Transcript COEUS.ppt

COEUS
Lessons Learned
JHU School of Medicine
Office of Research Administration
February 2007
1
Lessons Learned
(from Feb 5, 2007 RO1 submissions)









1.
2.
3.
4.
5.
6.
7.
8.
9.
Personnel (slides 3-20)
Modular Budgets (slides 21-26)
Budgets w/subcontracts (slides 27-36)
Narrative types (slides 37-42)
Human subject approvals/exemptions (slides 43-47)
Optional forms (slides 48-51)
Other items (slides 52-64)
ORA Submission (slide 65-70)
Revision/Renewal/Copying Proposals (slides 71-78)
2
Lessons Learned
1. Personnel

Proposal Detail Screen –“Investigator tab”


Only the Principal Investigator should be added under
the Investigator tab
Certify investigator
3
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., PI’s from any subawards)
Change “Role” of person
4
5
Manually change the role of Key Persons
6
Lessons Learned
1. Personnel (cont)

“Proposal Detail Screen – “Key Person” tab
“Running Man” Icon OR “Edit” > “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)
7
8
“Double click” on each person row,
Person Detail screen appears
9
10
11
12
13
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
14
15
“Maintain” > “Rolodex”
Or
“Rolodex” Icon
16
17
If Person is unknown, select
“Cancel” >
“Edit” > “Add” OR
“Add” icon
18
Complete Rolodex for non-JHU personnel
19
Click on magnifying glass
to search and change
BOTH items to
733 N. Broadway Street
Type an asterisk * to search
20
Lessons Learned (cont)
2. Modular Budgets



Create detailed budget in Coeus
Check Modular Budget on Summary page
Select > Edit > Modular Budget


Select > sync
Manually input the following:



Direct Costs less Consortium F&A
IDC Base
IDC Cost
21
Check Modular Budget Box
Select “Edit”
Select “Modular Budget”
22
23
24
Coeus “Suggests” the module amount based on
the detailed budget
Manually change the IDC base and Funds Requested
25
26
Lessons Learned (cont)
3. Budgets w/subcontracts
Budget file to send to Sub institution and
checklist is available on ORA website

27
28
Subaward Costs
(1st $25K of sub receives JHU F&A)

If total subaward direct costs are less than $25,000
you will need to create several sub budget lines:



Subaward direct expense up to $25,000


Amount: $23,395
Subaward F&A expense < $25,000


UMD Direct $23,395
UMD F&A $11,318
Amount $1,665
TOTAL OF ABOVE 2 = $25,000
Subaward F&A expense > $25,000

Amount $9,653
29
30
31
32
33
34
35
36
Lessons Learned (cont)
4. Narrative types

R&R Other Project Information Page

6. Project Summary



7. Narrative



Coeus Narrative type: Bibliography
9. Facilities and Other Resources (describe facilities, i.e., lab, clinical, office, computer)


A 2-3 sentence (maximum) lay description of the project
Coeus Narrative type: Narrative
8. Bibliography and References Cited


Abstract of the project (30 lines maximum)
Coeus Narrative type: Project_Summary
Coeus Narrative type: Facilities
10. Equipment (describe equipment available for the projecT)

Coeus Narrative type: Equipment
37
Information
from the
Coeus
Narrative
section
completes
this area on
the SF 424
forms
38
Scientific Section

PHS_ResearchPlan_SpecificAims


PHS_ResearchPlan_BackgroundSignificance


Item #3 on the SF424 Research Plan
PHS_ResearchPlan_ProgressReport


Item #2 on the SF424 Research Plan
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.
39
Information
from the
Coeus
Narrative
section
completes
this area on
the SF 424
forms
40
41
Narratives (Other)

Do not upload


Table of Contents narrative
Checklist
42
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
43
If Human Subjects are involved, you must
include narratives for items 8, 9, 10, 11
44
45
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.
46
For new applications, Select > Pending for Approval
If Exempt, Select > Exempt and
Under Special Review Comments state “E” and the exemption
Number (i.e., E4). No spaces between E and the #.
47
Lessons Learned
6. Optional Forms

Action > Grants.gov > 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


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 your budget is modular, select this optional form.
If PI includes a cover letter requesting assignment, select this optional form.
RR Budget

If you are submitting a detailed budget with costs >$250K, select this
optional form.
48
PureEdge Documents

Required Components:
SF424 (R&R) (Cover component)
Research & Related Project/Performance Site Locations
Research & Related Other Project Information
Research & Related Senior/Key Person
PHS398 Cover Page Supplement
PHS398 Research Plan
PHS398 Checklist

Optional Components:
PHS398 Cover Letter File
PHS398 Modular Budget
Research & Related Budget
Research & Related Subaward Budget Attachment(s) Form
49
50
Action > Grants.gov > Forms tab
Select appropriate optional forms
51
Lessons Learned
7. Other




1. Appendix material
2. Student health insurance
3. Performing Organization Info
4. Validate


5. Other




Action > Grants.gov > Validate
Human subject/Vertebrate animal protocol numbers
Yes/No Questions
Biographical Sketch
6. Application types
52
Lessons Learned
7. Other (cont)

1. Appendix

Edit > Narrative > Select


Narrative Type called: PHS_Appendix
Up to 4 appendices may be loaded.
53
Lessons Learned
7. 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 F&A 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 F&A 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
F&A.

For any new proposals, departments must select the correct cost element.
54
Lessons Learned
7. 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
55
Change the Performing Organization info
Under “Organization” & “Performing Organization”
Use * (asterik) to search under ID
Select “000004”
56
Search ID column with * (asterik)
Select “000004” (SOM Info)
57
58
59
60
61
Lessons Learned
7. Other (cont)

Validate Often

Action > Grants.gov > Validate
62
Second
irst
First complete the Validation checks to be sure all required
Coeus fields are completed.
Second select Grants.Gov to validate in Grants.gov.
63
Lessons Learned
7. 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
64
Lessons Learned
8. ORA Submission

Departmental Submission to ORA



Main Menu > Edit > Submit for Approval
Add comment
Hit “Approve”
65
66
67
Lessons Learned
8. 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).
68
Modular Budget –
(Print out internal budget sectio
File > Print
Select PHS 398
Select Detailed Budget and
Budget Entire > “Print”
69
Non-Modular Budget –
Print all budget periods
To access this screen
Main menu “Action” > “Grants.gov”
Move to “Forms” tab
Select “RR Budget V1-1” > “Print”
70
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_Introduction to Application
71
72
73
74
75
Copy a Proposal


Highlight proposal (in any status)
Select Edit > 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 > Investigator)
Budget – mark as and complete
Check optional forms (Action > Grants.gov > Forms)
If Modular budget (check modular budget on budget detail screen)
76
Coeus Overview

System Access Information, On-line documentation,
Glossary, Icon Cheat Sheet, and Proposal Development
Checklist available.



Getting Help with Coeus
http://prcoeus.johnshopkins.edu/coeus_help/nav/index.htm
In Coeus, select Help> ions Topics
Technical problems with the Coeus system:

email [email protected]

call 410-516-HELP(4357)
77
ORA Website Additions

Visit ORA website for Coeus information:




Narrative type checklist
Today’s presentation
Subcontract budget file to be sent to sub (along
with a checklist of required documents)
How to search for Institute Proposal Numbers
78