Coeus Proposal
Development
Training Programs
Kyle Burkhardt (Princeton)
Claire King (Drexel)
Ellen Morthole (Johns Hopkins)
Jennifer Quinn (Brown)
Ron Schultz (Johns Hopkins)
Dave Usher (RF-SUNY)
Princeton and Coeus
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Using Coeus since 1998
4.4.3 in production
Using almost all modules
Mostly premium
Princeton Coeus Users
• Academic department users
• Administrative users
• Faculty members
– Approvals only
Premium Hands-on Courses
• Searching basics class, 2.5 hours
– What is Coeus? What is the process?
– Searching Proposal Development, IP, award, subs
– Using inbox, rolodex, sponsor
• Proposal Development class, 1 hr 45 min
– Everything except the budget and s2s
• Budget class, 2.5 hours
– Award rebudget
– Proposal Development detailed budgets
More hands-on classes
• s2s Grants.gov training
– 2.5 hour class
• Proposal hierarchy
– 1 hr 45 min
• Upgrade classes as needed
Lite hands-on courses
• Lite courses
– Proposal basics
– Budget
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Let them take the classes over and over again
Slides for every class
Teach every 4-8 weeks as needed
Sometimes one-on-one training
User is added before training
Trained in separate Coeus training db
Training Classroom
12 computers
Giveaways and food, sometimes
Instructor machine in back of the room
Coeus clicks and tricks
– Part of “Coffee with ORPA” series
– Up to 30 people
– 1 hour class
– Multiple choice questions
– Use iClickers to anonymously answer
Challenges
• Fear
• Mistrust of the software
• Lite
Coeus at Drexel
• Started using Coeus in 2009 with 4.3.2
• November 2010/2011 Dept-by-dept rollout
with 4.4.2
• Testing 4.4.3 on Drexel Dev Server
Modules Used
• Premium
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Award
Institute Proposal
Proposal Development and Submission (S2S)
Negotiation
• Lite
– Full Proposal Development
• Approvals
• Budgets
• S2S Submissions
– IRB in Testing
– COI in Testing
Faculty and Administration
COEUS Lite – Buy-in
• Two Committees
– Business Process Discovery
• Administration and Faculty Co-Chaired
• Membership from all levels and Departments of the
Drexel Community
• Develop workflow and business rules
• Select and Manage Pilot Groups
– Executive Steering
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Administration and Faculty Co-Chaired
Executive Level Membership (Dean’s and VP’s)
Address Strategic Rollout Issues
Select Departments for Soft Rollout
Soft Rollout
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Pre-Award Administrator Training
Department Administrator Training
Department Wide Training
Individualized Training
Coeus Training
Kuali-Coeus User Conference
Austin, Texas: 2011
Ellen Morthole & Ron Schultz
JHU Coeus History and Statistics
1998:
JHU buys license for Coeus sometime prior to 1998…
2003:
Decision to implement Coeus as a solution to grants management in
conjunction with planned implementation of SAP financial management system.
2006:
JHU is live with Coeus Proposal Development and Institute Proposal
modules, in response to NIH Grants.gov requirement.
2007:
“New” implementation to work with SAP implementation.
Office of Research Information Systems created to support development,
implementation and training related to Coeus.
2010:
March: Required use of Coeus for all proposals to accommodate internal routing.
October upgrade to Coeus 4.4.3.
JHU Coeus History and Statistics
Active User Accounts: 1,982
Typical Coeus Usage Per Day: 220 unique logins
S2S Submissions Per Year: 2011:
470 (to date)
2010: 1,579
2009: 1,257
2008:
691
2007:
599
Training Tools at JHU
Coeus-help@jhu.edu:
urgent help for functional and technical issues.
Coeus User Guides Website:
self-help and teaching, as well as important resources.
Coeus Training Classes:
instructor led, hands-0n training; proposal development from initiation to
submission.
Informal Meetings:
light training, problem discussion and solving in users’ local environment.
Training Tool #1
Coeus-help@jhu.edu
• Focus on rapid response to users: usually
under five minutes
Response types:
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Step by step instructions composed “free hand.”
“Standard answers” from help file.
Screen shots using snag-it.
Location of and in guide.
Streaming Sessions using Bomgar to walk them through the process.
Training Tool #1
Coeus-help@jhu.edu
“Free hand” response: Goal is to set up positive
relationship between User, Coeus, and ORIS staff.
Users often in “Crisis”: want them to be secure that help
is available right away, even while moving toward
users’ independence.
– Make an effort to be cordial
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Good morning/afternoon
Use name
Watch tone
Be clear, succinct
Training Tool #1
Coeus-help@jhu.edu
Standard Answers: Goal is to increase speed of response.
Email folders allow rapid reference to
typical questions/information.
• Cut and paste from file
• Use information to compose free
hand.
Training Tool #1
Coeus-help@jhu.edu
Screen Shots: Goal is to clarify in their own environment.
Snag-it makes quick work of copying
an image from their proposal.
We also snag from the user guide to
show them where the information is.
Training Tool #1
Coeus-help@jhu.edu
Streaming Sessions: Goal is to diagnose a problem and/or
walk user through a process.
Allows shared view/control of user’s
computer.
• Can see what the user is doing.
• Can direct them through process.
• Can take control and show them.
Training Tool #2
Coeus User Guides Website
Training Tool #2
Coeus User Guides Website
Full User Guide
Training Tool #2
Coeus User Guides Website
Point and Click User Guide
More informal tone:
Training Tool #2
Coeus User Guides Website
Video Tutorials
Training Tool #2
Coeus User Guides Website
User Resources
We spend time in class explaining some of these, especially the System to
System Forms User Guide.
Training Tool #2
Coeus User Guides Website
Other Information
We reference the other areas in class, but don’t spend much time on these. Mention
mainly so users know the breadth of information available to them.
Training Tool #3
Coeus Training Classes
Students register through on-line service: Learning Solutions
Classes are hands-on in the computer labs: 10 students maximum.
Classes are generally three hours long:
•Coeus Premium Proposal Development
•Coeus Premium Budget Development
•Coeus Lite Proposal Development
•Coeus Lite Budget Development
•Coeus Award
•Coeus Proposal Hierarchy
Premium and Lite classes are each offered about twice a month in day-long
sessions: once at Homewood, once at the Hospital.
Training Tool #3
Coeus Training Classes
Classroom materials include a hard copy of the Training Guide – excerpt from full
user guide and a graphic to simplify budgeting subcontracts.
Classroom demographics:
• New hires
• Rusty users
• Some departments require current users to have training to catch
upgrade info/tricks.
No limits to numbers of times people may come to training.
Training Tool #3
Coeus Training Classes
LITE:
Class descriptions suggest new users take CoeusLite classes before Premium.
Classroom topics in CoeusLite that differ from Premium:
Review handout: “What must be completed in Premium?”
Ability of PI to view PD in CoeusLite without roles.
Poor location of Public Message Box.
Ease with which:
YNQ and RCQ are answered
Narrative Attachments are uploaded
Budget Persons are processed
Budget Categories are completed
Training Tool #3
Coeus Training Classes
Informal Training Opportunities:
Director, Tim Schleicher
• Quarterly meetings with Medicine Department Administrators.
• Department Demonstrations as requested (usually Lite, faculty attendees).
These are usually two hours and cover development and budgeting.
• Lunch discussions; more like a Q&A for departmental personnel.
Proposal Development Training Programs
KUALI / COEUS User Conference ~ March 28, 2011
Brown
A Little about Coeus @ Brown
 April 2006 – Coeus is implemented
– All Proposal, Award, & Sub Award activity logged into Coeus ~
official source of University Sponsored Project activity.
 May 2008 – Proposal Development is rolled out to 3
departments as a Pilot
– Ironed out many business processes
 January 2009 – March 2011 – 29 Departments using Coeus
 83 Departmental Administrators
 295 Investigators / Approvers are set up / not all faculty using Coeus
 27 OSP / Research Admin staff
Proposal Development Stats
# of
Submissions
• 1,570 Proposals developed, routed, and approved.
• 519 Proposals submitted to Grants.gov
Agencies
submitted to
via S2S
• National Institute of Health - Institutes
• National Science Foundation
• Agency for Health care Research and Quality
• Department of Defense ( including Navy)
• Department of Energy
Types of
Submissions
• NIH - R01, R03, R13, R21, R34, R36
• Training - T / Fellowships – F31
• Career
• Subcontracts
• Revised Budgets
Flash back to 2008 – The Training Plan
Outlining the Plan
Scoping the Class
Sessions
Many word documents and
excel spreadsheets were
created to refine the plan!
Defining Training Groups
Things to Consider in your Training Plan
TRAINING GROUPS
• Who will you be training?
– Sponsored Projects Staff
– Departmental Managers
and Users
– Faculty
– Departmental Chairs /
Directors
• Size of your training group
TRAINING CLASS STRUCTURE
• How will you define your
class modules?
– By Training Group
– By Roles
– By Workflow Process
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How will you conduct the
training session
Things to Consider in your Training Plan
SCOPE / STYLE of CLASSES
TRAINING SESSIONS & SCHEDULE
• Defining how to break out
the classes
• What topics will be in each
class
• Hands-on / Lecture / Online
• Exercises
• Length
• Premium vs. Lite
• Where will the training
take place
• Computer set up for
classes
• How many classes will
you hold of each session
• Training Environment
• How will users register
Things to Consider in your Training Plan
TRAINING MATERIALS
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Manual
Quick Guides
Supplemental Documents
Exercises
USER SUPPORT
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Web pages / Materials
One-on-One Training
FAQs
Listserv
User Group
Summary of Brown’s Plan
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TRAINING GROUPS
Departmental Managers and Users trained on Premium
Faculty training on Lite
Specific Class designed for Central Research Admin staff to
review and approve proposals
• Training classes have a maximum of 10 participants
• TRAINING CLASS STRUCTURE
• Classes designed by work flow Process; i.e. Preparing the
Proposal Development record / Preparing the Budget, etc.
• All classes have an intro, then specific exercises that all
participants walk through.
Summary of Brown’s Plan
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SCOPE / STYLE of CLASS
All classes hands-on in a computer lab
All participants walk thru structured Exercises
Class length range from 1.5 to 3 hours
Topics are introduced in the start of the class
TRAINING SESSIONS and SCHEDULE
Classes held in central Computer lab
Instructor launches Coeus Premium sign-in for users
All training classes use a unique training environment and
users are strategically set up to be able to conduct the
functions of that class.
• During roll-out numerous sessions held of each class / during
non-roll-out, typically sessions are held twice a month.
Summary of Brown’s Plan
• TRAINING MATERIALS
• Detailed Instruction Guides for Premium Proposal
Development
• Detailed Instructions for Investigators and Approver in Lite
• Agency Specific Instructions; NIH Fellowship, NIH Training,
NIH Cap, NSF
• Quick Guides – in Progress
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USER SUPPORT
Coeus Web Page
FAQ’s
Coeus Listserv – all department admin are added / no faculty
Coeus User Group – meet once a month to go over special
topics and get feedback from users
Your Audience can help define the Plan
OSP Staff
Departmental
Administrators
Departmental
Managers
Faculty
Chairs /
Directors /
Approvers
Brown’s Coeus Training
• Proposal Development Series
Coeus - C1 - Proposal Preparation (Premium)
This course covers constructing a proposal in Coeus Premium. Topics
include Coeus navigation, creating a proposal, connecting to
Grants.gov, assigning proposal roles, uploading attachments,
completing the proposal details and other proposal functions
Coeus - C2 - Budget Development (Premium)
The course is for any individual who will be working on the preparation
of the budget. It will address how to create a detailed and modular
budget and cover budget development tools such as sync to cost
limits and adjusting period boundaries.
Coeus - C3 - Proposal Finalization (Premium)
The course covers finalizing your proposal, proposal validations,
submitting the proposal for approval, the approval process, and
printing the proposal.
Brown’s Coeus Training
• COEUS - Proposal Hierarchy
Learn how to use the hierarchy function to combine multiple budgets (Child budgets)
into one big budget (Parent Budget). If you prepare budgets for phased or tasked
projects; multiple PI submissions, optional budget periods, or want to prepare a
proposal based on post award account set-up, this class is for you.
• COEUS - How does COEUS populate your Grants.gov forms?
This hands-on workshop will explore how Coeus populates the SF-424 Research &
Related Grants.gov forms. Participants will learn how the information in Coeus
directly maps to the fields of the Grants.gov forms. The class is designed to assist
users complete and better understand the data entry and narrative upload
requirements for grant submissions entered in Coeus.
• COEUS - Viewing Proposal and Award Information
This hands-on workshop will explore the institute proposal and award modules in
COEUS. Participants will become familiar with relevant COEUS terminology.
Specific attention will be paid to teaching participants how to effectively search for
and access their department's sponsored research activity that is stored within the
COEUS database.
Brown’s Faculty Training
• Faculty typically will NOT go to Training
• So we go to them….
• As we roll-out Proposal Development, we ask
to attend a faculty meeting and conduct a 30
minute overview on how to access their
proposals, certify or approve proposal and
upload attachments.
• Independent faculty – we provide one-oneone training.
Brown’s Learning Management System
• Home grown
• Online Registration
• Participant list /
Email
• Evaluation Tool
• Ability to track # of
students
• Open to the Brown
Community to use
Promote Training
• Brown Bag Sessions – quarterly meeting with
departmental administrators
• OSP Newsletter – distributed monthly –
Training Spotlight section
• Morning Mail Announcements
• Brown’s Learning Management System
Challenges
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“THAT IS NOT HOW I DID IT!!!!”
“Why can’t we use excel?”
“You’re making more work for me”
“My faculty will not use the system”
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OSP staff slow to transition to Coeus
Coeus highlights business process flaws
No Directive from the top
Bugs and work arounds difficult to explain
UAlbany Coeus Training
Four Different Types of Classes:
1. Proposal Development – Coeus Lite training primarily for PIs and departmental
Admins
2. Detailed Budgeting – Coeus Premium training for those who need in depth
training in budgeting for subs, crediting, and other topics in more detail than may
be offered in Class 1.
3. Approval & Monitoring – Coeus Lite taining for Deans and alternate approvers
who may not want to sit through other training.
4. Systems Maintenance – Coeus Premium training for OSP RA’s on Rolodex, Sponsor
Lists, and other administrative tasks
Scheduling Considerations
• Staggering Schools
– Can’t make enrollment completely open. Lose control over rollout, who’s
submitting, who needs support, who will be advocates, etc.
– Want CNSE last.
– Want more cooperative schools first (CCI, SOCJ)
• Numbers of trainees
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Have to consider total number
Have to consider numbers by schools
No more than 15 per class – schedule 10 per class
Estimates come from No. of Active PI’s, total FTEs and RA’s experience
• Holidays and vacations
– Memorial Day and July 4th
– Tam and Dave week off in August
School
# Individuals for
Proposal Dev
# Individuals for
Budgeting
# Individuals for
Approval &
Monitoring
13
Active PIs
Total FTEs
School of Business
2
43
3?
0
School of Education
28
54
35
6
7
College of Arts & Sciences
90
315
90 + 2(BQ)+1(JD)
1(Chip)
19
School of Social Welfare
18
27
18+3(JD)
3(JD)
4
Rockefeller College
17
32
23
2
8
School of Public Health
24
24
28
1
5
School of Criminal Justice
10
16
14
1
4
College of Computing & Information
9
22
13
1
6
College of Nanoscale Science and Engineering
23
24
40
4
1
Vice President for Student Success
5
8
1
-
Vice President for Research
43
48
2
6
Vice President for Academic Affairs
8
8+1(JD)
1(JD)
-
1
2
24 + 10RA (est. 35)
75 (est. 100)
Vice President for Business & Finance
Totals
277
Month 1
CLASS
Proposal Development
(RA’s, PI’s & Administrative
Staff)
MANDATORY
Budgeting In Detail
(RA’s, PI’s & Administrative
Staff)
OPTIONAL
Approval & Monitoring
(Deans and Chairs)
MANDATORY
Systems Maintenance
(OSP RAs)
MANDATORY
Wk1
Wk2
Wk3
Wk4
337 (est. 350)
Month 2
Wk5
Wk6
Wk7
Wk8
Month 3
Month 4
Month 5
Wk9 Wk10 Wk11 Wk12 Wk13 Wk14 Wk15 Wk16 Wk17 Wk18 Wk19 Wk20 Wk21 Wk22
Lots of Preparation Needed
• Prepare Training Materials
– Coeus Premium budgeting
– Coeus Premium systems maintenance
– Coeus Lite for Deans & Approvers
• Prepare the Trainers
– Learn Coeus Premium in more detail
– Identify an additional trainer
• Finalize Schedule
– Finalize Pilot group
– Finalize order of preference of schools
Success Requires Culture Change
• Coeus needs to be a BIG SPLASH!!
• Trickle training will not engage campus
community
• Training must be swift, consistent, long term,
all inclusive, comprehensive, and leave a big
impact.
• ALL staff must be completely trained on Coeus
by the end of the year!!!
UALBANY COEUS KICKOFF
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A BIG EVENT!
HOSTED BY Provost?
HELD AT UNIVERSITY HALL?
AS BIG ATTENDANCE AS POSSIBLE
– Serve ice cream & cookies
– Give away calendars with important Coeus
Info
– 1 to 3 in the afternoon
• AS SOON AS POSSIBLE
Questions?