COEUS Lessons Learned JHU School of Medicine Office

COEUS Lessons Learned JHU School of Medicine Office of Research Administration February 2007 1

Lessons Learned (from Feb 5, 2007 RO 1 submissions) o o o o o 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 o Proposal Detail Screen –“Investigator tab” o o Only the Principal Investigator should be added under the Investigator tab Certify investigator 3

Lessons Learned 1. Personnel (cont) o “Proposal Detail Screen – “Key Person” tab n n Add all other key personnel Add collaborators/other significant contributors o o n 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

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Manually change the role of Key Persons 6

Lessons Learned 1. Personnel (cont) o “Proposal Detail Screen – “Key Person” tab “Running Man” Icon OR “Edit” > “Proposal Persons” n Upload biosketch o Investigator, key persons, collaborators, other signficant contributors n Change personal info (for this proposal) o Home unit o e. RA Commons name o Address n Add degrees (for this proposal) 7

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“Double click” on each person row, Person Detail screen appears 9

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Lessons Learned 1. Personnel (cont) o Rolodex Entries o Non-JHU payroll persons o n o Create Rolodex ID assigned Rolodex also used for Organization n Address for performance site 14

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“Maintain” > “Rolodex” Or “Rolodex” Icon 16

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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 o o o Create detailed budget in Coeus Check Modular Budget on Summary page Select > Edit > Modular Budget n n Select > sync Manually input the following: o o o Direct Costs less Consortium F&A IDC Base IDC Cost 21

Check Modular Budget Box Select “Edit” Select “Modular Budget” 22

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Coeus “Suggests” the module amount based on the detailed budget Manually change the IDC base and Funds Requested 25

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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 o 27

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Subaward Costs (1 st $25 K of sub receives JHU F&A) o If total subaward direct costs are less than $25, 000 you will need to create several sub budget lines: o o n Subaward direct expense up to $25, 000 o n Amount: $23, 395 Subaward F&A expense < $25, 000 o n UMD Direct $23, 395 UMD F&A $11, 318 Amount $1, 665 TOTAL OF ABOVE 2 = $25, 000 Subaward F&A expense > $25, 000 o Amount $9, 653 29

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Lessons Learned (cont) 4. Narrative types o R&R Other Project Information Page o 6. Project Summary n n o 7. Narrative n n o Coeus Narrative type: Bibliography 9. Facilities and Other Resources (describe facilities, i. e. , lab, clinical, office, computer) n o A 2 -3 sentence (maximum) lay description of the project Coeus Narrative type: Narrative 8. Bibliography and References Cited n o Abstract of the project (30 lines maximum) Coeus Narrative type: Project_Summary Coeus Narrative type: Facilities 10. Equipment (describe equipment available for the projec. T) n Coeus Narrative type: Equipment 37

Information from the Coeus Narrative section completes this area on the SF 424 forms 38

Scientific Section o PHS_Research. Plan_Specific. Aims n o PHS_Research. Plan_Background. Significance n o Item #3 on the SF 424 Research Plan PHS_Research. Plan_Progress. Report n o Item #2 on the SF 424 Research Plan Item #4 on the SF 424 Research Plan (This is the Preliminary Study/Progress Report) PHS_Research. Plan_Research. Design. Method n Item #5 on the SF 424 Research Plan n 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

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Narratives (Other) o Do not upload n n Table of Contents narrative Checklist 42

Lessons Learned (cont) 5. Human Subjects o List approval as “Pending” (even if you have an approved protocol. n If project involves human subjects, include the following Narratives: o o 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

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Lessons Learned (cont) 5. Human Subjects o If human subjects are “Exempt” n Under “Special Review Comments Section” o o 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. , E 4). No spaces between E and the #. 47

Lessons Learned 6. Optional Forms o Action > Grants. gov > select “Forms” tab: n n Manually select to include the appropriate optional forms for your application. Be sure to select the appropriate budget type. o PHS Modular Budget n o RR Subaward Budget n n o Subaward budgets are not required for Modular applications at time of submission. Non-Modular budgets should include an uploaded subaward budget. PHS Cover Letter n o If your budget is modular, select this optional form. If PI includes a cover letter requesting assignment, select this optional form. RR Budget n If you are submitting a detailed budget with costs >$250 K, select this optional form. 48

Pure. Edge Documents o Required Components: SF 424 (R&R) (Cover component) Research & Related Project/Performance Site Locations Research & Related Other Project Information Research & Related Senior/Key Person PHS 398 Cover Page Supplement PHS 398 Research Plan PHS 398 Checklist o Optional Components: PHS 398 Cover Letter File PHS 398 Modular Budget Research & Related Subaward Budget Attachment(s) Form 49

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Action > Grants. gov > Forms tab Select appropriate optional forms 51

Lessons Learned 7. Other o o 1. Appendix material 2. Student health insurance 3. Performing Organization Info 4. Validate n o 5. Other n n n o Action > Grants. gov > Validate Human subject/Vertebrate animal protocol numbers Yes/No Questions Biographical Sketch 6. Application types 52

Lessons Learned 7. Other (cont) o 1. Appendix n Edit > Narrative > Select o n Narrative Type called: PHS_Appendix Up to 4 appendices may be loaded. 53

Lessons Learned 7. Other (cont) o 2. Student health insurance cost element not including IDC. n To remedy, save your budget, delete this line item and add the line item again. n 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. n 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. n 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. n For those proposals that went out the door using 654012, the proposals calculated F&A. n For any new proposals, departments must select the correct cost element. 54

Lessons Learned 7. Other (cont) o Proposal Detail Screen n Organization o o Change to SOM (2 places) Make sure e. IS questions match the Yes/No questions in Coeus n e. IS 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

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Lessons Learned 7. Other (cont) o Validate Often o 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) o Submission Types n n Resubmission – revision, i. e. , a revised or amended application Renewal – competing continuation o o n Requesting additional funds Competes with all other application Resubmission – an application previously submitted but not funded 64

Lessons Learned 8. ORA Submission o Departmental Submission to ORA o o o Main Menu > Edit > Submit for Approval Add comment Hit “Approve” 65

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Lessons Learned 8. ORA Submission (cont) o Electronic Information Sheet (e. IS) o Printed copy of: n From the Coeus Narrative screen o a. Project Summary (Abstract) o b. Budget (see printing budget slide) o c. Budget justification o e. Facilities/Equipment o f. Subcontract paperwork (if applicable) n n n 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 V 1 -1” > “Print” 70

9. Revision/Renewal/Coping o Proposal Development Module Screen n Enter Sponsor Proposal Number o n Grant number assigned by NIH (RO 1 GM 012345). Enter GM 012345 in the field for Sponsor Proposal Number Enter the original Institute Proposal record number o Search using magnifying glass n n n o The last 10 yrs of Re. Source 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 e. IS creates the IP record Required Narrative type: PHS_Research. Plan_Introduction to Application 71

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Copy a Proposal o o Highlight proposal (in any status) Select Edit > Copy proposal n n n o Budget (final or all versions) Narrative New Coeus number assigned The following items need to be completed for the copied proposal: o o o 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 o System Access Information, On-line documentation, Glossary, Icon Cheat Sheet, and Proposal Development Checklist available. n n o 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: n email coeus-help@jhu. edu n call 410 -516 -HELP(4357) 77

ORA Website Additions o Visit ORA website for Coeus information: n n 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