Coeus User Group 2009

1. Coeus User Group 2009 UMDNJ Ed Castagna Programmer/Analyst UMDNJ

2. Coeus User Group 2009 UMDNJ UMDNJ • “We’re going to need to depend on research dollars more…”

3. Coeus User Group 2009 UMDNJ UMDNJ • System Demonstrations • Session 1 • Session 2 • Reception • State of the Union • Sessions • Award Sequencing and Hierarchy • Coeus Architectures and Interfaces • ARRA Reporting and Coeus • Day in the Life of a Departmental Coeus user • Requirements Management for a COEUS Project • Managing a Coeus Project • Lightning Talks • Hands-on Lab Using the Personalization Engine • Subcommittee Working Lunch - Technical Subcommittee • Authenticating COEUS across Various Authentication Schemes • Conference Wrap-Up

4. Coeus User Group 2009 UMDNJ UMDNJ • State of the Union • Steve Dowdy – Coeus Project Manager • Discussion about Kuali / Coeus Relationship. Kuali Research Administration will be the next major release of Coeus after Coeus 4.5 • There will be a fee schedule change in 2009 • Coeus 4.4 is available for Testing on the MIT Coeus Test Instance • User Guides have been made available on the Wiki • NIH K Funding – Some New Forms may be needed for K-Funding Opportunities. Available in the next Coeus release.

5. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • Typically Used to Create a new copy of the award leaving the old copy intact. • If all we’re doing is Editing Awards, we’ll need to consider Sequencing, as that’s what Kuali Coeus Will Do: Always create a new sequence rather than editing. This is more auditable. • Type of “New, Mod, Correction” defines precisely what this additional sequence does to the original award.

6. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • Reasons to create a new sequence • Additional Obligations • Changing Departments or PI • No Cost Extensions • De-obligations • Adding New Contract Terms • Contact Info Changes at a certain point in time. • How? • Award Hierarchy / New Entry Creates a New Sequence

7. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • We’re just using Editing (I Think) • Reasons to reconsider: • Editing is going away • There’s no specific copy of the original state before a change • You would only use Edit for corrections to incorrectly entered data • Having an additional sequence has auditability. Comments are an official record for MIT and are not part of the notice of awards.

8. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • 2 Tier vs 3 Tier Award Hierarchies • The model UMDNJ is using is a 2 Tier, different than Brown’s 2 Tier Award Hierarchy where: • Tier 1 – Project Wide • Tier 2 – Specific year of the project • I believe that Drexel is doing the same thing. • Brown is using a 2 Tier Award Hierarchy where: • Tier 1 – Linked Projects • Tier 2 – Actual Project with any new years of the award appearing as a sequence • This seems to be the most commonly used model

9. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • UCSD has a report for all sequences of an award (Typically reports are done only of the most recent sequence number, this would be an historical report) • 2 Tier vs 3 Tier vs N Tier Award Hierarchies • The model UCB is using is a 3 Tier Fixed Award Hierarchy where: • Tier 1 – Whole Project • Tier 2 – Project Award – May be awarded for Multiple Years • Tier 3 – Each Year of an Award • Continuation of an Award would again be found in the same Tier 1 award in Tier 2 (after the original award) with the awarded multiple years found under the continuation award • They don’t report expenditures within Coeus

10. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • Concerns: • If an award comes in with multiple parts, each with a different IDC Rate, a separate child would be created • If a PI has two labs on a specific award, two children would be created, one for each lab. • Budgeted = Anticipated, Acquired and Used = Obligated • Each Lab might have a separate account number, so each award would reference that account number. • Consortiums would need to be considered • Imported projects would need to be considered.

11. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • Award Hierarchy can be used to track specific spending • Equipment • How do you decide on using the same account or creating a new account. • MIT: Keep an account intact as long as possible. Only if there’s a reason to have a different account, then create one. On Coeus, create an award hierarchy node for each account.

12. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • Sponsor Funded Academic Units: • Appropriate Faculty • Tuition Costs • Accounts • Ability to Distribute Funds • Far more auditing requests will be made to satisfy the Economic Stimulus Accountability: • Recommend using Sequencing as it maintains the status at a certain point in time in perpetuity and further changes are made to the next sequence number. No way of making further changes to the prior sequence number for an award.

13. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • What about Reporting Distributable? • Brown does it all the time, if you’re interested in what’s still in an award which hasn’t been used, it’s available within the distributable • MIT: Parent Awards: • Glued Together Projects

14. Coeus User Group 2009 UMDNJ UMDNJ • Award Sequencing and Hierarchy – Jennifer Quinn, Brown, Ron Schultz, Johns Hopkins • Program Projects? • Drexel: Tier 4 is Program Projects

15. Coeus User Group 2009 UMDNJ UMDNJ • Coeus Architectures and Interfaces • Coeus was built from scratch, with reuse of database components a couple of times, each time using the requirements found in the last version • PowerBuilder (Coeus 3.8) • Java (Coeus 4) • Coeus-Lite (Coeus 4.3.2) • Kuali (KC 5)

16. Coeus User Group 2009 UMDNJ UMDNJ • Coeus Architectures and Interfaces • Functionality was brought forward on a screen to screen rebuild from scratch • Familiarity with the prior version simplified the learning curve to the next version. • Coeus Premium/Lite Software Updates • Premium - Automatic Download of the new version of Premium if the client desktop is running the old client. • Lite – Application at that web address will just have the new software available

17. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • FOR OMB • Reports, Quarterly • $ Awarded • $ Not Spent • Jobs Created • How to track in Coeus those proposals which are Economic Stimulus Grants? • Other Tab – ARRA Grant Candidate • Science Code of “ARRA” or “Regular” • Opportunity Types of “ARRA”

18. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • For Some, they need to • Submit every 2 weeks to Dean concerning what opportunities have been applied for under ARRA with • # Hired • $ Hired • Includes information such as: • Clinical Lab Techs • Lab Techs • Students • Staff

19. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • Posting through HR to Fill Economic Stimulus Positions using Just In Time. • HR Collects Candidates with these backgrounds, but can’t hire till awarded • Special waivers from the state to allow hiring through hiring freeze these candidates for a couple of years commitment • Turn them into Permanent? As available, but not committed to at this point in time.

20. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • Additional Meetings for IACUC, IRB to handle the immense workload to ramp-up these opportunities. • Special Account Designations for Economic Stimulus Accounts. • Economic Stimulus are no longer limited to specific CFDA’s, they’ll be awarded in existing CFDA’s also. • Subcontracts are being included in this ARRA Designation

21. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • Has anyone seen any awards for ARRA? • Some additional staff on existing awards needing • Not any new awards. • UMDNJ (Mahon) has seen some. • Are newly terminated grants going to be able to be labeled as retained on existing gratns? • One user noted: • We’ll need to do a benchmark on existing human resources, before receiving any Economic Stimulus Positions. • Measure against that benchmark over time

22. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • For existing submitted opportunities to be retargeted to ARRA opportunities • Change to 2 year timeframe • Change in specific aims for the new duration • May need both Institute Proposal and Awards to both have Designations for ARRA, not just Proposal. • Need to keep track of %Completed for reporting to ARRA • New Quarterly Reports

23. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • For Opportunties: • Don’t overlook calling up your existing program officers to see what opportunities are available under ARRA • Supplements: • May need to be a separate Award if it comes in under ARRA, what used to be • Budget Period + Supplement (all found in one award in some schools) • Will now need to be • Budget Period • Separate Supplement

24. Coeus User Group 2009 UMDNJ UMDNJ • ARRA Reporting and Coeus • Assume Franks Group will handle funds from Award and ARRA as separate accounts. • PI may need to separate their budget to be able to spend both Grant and ARRA funds independently • Grants.gov will be co-authoring with NIH, NSF for stimulus $$ to put inimprovements to the grants.gov server • Any changes to Coeus will only be temporary and may not be needed after 2 years from now.

25. Coeus User Group 2009 UMDNJ UMDNJ • Day in the Life of a Departmental Coeus user • Benefit: • All of the Proposals are in one place in one format. • Departmental Manager Tracks: • ? Submitted • ? Funded

26. Coeus User Group 2009 UMDNJ UMDNJ • Day in the Life of a Departmental Coeus User • JHU - School of Public Health, Dept of Epidemiology: 80 Faculty, 60 Million Direct, 10 budget analysts, preaward and post awards • Coeus was not mandatory at institute level • Department Level decision to have everyone submit electronically • Create a New Job Title: Coeus Research Administrator to have all proposals created/updated in Coeus. PI added as aggregator to upload science. Compliance Forms uploaded as Narratives. Approval email from Chair to satisfy Dept Approval Requirements -> ORSP allows Research Administrator to Approve on behalf of the Department. • Rolled out NIH • Then All Sponsors

27. Coeus User Group 2009 UMDNJ UMDNJ • Day in the Life of a Departmental Coeus User • Purdue doesn’t do s2s. • Proposal Centers for Grant Writers available across Units to assist with >$1million proposals. 40 proposals on a slow month, 75 proposals on a busy month. • 8 Central Staff Grant Writers work on Opportunities with PI and enter into Coeus Proposal Development. • Begin Process 2-3 weeks ahead. PI gets Science in 24hrs before submit. • Facilities, Budget/Cost, Budget Justification typically early enough to review.

28. Coeus User Group 2009 UMDNJ UMDNJ • Day in the Life of a Departmental Coeus User • IACUC, IRB Acknowledges ability to deliver review and approval before awarded, • Approvals ahead of time. • Central aggregates Proposal Submission, Emails to PI, PI Approval Email is sufficient for submit to sponsor. • Department Submits non-s2s, ORSP Submits s2s. • Post-Docs have their own grants.

29. Coeus User Group 2009 UMDNJ UMDNJ • Requirements Management for a COEUS Project • Requirements of the UMDNJ Implementation are mostly global requirements for research institutes • Method of breaking down into SREQs, TREQs, Testing relating to SREQs, Testing relating to TREQs was understood, supported

30. Coeus User Group 2009 UMDNJ UMDNJ • Managing a Coeus Project • Owners need to inform the Faculty that they are fully supporting the Coeus Project and that they are fully supporting the roll-out. • Data Governance, include shadow system databases in the imported data? • 3 Teams • Operational Committee • Executive Committee – Twice per month • Steering Committee – Once per month

31. Coeus User Group 2009 UMDNJ UMDNJ • Managing a Coeus Project • Populated Microsoft Project discussed • Discuss configuration • Setup Coeus to match intended configuration • Train • Duration: 6 months to a year

32. Coeus User Group 2009 UMDNJ UMDNJ • Lightning Talks • UMB Reporting – • To DataMart • Data Cleanup Effort • Raven for User Level Reporting • UMDNJ - Automated Testing With Vermont • Desktop Price • WinRunner is owned by two Consortium Members: Purdue and MIT • Doesn’t review database contents

33. Coeus User Group 2009 UMDNJ UMDNJ • Lightning Talks • UCB - Automated Web Testing • Selenium Pushes Keystrokes through to web applications using a script language • Use Fest for Coeus Premium • Princeton - Subaward Invoice Processing • Subcontract Amount Released Tab • Upload an Invoice to the Coeus Application • Watch out for Checking the INBOX does not approve the invoice!

34. Coeus User Group 2009 UMDNJ UMDNJ • Lightning Talks • UMB Financial System Feed • Phase A – expedite account creation, reduce/eliminate duplicate data entry, improve enterprise data quality, grants and contracts, restricted funds. • New Awards • Pre-Award Spending • New Sponsor Info • Detailed Budget • Use a Move Button on an Award to implement an automated move • Phase B • Remove the Move Button and implement an automated move. • Phase C • Change to existing awards which were previously sent from Coeus.

35. Coeus User Group 2009 UMDNJ UMDNJ • Lightning Talks • UMB Financial System Feed • ORD – Ok to have Post-Awards data entered by Coeus for permanent record • Princeton Coeus Documentation • Available on the wiki.

36. Coeus User Group 2009 UMDNJ UMDNJ • Hands-on Lab Using the Personalization Engine • Two types of personalization • Static (applied to pages under all circumstances) • Eg. • Account# -> Fund# • Add hyperlink • Dynamic (if something then apply to page) • Eg • Validation of entered data… • Display differently if some value • Hide some functionality from some users

37. Coeus User Group 2009 UMDNJ UMDNJ • Hands-on Lab Using the Personalization Engine • Robert Dias Developed Coeus Personalization Engine • XMLSPY Freeware (requires bi-monthly licensing) • How about XMLDoctor? • Sample Test: Disable Proposal Log Merge Button.

38. Coeus User Group 2009 UMDNJ UMDNJ • Hands-on Lab Using the Personalization Engine • If you’re not ready to use a field, disable it • Allows you to add an “Other” tab field to one of the other tabs… where it belongs. • Dynamic Configuration • Catalog talks about how the variables, attributes are named, reflecting database column names • Coeus Roles take higher precedence. Enabling a field, for instance, will remain disabled… if disabled by Coeus Roles. • Coeus Data Dicationary is already available, not published, by UCSD

39. Coeus User Group 2009 UMDNJ UMDNJ • Technical Subcommittee • Moving from PerfectTracker to JIRA • Software Testing • Sabari: We need to be involved during release testing • Automated Testing: Potential Opportunity of working with MIT/Perdue who currently have access to a WinRunner Instance.

40. Coeus User Group 2009 UMDNJ UMDNJ • Authenticating COEUS across Various Authentication Schemes • After Coeus 4.2 doesn’t require keeping an open database connection to each client. • X509 Certificates • LDAPURL • KERBEROS • CERTAPACHE • 8 character limit on Coeus – most ldaps allow defining a long name (Edward.Castagna) and a short name (castageg). Authenticate against short name. • If not: you’ll have to translate long name to short name in Coeus. Pradeep • Failover may be enabled by using multicampus ldap, defining second campus ldap server to be the failover ldap server.

41. Coeus User Group 2009 UMDNJ UMDNJ • Conference Wrap-Up

42. Q&A UMDNJ UMDNJ • Presentations found at: https://wikis.mit.edu/confluence/pages/viewpageattachments.action?pageId=36998591 • castageg@umdnj.edu