1 coeus lessons learned jhu school of medicine office of research administration february 2007

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COEUSLessons Learned

JHU School of MedicineOffice of Research Administration

February 2007

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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)

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Lessons Learned 1. Personnel

Proposal Detail Screen –“Investigator tab”

Only the Principal Investigator should be added under the Investigator tab

Certify investigator

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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

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Manually change the role of Key Persons

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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)

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“Double click” on each person row, Person Detail screen appears

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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

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“Maintain” > “Rolodex”Or

“Rolodex” Icon

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If Person is unknown, select“Cancel” >

“Edit” > “Add” OR“Add” icon

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Complete Rolodex for non-JHU personnel

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Click on magnifying glass to search and change

BOTH items to733 N. Broadway Street

Type an asterisk * to search

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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

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Check Modular Budget Box Select “Edit”

Select “Modular Budget”

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Coeus “Suggests” the module amount based on the detailed budget

Manually change the IDC base and Funds Requested

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Lessons Learned (cont)

3. Budgets w/subcontracts Budget file to send to Sub institution and checklist is available on ORA website

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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:

UMD Direct $23,395 UMD F&A $11,318

Subaward direct expense up to $25,000 Amount: $23,395

Subaward F&A expense < $25,000 Amount $1,665

TOTAL OF ABOVE 2 = $25,000 Subaward F&A expense > $25,000

Amount $9,653

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Lessons Learned (cont)4. Narrative types R&R 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

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Information from the Coeus

Narrative section

completes this area on the SF 424

forms

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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.

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Information from the Coeus

Narrative section

completes this area on the SF 424

forms

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Narratives (Other) Do not upload

Table of Contents narrative Checklist

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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

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If Human Subjects are involved, you must include narratives for items 8, 9, 10, 11

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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.

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For new applications, Select > Pending for ApprovalIf Exempt, Select > Exempt and

Under Special Review Comments state “E” and the exemptionNumber (i.e., E4). No spaces between E and the #.

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Lessons Learned6. 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 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 >$250K, select this

optional form.

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PureEdge Documents Required Components:

SF424 (R&R) (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

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Action > Grants.gov > Forms tabSelect appropriate optional forms

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Lessons Learned7. Other 1. Appendix material 2. Student health insurance 3. Performing Organization Info 4. Validate

Action > Grants.gov > Validate 5. Other

Human subject/Vertebrate animal protocol numbers Yes/No Questions Biographical Sketch

6. Application types

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Lessons Learned7. Other (cont) 1. Appendix

Edit > Narrative > Select Narrative Type called: PHS_Appendix

Up to 4 appendices may be loaded.

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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 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.

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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

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Change the Performing Organization infoUnder “Organization” & “Performing Organization”

Use * (asterik) to search under ID Select “000004”

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Search ID column with * (asterik)Select “000004” (SOM Info)

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Lessons Learned7. Other (cont) Validate Often

Action > Grants.gov > Validate

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SecondFirst

First complete the Validation checks to be sure all requiredCoeus fields are completed.

Second select Grants.Gov to validate in Grants.gov.

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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

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Lessons Learned8. ORA Submission Departmental Submission to ORA

Main Menu > Edit > Submit for Approval Add comment Hit “Approve”

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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).

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File > PrintSelect PHS 398

Select Detailed Budget andBudget Entire > “Print”

Modular Budget – (Print out internal budget sections)

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Non-Modular Budget – Print all budget periodsTo access this screen

Main menu “Action” > “Grants.gov”Move to “Forms” tab

Select “RR Budget V1-1” > “Print”

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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

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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)

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Coeus Overview

System Access Information, On-line documentation, Glossary, Icon Cheat Sheet, and Proposal Development Checklist available. http://prcoeus.johnshopkins.edu/coeus_help/nav/index.htm In Coeus, select Help> ions Topics

Technical problems with the Coeus system: email coeus-help@jhu.edu

call 410-516-HELP(4357)

Getting Help with Coeus

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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