COEUS Lessons Learned

1
COEUSLessons Learned
JHU School of MedicineOffice of Research
AdministrationFebruary 2007
2
Lessons Learned (from Feb 5, 2007 RO1
submissions)

• 1. Personnel (slides 3-20)
• 2. Modular Budgets (slides 21-26)
• 3. Budgets w/subcontracts (slides 27-36)
• 4. Narrative types (slides 37-42)
• 5. Human subject approvals/exemptions (slides
  43-47)
• 6. Optional forms (slides 48-51)
• 7. Other items (slides 52-64)
• 8. ORA Submission (slide 65-70)
• 9. Revision/Renewal/Copying Proposals (slides
  71-78)

3
Lessons Learned 1. Personnel

• Proposal Detail Screen Investigator tab
• Only the Principal Investigator should be added
  under the Investigator tab
• Certify investigator

4
Lessons Learned 1. Personnel (cont)

• Proposal Detail Screen Key Person tab
• Add all other key personnel
• Add collaborators/other significant contributors
• Other significant contributors (will not default
  into the senior/key person section of the RR
  budget form. If you want them to appear, you
  must add them to the personnel for line item
  and assign them a effort)
• Add non-JHU Key Persons (i.e., PIs from any
  subawards)
• Change Role of person

5
(No Transcript)
6
Manually change the role of Key Persons
7
Lessons Learned 1. Personnel (cont)

• Proposal Detail Screen Key Person tab
• Running Man Icon OR Edit gt Proposal Persons
• Upload biosketch
• Investigator, key persons, collaborators, other
  signficant contributors
• Change personal info (for this proposal)
• Home unit
• eRA Commons name
• Address
• Add degrees (for this proposal)

8
(No Transcript)
9
Double click on each person row, Person Detail
screen appears
10
(No Transcript)
11
(No Transcript)
12
(No Transcript)
13
(No Transcript)
14
Lessons Learned 1. Personnel (cont)

• Rolodex Entries
• Non-JHU payroll persons
• Create Rolodex
• Rolodex ID assigned
• Rolodex also used for Organization
• Address for performance site

15
(No Transcript)
16
Maintain gt Rolodex Or Rolodex Icon
17
(No Transcript)
18
If Person is unknown, select Cancel gt Edit gt
Add OR Add icon
19
Complete Rolodex for non-JHU personnel
20
Click on magnifying glass to search and change
BOTH items to 733 N. Broadway Street Type an
asterisk to search
21
Lessons Learned (cont)2. Modular Budgets

• Create detailed budget in Coeus
• Check Modular Budget on Summary page
• Select gt Edit gt Modular Budget
• Select gt sync
• Manually input the following
• Direct Costs less Consortium FA
• IDC Base
• IDC Cost

22
Check Modular Budget Box Select Edit Select
Modular Budget
23
(No Transcript)
24
(No Transcript)
25
Coeus Suggests the module amount based on the
detailed budget Manually change the IDC base and
Funds Requested
26
(No Transcript)
27
Lessons Learned (cont) 3. Budgets w/subcontracts

• Budget file to send to Sub institution and
  checklist is available on ORA website

28
(No Transcript)
29
Subaward Costs(1st 25K of sub receives JHU FA)

• If total subaward direct costs are less than
  25,000 you will need to create several sub
  budget lines
• UMD Direct 23,395
• UMD FA 11,318
• Subaward direct expense up to 25,000
• Amount 23,395
• Subaward FA expense lt 25,000
• Amount 1,665TOTAL OF ABOVE 2 25,000
• Subaward FA expense gt 25,000
• Amount 9,653

30
(No Transcript)
31
(No Transcript)
32
(No Transcript)
33
(No Transcript)
34
(No Transcript)
35
(No Transcript)
36
(No Transcript)
37
Lessons Learned (cont)4. Narrative types

• RR Other Project Information Page
• 6. Project Summary
• Abstract of the project (30 lines maximum)
• Coeus Narrative type Project_Summary
• 7. Narrative
• A 2-3 sentence (maximum) lay description of the
  project
• Coeus Narrative type Narrative
• 8. Bibliography and References Cited
• Coeus Narrative type Bibliography
• 9. Facilities and Other Resources (describe
  facilities, i.e., lab, clinical, office,
  computer)
• Coeus Narrative type Facilities
• 10. Equipment (describe equipment available for
  the projecT)
• Coeus Narrative type Equipment

38
Information from the Coeus Narrative section
completes this area on the SF 424 forms
39
Scientific Section

• PHS_ResearchPlan_SpecificAims
• Item 2 on the SF424 Research Plan
• PHS_ResearchPlan_BackgroundSignificance
• Item 3 on the SF424 Research Plan
• PHS_ResearchPlan_ProgressReport
• Item 4 on the SF424 Research Plan (This is the
  Preliminary Study/Progress Report)
• PHS_ResearchPlan_ResearchDesignMethod
• Item 5 on the SF424 Research Plan
• NOTE Create above documents in a word
  processing program to follow page limit
  guidelines (25 pages max), then create separate
  pdf files for each item above.

40
Information from the Coeus Narrative section
completes this area on the SF 424 forms
41
(No Transcript)
42
Narratives (Other)

• Do not upload
• Table of Contents narrative
• Checklist

43
Lessons Learned (cont)5. Human Subjects

• List approval as Pending (even if you have an
  approved protocol.
• If project involves human subjects, include the
  following Narratives
• Target/Planned enrollment table
• Inclusion of women and Minorities
• Inclusion of children
• Protection of Human Subjects

44
If Human Subjects are involved, you must include
narratives for items 8, 9, 10, 11
45
(No Transcript)
46
Lessons Learned (cont) 5. Human Subjects

• If human subjects are Exempt
• Under Special Review Comments Section
• Type the capital letter E and appropriate
  exemption number (i.e., 1, 2, 3, 4).
• No spaces between the capital E and exemption
  number.

47
For new applications, Select gt Pending for
Approval If Exempt, Select gt Exempt and Under
Special Review Comments state E and the
exemption Number (i.e., E4). No spaces between E
and the .
48
Lessons Learned6. Optional Forms

• Action gt Grants.gov gt select Forms tab
• Manually select to include the appropriate
  optional forms for your application.
• Be sure to select the appropriate budget type.
• PHS Modular Budget
• If your budget is modular, select this optional
  form.
• RR Subaward Budget
• Subaward budgets are not required for Modular
  applications at time of submission.
• Non-Modular budgets should include an uploaded
  subaward budget.
• PHS Cover Letter
• If PI includes a cover letter requesting
  assignment, select this optional form.
• RR Budget
• If you are submitting a detailed budget with
  costs gt250K, select this optional form.

49
PureEdge Documents

• Required Components SF424 (RR) (Cover
  component) Research Related Project/Performance
  Site LocationsResearch Related Other Project
  Information Research Related Senior/Key Person
  PHS398 Cover Page Supplement PHS398 Research
  Plan PHS398 Checklist
• Optional Components PHS398 Cover Letter
  FilePHS398 Modular BudgetResearch Related
  BudgetResearch Related Subaward Budget
  Attachment(s) Form

50
(No Transcript)
51
Action gt Grants.gov gt Forms tab Select
appropriate optional forms
52
Lessons Learned7. Other

• 1. Appendix material
• 2. Student health insurance
• 3. Performing Organization Info
• 4. Validate
• Action gt Grants.gov gt Validate
• 5. Other
• Human subject/Vertebrate animal protocol numbers
• Yes/No Questions
• Biographical Sketch
• 6. Application types

53
Lessons Learned7. Other (cont)

• 1. Appendix
• Edit gt Narrative gt Select
• Narrative Type called PHS_Appendix
• Up to 4 appendices may be loaded.

54
Lessons Learned7. Other (cont)

• 2. Student health insurance cost element not
  including IDC.
• To remedy, save your budget, delete this line
  item and add the line item again.
• Old CUFS object Code 4017 (used by the Homewood
  schools for "Student Health Insurance Fee", is
  now Coeus cost element 654012.  This cost element
  is EXCLUDED from the FA base.
•  
• Old CUFS object Code 4150 (used by East Baltimore
  for "Student Health Insurance") is now Coeus cost
  element 960306. This cost element is INCLUDED in
  the FA base.
• For any proposals with a status of "in progress"
  that have use cost element 654012 as Student
  Health Insurance, this line item should be
  deleted, and re-added. 
• For those proposals that went out the door using
  654012, the proposals calculated FA.
•  
• For any new proposals, departments must select
  the correct cost element.

55
Lessons Learned7. Other (cont)

• Proposal Detail Screen
• Organization
• Change to SOM (2 places)
• Make sure eIS questions match the Yes/No
  questions in Coeus
• eIS is not interfaced to Coeus

56
Change the Performing Organization info Under
Organization Performing Organization Use
(asterik) to search under ID Select 000004
57
Search ID column with (asterik) Select 000004
(SOM Info)
58
(No Transcript)
59
(No Transcript)
60
(No Transcript)
61
(No Transcript)
62
Lessons Learned7. Other (cont)

• Validate Often
• Action gt Grants.gov gt Validate

63
Second
First
First complete the Validation checks to be sure
all required Coeus fields are completed. Second
select Grants.Gov to validate in Grants.gov.
64
Lessons Learned7. Other (cont)

• Submission Types
• Resubmission revision, i.e., a revised or
  amended application
• Renewal competing continuation
• Requesting additional funds
• Competes with all other application
• Resubmission an application previously
  submitted but not funded

65
Lessons Learned8. ORA Submission

• Departmental Submission to ORA
• Main Menu gt Edit gt Submit for Approval
• Add comment
• Hit Approve

66
(No Transcript)
67
(No Transcript)
68
Lessons Learned8. ORA Submission (cont)

• Electronic Information Sheet (eIS)
• Printed copy of
• From the Coeus Narrative screen
• a. Project Summary (Abstract)
• b. Budget (see printing budget slide)
• c. Budget justification
• e. Facilities/Equipment
• f. Subcontract paperwork (if applicable)
• Applications containing subcontracts, submit the
  following to ORA
• Printed budget information
• Budget justification
• Sub project summary (workscope/abstract)
• Documentation of sub institutional approval
  (email, letter, etc).

69
Modular Budget (Print out internal budget
sections)
File gt Print Select PHS 398 Select Detailed
Budget and Budget Entire gt Print
70
Non-Modular Budget Print all budget periods To
access this screen Main menu Action gt
Grants.gov Move to Forms tab Select RR
Budget V1-1 gt Print
71
9. Revision/Renewal/Coping

• Proposal Development Module Screen
• Enter Sponsor Proposal Number
• Grant number assigned by NIH (RO1 GM012345).
  Enter GM012345 in the field for Sponsor Proposal
  Number
• Enter the original Institute Proposal record
  number
• Search using magnifying glass
• The last 10 yrs of ReSource records were
  converted and now have a Institute Proposal (IP)
  record number
• Applications using Coeus for submission, creates
  the IP
• Proposals not using Coeus, the eIS creates the IP
  record
• Required Narrative type PHS_ResearchPlan_Introdu
  ction to Application

72
(No Transcript)
73
(No Transcript)
74
(No Transcript)
75
(No Transcript)
76
Copy a Proposal

• Highlight proposal (in any status)
• Select Edit gt Copy proposal
• Budget (final or all versions)
• Narrative
• New Coeus number assigned
• The following items need to be completed for the
  copied proposal
• Obtain Grants.gov logo (Proposal Detail Screen)
• Certify investigator (Proposal Detail Screen gt
  Investigator)
• Budget mark as and complete
• Check optional forms (Action gt Grants.gov gt
  Forms)
• If Modular budget (check modular budget on budget
  detail screen)

77
Coeus Overview
Getting Help with Coeus

• System Access Information, On-line documentation,
  Glossary, Icon Cheat Sheet, and Proposal
  Development Checklist available.
• http//prcoeus.johnshopkins.edu/coeus_help/nav/ind
  ex.htm
• In Coeus, select Helpgt ions Topics
• Technical problems with the Coeus system
• email coeus-help_at_jhu.edu
• call 410-516-HELP(4357)

78
ORA Website Additions

• Visit ORA website for Coeus information
• Narrative type checklist
• Todays presentation
• Subcontract budget file to be sent to sub (along
  with a checklist of required documents)
• How to search for Institute Proposal Numbers