox to make the profile operational The Active field checkbox checked in the Edit PI Profile panel
  9. Enter the department organization code in the Unit Number field or click the lookup icon to search for the unit and return the code
    • Note that the Unit Name will automatically populate when you return the value from the search, however, if entering manually, it will not be displayed until you click the add button (step 12)
  10. Enter the percentage of F&A credit that will be associated with the department listed in step 9, in the Distribution Percentage field Percentage added to the Distribution Percentage field in PI Profile Distribution panel
  11. If the investigator should be receiving space credit for the department listed in step 9, check the Is Space Credit Applied? checkbox, in order for that department to receive additional F&A credit
    • If the department receiving space credit is different than the departments receiving F&A credit, that department will need to be added to the profile with 0 as the Distribution Percentage and the Is Space Credit Applied? box checked. Distribution Percentage field and Is Space Credit Applied checkbox highlighted in PI Profile Distribution panel
  12. Click the add button
  13. Repeat steps 9‐12, to add additional splits if the percentage you entered in step 10 was less than 100% The Add button highlighted in the PI Profile Distribution panel
  14. When you have allocated 100% of the F&A credit, click the submit button at the bottom of the page
    • The system will display an error if the credit allocated across the units does not equal 100% PI Profile Distribution error message when credit allocated across the units does not equal 100%

NOTE: Copying an existing profile and then editing is another way to create a profile. Searching for and updating (or editing) a profile is covered in the next section.

Updating an existing PI Profile

  1. Click on the Maintenance tab  The maintenance tab in Kuali Coeus
  2. Click on the PI Profile link in the Proposals channel  The PI Profile link in the Proposals channel
  3. Search for an individual's existing profile by entering or searching for the individual's MSU NetID in the KC Person field and/or the department common unit code in the Unit Number field The KC Person field and the department common unit code in the Unit Number field in the PI Profile Lookup panel
  4. Click the search button
  5. Click the edit button located in the Actions column for the profile you would like to update (Note: you can click the copy button to create a new profile from an existing profile) The edit button located in the Actions column for the profile

    Alert IconNOTE: Once a profile has been used in a proposal, it can no longer be deleted, therefore the delete button will no longer be displayed.  Also, you’ll only be able to edit the name of the profile, whether or not it’s the default, and it’s active/inactive status.  You will not be able to edit the credit distribution.

  6. Enter a statement for the profile you are editing in the Description field located in the Document Overview panel The Description field located in the Document Overview panel
  7. Make the desired changes in the Edit PI Profile panel. You will notice this panel is split into two columns. The first column is labeled Old. The Old column is read‐only and reflects the existing values. The second column is marked New. The New column fields are editable. Make changes to the profile by updating the desired fields in the New column: 
    KC Person The individual associated with the profile; updates to this field are rare and would likely result from a typographical or selection error during the initial creation of the profile
    Profile Name The name associated with the profile; updates to this field may be needed to correct for typographical errors or when descriptive names are needed to distinguish one profile from another
    Set as Default Routing When checked, indicates that it is a profile that populates into the proposal development document when the individual is added as an investigator
    Active When checked, indicates that the profile is available for use

    The Edit PI Profile panel
  8. Make the desired changes to the PI Profile Distribution panel. Similar to the Edit PI Profile panel, this panel is split into two columns, with the Old column being read‐only, and the New column having editable fields. Units may be added or deleted from the distribution, and the Distribution Percentage may be revised.

    NOTE: In the below example we’re assuming the profile has not been used on any proposal documents. If the profile had been used the credit distribution would not be editable.

    The PI Profile Distribution panel with the add button indicated under the New PI Profile Distribution subpanel and the Distribution Percentage field indicated in the old PI Profile Distribution
  9. Click the submit button at the bottom of the page to finalize updates to the PI Profile
Category:     Subcategories: Kuali Coeus (KC)

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