Coeus Release 4.4.3Department Users

Enhancements and Changes

Coeus is compatible with Java 1.6

COEUS is now compatible with Java version 1.6.

If you do not already have the recommended java (version 6 update 24) you can download it from Sun / Oracle's Java download page.http://java.sun.com/webapps/getjava/BrowserRedirect?host=java.com

It will attempt to detect the which version of Java you have on your computer. For windows systems, it provides a download link for the latest version of Java.

For Macs, it provides instructions on how to use Apple's "Software Update" feature to get Apple's latest version of Java, for the Mac's version of OS X 10.5 / 10.6 / etc. Sun / Oracle no longer directly provides Java. It has to come through Apple, for OS X.

For more information about Coeus System Requirements – seehttp://www.research.brown.edu/osp/coeus/PD_Documents/4.4.3_System_Requirements.pdf

If you are unable to Launch Coeus If you receive a message that states you are unable to Launch Coeus:

You need to clear you java cache.

To clear your cache – Go to your Start Menu > Control Panel Double click the Java icon The Java Control Panel will open to the

General Tab Click View under Temporary Internet Files

Unable to Launch Coeus con’t In the Java Cache Viewer window –

Clear the Coeus files in this window by selecting them and clicking the red X button.

*Note – Please contact your DCC if you do not have administrative privileges on your computer.

Enhancement to the COPY Proposal Function

This version of Coeus allows a user to copy more items when a proposal is copied.

In addition to copying the Proposal Details, Budget and Narratives, the user can select to copy the Questionnaire that was completed in the original proposal:

he pro The proposal will automatically carry over the following if the original proposal had these components:

Grants.gov Connection

Modular Budget Checkbox – from the Budget Summary tab.

Enhancement to the COPY Proposal Function con’t

*Note – please check the Funding Opportunity Number that was copied to be sure it is still active. Also, check the Closing Date in the Grants.gov Submission Details to be sure the closing date of the opportunity has not passed.

For further instructions on how to copy a proposal record – seehttp://www.research.brown.edu/osp/coeus/PD_Documents/4.4.3_Copying_Proposals.pdf

Create a Proposal record from aGrants.gov Opportunity

COEUS has new functionality to search for a Grants.gov opportunity before you create a record.

You can create a Proposal record from the selected Grants.gov opportunity from your search.

How it works:• Go to Maintain > Proposal Development (Select Development Proposal Window opens up)

• Click on the [CANCEL] button

• Go to Edit > Create Proposal from Grants.gov Opportunity (Opportunity Search Window opens up).

• Enter the CFDA Num or the Opportunity Id and click the [OK] button

Create a Proposal record from aGrants.gov Opportunity con’t

• The Select an Opportunity Window opens / Select the Opportunity Id that you want to apply for and click the [OK] button.

•Proposal Details Screen will open up with the Funding Opportunity Number and CFDA number already populated.

• Complete the following fields in the Proposal Tab to create the Proposal shell: Start and End date, Proposal Type, Activity Type and Sponsor.

• Click on the [SAVE] button or go to Action > Grants.gov to connect to Grants.gov.

*Note – this function is not available yet in Coeus Lite.

New Function to Delete Proposals Coeus has new functionality that allows the user to DELETE Proposals that are “In Progress”. (*Note – you can not delete proposals that are in Rejection, Approval in Progress, or Submitted status.)

Only an Individual who is an Aggregator on the Proposal, may Delete that Proposal.

How it works:• Go to Maintain > Proposal Development (Select Development Proposal Window opens up)

• Search for the proposal you wish to delete

• Select the proposal in the Development Proposal List window

• Go to Edit > Delete

• You will be prompted to select yes or no to be sure you want to delete the proposal. If you select YES the Proposal will be Deleted from the system and it will not be able to be retrieved.

Note about the Organization Tab Currently in the Organization Tab, “null” appears in Address/Contact Box for the Organizations listed. This is a Bug.

Even though the screen in Coeus displays null, the correct address information populates the Grants.gov forms.

If you receive a Grants.gov error for the Project/Performance Site Location(s) Formthen the Rolodex entry for an Organization or Performance Site may need to beupdated; contact Coeus_Help@Brown.edu if you need address information updated.

This issue will be fixed in COEUS upgrade 4.4.4.

New Process for completing the Country fields in the Other Tab

The Country 1 – 4 Fields are only required when YES is selected for YES NO Question - H1 - Does this project involve activities outside the U.S. or partnership with International Collaborators? If Yes, identify which countries in the Explanation field.

Yes No Questions:

If you select YES to YNQ H1 – you must select which countries are involved in the Other tab. If you have less than 4 countries, please select “No Other Countries Involved” after the last Country indicated.

Personnel Degree Information The Degree Information that populates the R&R Senior/Key Person Profile (Expanded) Form now comes from the DEGREE DETAILS WINDOW.

Proposal Personnel Section → Edit → Degree Info[ It previously was populated from the Person Details window ]

If more than one degree is listed, the most recent degree awarded will be the one that will populate the R&R Senior/Key Person Profile (Expanded) Form.

Enhancement to Citizenship Info Field in Person Details

The “Other” Tab in Person Details Section has a new Lookup Value functionality for the Citizenship Info Field.

Click on the to open the Lookup Values window and select the appropriate Citizenship status for the individual.

Narrative Attachment Rights When uploading Narrative Attachments one has the ability to

assign the following Rights to Users:Read – able to view the attachment onlyModify – able to view and edit the attachmentNone – do not have the rights to view or edit the attachment

In the Add Module Window, upload the attachment as you usually would and thenat the bottom of the window assign the appropriate rights to the users listed.

If a user with “Read” right attempts to edita narrative the following message will appear: “You do not have the rights to modify this narrative.”

If a user with “None” right attempts to edita narrative the following message will appear: “You do not have the rights to modify this narrative,” and if the user attempts to view the narrative the following message will appear:“You do not have the rights to viewthis narrative.”

New Budget Validations

Coeus will now run validations that focus on the Budget details.Within the budget, there is a new menu item; Action. Click Action > Validation Checks.

A sample budget validation is as follows:

We will be building more budget validations, if you have suggestions, please let us know.

All Budget Errors need to be addressed before a budget can be set to “COMPLETE.”

Coeus Subcode UpdatesSubcontract Line Items:There are 6 subcontract line items. The first two, D019400 & D029400 should be used for all sponsors EXCEPT NIH.

The remaining 4 subcontract line items are used for NIH submissions to break out the Direct and Indirect dollars of the Subcontract.

New Fellowship Line Item for Senior Fellow Stipends:Since Senior Fellows need to be budgeted as Personnel a new cost element was created. It is located under f) Trainee / Participants.

New Coeus Cost Element / Subcode Spreadsheet

The Cost Element spreadsheet has been updated to reflect the most current list of Cost Elements / Subcodes in Coeus.

This document details how each Cost Element maps to the Grants.gov forms, if F&A will be applied, Inflation category applied, and Fringe Benefits applied.

See -http://www.research.brown.edu/osp/coeus/PD_Documents/4.4.3_Coeus_CostElements_Subcodes_3_1_11.pdf

Cost Sharing Enhancement

COEUS has a new functionality that allows the user to select whether they wish to include the Cost-shared amounts in the proposal to the Sponsor.

The User has an option to: Submit All Cost Sharing (Default Selection)

(Check Box located in the Budget Summary Tab)

Cost Sharing Enhancement Con’t. Do not Submit any Cost Sharing

(Check Box located in the Budget Summary Tab)

Submit Cost Sharing by Line Item(Check Box located in the Budget Line Item Detail – Go to Items > Edit Details)

Minor Budget Hiccups Currently, in the Personnel Budget Details Window, the Calculate button to calculate the Employee Benefits and MTDC is not working. Once the required information is entered in the Personnel Budget Window, one needs to exit the window in order for the calculation to occur. If you go back into the window, the calculations will display.

This issue will be fixed in COEUS upgrade 4.4.4.

Minor Budget Hiccups Cont.When budgeting salary for Academic Periods, there is an issue that causes an error in the End Date field in the Person Budget Details window in the generated out years. This is a bug with how the system handles the leap year in 2012.

If a proposal has a Personnel line item with an Academic Period End Date of 5/31/yyyyor 6/30/yyyy, the generated remaining Project Periods will have an Academic Period End date of a day before or after the academic end date: i.e. - 5/30 or 6/1 (instead of 5/31).

Please check your out years and make sure that the End Date is reflected correctly.

This issue will be fixed in COEUS upgrade 4.4.4.

Update to YES / NO Questions

The N/A answer option is only available for questions that have a true option for N/A from the sponsor. For an updated listing of YNQ and Explanations, please see this document –http://www.research.brown.edu/osp/coeus/PD_Documents/4.4.3._Sponsor_YNQ.pdf

All other questions have a YES or NO answer option only, therefore avoiding the confusion of how to answer the questions.

Coming Soon! - We will be de-activating NSF related questions from the Yes No Question section since the questions are now part of the Questionnaire.

Issue with viewing Yes No Questions when Proposal is being approved or is submitted

There was a bug introduced in Coeus 4.4.3 which prevents users from opening the Yes No Questions section when the proposal is in “Approval in Progress” or “Submitted” status.

You will receive the following message when you try to access YNQ –

This issue will be fixed in COEUS upgrade 4.4.4.

New Grants.gov Forms

Coeus 4.4.3 has the following new Grants.gov Forms available:

PHS 398 Fellowship Supplemental Form V1-2

PHS 398 Career Development Award Supplemental Form V1-2

Research & Related Budget 10YR

R & R Subaward Budget Attachment(s) Form 10 YR 10 ATT

RR FedNonFed Budget 10YR

Research & Related Subaward Budget (Total Fed + Non-Fed) 10 YR 10 ATT

New Grants.gov Forms Print Order

COEUS 4.4.3 has a new Print Order for the Grants.gov Forms.

The new Print Oder reflectshow the grant application is assembled by the agencyand viewed by the reviewers.

All Forms are in the correct orderexcept the Performance Site Form which currently appears last (should be right after the SF 424 R&R Face Page)

*Note – The order of the attachments will be slightly off while the proposal is in Approval in Progress and In Progress stages. Once the proposal is submitted, the order will be correct.

New PHS 398 Non-Grants.gov Forms The PHS 398 forms havebeen updated in Coeus to matchthe latest version of the formsthat were Revised 6/2009.

Not all the PHS 398 formswere uploaded since Coeus doesnot store personal data or otherpieces required of those forms.Please seehttp://grants.nih.gov/grants/funding/phs398/phs398.html for afull listing of the forms.

*A couple notes about the forms:Form Page 2: Summary, Relevance, Project/Performance Sites…

•does not populate the DUNS number.Form Page 1: Face Page

•does not populate EIN •Degree info comes from the Person Details

NIH PHS 2590 Forms Disabled

The PHS 2590 Forms have been DISABLED inCOEUS 4.4.3

The forms were out of date and will not be updated.

NIH policy mandates the use of the eRA Commons eSNAP module for the submission of progress reports for awards subject to SNAP therefore Paper SNAP Progress Reports (that use PHS 2590 Forms) and no longer accepted for majority of the awards.

Approval E-Mails

The Approval E-Mails now include the Department Number in the Subject line of the E-Mail.

New Roles / Updated Roles Document

There are two new Proposal Development Roles:

BROWN ASSISTANT AGGREGATOR/ VIEW BUDGETBrown Assistant Aggregator/View Budget can modify proposal details and can create and upload proposal narratives and personnel attachments. In addition they can view but not edit thebudget and print the Coeus and Grants.gov budget forms.

PROPOSAL ASSISTANTProposal Assistant is designated to be assigned to a user at the department level. This role is for users who does not create proposals for their departments but will be granted access at the proposal level to work onspecific proposals within the department.

For Details about each Role, see –http://www.research.brown.edu/osp/coeus/PD_Documents/4.4.3_Department_Roles_Rights.pdf

Updated Current and Pending ReportThe Current and Pending Report in 4.4.3 now includes effort % information from the investigator tab.

Proposal Development Record:

• Effort % is the total average of Percentage of Effort Based on 12 Month Salary. (Academic Year, Summer Year, and Calendar Year effort is not tracked in this tab, it is tracked in the budget details.)

Pending Support Report:

Accessing Current and Pending ReportCurrent & Pending reports are located in the Person module. To navigate to that section:

• Click the Departmental menu and click Personnel: Departmental > Personnel.

•Enter the Investigators last name in the Last Name field and click the [ Find ] button. (You can also include First Name to narrow your search results)

• Click Edit > Current & Pending Support to generate the report for the selected individual.

Printing and Saving Current & Pending Reports

The report displays two tabs of information: | Current Support | tab is a listing of Investigator’s active Awards and | Pending Support | tab is a listing of the Investigator’s pending proposals.

Each tab’s results can be printed or downloaded and saved as an Excel spreadsheet.

Printing Current or Pending report: Select the Current Support or the Pending Support . Click on the Print icon or select File > Print from the menu bar to print the report in PDF format.

Saving Current or Pending report: Select the Current Support or the Pending Support . Click on the Save icon or select File > Save as from the menu bar to save the report to your desktop in excel format.

Update to Brown Department Viewer Role – View subcontracts

The Brown Department Viewer Role now has access to the Subcontract information on the Award record.

To access the Subcontract, you must open the Award record and navigate to the Subcontract tab.

Double click in the lower panel on the Subcontract you wish to view.

Searching Accounts in Coeus In Coeus 4.4.3, there is a slight change to the Award Account number field in Coeus. [The Account number is the 5-ledger account number assigned by Brown University that relates to the general ledger.]

Prior to version 4.4.3, you could enter the 6 digit account number into Coeus with no dashes, i.e. – 520124.

Now you must enter an asterisk afterwards, i.e. – 520124*; otherwise you will receive no results.

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