What in the World is Coeus  ? *Why Coeus? *UMB Pilot Applications

1. What in the World is Coeus?*Why Coeus?*UMB Pilot Applications Marjorie Forster Assistant Vice President for Research Office of Research & Development

2. Why Coeus, and why now? • Federal mandate to submit proposal via Grants.gov was big incentive to move forward • Fulfills “wishlist” items at UMB: Coeus facilitates a seamless path of proposal development, electronic routing for approvals, and for Grants.gov applications, system-to-system submission of the proposal

3. Why Coeus? • Process of choosing a system to meet the Federal mandate involved faculty, department administrators, and school and central administration • This team • Identified product must-haves • Reviewed product options (four companies) • Selected Coeus by a clear majority consensus

4. Why Coeus? Satisfies several major must-haves: • Access to system “any time, anywhere” • Electronic routing for internal approvals • System-to-system submission functionality • Security and integrity of data • Ability to track status of application approval and submission • Ideally will help investigators focus on their projects and not on administrative “hassles”

5. Coeus Implementation - where are we today? • Focusing on the first of four Coeus “modules” • Proposal Development (creating, routing and submitting the proposal) • Institute Proposal (management of submitted proposals - status & other data) • Awards (tracking of award transactions) • Subawards (tracking of outgoing subrecipient agreements)

6. Proposal Development - Phase I • Pilot users included 5 faculty from four units • Limited number of proposals for the NIH February and March 2007 deadlines • Working closely with the software creator - MIT - and Coeus Consortium members • UMB is among the first institutions other than MIT to submit system-to-system Grants.gov applications through Coeus

7. Proposal Development - Phase I • Based on the pilot users comments, we have implemented some improvements in the software use and in the support and training systems • Successfully submitted 5 NIH applications • 4 R01s and 1 R21 • Including a Resubmission and a Renewal

8. A BIG THANK YOU to Pilot Users • Dr. Svetlana Chapoval - SOM - Center for Vascular and Inflammatory Diseases • Dr. Susan G. Dorsey - SON - Organizational Systems and Adult Health • Dr. Asaf Keller - SOM - Anatomy/Neurobiology • Dr. Andrea Meredith - SOM - Physiology • Dr. Geoffrey Schoenbaum - SOM - Anatomy/Neurobiology • And their administrators, departments and schools

9. What in the World is Coeus?*Demonstration*Changes and Challenges*Training and Support Janet Simons, Director, Research Administration & Development - ORD Ben DiMolfetta, Consultant, WinMill Software

10. Proposal Development Module • Your proposal is created here • The work to be performed in proposal creation is based on roles and responsibilities within your department

11. Proposal Development Module Steps in proposal creation: • Proposal Record is created • General proposal data is added • Narratives/biosketches are attached • Budget is calculated and included • Proposal is routed for approval

12. Roles/Responsibilities • Aggregator (Principal Investigator and Administrator) • Creates new proposals • Adds “pieces” to the proposal • Adds Budget details • Narrative Writer (PI) • Writes and attaches the project plan • May or may not add other “pieces” • Approver (Chair, Dean’s Office, ORD) • Reviews and approves/rejects the proposal

13. Demonstration • Accessing Coeus via the myUMB portal • Creating a proposal • Proposal data • Budget • Narrative • Printing to an NIH form • Submit for approval - routing maps

14. Access Coeus through the myUMB Portal

16. A new Coeus proposal development record

17. We enter some key data including the Grants.gov funding opportunity number, then we go to the “Action” menu to choose “Grants.gov”

18. Coeus links directly to Grants.gov and finds the program opportunity. (We have linked to a TEST opportunity that NIH and Grants.gov provide for system-to-system testing.)

19. This screen appears after Coeus links to Grants.gov. From here you can link to instructions, add information, review forms, validate for Grants.gov, and check the status of a submitted application.

20. This tab shows the forms that are mandatory for this funding opportunity (an R01 grant), as well as “optional” forms. When you check “include”, that form is included in the information submitted to Grants.gov.

21. The Grants.gov icon indicates that this proposal is now associated with the specific funding opportunity.

22. The PI is entered on the “Investigator” tab and the Key Persons on this tab. Key Persons may be from UMB or from other organizations (subrecipients, consultants)

23. Narratives are uploaded to Coeus. These are pdf documents, as required by NIH

24. We have created a budget for Period 1. Coeus then generates subsequent periods, including an annual inflation increase for most budget items. F&A is also calculated for you by Coeus.

25. When you add personnel to the budget, Coeus calculates for you the percent of institutional base salary, as well as F&A costs (MTDC) and fringe benefits. Disclaimer - we didn’t use real institutional base salaries for these real faculty members. Any resemblance to actual salaries is pure coincidence!

26. Once you have entered the proposal information, you can print the forms as they will appear in your application once it is “assembled” by NIH Commons

27. Proposals will be routed through Coeus for internal approvals. You can view the routing map and find out whether your proposal has been Approved or is “Waiting for Approval”.

28. What we didn’t show you • For NIH Grants.gov submissions, ORD submits directly through Coeus to Grants.gov • Investigators will use Coeus for any kind of application routing - not just for the Grants.gov application that we demonstrated

29. Coeus and PureEdge • No difference in the attachments (Research Plan, etc) • Once you have created a proposal in Coeus, you can copy it to revise, submit to a different sponsor, or submit continuations and renewals. This is generally not possible once a PureEdge application form has been completed.

30. Coeus and PureEdge • Can develop and calculate budgets within Coeus. Eliminates the duplicate data entry of a spreadsheet calculation and re-entry of budget in PureEdge. • Coeus contains pre-populated standard UMB and investigator data - will minimize NIH validation errors

31. The future of “PureEdge” • Grants.gov has now contracted with General Dynamics for system integration services to support Grants.gov, including a transition from PureEdge forms to Adobe forms, which are platform independent • Grants.gov is beginning a “phased deployment” starting this month to move to Adobe forms • NIH will move from PureEdge grant application packets to Adobe forms - no timetable yet • Worst case...some investigators may have to use PureEdge, then Adobe forms, then Coeus

32. Changes from current systems • Routing through Coeus for internal approvals eliminates need for separate routing form • Will be able to check status of routing • System-to-system submissions to Grants.gov • Save trees! Reduces or eliminates need for hard copies of routed proposals

33. Challenges • Like any program, Coeus doesn’t do everything • For example, we can’t submit electronic proposals system-to-system through Coeus to sponsor systems such as Proposal Central, Army or Navy • Coeus does not have an electronic checklist or a “path” to guide you through an application form • “Job Aids” and checklists are being added to the UMB Coeus website to meet this need

34. Coeus Wish List • Coeus users will be able to submit suggestions to improve Coeus, through a dedicated email address • UMB is part of the Coeus Consortium, comprised of institutions that have licensed Coeus. As a Consortium member, UMB submits suggestions that are reviewed and prioritized, and may become part of a future release

35. Training and Support • In class training for new users • Web-based refresher modules • FAQs and other information on Coeus website http://www.umaryland.edu/coeus • Points of contact for help with Coeus

36. What in the World is Coeus?*Next Steps - Coeus campus roll-out Marjorie Forster Assistant Vice President for Research Office of Research & Development

37. Proposal Development -Phase II • Implemented and tested updated release of Coeus • Second group of pilot users for NIH June/July deadlines • Additional PIs will participate from the same SOM units and one additional SON department • In class training is available for this group as well as web-based refresher modules and expert support for help and questions

38. Next steps: roll-out When will you use Coeus? • You will start using Coeus based on the department that you are in • Departments will transition to Coeus based on a schedule that will be finalized soon • Until then, you will continue to route and submit applications according to the established procedures - UMB routing form, hard copies of applications, PureEdge for Grants.gov submission, etc.

39. Next steps: roll-out • Adding more units for the NIH October/November deadlines including • School of Dentistry • School of Law • School of Pharmacy • School of Social Work • Some additional units of School of Medicine

40. Roll-out process • Orientation for each unit • Outline expectations • Identify key faculty submitting applications for the October/November deadlines; additional orientation for these faculty • Work with departments/schools to verify roles and approval routing maps • Ensure that faculty receive training • Faculty/administrators will have support from CITS, ORD and Schools

41. For more information • http://www.umaryland.edu/coeus • http://www.coeus.org/coeus-cons/