Hierarchy is a tool in KR PD that can be used to combine multiple KR PD records (proposals and budgets) to be submitted as a single proposal.  Reasons to use Hierarchy include:

• Multiple PIs from different departments in which each PI needs to budget for separate project activities; or
• Proposals include more than one F&A rate (e.g., on-campus & off-campus components) or separate activity types like Research or Other Sponsored Activities.

While creating a Hierarchy is simple, being able to successfully sync multiple KR PD records takes communication and close attention to detail. Therefore, Hierarchy should only be used when it makes sense to do so.

Creating a Hierarchy

A Hierarchy is created by beginning a proposal record in KR PD.  The initial record, known as the Initial Child Proposal, should be created by the unit that includes the lead PI. Prior to creating the Initial Child Proposal, think about:

• Who will be the lead PI/unit?
• What are the project start and end dates?

Once the Initial Child Proposal has a PI and a detailed budget version, a Hierarchy can be created by selecting “Hierarchy” in the top horizontal menu of the proposal. Always select “Sub-budget” for the type. Clicking the “Create Hierarchy” button will create a Parent Proposal.  Make note of the Parent Proposal Number, as you will need it to link additional child proposals to the newly created Parent Proposal.

* A detailed budget containing no data should be created in the Initial Child Proposal. Budget details will be added after the Parent Proposal has been created. All budget changes must occur in the Child Proposal(s).

Creating Additional Child Proposals

Additional Child Proposals can be created by starting new KR PD records or by copying the Initial Child Proposal and linking to the Parent Proposal using the Parent Proposal Number. It is important that all Child Proposals have in common:

• Sponsor
• Proposal Type
• Title (suggested for easier visual reference; “Child” can be added to the beginning in child records)
• Start and end dates
• Budget period boundaries (start/end date for entire budget and for each budget period)

Proposals are linked from the Child Proposal by selecting the Hierarchy link –> enter the Parent Proposal Number –> choose ‘sub-budget’ type –> click link proposal. (Always choose Sub-budget for Hierarchy type.)

Proposals can be linked from the Parent as well:

1. Open the parent proposal and click the Hierarchy (P) link in the proposal toolbar
2. In the Link Proposal Field, enter the child proposal number to be linked to the parent
3. From the Hierarchy Budget Type, select Sub-Budget
4. Click the Link a Child to this Parent button.

Syncing Proposals

Prior to sync’ing proposals, it is important that everyone who has worked on a Child Proposal is in communication. Changes to budgets must be done in the Child Proposals, not in the Parent Proposal. Key considerations prior to sync’ing proposals include:

• The lead PI of a Hierarchy cannot be changed once the parent proposal has been created.
• All changes to budget and personnel must be made in the Child Proposal(s).
• If multiple budgets have been created in a ChildProposal, the one marked “include for submission” will be sync’ed to the Parent. Otherwise, the most recent budget version will be sync’ed.
• Proposal Person Certifications (PI questions) should not be answered in the Child Proposal(s). PI questions should be answered in the Parent Proposal only.
• Use caution when using TBN entries.
• Always select “Sub-budget” for Hierarchy Budget Type.
• Deadlines do not have to be entered in Child Records. Once the Parent Record has a deadline date, the Parent will show up on reports for OSP to review.

Once all Child Proposals have been created, reviewed to ensure they match in terms of key elements (sponsor, title, start and end dates, etc.) and have been linked to the Parent Proposal, the proposals can be sync’ed to the Parent Proposal. Sync’ing can be done in the Parent or Child proposal.

Proposal Access

Roles matter! A person must have Aggregator role in both the Parent and Child proposals to link and sync.

Practice Makes Perfect

Because there are a number of key touch points when creating a Hierarchy with multiple proposals, it’s a good idea to practice prior to needing to create a Hierarchy. It’s during practice that questions will arise and there will be sufficient time to address those questions when you are not up against a deadline.

Practice should be done in the KR PD Training Environment. Tutorials on using KR PD and a training guide on creating a KR PD Hierarchy can be accessed on the Kuali Research site. Consult these guides, as well as your Kuali Implementation Team when questions arise.