User Group 2008 Presentations

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2008 Coeus User Conference Meeting Agenda

CoeusLite Proposal Development Demonstration
David Usher
RF-SUNY Coeus Coordinator
Research Administrator
University at Albany
This Demonstration Session will deal with the entire proposal preparation process using CoeusLite. It will begin with an overview of the data elements that are pre-loaded into Coeus and how they contribute to the application that will be prepared during the demonstration. Some of the items that will be mentioned in this overview are the Organization Structure, Indirect Rates, Personnel Data, and Sponsor Data. Then we will step through each of the sections in Coeus that are used to build a successful proposal. At the conclusion of the demonstration, we will have prepared a complete proposal ready for submission to the funding sponsor, either directly through or by some other means.

Coeus Lite Demo (pdf)

Award/Subcontract Module Demonstration
Rosemary Hanlon
Manager, Electronic Research Administration
MIT Office of Sponsored Programs
This demonstration session will provide an overview of the Coeus Award Module. In this session, we’ll track the lifespan of a sponsored award, from initial entry, updating the award, through close-out.
Items we’ll try to cover:

Award/Subcontract Module Demonstration Presentation (pdf)

Conflict of Interest Demonstration
Tom Drinane
IS Manager
Office of Sponsored Projects
Dartmouth College
The COI demonstration will be a presentation of the current state of the Coeus Conflict of Interest module. The demo will include all aspects of COI function, including annual disclosures, identification of financial entities, and linkages between financial entities and proposals/awards. Limitations of the current design will be identified, and plans to revise the module will be briefly addressed. Both end user interface (i.e., that used by faculty to enter their financial entity data) and back end set up issues will be addressed. Time will be reserved for questions & discussion.

IRB Module Demonstration
Kathleen T. Uscinski, M.B.A, C.I.P
Deputy Director, Human Investigation Committee
Yale School of Medicine
This demonstration will focus on the full suite of IRB related functions.
Specific attention will be paid to the researcher’s portal where protocol development, electronic submission of the protocol to research oversight bodies and the IRB, and investigator-IRB actions are performed and maintained.
IRB Committee development and maintenance and the processing and tracking of the protocol by the IRB will also be demonstrated. Best practice implementation strategies, reporting and research administration initiatives to improve institutional compliance will be discussed.

Using Proposal Hierarchy for an NIH R01 Submission
Susan Palmer
Business Services Analyst
Office of Research Information Systems
Johns Hopkins University
This session will demonstrate the Proposal Hierarchy functionality for a type NIH R01 proposal submission via
An introduction to Proposal Hierarchy through connecting sub budgets for NIH R01 submission. The session will provide a broad overview of when and how to use the Proposal Hierarchy functionality, then specifically demonstrate the use for NIH R01 submissions. Topics discussed will include how to link proposals together, how to remove a link, syncing the child proposal to a parent and where narrative pieces should be attached.
Using Proposal Hierarchy offers versatility in many otherwise confined situations. One such instance is Multi-PI submissions. If each PI only wants to see his/her part of the budget, users can create a child for each PI. Proposal Hierarchy is also useful if PIs or Co-PIs are in different departments from each other. In this case, users from each dept can create their own child proposal and then link it later to the main submission. Variances within one budget may be simplified when using Proposal Hierarchy by breaking a budget out into separate sections. Examples of when this would be useful include: if a proposal will utilize both on and off campus rates, change overhead rates, or if the budget years cross fiscal years.

Using Proposal Hierarchy for an NIH R01 Submission (pdf)

Personalizing Coeus for your Institution without Programming
Robert Dias Mojgan Amini
Coeus Project Lead SPEAR Systems Manager, ACT
University of California, San Diego University of California, San Diego
The Personalization Engine, incorporated into Coeus 4.3, is a feature extension to the Coeus system which allows for local customizations to the Coeus system without changes to the code base. The local customizations are simply achieved through external properties/policy/xml files.

Different levels of customization include:

  • Look and Feel: changes to the all screen components including label and field names, color, disabled/enabled/visible, required/not required.
  • Functionality: context sensitive behavior like links to component-level help, short-cut keys, availability of functionality depending on user, status, or data/content
  • Policy: security/access restrictions depending on user, ownership of records, who created record, shared access. This takes the existing Coeus security and roles to another level and allows for dynamic setting of permissions and rules.
  • Real-world examples of customization will be demonstrated as well as a practical usage of context-sensitive details and reports.

    Personalizing Coeus for your Institution without Programming - Handout(pdf)

    Personalizing Coeus for your Institution without Programming (pdf)

    Implementing Coeus – A Collaboration Involving Pre-Awards, Post-Awards, Information Systems and Campus End-users
    Marjorie Forster Edward Castagna
    Assistant Vice President, Research Programmer/Analyst
    Office of Research and Development Information Services and Technology
    University of Maryland, Baltimore University of Medicine and Dentistry of New Jersey
    The focus of this session is to share with participants lessons learned from the selection of Coeus, and the steps taken for implementation of the Coeus Development, Institute, and Award modules.
    Implementing Coeus as a turnkey system and allowing users access to it without appropriate training may not be the best plan of action for implementing a new Coeus System. What set of decisions need to be made to ensure that the implementation of Coeus is supportive of the University’s policies, processes and procedures?
    This session will share the approaches taken by the University of Maryland, Baltimore (UMB) and the University of Medicine and Dentistry New Jersey (UMDNJ) in selecting Coeus and its subsequent implementation.

    Topics to be covered include:

    A Collaboration Involving Pre-Awards, Post-Awards, Information Systems and Campus End-users (pdf)
    Implementation Timeline (pdf)

    Proposal Budget Development Using CoeusLite and Coeus Premium
    Rhonda Reese,
    Assistant Administrator for Research
    Department of Medicine
    Johns Hopkins University School of Medicine
    This session will showcase some of the tools available in Coeus Proposal Budget Development, using both CoeusLite and Coeus Premium.

    Special features of this breakout session will include:

    Proposal Budget Development Using CoeusLite and Coeus Premium (pdf)

    Converting Legacy Data into a Coeus Database

    Doug Bowser Rob Yetter
    IT Application Manager Consultant
    University of Maryland, Baltimore Coeus Consortium
    We will address the functional considerations as well as discuss the technical aspects of converting data from legacy system(s) into a Coeus instance.
    The Functional discussion will focus on the decision process involved prior to converting data.

    The following points will be discussed:

    The Technical portion of the discussion will focus on the details of the conversion process including:

    Converting Legacy Data (pdf)

    UMB Case Study: Converting Legacy Data (pdf)

    Developing a Training Program for Faculty and Administrators
    Sam Gannon Peggy Pobst
    Education and Training Manager Office of Research
    Vanderbilt University Vanderbilt University Medical Center
    This session will address the challenge of educating a diverse range of faculty, research administrators, central office staff and others in using Coeus for proposal development and submission. Hear firsthand how Vanderbilt University Medical Center developed and deployed its Coeus education and training program throughout the campus, built buy-in and expanded its use of the program to include not only proposal development for submissions, but for all grant and subcontract development and submissions.

    Developing a Training Program (pdf)

    Proposal Development Review and Submission to Grants.Gov, the Research Administration (OSP) Perspective

    Tim Schleicher
    Director – Office of Research Information Systems Johns Hopkins University
    In this session, we will examine the tools available to Research Administrators for conducting their Institutional review of a Coeus Proposal Development Record. We will discuss the Coeus Roles required for Proposal Approvals and Proposal submission. We will discuss the Post-Submission approval process as well. We will examine features of Coeus workflow beginning with the Coeus In-Box, and discuss how to delegate approvals, bypass approvals, and add additional approvals on the fly. We’ll also discuss when you should reject the proposal. We will also examine the Data Override functionality and the edits available to Research Admin while the proposal status is “Approval in Progress”. We will examine the differences between Coeus Premium and CoeusLite for approvals. We will submit the proposal to and discuss what happens next. We will discuss the Change/Corrected process and demonstrate linking the change/corrected proposal to the original submission. Attendees will be encouraged to participate in a discussion regarding the number of days BEFORE the sponsor’s deadline they need in order to review the proposal.

    Proposal Development Review and Submission to Grants.Gov, the Research Administration (OSP) Perspective (pdf)

    Panel Discussion: IT Topics (Informational Reporting Scripts, Custom Data Searches, Tablespace Management, Backup Strategy, LDAP)
    Moderator: Clayton Hicks
    Systems Manager
    Office of Sponsored Projects
    Brown University
    This panel discussion will include topics like:

    Informational Reporting Scripts – Getting info from our systems so we know what is going on
    Custom Data Searches – modifying the search screens to add our custom data fields
    Tablespace management – Server settings to manage space
    Backup Strategies – How are we protecting our data from loss?
    LDAP (Lightweight Directory Access Protocol) – Connecting Coeus to your central login/password server. What about JDAP for Java users?

    Custom Data Searches presentation (pdf)


    Dartmouth Authentication (pdf)

    Maryland Authentication (pdf)

    Tablespace Management (pdf)

    LDAP Presentation (pdf)

    The Future of the Conflict of Interest Module

    Tom Drinane
    IS Manager
    Office of Sponsored Projects
    Dartmouth College
    An overview of the efforts of the COI working group of the Compliance Subcommittee, including ideas for extending the COI module to IRB protocols, enhanced flexibility in the implementation of COI, and more. At the January, 2008 meeting of the Commons Working Group, Conflict of Interest was identified as an issue of “high visibility” at both NIH and in the US Congress. A federal wide effort to encourage more structured COI information gathering is expected to bring about changes in this area.
    By the time of the users meeting, we intend the first major overhaul of COI to be released in Coeus 4.3. The presentation will include a demonstration of the current state of COI as of 4.3, but also explain more about further enhancements, including:

  • Improved administrative functions to support tracking of annual COI updates
  • Linking COI data to proposal, award, and protocol records
  • Expansion of who can/must file COI, based on Institutional policy
  • Enhanced COI assurance as part of proposal/protocol creation/submission
  • Documentation of COI management at institutional level
  • Built in notifications to COI manager and investigators regarding changes in status or reporting requirements
  • . . . and much more!

    Incorporating a Reporting Infrastructure into the Coeus 4.3 Application
    Romerl Elizes,
    Senior Programmer Analyst
    University of Medicine and Dentistry of New Jersey
    In the Coeus User Group Conference 2007, the University of Medicine and Dentistry of New Jersey (UMDNJ) did a presentation demonstrating its introduction of a reporting infrastructure into its implementation of Coeus. The reporting infrastructure was based on a development effort that used a mixture of the Java programming language and open source tools such as iText, POI, and JFreeChart to produce 20 customized reports that contained stylized tables and graphs. Consequently, the research administrators at UMDNJ found the reports to be of substantial value to their operations.
    After a push from some universities for integration of this reporting infrastructure into the MIT Coeus application, the entire reporting infrastructure has been ported to the MIT premium application for a possible 4.3/4.4 release. This presentation will highlight some of the expected reporting functionality that will benefit Consortium members.

    Incorporating a Reporting Infrastructure into the Coeus 4.3 Application (pdf)

    Configuring Coeus Workflow (Approval Maps and Business Rules), Functional Considerations
    Stephen D. Dowdy,
    Director, Electronic Research Administration
    Massachusetts Institute of Technology
    Coeus 4.3 will begin to allow other modules to utilize the routing engine which is currently available in the proposal development module. This Demonstration/Discussion Session will provide practical examples for setting up routing, notification and validation rules. This session will use proposal development as a model on how an institution can create business rules and maps to accomplish complex routing, notification and validation rules. The use of the meta rule, which allows for final tuning of the business rule, will be discussed.


    Configuring Coeus for S2S Integration with Technical Considerations
    Sabari Nair,
    Technical Project Lead/Technical Architect
    Coeus Consortium
    In this session we will cover the following topics:

    Post Award Functionality: Awards and Subcontracts Modules Demonstrations
    Marisa Schasel Clayton Hicks
    Associate Director Systems Manager
    Office of Sponsored Projects Office of Sponsored Projects
    Brown University Brown University
    Chris Davis Jennifer Quinn
    Senior Programmer/Analyst Application Support Specialist
    Computing and Information Services Office of Sponsored Projects
    Brown University Brown University
    This session will introduce the main features of the Award and Subcontracts modules by demonstrating how Brown University specifically uses each module. The Award demo will showcase how Coeus captures award attributes, how award dollars are tracked, how to structure Parent / Child Awards, and how Brown uses Award Sequences. In addition, award templates, award notices, and reporting requirements will be highlighted. Dependent on the release of 4.3, Report Tracking will be discussed.
    The Subcontracts demo will showcase how Coeus captures subcontract information, how the subcontract links to the Award, and how dollars are entered for a subcontract.
    The session will also include a brief overview of Brown’s implementation of these modules and how Coeus interfaces with Brown’s FRS system,
    *The demo will be with Version 4.2.3. If Version 4.3 is released and we have time to review new functionality, we will demonstrate the new features of 4.3.

    Coeus Negotiations: A Functional Pre-Award Perspective
    Chris Tompkins
    Pre-Award System Specialist
    Sponsored Program Services
    Purdue University
    This session will cover the usage of the Coeus Negotiation module. This will be a functional perspective that will focus on the business and administrative user, showing how Negotiation records may be used both as a tracking and informational tool. The standard creation of Negotiation records will be explained through the use of the Institute Proposal module and the current connection between the two. The usage of the Proposal Log will also be addressed to illustrate the process of generating a stand alone Negotiations as well as the Temporary Log to create a T-Number that may be later merged to a permanent record. Once created, the various record fields will be addressed and explained. Suggested processes on how to utilize the Negotiation module will be discussed to demonstrate the versatility of this particular module including helpful tips. The information to be presented is intended to provide those interested in this module a better understanding of the Negotiation module and how it can be applied.

    Coeus Negotiations: A Functional Pre-Award Perspective

    IRB Correspondence Configuration and Use
    Michael Paquette
    Application Developer
    Yale Enterprise Systems Group
    Yale University
    This session will demonstrate how to configure the Coeus IRB module to generate correspondences. It will also include how to assign correspondence generation to protocol actions as well as the set up and use of the IRB’s batch correspondence functionality.
    This session will also include a brief example of template development using Altova’s StyleVision.

    IRB Correspondence Configuration and Use (pdf)

    Ask the Coeus Experts
    Sharon Bowser,
    Assistant Dean for Information Services
    University of Maryland School of Medicine
    This Ask the Experts session is structured to allow folks to get answers to unresolved Coeus questions. Experts from the Coeus community will be on hand to answer questions related to the core Coeus modules (Proposal Development, Institute Proposal, Awards, IRB). Attendees are encouraged to submit questions in advance of the conference to Questions can also be submitted during the conference; a sign up sheet will be available, or asked during the session.

    Kuali Research Administration - Release 1.0: Proposal Development
    Peter Asquith Lora O’Connor
    Professor of Philosophy Assistant Director (Pre-Award)
    Michigan State University University of Arizona
    This session will demonstrate KRA Proposal Development User Interface and will discuss:
    Issues involved in how the KRA UI has evolved from the Coeus Premium and CoeusLite user interfaces.

    Differences and deferred functionality from Coeus Premium/CoeusLite

    Kuali Research Administration - Technology Overview
    Andrew Slusar, PMP Terry Durkin
    Senior Project Manager Development Manager and Lead Developer
    Kuali Research Administration Kuali Research Administration
    Cornell University Indiana University
    Bryan Hutchinson
    Development Manager and Lead Developer
    Kuali Research Administration project
    Cornell University
    The Kuali Research Administration (KRA) technology overview session will include:
    An overview of the KRA timeline, technical architecture and KRA guiding principles.
    A discussion of the technical approach for developing COEUS functionality in the KRA architecture.
    A discussion of how KRA technology differs from Coeus (3 tier vs 2 tier architecture, Java Swing vs J2EE etc).
    A discussion of competencies an institution may consider developing in preparation for a KRA implementation (skill sets, training etc).

    Coeus Lightning Talks
    Ken Geis
    Research Administration and Compliance
    University of California, Berkeley
    “Lightning talks” are a series of five-minute presentations crammed into an hour. Content may include tips and techniques, short demos, works in progress, questions, pleas for help, topics that don’t require an hour to convey, or overruns from previous talks. Because each talk is only five minutes long, the subject matter for the hour can be very diverse.
    Because of the format of lightning talks and the attraction to last-minute presenters, the speaker schedule will be determined closer to the time of the conference. Please email me if you want to give a lightning talk. Slides are not necessary for a lightning talk, and it is recommended that speakers limit themselves to five slides. Don’t worry if your public speaking skills aren’t great; it’s only five minutes!

    Proposal Development UML Use Case Diagram (pdf) CVS Server Side - Not Given (pdf)
    Requirements Management and Documentation (pdf) Late Proposal Stats Using Oracle (pdf)
    Strategies for integrating Coeus and KRA (pdf) Struts as a Diagnostic Tool (pdf)
    Things I wish I knew before I started testing the connection (pdf)

    Kuali Research Administration - Human Participants IRB Module

    Kuali Research Administration - Human Participants IRB Module (pdf)
    Dan Dwyer; E. Ray Stinson
    Director Assistance Vice President for Research Compliance
    Research Administration Information Services Cornell University
    Cornell University
    This session will preview the Kuali Research Administration (KRA) Release 2.0 module for Human Participants IRB through a tour of mock screens and discussion of the development process. The KRA functionality maps closely to the Coeus product including committee setup, protocol development and submission, meeting management and standard protocol actions during the lifecycle of a research project. We will highlight how the KRA implementation incorporates capabilities of both Coeus Premium and CoeusLite user interfaces.