Exercise Guide – Day 2 · Exercise Guide Page ‐ 6 Lesson 5: Exercise 2 UPDATE PERSONNEL DETAILS AND DOCUMENTS INTRODUCTION Coeus utilizes the MIT Human Resources data for personnel

Coeus Premium™

Exercise Guide – Day 2

Proposal Development

IS&T Training

Exercise Guide

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Exercise Guide

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Coeus Premium™: Proposal Development

Exercises for Day 2

LESSON 5: EXERCISE 1 ............................................................................................................... 5

OPEN A PROPOSAL FOR MODIFICATION ...........................................................................................5

LESSON 5: EXERCISE 2 ............................................................................................................... 6

UPDATE PERSONNEL DETAILS AND DOCUMENTS ............................................................................. 6

LESSON 6: EXERCISE 1 ............................................................................................................. 11

CREATE A BUDGET ......................................................................................................................11

LESSON 6: EXERCISE 2 ............................................................................................................. 14

ADD PERSONNEL LINE ITEMS ....................................................................................................... 14

LESSON 6: EXERCISE 3 ............................................................................................................. 22

ADD NON-PERSONNEL LINE ITEMS...............................................................................................22

LESSON 6: EXERCISE 4 ............................................................................................................. 25

GENERATE ALL PERIODS ............................................................................................................. 25

LESSON 6: EXERCISE 5 ............................................................................................................. 26

ADD SUBCONTRACT LINE ITEMS................................................................................................... 26

LESSON 7: EXERCISE 1 ............................................................................................................. 31

UPLOAD DETAILED SUBAWARD .................................................................................................... 31

LESSON 8: EXERCISE 1 ............................................................................................................. 33

COPY A BUDGET .........................................................................................................................33

LESSON 8: EXERCISE 2 ............................................................................................................. 34

FINALIZE THE BUDGET .................................................................................................................34

LESSON 9: EXERCISE 1 ............................................................................................................. 36

YES NO QUESTIONS....................................................................................................................36

LESSON 10: EXERCISE 1 ........................................................................................................... 38

SUBMIT YOUR PROPOSAL FOR ROUTING ........................................................................................38

LESSON 10: EXERCISE 2 ........................................................................................................... 40

CHECK PROPOSAL STATUS – INTERNAL ROUTING........................................................................... 40

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COPYRIGHT © 2009 BY MASSACHUSETTS INSTITUTE OF TECHNOLOGY. ALL RIGHTS RESERVED.

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Lesson 5: Exercise 1

OPEN A PROPOSAL FOR MODIFICATION

INTRODUCTION Coeus includes a robust search interface allowing you to search for a proposal in Proposal Development. Coeus presents you with a search box automatically so you can jump directly to the record you would like to modify.

SCENARIO

In this scenario, you are ready to update personnel information and attach personnel documents, such as biosketches and current & pending documents. First, you will need to locate the proposal you created in previous exercises and open it for modification.

Open your proposal in progress

Use the information and steps below to locate and open the proposal you created during the Day 1 of training upload/attach a narrative:

1. Select Maintain > Proposal Development or click the Maintain Proposal Development button to open the proposal for modification.

2. The Select Development Proposal search window will appear.

3. Enter your proposal number in the Proposal Number field and click the Find button.

4. The Development Proposal List will display proposals that match the search criteria.

5. Click once to highlight the proposal and click the Modify Selected Proposal button to open the proposal for modification.

Data

Proposal Number Your Proposal number

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Lesson 5: Exercise 2 UPDATE PERSONNEL DETAILS AND DOCUMENTS

INTRODUCTION Coeus utilizes the MIT Human Resources data for personnel information. However, there are some key pieces of information that the HR system does not capture, such as a user's eRA Commons ID. This information must be entered within Coeus to be sure it is transferred to the Grants.Gov forms. Coeus allows you to attach personnel documents, such as a Biosketch and Current & Pending, as required by the program sponsor for your proposal.

SCENARIO

For this scenario, you will update the personnel information for the Investigators and Key Persons in the proposal you created in the previous exercises.

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Update Personnel Details Use the information and steps below to update the Personnel Details for the Investigators and Key Persons on your proposal.

Data

Full Name Edward Haskell

eRA Commons Username haskelle

1. Select Edit > Proposal Personnel... from the main menu or click on the Proposal

Persons button .

2. The Proposal Personnel window will appear with the names of people you entered in the Investigator and Key Person panels.

3. Use the Up and Down arrows to sort the names so the PI is listed first, followed by any subsequent investigators, and so on. Coeus will print the names listed on the forms in the order in which they appear on this panel.

4. Click once to select the Contact PI, Edward Haskell and select Edit > Person Detail from the main menu or the Display Person Details button

5. The Person Details window contains five tabs: Organization, Personal, Contact Info, Misc., and Other.

6. Click the Contact Info tab.

7. In the eRA Commons User Name field, enter “haskelle”, the eRA Commons username for Edward Haskell.

8. Click OK.

9. Click the Save button.

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Upload & Attach Personnel Documents Many funding opportunities require a Biosketch (Curriculum Vita) or Current & Pending document for each Investigator and Key Person named in the proposal.

Note: Check the instructions for your funding opportunity for information on length and formatting requirements for the Biosketch and Current& Pending files. In this exercise, you will upload and attach a PDF biosketch for the Contact PI, Edward Haskell. Use the information and steps below:

Data

Full Name Edward Haskell

Document Type Biosketch

File to Attach Haskell_biosketch.pdf

Attaching proposal narratives is a two part process:

1. Add a Personnel Document Module 2. Upload and attach a PDF or Word document to the Personnel Module

Add a Personnel Document Module

1. Continue working in the Proposal Personnel window.

2. Click once to highlight the cell with Edward Haskell’s name.

3. Select Edit > Add Module or click the Add Module button .

4. Click in the Document Type field and select Biosketch from the drop-down menu.

5. In the Description field, enter a valid value e.g. "Haskell_Biosketch".

New Personnel Module

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Upload and Attach a Document to the Personnel Module

1. Click the Upload Attachment button.

2. Navigate to the Class folder on your workstation.

3. Click once to highlight haskell_biosketch.pdf and click the Open button.

4. The Biosketch document for Edward Haskell is now attached, including a timestamp.

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5. View the attached document by clicking the Adobe PDF icon within the module.

6. Complete this exercise by attaching a Biosketch PDF file for Theodore Cleaver and Violet Rutherford.

7. When you are finished uploading or viewing files, click the Close button .

8. Click Save.

Note: You have learned how to upload and attach proposal personnel documents.

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Lesson 6: Exercise 1 CREATE A BUDGET

INTRODUCTION Coeus allows you to create a budget for your proposal, including personnel and non-personnel items. Coeus automatically calculates the rate of inflation, and salary increases as well as overhead. The Coeus default budget period length is 12 months, so the system will attempt to divide the Full Project Period (as determined by the Start & End dates) into 12 month periods. Users can define non-12 month budget periods by using the Adjust Period Boundaries function.

Note: If you choose to submit a modular budget to NIH, MIT would still like you to create a

detailed budget for Institutional review. A detailed budget can be created in Coeus and converted to a Modular format.

SCENARIO

For this scenario, you will create a new budget for the proposal that you created in previous exercises. You will setup the budget, adjust the rates, add personnel and non-personnel line items to the first period, and generate the remaining periods based on the first period.

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Create a New Budget

1. Select Edit > Budget... from the main menu or click on the Proposal Budget button

2. The Select Budget window will appear. Click the New button.

Note: Once you have created one or more budget versions, you will return to the Select Budget window to Display, Modify, or Copy a selected version of the budget.

3. The Sync Budget Persons window will display, containing a default jobcode for non-MIT persons. Click OK.

4. The Create Budget for Proposal [proposal number] window will appear with three tabs: Summary, Period 1, and Total.

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Budget Summary panel The Summary tab displays information about the selected budget version, including the version number. Use the data below to verify and complete information in the budget Summary:

Data

Start Date 1/01/2011

End Date 12/31/2013

OH Rate Type MTDC

Comments Includes travel for conference

1. In the Comments field, enter “Includes travel for conference” as a notation, viewable only to a user in Coeus, to differentiate one budget from another within the proposal.

Note: If you change the OH Rate Type, you will get a message stating that you should recalculate the budget since the new rate type will change the Indirect Costs for the budget.

Proposal Rates Coeus allows you to synchronize (sync) your proposal rate table to the institute rate table. You may also make adjustments to the rate table. In this exercise, adjust the inflation rate for faculty salaries using the information and steps below:

Data

Faculty salaries (6/1) ON 2011

4.0

Faculty salaries (6/1) OFF 2011

4.0

1. Select Edit > Rates... from the main menu or click the Maintain Rates button.

2. The Modify Rates window displays all of the rates divided into four categories - MTDC (Modified Total Direct Costs), Employee Benefits, Inflation, and Other.

3. Click the Sync to synchronize the rates to the MIT's current rates, and click Yes when prompted to confirm synchronization.

4. Scroll to Inflation - Faculty Salaries and change the Applicable Rate to reflect information in the table above.

5. Click OK and Yes to confirm the rate change.

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Lesson 6: Exercise 2 ADD PERSONNEL LINE ITEMS

INTRODUCTION Personnel line items within a budget describe the salaries for individuals that will be directly funded out of the proposal award. Coeus allows you to add named persons (Investigators, Key Persons) as well as persons to be named at a later date (Postdocs, research assistants).

Adding Personnel Line Items to your budget is a two-part process.

1. Create/edit the Budget Persons list for your proposal

2. Add Budget Persons to personnel cost elements within the budget.

SCENARIO

In this scenario, you will add Personnel Line Items (Cost Elements) for some of the individuals listed in the Investigator and Key Person panels, as well a position that will be filled if the proposal is funded.

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Budget Persons Use the information and steps below to complete the Budget Persons screen.

Data

Edward Haskell $100,000 effective June 1, 2010

Theodore Cleaver $40,000 effective July 1, 2010

Violet Rutherford Do not edit - funded through Subcontract

TBA - Clinical Coordinator $60,000 effective January 1, 2011; 12 Month appointment

1. Select Edit > Persons... from the main menu or click the Budget Persons button .

2. The Budget Persons window will automatically display individuals listed in the Investigator and Key Person panels.

3. Enter Edward Haskell’s base salary:

a. Click in the Calc Base field and enter a valid value e.g. "100000".

b. Change the effective date to 06/01/2010.

1. Enter Theodore Cleaver’s base salary:

a. Click in the Calc Base field and enter a valid value e.g. "40000”.

b. Change the effective date to 07/01/2010.

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Add a Budget Person to be Hired Coeus has been pre-loaded with a variety of To Be Announced positions, such as Administrative/Clerical and PostDocs.

Enter the TBA – Clinical Coordinator position below:

1. Click the Add TBA button.

2. Select TBA- Clinical Coordinator from the list and click OK.

3. The TBA- Clinical Coordinator will appear in the Budget Persons list.

4. Select 12M Duration as the Appointment Type.

5. In the Calc Base field, enter a valid value e.g. "60000”.

6. Click OK and click the Save button .

Budget Periods – Personnel line items

Add Personnel Line Item Use the information below to add a personnel line item for the PI, Edward Haskell:

Data

Summer Faculty On Edward Haskell

1. Click the Period 1 tab on the Create Budget for Proposal window.

2. Select Items > Add Line Item... from the main menu or click the Add Line Item button.

3. Double click in the CE field or select Items > Select Cost Element... from the main menu to choose a Cost Element for your Budget Line Item.

4. Select Summer Faculty – On and click the OK button.

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5. The Summer Faculty-On Line Item will appear in Period 1 of the budget.

6. Select Items > Personnel Budget... from the main menu or click the Personnel Budget for Line Item button to add the appropriate personnel to the line item.

7. Click Add on the Personnel Budget Details window.

8. Choose Edward Haskell from the Select Budget Persons window, and click OK.

9. Edward Haskell is added to the Summer Faculty On line item.

Assign Effort The Personnel Budget Details window is where you will also designate the effort put forth toward this project by the personnel listed. Enter the % Effort along with the corresponding % Charged to determine Cost Sharing, if applicable. Use the information and steps below to assign effort:

Data

Summer Faculty On Edward Haskell



Period Summer

% Charged 100

% Effort 100

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1. Adjust the Start Date and End Date to reflect the actual dates during which personnel will be contributing effort. Edward Haskell will commit 1 month during the summer to the project, so change the Start Date to 08/01/2011 and the End Date to 08/31/2011.

2. From the Period pull-down menu, select Summer.

3. Enter a valid value e.g. "100" into the % Charged field.

4. Enter a valid value e.g. "100" into the % Effort field.

5. Click Calculate, and then click OK.

Note: The % Effort must be at least equal to the % Charged. It may greater than

% Charged, but not less than that number.

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Add Personnel For this exercise, you will add a Clinical Coordinator that will be hired if the proposal is funded. Use the information and steps below to add a personnel line item.

Data

Program Manager TBA - Clinical Coordinator

1. Select Items > Add Line Item... from the main menu or click the Add Line Item button while still working on the Period 1 tab.


3. Select Program Manager and click the OK button.

4. In the Description field, enter Clinical Coordinator.

5. Select Items > Personnel Budget... from the main menu or click the Personnel Budget for Line Item button to add the appropriate personnel to the line item.

6. Click Add on the Personnel Budget Details screen.

7. From the Select Budget Persons window, choose TBA - Clinical Coordinator and click OK.

8. TBA-Clinical Coordinator will be added to the Program Manager line item.

Assign Effort The Personnel Budget Details window is where you will designate the effort put forth toward this project by the personnel listed. Enter the % Effort along with the corresponding % Charged to determine Cost Sharing, if applicable. Use the following information and steps below to assign effort for the Program Manager line item:

Data

Program Manager TBA - Clinical Coordinator



Period Calendar

% Charged 80

% Effort 100

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1. The Start Date and End Date for the Program Manager are correct, Start Date is 01/01/2011 and the End Date is 12/31/2011.

2. From the Period pull-down menu, select Calendar.

3. Enter a valid value e.g. "80" into the % Charged field for TBA - Clinical Coordinator.

4. Enter a valid value e.g. "100" into the % Effort field for TBA - Clinical Coordinator.

5. Click Calculate, and then click OK.

Type Clinical Coordinator in the Description field. The two personnel line items have been added to Period 1 of your budget.

Note: Since the % Effort is greater than the % Charged for this line item there is

associated Cost Sharing, which is reflected on the Period 1 screen.

Continue entering the remaining Personnel Line Item (and associated budget persons) in the same fashion using the data below:

Data

Senior Research Staff On Theodore Cleaver



Period Calendar

% Charged 50

% Effort 50

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You should now have three personnel line items listed in Period 1 of your budget.

This is a good time to save your proposal, click the Save button .

Note: You have added three Personnel Line Items (cost Elements) to your proposal.

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Lesson 6: Exercise 3 ADD NON-PERSONNEL LINE ITEMS

INTRODUCTION Non-personnel line items are those items within your budget that do not pay for salaries or benefits to people working on the project. Non-Personnel Line Items include travel costs, supplies (such as consumables and reagents), equipment, subcontracts and other operating expenses.

Adding Non-Personnel Line Items to your budget is a three-step process.

1. Add a line item

2. Define the Cost Element for the line item

3. Enter the cost and other details.

SCENARIO

In this scenario, you will add a line item for Travel Expenses and a line item for Minor Equipment.

Add a Non-Personnel Line Item for Travel Use the information below to add a non-personnel line item (cost element) for travel expenses:

Data

Cost Element Travel Expenses

Description Conference

Cost 7000

1. On the Create Budget for Proposal window, click the Period 1 tab.

2. Select Items > Add Line Item... from the main menu or click the Add Line Item button (keyboard shortcut [Ctrl+A]).


4. Select the Travel Expenses.

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5. Click the OK button

6. In the Description field and enter a valid value e.g. "PI travel to scientific conferences".

7. Click in the Cost field and enter the desired information into the field. In this example, enter a valid value e.g. "7000".

Note: Non-personnel line items differ from personnel line items in that you are able to enter the costs manually on the line.

Continue by entering a Non-Personnel Line Item (Cost Element) in the same fashion using the data below:

Data

Cost Element Materials and Services

Cost 18,000

1. Enter the Cost Element and relevant data, then click the Save button.

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Add a Non-Personnel Line Item for Equipment Use the information below to add a non-personnel line item (cost element) for Travel Expenses:

Data

Cost Element Equipment – Not MTDC

Description Industrial Sized Chocolate Fountain

Cost 5,000

1. On the Create Budget for Proposal window, click the Period 1 tab.

2. Select Items > Add Line Item... from the main menu or click the Add Line Item button (keyboard shortcut [Ctrl+A]).


4. Select the Equipment – Not MTDC and click the OK button.

5. Select Items > Edit Details... from the main menu.

6. The Budget – Line Item Detail window will appear.

7. In the Description field, enter a description of what you are purchasing. In this example, enter a valid value e.g. “Industrial Sized Chocolate Fountain".

8. Click in the Cost field and enter the cost for enter a valid value e.g. "5000".

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Lesson 6: Exercise 4 GENERATE ALL PERIODS

INTRODUCTION After completing Period 1 of the budget, use Coeus to generate the remaining budget periods. The Generate Periods function can be performed only once per budget version (if you copy create a new budget version, you can use Generate Periods for that version). The Rates for inflation that you adjusted in previous exercises will be applied when Coeus generates the remaining periods.

SCENARIO

For this exercise, you will generate the remaining periods based on Period 1. Use the information and steps below:

Generate All Periods

1. Select Budget Periods > Generate All Periods from the main menu or click on the

Generate All Periods button .

2. New tabs corresponding to the remaining periods, Period 2 and Period 3 will appear detailing cost elements for each budget period, not just the first budget period.

Data

Generate Periods Periods 2 and 3

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Lesson 6: Exercise 5 ADD SUBCONTRACT LINE ITEMS

INTRODUCTION Most subcontracts are subject to Facilities and Administration (F&A) costs for only the first $25,000 spent. In Coeus, this translates to: All subcontracts equaling less than $25,000 will have one line item. For budgets where the subcontract cost is greater than $25,000, there will be two line items:

One line item (for the first $25,000) subject to F&A

One line item (for the balance after the first $25,000) without any indirect costs applied.

SCENARIO

In this scenario, you will add two subcontract line items for Harvard School of Public Health.

For this exercise, your proposal will have subcontract costs totaling $50,000. Use the information and steps below to add the subcontract line items:

Add Subcontract Line Items for Period 1

1. Still working in Period 1, select Items > Add Line Item from the main menu or click the

Add Line Item button .

2. Double-click in the CE (Cost Element) field.

3. Select Subcontracts – Subject to MIT F&A to add the line item for the first $25,000 of

our subcontract costs and click OK.

Data

Subcontract cost (total) $50,000

Subcontractor Harvard School of Public Health

Cost Element (420600) Subcontracts – Subject to MIT F&A

for the first $25,000

Cost Element (420620) Subcontracts – No MIT F&A

For the remaining subcontract amount

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4. For this exercise, the subcontractor is Harvard School of Public Health. Click in the Description field and enter a valid value e.g. "Harvard School of Public Health” into the Description field.

5. In the Cost field, enter “25000”.

Next, enter a new line item that will account for the balance of the $50,000 subcontract costs.

1. Select Items > Add Line Item from the main menu or click the Add Line Item button .

2. Double-click in the CE (Cost Element) field and select the Subcontracts – No MIT F&A cost element and click the OK button.

3. In the Description field, enter a valid value e.g. "Harvard School of Public Health".

4. Enter a valid value e.g. "25000" into the Cost field.

5. Click the Save button.

Add Subcontract Line Item for Period 2 and 3

The remaining periods will only have one subcontract line item, Subcontracts – No MIT F&A.

1. Working in Period 2, select Items > Add Line Item from the main menu or click the

Add Line Item button .

2. Double-click in the CE (Cost Element) field.

3. Select Subcontracts – No MIT F&A to add the line item for the $50,000 period 2 subcontract costs and click OK.

4. For this exercise, the subcontractor is Harvard School of Public Health. Click in the Description field and enter a valid value e.g. "Harvard School of Public Health” into the Description field.

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5. In the Cost field, enter “50,000” and click the Save button.

6. Repeat the steps above for Period 3.

Note: You have added subcontract line items to your proposal.

Budget Totals

1. Select Budget Periods > Calculate All Periods from the main menu or click the

Calculate Budget button . 2. View the totals for the project by clicking on the Total tab.

The Total tab shows all of the line items, subtotaled by period, and totaled for the entire project.

3. To view the Budget Summary, click the Summary tab.

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Note: Cost Sharing is listed for each Period in your budget. Cost Sharing is when a portion of the project or program costs are not borne by the sponsor. It is the Institute’s share of the cost of research.

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Cost Sharing Distribution In a previous exercise, you assigned effort for the TBA-Clinical Coordinator in the Program Manager line item. The % Effort was set at 100, which is greater than the % Charged, which was set at 80. Use the following information and steps below to specify Cost Sharing Distribution for each Fiscal Year:

Data

Percentage 100

Source Account 1234567

1. Select Edit > Cost Sharing Distribution…. from the main menu.

2. The Modify Proposal Cost Sharing window for [Proposal number, version number] will open.

3. Enter 100 in the Percentage column for each Fiscal Year.

4. The value in the Amount column for each Fiscal Year indicates the cost sharing expense.

5. In the Source Account field, enter an account number. For this example, enter 1234567 for each Fiscal Year.

6. Click OK.

7. Click the Save button and Close the Budget window .

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Lesson 7: Exercise 1 UPLOAD DETAILED SUBAWARD Coeus now accepts Adobe Form detailed sub award budget files. Check the OSP website for more information about the Adobe form.

Data

Organization Name Harvard_School_of_Public_Health.

Sub Award File Adobe_Subaward.pdf

Upload Subaward

1. Select Edit > Sub Award ... from the main menu.

2. The Sub Award Budget window will open.

3. Click the Add button and browse to the Class folder on your workstation to upload the Adobe form.

4. Select the Adobe_Subaward.pdf file and click OK.

5. Double-click on the Organization Name field and enter Harvard_School_of_Public_Health.

Note: The Organization Name field must contain no spaces and no special characters.

6. Click the Translate button. If successful, a green checkmark will appear in the XFD and XML fields.

7. Click OK.

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Lesson 8: Exercise 1 COPY A BUDGET In the proposal development process, you may find the need to draft several versions of your budget in order to determine the best fiscal options for your proposal. Coeus allows you to copy an entire proposal budget (with all periods within that particular budget) or copy the budget with only the period 1 budget period and its cost elements.

Copy a Budget

1. Click Edit > Budget... from the main menu or click on the Proposal Budget button

2. The Select Budget window will open. Select the budget version you want to copy and click the Copy button.

3. Coeus will ask you to determine what parts of the budget you wish to copy. In this exercise, choose to copy only the first period within the original budget and click the OK button.

4. A new version of the budget will open. On the Summary tab, enter a comment in the Comment field. For this example you can enter “Does not include travel for conference.”

5. Click the Period 1 tab to view the line items copied from the previous budget version.

6. Click on the Travel Expenses line item to select it, and then click the Delete Line Item button .

7. Click the Save button and Close the Budget window .

8. Click on the Proposal Budget button to view the Select Budget window showing two budgets available for editing.

Note: In this topic you have learned how to copy a proposal budget.

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Lesson 8: Exercise 2 FINALIZE THE BUDGET You can work on as many different budget versions as you need within your proposal in Coeus. However, before you submit your proposal for routing you will need to designate one version as the Final Budget that will be transmitted to the sponsor. There are two ways you can finalize your budget:

In the Select Budget window

From the Budget Summary panel

SCENARIO

You have made the final changes to the budget and are ready to mark one of the versions as Final. After you mark the first version of the budget as the Final version, you will also need to mark the budget as Complete. Use the information and steps below to finalize the budget:

Data

Final Budget Version 1

Status Complete

Click the Proposal Budget button to open the Select Budget window.

Click the Final checkbox next to Version 1 of the budget.

Click Yes to confirm your intent to mark the budget as Final.

Select Complete from the Budget Status drop down list.

Click the OK button.

Coeus now shows the Budget Module for your proposal as Complete.

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Note: You can go back and change the status to Incomplete and remove the Final checkmark if you need to make changes. You should then mark a version Final and Complete before you can submit for approval.

Note: You have finalized your budget before submitting your proposal.

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Lesson 9: Exercise 1 YES NO QUESTIONS

The Yes No Questions screen contains questions that relate primarily to compliance issues for Grants.Gov and MIT. You may save responses to some of the questions prior to completion of the entire Yes No Question set. However each question must be answered prior to submission for approval. Additionally, an explanation may be required for certain questions, depending upon the answer given.

Note: If you are unsure about how to answer a particular question, you can view an explanation of the question as well as the current policies (if applicable) to help decide on the appropriate response.

SCENARIO

You have received responses to the Yes No Questions from the PI for the Proposal. Use the information and steps below to complete the questions:

Data

11 No 28 No

12 No 29 No

13 No 31 No

14 No 32 Yes

15 No EC1 No

16 N/A EC2 No

17 No FG Yes

18 No G3 No

19 Yes G4 No

20 No G6 No

21 No G8 No

22 No G9 No

23 No H1 No

24 No

H2 No

25 No J4 No

26 N/A

27 N/A

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1. Select Edit > Yes No Questions... from the main menu.

2. The Proposal Questions window appears.

3. Begin answering the series of questions by selecting the Yes or No options (you do not need to accurately respond to the questions during class).

4. Click Question Number 12 so it appears red.

5. Click the More button.

6. The original question appears on the Question tab

7. Click the Explanation tab to view the explanation.

8. To leave the window, click the Cancel button.

9. Once you are certain you have answered all of the questions and entered all required explanations, click the OK button.

Note: You have learned how to answer the Yes No Questions required for proposal submission.

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Lesson 10: Exercise 1 SUBMIT YOUR PROPOSAL FOR ROUTING

INTRODUCTION

You need to finalize your proposal before you submit it for approval routing. To finalize you will need to:

Mark your budget as Final and Complete

Certify your Investigators and Key Personnel

Yes No Questions: Answer a series of compliance questions required by either the institute or the sponsor

Validate on the Grants.Gov screen (select Action > Grants.Gov for validation check that will verify that you have entered the necessary data for institute and sponsor specific criteria)

On the Grants.Gov screen, use the Forms tab to select the Modular budget form if applicable or the Detailed budget form

Validate for Institutional issues and proposal completeness

Submit for Approval a minimum of 5 working days prior to the deadline.

SCENARIO

The final steps (Check-List) before submitting this proposal for approval is to:

Mark the budget as final and complete

Select Edit > Budget to open the Select Budget window.

Check the Final box to mark the correct version of the budget as Final .

Select Complete from the Budget Status drop-down menu

Certify the Investigator(s)

On the Proposal Details Investigator panel, click Certify

Review the questions with the investigator and select the appropriate answer

Save

Repeat for each Investigator listed on the panel.

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Answer Yes/No Questions

Select Edit > Yes No Questions . . . from the main menu to open the Proposal Questions window.

Review the questions and insert the appropriate answers as they relate to this proposal.

Validate on the Grants.Gov screen

Select Action > Grants.Gov to open the Grants.Gov Submission Details window.

Click the Validate button

Read and respond to any Validation Errors returned.

Once corrections are made, return to the Grants.Gov screen and Validate again

Note: DO NOT submit for approval until your proposal SUCCESSFULLY VALIDATES.

Once you Submit for Approval, you cannot edit, update, or correct it. If you proposal does not validate, it will not be accepted at Grants.Gov. Proposals with validation errors in process of approval must be rejected back to the aggregator to unlock them to allow updates and corrections.

Validate for Institutional Issues & Proposal completeness

Select Action > Validation Checks from the main menu.

Review the message that appears in the screen. Heed the warning to verify that appropriate files have been uploaded and that they are in the sponsor-mandated file format. Make any corrections, additions, or changes as required.

Submit the proposal for approval

1. Select Action > Submit for Approval to start your proposal electronically routing.

Note: You have created a proposal and submitted it for approval!

Exercise Guide

Page ‐ 40

Lesson 10: Exercise 2 CHECK PROPOSAL STATUS – INTERNAL ROUTING INTRODUCTION CoeusLite tracks the status of proposals that are in the Process of Approval though the Institute. Users can check when a proposal has been approved, waiting for approval, and see the entire approval route as determined by the content, participants, and sponsor.

SCENARIO

Your proposal was submitted for approval and your PI would like to know where it is in the Institute approval process. In this scenario, you will open the proposal to see where the proposal is in the routing process.

1. Search for a proposal in Proposal Development by entering *3858 in the Proposal No. field.

2. Select Action > Approve

3. The Routing Map for the proposal will be displayed

4. Click Close and Close the proposal.

Note: You have learned how to check the Approval Status for your proposal.

Exercise Guide

Page ‐ 41

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