Searching and Navigating in Coeus

1. Searching and Navigating in Coeus You can find the link to the Coeus Application at: http://www.vanderbilt.edu/sponsoredprograms/coeusatvu.php

2. Introduction to Coeus • Every Coeus module includes a search table. Knowing how to effectively use the search can save time and reduce frustration. In this guide you will learn: • Using the asterisk • Menu searches • Text searches • Date searches • AND/OR searching • Combining multiple searches • Exporting search results Vanderbilt University Sponsored Programs Administration

3. Coeus Structure Coeus is organized into modules of data. The three (3) main modules are: Awards: funded projects and award management Institute Proposals: approved and submitted proposals Proposal Development: drafting and routing proposals In Coeus, the main modules can be accessed through toolbar buttons or under the Maintain Menu. Vanderbilt University Sponsored Programs Administration

4. Once a data module has been opened, a search window will appear. Vanderbilt University Sponsored Programs Administration

5. If you are completing multiple searches, you don’t need to exit out of the “list” screen. You can just click the blue magnifying glass and the search screen will open again. Vanderbilt University Sponsored Programs Administration

6. The simplest search method is to enter an asterisk into a text search field. This search will return all records the user has permission to view. Some search fields are drop down menus. These fields correspond to drop-down menus available in the data record. The search fields that have drop down menus are: Proposal Development – Proposal Type and Status Institute Proposal – Status and Proposal Type Award – Award Status Vanderbilt University Sponsored Programs Administration

7. “OR” Searching Search criteria on different rows of the search screen, is call “OR” searching. The criteria shown will return all Development Proposals that have either Proposal Type New or have a Status of In Progress. ***This type of searching is only available where there are multiple drop down menu search fields. Vanderbilt University Sponsored Programs Administration

8. Other search fields may permit free-for text. Remember to use asterisk * before and after the search term. This search will return any records where an investigator has the letters j-o-h-n together in their name. For example, the results would include “John Smith” as well as “Daniel Johnson”. Vanderbilt University Sponsored Programs Administration

9. Investigator Search Searches of the investigator field, such as our “john” search, will return projects that have the investigator in the role of project PI, Co-PI, or as a key person. Here are the results of a search for “Williams” in the Investigator field. One (1) of the results do not have a PI with “Williams” in their name. That means that other key person on the project must have “Williams” in their name. String searches of the same field can also be combined using multiple rows to create and “OR” search. This search will return all Awards that have “brown”, “smith”, or “williams” as an investigator or key person. Remember to include asterisk *. Vanderbilt University Sponsored Programs Administration

10. Our search has shown projects with several investigators. To sort or group the results of your search simply click on the column header. The header row now includes an arrow indicating that the results are sorted in ascending order by that column. Clicking the column header again will sort the column in descending order. Vanderbilt University Sponsored Programs Administration

11. Columns in most Coeus tables can be adjusted by dragging the column separator left or right. Notice that the column is now much wider and more of each title can be viewed. Vanderbilt University Sponsored Programs Administration

12. Date Searches Searching by date can also be done by inputting a single date or by using the < or > symbols. Asterisk are not necessary for this search because the search terms are exact. Also, there is a SPACE between the “>” and the “date”. For example: > 1/1/2013 Vanderbilt University Sponsored Programs Administration

13. Date searches may also use between to set a range. ie., “between 1/1/2013 and 12/31/2013 This search will bring up all proposals submitted between those dates. *There may be times you get an error message stating there are too many results. At that point you will need to add more information into another field to reduce the results. For example, adding in the PI’s name or department. Vanderbilt University Sponsored Programs Administration

14. Asterisk Guide The asterisk is used as a wildcard in search fields. For example, asterisk can be used before, between, or after other search terms. I.e.., *Health*Training* The results will have words before, between, and after the terms Health and Training Vanderbilt University Sponsored Programs Administration

15. Exporting Results Any set of search results can be exported. Click the Save As button that has an image of a disk to export your results. Make sure it is saved in the XLS format and click Save. The export spreadsheet will have a column for each field listed in the Coeus search results. Vanderbilt University Sponsored Programs Administration

16. Example of Searching for and Award in Coeus Enter search information in any field. Click Find to get results. *Tip* If you aren’t coming back with your desired result within the sponsored award field – use less. For example – if the sponsor award number is 1F31DA113259-01 – just enter the numbers between asterisks - *113259*. You will get better results. Vanderbilt University Sponsored Programs Administration

17. 3. Double click the highlighted result to open the award. 4. A screen with basic award information will come up. To see the Notice of Award you can click on the Attachments tab. Vanderbilt University Sponsored Programs Administration

18. To view any of the documents you need to click the icon at the beginning of the line you want to open. 6. To view all proposals associated with the award you can click on the “Medusa” button. Clicking Medusa will bring up the hierarchy of the award Institute Proposal Proposal Development Award Vanderbilt University Sponsored Programs Administration

19. To open the file; highlight the level you want to open. Click the paper button in order to open. Click the attachment tab or the attachment button (depending on what window is open) to find the attachment needed. Proposal Development – this is the information for the initial proposal. Institute Proposal – this is where the proposal “sits” waiting for the funding response. Once we receive funding the Institute Proposal is awarded and becomes the award. Documents to be found in here would be Just in Time documents and Center Requests/Numbers. Award - This is the award which houses the Notice of Award and other documents associated with the active project. Vanderbilt University Sponsored Programs Administration

20. If any issues come up and you believe that Coeus is not working properly – please contact coeushelp-vu@Vanderbilt.edu Vanderbilt University Sponsored Programs Administration