Cross-Office Research Coordination Hub Built for the Award Four Offices Touch Before the First Dollar Moves
A sponsored award moves through the department, sponsored programs, the IRB, and export control with shared stage-gate tasks and one status view, so no office is the last to know what another office still has outstanding before award activation actually happens.
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Four offices, one award, no shared list of what is still outstanding
A single sponsored award can touch the department, the sponsored programs office, the IRB, and export control before the first dollar is spent, and on most campuses none of those offices is tracking the same list of what's still outstanding. Each works its own piece against its own checklist, and an award stalls not because any one office is slow but because nobody can see the other three offices' progress at once.
Cross-Office Research Coordination Hub assigns stage-gate tasks to each office as an award moves from setup toward activation, cost-share confirmation, protocol clearance, subrecipient agreement, and collects the documents each stage needs as each office completes its piece. A completed task hands off to the next office automatically, instead of waiting in an inbox for someone to notice and forward it.
Everyone involved sees the same live status view of what is done and what is still outstanding, so an award does not stall because two offices are working from two different pictures of where it stands. Once every office has cleared its stage, the award's full coordination history stays on file, ready for the next award.
What breaks when a sponsored award coordinates across offices by email
No shared task list
The department, sponsored programs, and the IRB each track their own piece of what an award needs, with no single view of all of it.
Handoffs get lost
A document one office finishes and forwards can sit unopened in the next office's inbox for days.
Nobody owns the overall timeline
Each office knows its own piece is on track, but nobody can say when the full award will actually be ready to activate.
Status updates require asking around
A department administrator checking on an award's readiness has to ask three offices separately.
Six modules. Built for the award that touches four offices before the first dollar moves.
Every module ships with default forms, routing, and dashboards. Configure each one to match your research administration workflow.
Award intake and scope
A new award enters coordination with the offices, department, sponsored programs, IRB, export control, it needs to touch.
Stage-gate task assignment
Each office gets its stage-specific tasks, cost-share confirmation, protocol clearance, subrecipient agreement, assigned automatically.
Cross-team handoffs
A completed task hands off to the next office automatically, instead of waiting in an inbox for someone to notice and forward it.
Document collection
Agreements, protocol approvals, and compliance documents attach to the award record as each office completes its piece.
Shared status dashboard
Every office involved sees the same live view of what is done and what is outstanding, instead of four separate pictures of the award.
Completion and review record
Once every office has cleared its stage, the award's full coordination history stays on file for the next award.
From request to system of record in four steps
Plan
A new sponsored award is scoped automatically with the offices it needs to touch before activation.
Assign
The department, sponsored programs, the IRB, and export control each receive their specific stage-gate tasks.
Execute
Completed tasks and required documents move to the next office without a manual forward, tracked on one view.
Close-out
A shared dashboard shows the award's full readiness across every office through to activation.
What changes when cross-office research coordination runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Task visibility | Each office tracks its own piece separately | One shared task list across every office |
| Handoffs | Sit in an inbox until noticed | Route automatically to the next office |
| Overall timeline ownership | Nobody owns the full picture | A shared status view every office sees |
| Document collection | Chased by email, office by office | Attached to the award record as each stage clears |
| Status requests | Ask three offices separately | Answered by the shared dashboard |
| Coordination history | Not retained after the award activates | Kept on the award record for reference |
Connects to your grants and research systems; your grants management system stays the system of record
Kissflow does not replace your institution's grants management system as the award record. It is where the cross-office coordination work, tasks, handoffs, and documents, gets tracked as an award moves toward activation.
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Built so no office is the last to know
Live in weeks
Stage gates, office assignments, and document requirements are configured in the visual builder, and the AI Builder can generate a starting workflow from a description of your award setup process.
Handoffs that actually move
A completed task routes to the next office automatically instead of waiting to be noticed.
One status view, not four
Every office involved sees the same live picture of what is outstanding.
Documents attached where they belong
Agreements and approvals collect on the award record as each office clears its stage.
Role-based access
Each office sees its own assigned tasks; research administration sees the full award coordination view.
A coordination record that outlives the setup phase
The full handoff history stays on the award record for later reference.
Related apps
Cross-Department Student Services Coordination
The student-facing version of this coordination pattern, for advising, disability services, and financial aid instead of research offices; see the FAQ for the difference.
Grant Proposal Approval & Compliance Management System
Where compliance sign-off for a specific proposal actually happens, once this hub has the right offices aligned.
Research Project Portfolio Dashboard
The reporting view built from the coordination this hub runs across every active award.
We help research administration keep four offices working from the same list on the same award.
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Talk to usGot questions? We're here to help.
Get SupportNo. Your institution's grants management system remains the system of record for the award. Kissflow is where the cross-office coordination, tasks, handoffs, and documents, gets tracked as the award moves toward activation.
Cross-Department Student Services Coordination runs the same shared-stage-gate pattern for a currently enrolled student's needs across advising, disability services, and financial aid. This app runs it for a sponsored research award across the department, the sponsored programs office, the IRB, and export control, an entirely different set of offices and a different kind of case.
It varies by award, but commonly the department, sponsored programs, the IRB or another compliance office, and export control, each with their own stage-specific tasks.
Its completion routes automatically to the next office in the sequence, and the shared dashboard updates for everyone.
Yes. Stage gates, office assignments, and document requirements are configured in the visual builder, and the AI Builder can generate a starting workflow from a description of your award setup process.
Access is role-based. Each office sees its own assigned tasks; research administration sees the full coordination view.
Configuration and AI-assisted setup typically move initial rollout to weeks, not a multi-month systems project.
Kissflow is certified to SOC 1, SOC 2, SOC 3, and ISO/IEC 27001, supports HECVAT review, and is built to support FERPA and GLBA Safeguards obligations, with data residency options in the US, EU, APAC, and Oceania.
