Consortium Updates in KC

Updated January 24, 2025

Setting Up a New Consortium in KC

  1. After the first member agreement has been executed, DLCI requests a new consortium. DLCIs may use the New Member template [DOCX] to request, or ask their contract administrator to complete the template.
  2. RAS sets up the consortium in KC, updating the anticipated amount.
  3. DLCI receives payment from member and notifies RAS.
  4. RAS updates the obligated amount.

Adding a New Member

  1. DLCI receives signed member agreement and notifies RAS.
  2. RAS updates parent accounts.
    • Obligated end dates will be updated if member’s anticipated end date is later than all the other signed agreements
    • Anticipated total on both parents will be updated by total value of signed agreement (3 years x $50,000=$150,000)
  3. RAS creates new member child account of revenue parent.
    • Flow down anticipated funds from revenue parent (total value of signed agreement)
    • Anticipated end date is final end date of agreement if not canceled 
  4. RAS enters payment schedule. 

Making Changes to Account Structure

When financial/extension of dates information is updated on the member child, both the expenditure and revenue parent accounts must also be updated.

Updating Member Account

When a member pays an invoice, RAS needs to update the obligated amount.

  1. DLCI notifies RAS when a payment is received. RAS recommends using these templates when making changes to a member:
  2. RAS reviews the anticipated and obligated total for accuracy.
  3. RAS checks the payment schedule to ensure it matches the anticipated total. 
  4. RAS checks attachments to ensure the agreement or mod has been uploaded, if applicable. 

Updating Parent Accounts

  1. DLCI and RAS both check that the expenditure and revenue parent accounts match for the anticipated and obligated total. 
    • Note: there should not be any distributable amount in the revenue parent. 
  2. DLCI should confirm:
    • Obligated balance of the parent expense account in KC matches the Budget Version 0 (version zero) of SAP. Ensure you put the WBS number into the “Project” field and at the bottom, use Report Type Consolidate view to be sure this includes total of any child expense accounts.
    • “TOTAL Expenses” values from the SAP report under the Budget column matches the KC Obligated Total. 
    • If the total Revenue in the Cumulative column does not match, this could be due to invoices that have been generated but not yet paid. (If VPF does not do your invoicing, this would not apply.)