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Proposal Development Coeus Premium™

IS&T Training

Exercise Guide – Day 1

Coeus Premium: Proposal Development - - Coeus Premium 4.3.2


Coeus Premium™: Proposal Development

Exercises for Day 1

LESSON 1: EXERCISE 1 ..................................................................................... 5

NAVIGATE A PROPOSAL IN PROGRESS .................................................................... 5

LESSON 2: EXERCISE 1 ..................................................................................... 7

CREATE A NEW PROPOSAL .................................................................................... 7

LESSON 2: EXERCISE 2 ................................................................................... 13

COMPLETE PROPOSAL DETAILS.......................................................................... 13R

LESSON 3: EXERCISE 1 ................................................................................... 22

ASSIGN PROPOSAL ROLES .................................................................................. 22

LESSON 4: EXERCISE 1 ................................................................................... 25

UPLOAD THE PROPOSAL NARRATIVE..................................................................... 25

COPYRIGHT © 2009 BY MASSACHUSETTS INSTITUTE OF TECHNOLOGY. ALL RIGHTS RESERVED.


Lesson 1: Exercise 1 NAVIGATE A PROPOSAL IN PROGRESS

INTRODUCTION Coeus Premium allows you to open a proposal with View only access, if you have been granted a proposal role.

SCENARIO

In this exercise, you will use the Coeus Premium Proposal Development module to search for and view a proposal that is In Progress. Use the information and steps below:

Navigate a Proposal In Progress

1. Select Maintain > Proposal Development to search for a proposal in progress or click

on the Maintain Proposal Development button .

2. The Select Development Proposal search window will open automatically. If you are

already in the Proposal Development Module, or closed the search window, click on the

Search for Proposal button .

Data

Investigator Haskell*

Proposal Type New


3. Enter search terms in the appropriate fields within one row and click the Find button.

4. The Development Proposal List will display the proposals that match your search criteria.

5. To open the proposal in View-only mode, double-click on the proposal title on the Development Proposal List window.

Search

Fields


Lesson 2: Exercise 1 CREATE A NEW PROPOSAL

INTRODUCTION To start a New Proposal in Coeus Premium, you need to have the following:

Coeus Proposal Creator role in your PI’s Lead Unit

Identify the Principal Investigator (PI)

Identify the opportunity (CFDA number or Funding Opportunity number) for Grants.Gov submissions

Print and read the sponsor’s opportunity instructions

SCENARIO

In this scenario, you have identified your opportunity, read the instructions, and are ready to start the proposal. You will enter the basic details of your proposal and link the proposal to Grants.Gov. The data you enter will start to populate the Grants.Gov forms.

Create a New Proposal 1. Select Maintain > Proposal Development or click the Maintain Proposal Development

button .

2. Close the proposal search window by clicking the Cancel button to begin creating a new proposal.

3. Select Edit > New Proposal or click the Add a new Proposal button .

4. The Proposal Details window will appear and the next available proposal number in sequence will be assigned to the proposal.

The Proposal Details window is comprised of eight panels signified by tabs. Much of the information provided in these panels will be used to populate fields in the forms required for your particular funding opportunity.

By creating a new proposal, you are automatically assigned the role of Aggregator. In this exercise, you are tasked with creating a new proposal, and supplying a minimal amount of information before saving the proposal and allowing others to collaborate on completion of the proposal.


Proposal Panel The first tab in the Proposal Details window will contain the basic information about the project. Use the information and steps below to complete the Proposal panel:

1. Enter the basic details of the proposal, including Start Date, End Date, Title, Activity Type, Notice of Opportunity and Proposal Type.

Data

Title Theobromine and its effect of Dopamine production

Start Date 1/01/2011

End Date 12/31/2013

Proposal Type New

Activity Type Organized Research

NSF Code F.02.: Biological – Life Sciences

Sponsor NIH

Notice of Opportunity Federal Solicitation

Funding Opportunity Number.

PA-07-070

Subcontract


2. Select the NSF Code as specified by the Principal Investigator. The NSF Code is used to report research expenditures to the federal government and is one factor in the national ranking of colleges and universities that is published in US News and World Report, as well as other journals.

3. To enter the Sponsor, click the search button next to the textbox and search by Sponsor Name or Acronym (Acronym: NIH).

4. Prime Sponsor (*only used if you are preparing to submit as a sub-awardee, not a direct submission to Grants.Gov) Otherwise, leave Prime Sponsor blank.

5. Check the Subcontract checkbox if this proposal will include a sub-award.

6. If you are submitting to Grants.Gov, enter the CFDA No. or Funding Opportunity No.

7. You have entered the data required for saving a proposal, select File > Save or click the Save button .

ADDITIONAL INFORMATION:

Data entered in the Sponsor field should be the sponsor that is providing funds to MIT. If MIT is the subcontractor for the proposal, then the institute for which you are submitting your proposal is your Sponsor and the Prime Sponsor is the agency providing the funds to that sponsor. For Grants.Gov submissions the Sponsor must be a Federal sponsor; you will not be able to link a non-federal sponsor proposal to Grants.Gov.

Note: If you are submitting a proposal to Grants.Gov, you should make the Grants.Gov system-to-system connection as soon as you have entered Funding Opportunity No* or CFDA No. The Funding Opportunity or CFDA number field connects your proposal to the Grants.Gov system and is required to submit the proposal via Grants.Gov.* * Some sponsors, such as NIH, use multiple CFDA numbers per opportunity. If your search does not locate an opportunity by the CFDA number, try inserting the Funding Opportunity Number only, and search again.


Grants.Gov Link If you are submitting a proposal to Grants.Gov, you will connect to the Grants.Gov server to retrieve information regarding the funding opportunity associated with the Funding Opportunity Number or CFDA Number you entered on the Proposal panel.

1. Select Action > Grants.Gov.

2. The Select an Opportunity window will display information for funding opportunities corresponding to the Program Number previously specified.

3. The Program Number for this example has only one associated opportunity. It is highlighted by default.

4. Click the OK button.

Once you have chosen your funding opportunity, the Grants.Gov Submission Details window displays vital information regarding that opportunity, such as the opening and closing date and links to the specific instructions, provided by the sponsor, for completing the proposal.


5. Click the Instructions Page link to access and read requirements for submitting a proposal for the selected opportunity.

The following options appear in the “Grants.Gov Submission Details” window:

Select Opportunity: You realized that you made a mistake and would like to select another opportunity listed under the same CFDA.

Delete Opportunity: If you realize you need a completely different opportunity, or to remove the link to Grants.Gov.

Validate: You must validate your proposal against Grants.Gov before submitting for approval.

Save: Preserve the selected opportunity, optional forms checked to include, and other options you selected.

Print: You can Print forms and view the data that has been entered, and uploaded attachments.

Close: Close the “Grants.Gov Submission Details” window.

Instructions: Click to access instructions for the selected opportunity. Note go to the Sponsor’s website to get complete and current instructions


The Grants.Gov Submission Details window will also display all of the forms available within Coeus for completing the proposal.

1. Click the Forms tab to view the forms required for completing the proposal.

2. Verify that all mandatory forms for your funding opportunity are marked as Available within Coeus.

3. Click the Include checkbox to include a form that is not mandatory. In this example, include forms RR Budget V1.1 and RR SubAward Budget V1.2.

4. Click Save.

5. Click the Close button to return to the prior Coeus window.

6. Click the Save button .

Note: If a form is listed as Mandatory but labeled Not Available within Coeus, contact your OSP representative and [email protected] for assistance.

Note: You have officially started your first proposal in Coeus Premium.

Availability status


Lesson 2: Exercise 2 COMPLETE PROPOSAL DETAILS

INTRODUCTION Once you have entered the elements required to save a proposal, and linked it to Grants.Gov, you can enter the remaining proposal details.

SCENARIO

For this scenario, you will complete the Organization, Mail Info, Investigator, Key Person, and Special Review panels.

Organization Panel The Organization panel contains the official contacts for MIT and other sites involved in the project. The Proposal Organization and Performing Organization default to MIT.

For this example, Harvard School of Public Health is the Other Organization where sub-award work will take place. To add this location, use the information below:

Data

Other Organization Harvard School of Public Health

1. Click on the Organization tab.

2. Click the Add button.

3. From the Type drop-down menu, select Other Organization.

4. Click Find. The Organization Search window will appear.

5. Enter all or part the name of the organization in the Name cell. For this example, enter *public health and click Find.

6. Select the organization from the result list and click OK. The name of the organization will display in the Location field and the address will display in the Address/Contact section.

7. Click Add District and enter the Congressional District MA-008.


8. Select File > Save in the main menu or click the Save button in the toolbar.

Note: To add a location to the Coeus Organization Table or Rolodex, contact Coeus help ([email protected]). The official organization name will publish to the Grants.Gov form: RR Other Performance Site.

Adding and Editing Locations


Mailing Info panel The Mailing Info panel is where you enter deadline information as well as proposal delivery information. It is important that you add the proposal deadline date. This date is used to prioritize your proposal when routed through the internal approval process. Be sure to indicate if this date is a postmark or receipt date.

For this example, the deadline will be November 7, 2010. Enter the mailing and deadline information by following the data below:

Data

Deadline Date 11/07/2010

Deadline Type Receipt

Mail By OSP

Type Electronic

1. Click the Mailing Info tab.

2. In the Deadline section, enter a valid value e.g. "11/07/2010" in the Date field.

3. Click the Receipt option.

4. In the Mail By section, select OSP.

5. Since this proposal will be submitted electronically, select Electronic in the Type section.


Investigator Panel The Investigator panel is where the Principal Investigator and Co-Investigators are specified. Only one individual may be checked as the PI. In the case of a Multiple PI project, only the contact PI should have the PI option checked.

In this example, Edward Haskell is the Principal Investigator. Using the information below, enter the Principal Investigator:

Data

Person Name Edward Haskell

PI (indicating contact PI)

1. Select the Investigator tab.

2. Click the Add button and a blank field will display (PI is checked by default for the first Investigator entered).

3. Click the Find Person button.

The Person Search window appears. You will notice there are multiple options to search by name, email, department, etc. For this exercise, you will search by Last Name.

4. In the User Name cell, enter Haskell* and click the Find button.

5. Click the Haskell, Edward cell from the several records that match your criteria.

6. Click the OK button.

7. The selected record is added to the Investigator Panel. The Faculty checkbox is checked indication Edward is a member of the Institute’s Faculty.

8. Click the Lead checkbox for Center for Coeus Training near the bottom of the screen. A lead unit must be specified for the Principal Investigator.

Note: Units listed for each Investigator will be included in the routing for approval process. If you are certain that a specific unit does not need to be involved in the approval process, you may delete the Unit.


Add a Co-Investigator

Continue the exercise by adding a non-MIT person, Violet Rutherford, as a Co-Investigator. Use the information below:

Data

Person Name Violet Rutherford

Role Co-Investigator

1. Continue working in the Investigator tab.

2. Click the Find Rolodex button to locate persons not employed by MIT. The Rolodex Search window will appear.

3. In the Last Name cell, enter rutherford and click Find.

4. Select Rutherford, Violet, and then click OK.

5. Check the Multi PI checkbox.

6. Add a Unit Number for non-MIT Investigators. Click Find Unit. Enter *coeus* in the Unit Name field and click Find. 150001 Center for Coeus Training will display as the unit.


Certify Investigators Principal Investigators and Co-Investigators must be certified. Complete the certification process for Edward Haskell and Violet Rutherford using the steps below:

1. Select the name of the Investigator, and then click the Certify button.

2. You are presented with a list of compliance questions to answer. Answer each question by choosing the appropriate button. Answers to the certification questions may vary from the example given in this exercise.

3. Click the Yes or No radio buttons to indicate the appropriate response. Enter the responses below:

1. Click the No option (Z1).



4. Click the No option (H4).

5. To view the entire question (P1), click More, then Cancel to close the window.

6. Click the Yes option (P1)

7. Click the No option (P2).

8. Click the Yes option (P3).



11. Click the Yes option (P6).

4. Once you have answered all of the questions, click OK and click the Save button .


Key Person panel The Key Person panel is where you list individuals who will contribute in a substantive way to the scientific development or execution of the project whether or not they receive compensation from the grant supporting that project. This is NOT the place to list those persons who will be hired or named once the project is funded.

There are two separate data sets you can search to add people to your proposal:

Person Table: Click the Find Person button to search for MIT faculty and staff.

Rolodex: Click the Find Rolodex button to search for all known investigators who are not MIT faculty and staff. To add a participant to the Coeus database, you must contact Coeus help ([email protected]).

In this exercise, add Theodore Cleaver, an MIT employee, as a Key Person to this proposal using the information below:

Data

Person Name Theodore Cleaver

Role PostDoctoral Associate

1. Click the Key Person tab.

2. Click the Find Person button. The Person Search window will appear.

3. In the Last Name cell, enter cleaver*.

4. Click the Find button.

5. Select the Cleaver, Theodore cell and click OK.

6. The selected record is added at once to the Key Person Panel.

Note: People added to the Key Person panel from the Person table (using the Find

Person button) will have their role imported from the MIT HR records system. The role will correspond to the person's official job title at MIT. If you need to change the role in Coeus to match the role this person is playing with respect to the proposal, simply enter the correct role for your key person by typing in the Role text box.


Special Review panel The Special Review panel is used to record information regarding research that requires special review, or approval. You will need to choose a special review category (Human Subjects, Vertebrate Animals etc.) as well as an approval option for that selection. If your approval is approved, you will need to supply the application date or the approval date as applicable.

For this example, you will be using animals in your research. Using the following information, enter special review data:

Data

Special Review Type Animal Usage

Approval Status Pending

Comment 2 chimpanzees. Chocolate taste-test subjects.

1. Click the Special Review tab.

2. Click the Add button, and a blank field will display.

3. From the Special Review drop-down menu select Animal Usage.

4. From the Approval drop-down menu, select Pending.

If you would like to enter comments, you may do so in the Special Review Comments field.

5. Enter a valid value e.g. "2 chimpanzees. Chocolate taste-test subjects."



Science Code panel Not currently in use at MIT.

Other panel Contains NSPIRES user name field, which is not required for this NIH submission.

Save and Close your proposal You may wish to save your proposal at this point.


2. Close the Proposal Details window .

3. Close Development Proposal List window .

Note: You have completed the Details for your Proposal.


Lesson 3: Exercise 1 ASSIGN PROPOSAL ROLES

INTRODUCTION Other Coeus users can assist you with the preparation of your proposal. You can allow others full access to edit all sections of your proposal, limit their role to edit the budget or narrative, or to view the proposal.

Note: To add users to your proposal roles, they must have a Coeus user ID. Contact [email protected] to establish authorizations. There are 5 Proposal roles:

Aggregator: can edit all aspects of the proposal

Approver: the list of approvers will display after submitting for approval

Budget Creator: can create and edit Budgets, can edit Details, and can view Attachments

Narrative Writer: can create and edit Uploaded Attachments, can edit Details, and can view Budget

Viewer: can only view the proposal; cannot edit

SCENARIO

For this scenario, you will open the proposal you created in previous exercises for modification and grant Aggregator rights to an MIT employee in the Coeus Training unit. Use the following information and complete the steps below:


Open your proposal in progress Use the information and steps below to locate and open your proposal to upload/attach a narrative:

1. Select Maintain > Proposal Development or click the Maintain Proposal Development

button to open the proposal for modification.

2. The Select Development Proposal search window will appear.

3. Enter theo* in the Title field and click the Find button.

4. The Development Proposal List will display proposals that match the search criteria.

5. Click once to highlight the proposal with the Title “Theobromine and its effect on Dopamine production.”

6. Click the Modify Selected Proposal button to open the proposal for modification.

Assign Proposal Roles Use the information and steps below to locate and open your proposal to upload/attach a narrative:

Data

Name Larry Mondello

Proposal Role Aggregator

1. Select Edit > Proposal Roles from the main menu or click the Proposal Roles button.

2. The Proposal Roles window will display. In the left Users section, active Coeus users for your unit are listed. The right Roles section shows existing role assignments.

Data

Title theo*


3. Click and hold the cursor on Larry Mondello’s name in the Users section, and slide it across to Aggregator role in the Roles section on the right hand side and release the mouse button.

Note: If the person’s name is NOT displayed on the User panel, you can search for existing Coeus users by clicking the Users button. Search for the user by last name in the User Name field i.e., Johnson* (which will search for all Coeus users with the last name Johnson). If the person’s name cannot be found, contact your OSP representative.

4. To remove a person from an assigned role, click and hold the cursor on the person’s name in the Roles section, drag it to the Trash icon and release the mouse button.

5. Click the Save button.

Note: You have added a new Role to your Proposal.

Delete user access by

dragging the name to the Trash icon.


Lesson 4: Exercise 1 UPLOAD THE PROPOSAL NARRATIVE

INTRODUCTION The narrative section has undergone key process and content change due to the Federal government mandate.

Read the sponsor instructions carefully for narrative guidelines, including format and length.

Recommendations for NIH:

First: Create the Science as one document

Second: Divide the document into different sections

Create a PDF for each section

Upload each section to Coeus

SCENARIO

For this scenario, you will create a narrative module, upload a PDF file, and mark the narrative modules as complete.

Attaching a Narrative Document Coeus allows you to attach documents to your proposal from your computer desktop. Attach Adobe PDF, Microsoft Word, or the file format as specified in the sponsor instructions for your opportunity. The Narrative Types are derived from Grants.Gov requirements.

Attaching proposal narratives is a two-part process:

Add a Narrative Module

Attach a narrative document to the Narrative Module


For this exercise, you will be attaching a narrative document to the open proposal using the information below:

Data

Upload Proposal Attachments PHS_ResPlan_ResearchDesignMethods

File to Attach PHS_Design_Methods.pdf

Access the “Narrative for Proposal” window

1. Select Edit > Narrative from the main menu or click the Proposal Narrative button The Narrative for Proposal window will appear.

NOTE: Remember to upload the final documents not drafts. Once a document is uploaded it cannot be edited, it can only be removed, and a new document needs to be uploaded.

Add a Narrative Module

1. Click the Add module button .

2. From the Narrative Type drop-down menu, select PHS_ResPlan_ResearchDesignMethods.

3. In the Module Title field, type Research_Design_Methods.

4. Click the Upload button. Navigate to the Coeus class folder on your workstation. Select the PHS_Design_Methods.pdf document and click the Open button.

5. Click the View button to verify that the file is attached and can be opened from Coeus.

6. Select Complete from the Status drop-down menu to indicate the narrative file has been uploaded and is complete.

7. Click the OK button. The Narrative module will now show a PDF icon and the list the status as complete. Close the Narrative for Proposal and Proposal Details window .


Note: To submit this proposal for approval, all narratives must be attached, viewed, and marked Complete.

Note: Your Narrative document is now attached to the proposal and marked Complete.

Log out of Coeus

1. Select File > Exit or click the Exit button .

2. Click Yes to confirm your decision to exit Coeus.

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