FastFacts Feature Presentation

1. FastFactsFeature Presentation January 30, 2009 • We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500

2. Today’s Topic We’ll be taking a look at… Coeus Premium User Interface Upgrade

3. Today’s Presenter Tim SchleicherDirector of Office of Research Information Systems

4. Session Segments Presentation Tim will address the Coeus Premium user interface upgrade. During Tim’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Tim will answer as many of your questions as time allows.

5. Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Survey Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Coeus Upgrade Premium User Interface

8. Agenda Today we will cover: • Brief review of the upgrade path to Coeus 4.3.2 • Coeus Premium screen changes and new functionality related to the upgrade from Coeus 4.2.4 to Coeus 4.3.2 • Brief review of what’s coming in 4.3.3 and 4.4.0

9. Upgrade from Coeus 4.2.4

10. Proposal Development List NEW: Multiple proposal development records open in EDIT mode.

11. Proposal Tab Coeus 4.2.4 Coeus 4.3.2 Email Icon New tab for OTHER Anticipated Award Type

12. Grants.gov Submission Details Window Coeus 4.2.4 Coeus 4.3.2 You can now submit to either the 2006 or 2007 Grants.gov servers. 2006 - PureEdge form submissions 2007 - Adobe form submissions.

13. Organization Tab Coeus 4.2.4 Coeus 4.3.2

14. Investigator Tab Coeus 4.2.4 Coeus 4.3.2 • NEW Multi-PI check box introduced • Name ALL investigators on the investigator tab. • Use Multi-PI checkbox to indicate if you are submitting a Multi-PI proposal. NEW fields available to capture academic, summer, and calendar effort. Note: These values are not system calculated and are merely informational.

15. New OTHER Tab Other tab - exclusively used to capture AOR NSPIRES User Name • AOR - Authorized Organizational Representative • NSPIRES - NASA Solicitation and Proposal Integrated Review and Evaluation System (similar to NIH’s eRA Commons)

16. Proposal Personnel Coeus 4.2.4 Coeus 4.3.2 NEW – Only one icon to upload files. Also, now captures time-stamp information to assist with identifying documents.

17. Degree Details Coeus 4.2.4 Coeus 4.3.2 NEW - Just enter the YEAR!

18. Person Details Coeus 4.2.4 Coeus 4.3.2 • More data fields are visible. • Not yet determined if these fields will be editable at the proposal level. • Note: New field for Salary Anniversary Date.

19. Abstract Module Coeus 4.2.4 Coeus 4.3.2 • NEW tab for Relevance • The majority of these tabs are used when printing your proposal on the NIH PHS 398 form set. • Relevance is a new section of Form page 2. • Also note we capture timestamp of last update.

20. YNQ Module Coeus 4.2.4 Coeus 4.3.2 Two new questions added. Also NEW - SAVE without answering all questions in one sitting Note - All questions must be answered before proposal can be submitted for approvals.

21. Adjust Period Boundaries NEW - If your change the start and end dates on the proposal details tab, when you edit your budget, you’ll be asked if you want to Adjust the budget to the new time period.

22. Adjust Period Boundaries, cont NEW - Notice the dates in the header have been changed, but to confirm the new budget periods, select the OK button.

23. Adjust Period Boundaries, cont Be sure to sync the Proposal rates with the current Institutional Rates.

24. Budget Summary Window • NEW - Ability to set a Total Direct Cost limit. • Functions exactly as Total Cost limit, except only considers direct costs. • Use the On/Off campus setting to make ALL costs for the budget off campus. Coeus 4.2.4 Coeus 4.3.2

25. Budget Period Coeus 4.2.4 Coeus 4.3.2 • NEW - Direct Cost limit field available for the individual budget periods • Useful when syncing for modular budgets.

26. Budget Persons Coeus 4.2.4 Coeus 4.3.2 • NEW - Salary Anniversary Date field. • Feature is turned off, but working with HopkinsOne to change the interface from SAP HR to add this data. • Note - Some button labels are renamed and added a new one for TBAs. • TBA feature can be used in place of searching for TBA records in the person table.

27. Personnel Budget Details Coeus 4.2.4 Coeus 4.3.2 Now only view budget persons who can be paid from the cost element (in lieu of viewing everyone).

28. Subaward File Upload Coeus 4.2.4 Coeus 4.3.2 Old - “Coeus specific” PureEgde forms NEW - Use the RR_Budget_A-V1.1 PDF form which can be downloaded from the Grants.gov FOA application package.

29. Narratives Coeus 4.2.4 Coeus 4.3.2 NEW - Single icon for uploading narratives. NEW - Upload button directly on the narrative type.

30. Proposal Routing Window Coeus 4.2.4 Coeus 4.3.2 • NEW – We’re now keeping a history of routing. • You also have the ability to upload attachments during the review • Think about uploading the Investigator Certifications, Dean’s approval for cost-sharing, etc

31. Email Notification • NEW - email notification engine inside of Coeus. • Will function similar to other email engines, but the message will contain a link to the proposal development record you are working on.

32. What’s coming with 4.3.3/4.4.0 • New web service to allow search for G.G funding opportunities (without having to first create a proposal development record) • Ability to submit NIH “K” applications • Single line item budgeting for Subawards • Budget validation rules will be checked when marking the budget complete (currently, these are not checked until you submit for approval). • Ability to edit the Performance Site information for G.G form (currently defaults to address for Research Administration) • Ability to upload documents to the Negotiations module • Last update and last update user timestamp on the Subcontract Module • Reporting Engine - ability to run reports inside of Coeus (Pending by Department, Awarded/Active by Investigator, etc).

33. Conclusion Today we covered: The migration path to bring JHU to the latest version of Coeus. Screen changes and new functionality. What’s ahead for Coeus 4.3.3 and 4.4.0

34. Resources To sign up for an Instructor lead course, visit the Human Resource website http://training.jhu.edu/html/Main/default.asp and log into myLearning@JohnsHopkinsday To access the Coeus Premium Proposal Development user guide, visit our Help and Tutorial website http://jhuresearch.jhu.edu/COEUS/user_guides.htm and select Coeus Premium under the Proposal Development heading As always, contact coeus-help@jhu.edu if you need assistance with Coeus.

35. We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

36. Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

37. Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!