Release version (Spring 2009)

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Release version 4.3.3

(Spring 2009)

Along the Path –What COEUS® Can Show You: ...2

Coming Soon: COEUS Lite®...3

Other COEUS® Modules: ...4

Installing COEUS®...5

Logging in to COEUS®...5

Exploring the Toolbars ...6

PART ONE: Award Searching in COEUS®...8

Search Results: The Award List window...11

The Award: Exploring the terminology...12

The COEUS Award Hierarchy (3-Tier) System...14

SIDEBAR: Development Proposal vs. Institute Proposal: What are the differences? ...21

Linking related proposals and awards with MEDUSA...21

PART TWO: Institute Proposal Searches in COEUS®...22

SIDEBAR: Advanced searching options: Combining different search criteria...24

The Institute Proposal: Exploring the terminology...26

PART THREE: Development Proposal Searches in COEUS®...29

Search Results: The Development Proposal List window ...32

The Development Proposal: Exploring the terminology ...33

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Along the Path –What COEUS

®

Can Show You:

The Proposal Development Module has been designed to allow departmental administrators and investigators to construct full proposals from the desktop. First, the user is required to create a proposal shell, which includes the basic header information typically found on an institute proposal routing form. Once this piece is done, work on the proposal can be distributed by function and managed through use of system roles. The Proposal Development Module also contains a robust tool for creating budgets. It stores all approved EB and F&A rates, inflation factors, and ensures compliance with the Cost Accounting Standards (CAS) by allowing the user to budget in the same manner in which expenditures will be incurred.

While Dartmouth prepares for this full use of Proposal Development, the module is currently being used to store standard routing form information such as high level project year budgets (direct/ indirect, cost share), use of select agents, and so on.

Once fully implemented, Proposal Development will enable Dartmouth users to prepare Grants.gov proposals that will be submitted to sponsors directly from COEUS® without the use of PureEdge or Adobe forms.

The Institute Proposal Module contains those works that have been submitted to sponsoring organizations for funding. Where works in progress are stored and edited in the Proposal Development Module, only completed works are stored in the Proposal Module. Each proposal that has been officially submitted by the organization to the external sponsor is assigned a unique identifier. Through this identifier, the user can view basic data on funding source, title, department, principal investi-gators, and amount proposed. Also in this module, the user is able to generate a Current and Pending Support Report for any investigator listed in the proposal. Current and Pending information can be downloaded in a variety of formats for subsequent modification to conform to individual sponsor's requirements. Once a proposal is funded, the information in the Proposal Module forms the basis for the actual award.

The Award Module maintains detailed information on awards and subcontracts including a complete history of every change made to an award and subcontract from notice through closeout. The COEUS® system can store all agency contacts (in the electronic rolodex), maintain all reporting requirements (financial, technical, property, patents), maintain the terms and conditions, required cost sharing, special reviews (animals, human subjects, biohazards, etc.), F&A rates (whether limited by agency or fixed for the life of Federal awards), as well as the required approvals for the equipment, foreign travel, and subcontracts.

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Coming Soon: COEUS Lite

®

Coeus Lite is a web-based application (requiring only a browser and Dartmouth user authentication). The

My Proposals feature allows users to create a proposal with the most basic identifying information (proposal and activity types, start and end dates, sponsoring agency, title), and access the In Progress

feature in order to add in more information (such as investigators/key persons, abstract, proposal roles, budget, narrative) as it becomes available.

As with COEUS Premium, proposals may also be searched by unit (department), sponsor, investigator, or title keyword. A similar search feature can look up new funding opportunities in grants.gov by CFDA or opportunity number.

Future Enhancements

1. Internal Routing and Approval. Coeus Lite also tracks the

status of proposals that are in the process of approval though the College. 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.

The underlying premise of making Coeus Lite available to

Dartmouth users is to replace the ageing Electronic Proposal Routing Form (ePRF). In this way users can enter all the basic proposal information directly into COEUS and better coordinate with the Office of Sponsored Projects for final review and submission to the grantor agency.

2. Conflict of Interest. Coeus Lite also offers a more streamlined Conflict of Interest (COI) module, allowing PIs to detail their involvement in any outside fiscal or institutional entity, validate these entities for potential research conflict of interest, and even automatically alert the PI for annual recertification.

3. System-to-System. Coeus Lite is a critical component of Dartmouth’s broader system-to-system (S2S) initiative, which allows information from many different on-campus databases to better connect and streamline the process of information retrieval.

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Other COEUS

®

Modules:

The Subcontract Module

The Subcontract Module is maintained under the awards that fund the agreement and contains detailed information on subrecipient agreements. Data in this module include: the amount, the start and end date, the investigator at the receiving organization, other administrative contacts, and all required close out information. Historical information is captured as the subcontract is modified to allow tracking of change orders to the subrecipient agreement. Additionally, funds released based on incoming invoices are also maintained.

The Negotiation Module

Not yet in use, the Negotiation Module will allow the Sponsored Programs office to track negotiations for individual proposals. It provides administrators with tools to keep notes and track the progress of the negotiation, facilitates sharing of electronic files, and generates status reports for negotiations.

Person Module

The Person Module is the central repository for information regarding employees and students that may be associated with proposal or awards. The person module allows for multiple degree records to be stored, allows for biosketch information to be stored in Word and PDF format, allows the user to produce current and pending support lists for any investigator, and tracks all required training.

The Conflict-of-Interest Module

The Conflict-of-Interest (COI) module allows authorized users to check and maintain all conflict of interest and financial interest disclosures that may compromise professional judgment in carrying out research work. PIs can maintain their financial interest disclosures in the COEUS database, and OSP can track the apparent conflicts through their resolution as well as maintain the required annual conflict of interest disclosure reports for individual PIs on existing NIH and NSF proposals and awards.

The Report Tracking Module

The Report Tracking Module tracks due dates and maintains the report status for required reports for an award. This module has sophisticated grouping and sorting capabilities to allow custom reports to be generated directly from the application that are relevant to the PI, department administrators and/or central offices. Three views are available for the most useful views of the data. These views can be subsequently modified to tailor the report to the desired user specification. Once the reports are sorted and grouped, the information can be downloaded.

The IRB Module (now in testing)

This module allows users not only to create new protocols but also amendments and renewals. A customized search screen allows users to query which protocols have been submitted for IRB review and to assign specific IRB reviewers to a specific protocol. IRB committees may also be created and modified.

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Installing COEUS

®

First-time users of COEUS® will need to contact the Office of Sponsored Projects by sending an email to OSP requesting access. Once authorization is granted, the new user can go

to:

https://coeus.dartmouth.edu/coeus/coeus.jnlp

and connect to COEUS® directly. (It is recommended that users bookmark the above URL).

Important: COEUS® is a Java-driven application and very specifically requires Java Runtime versions 1.4 or 1.5. At this time COEUS® is not certified to work with Java version 1.6.

Logging in to COEUS

®

The log-in window:

Users simply enter their sign-on name and password as it normally appears in the DND registry. The log-on is case sensitive, so note the punctuation, placement of middle initial, etc.

Another security caveat to the sign-on procedure is that, unlike Kerberos, COEUS® will not retain your sign-on name after you exit – it will be necessary to fully enter your entire sign-on name and password each time.

A full Flash animation describing the procedure may be found here:

http://www.dartmouth.edu/~osp/resources/coeus/LoginChange102407.swf

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Exploring the Toolbars

The top level toolbar will always appear and list the same options no matter which task you are performing:

Some of the above buttons may not be fully useable to all, depending on the user’s individual access permission level.

The second level toolbar lists the available tasks for the active window.

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Institute Proposals Second Level Toolbar:

Development Proposals Second Level Toolbar:

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PART ONE: Award Searching in COEUS

® COEUS® contains two separate windows:

• Award Search Screen -- enter search criteria

• Award List window -- view awards retrieved by your selection

The advantage of two separate windows is that your list of selected awards remains available so that you can view multiple awards, as described later on this page.

Click on Maintain, then Awards from the menu, or simply click .

I. The Award Search Screen

You can search against any of the following categories (not all will be immediately visible; use scrollbars to move left and right):

• Sponsor Award Number

• Award Number (see Page 12 for further details on this category) • Account Number

• Award Status (select from pull-down): Status Definition

Active Normal award received, OGA number (PTAEO string) created. Billable. Inactive Award should not have been created.

Pending Not yet billable – used for 90-day pre award costs or extension pending. Terminated Award period has expired, no extensions pending, reports still outstanding Closed File is complete, all report submitted and received.

Hold Being reviewed for various regulatory reasons. No billing allowed Committed Funds committed.

Withdrawn PI has withdrawn the project. Not Funded Funding not approved.

Returned Award returned due to a noncompliance issue; in review. Declined Project declined by sponsoring agency.

Scheduled A time-frame has been established for the project.

• Sponsor Code (See Appendix B for how to use the Sponsor Look-up table)

• Sponsor Name (searchable by partial name)

• Award Title (searchable by partial title)

• Investigator Name

• Unit Number (See Appendix C for how to use the Unit Hierarchy Look-up table)

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Searching against a specific name

To search for Sponsors with the word “foundation” in them, type: *foundation* in the Sponsor Name field. The asterisk serves as a “wildcard” search parameter and will query the database against every proposal featuring that exact combination of letters in the Sponsor Name category.

Narrowing your search

Adding additional search limiters in the same row adds the logical “AND” to the query. For example, you can add a specific investigator’s last name in the “Investigator” column, once again bookending the characters with asterisks.

It is always best to include as many search criteria as possible to avoid going over the retrieval limits (2,500 records).

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Further refining your search

By including different search expressions in multiple rows, you invoke the logical “OR” modifier. For example, this search will query against all sponsors whose names end with “corporation” or “incorporated:”

The wildcard “*” modifier can further narrow down your search in a number of other ways. One useful method is to narrow down your search results to one record per award simply by restricting the Award Number only to number featuring the “-001” suffix. In the award numbering system, the 3-digit suffix denotes a specific project period (year); by restricting the search only to the root, the result will deliver one record per award. (See pp. 15-16 for more about COEUS’s 3-Tier award hierarchy.)

For example, the above-depicted search will return all pending awards from the National Cancer Institute

(sponsor code #000534) with only one record per award.

Similarly, by restricting the Account Number to only those award with an “L” in the Award component of the PTAEO string (in this case, denoting a Letter of Credit) the below-depicted search will return all

pending awards from the National Institutes of Health (sponsor code #000530) that are being funded through a Letter of Credit (L):

(Visit http://www.dartmouth.edu/~osp/resources/financialservices/OGAfaqpage.html to learn more about components of the PTAEO string in Oracle Grants Accounting.

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Search Results: The Award List window

Interpreting and sorting your search results

As you can see, there are many different categories by which your search results may be sorted. Not all categories are immediately visible; it is necessary to scroll right to view such categories as obligated amounts, award start (effective) date, or final expiration date.

You can sort your search results by clicking on the category header to arrange results alphabetically or numerically. A second click will reverse the sort, and a third click will restore the list to its original arrangement.

You can also change the width of columns by placing the pointer between column headers (double-pointed arrow), then click-and-drag to create the desired width.

Your search results can also be exported to any number of file formats for further sorting or filtering. After you perform the search, click on File, then Save As to select a filename and format (*.CSV is the recommended export file format, as it preserves dollar values and date formatting but still defaults to MS Excel).

This export can also be accomplished by clicking on .

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The Award: Exploring the terminology

Award Detail

o Effective Date: Effective date from original award document.

o The Begin Date and Execution Date fields are not currently being used at Dartmouth.

Other Header: shows information such as Prime Sponsor, Proposal Due for Non-competing continuation and Competing renewals as well as payment information

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Money and End Dates

o Obligated Amount: Amounts obligated to date, sponsor funding provided to date under the award. Does not include cost share. Obligated Total must be equal to or less than Anticipated Total.

o Anticipated Amount: Sponsor funding anticipated for the entire project – current obligation plus anticipated incremental funding and future year funding.

o Obligation Effective Date: Effective date of current funding period. Must be the same as or later than award effective date.

o Obligation Expiration Date: End date of current funding period. Must be the same as or earlier than final expiration date.

o Final Expiration Date: Expiration date of currently funded period plus anticipated unfunded periods, including possible option years.

The History button at the right breaks down each project period (year) by individual transaction (for First Tier records only –see next page for an explanation of the 3-Tier Awards Heirarchy). The Anticipated Funding button breaks down distribution by Indirect and Direct costs.

See p. 22 for use of the Medusa button and how it may be used to track the Award back to its initial Institute Proposal(s) and the original Development Proposal(s).

The Distributed, Distributable, and Dates buttons at the bottom simply change the layout –the Total

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The COEUS Award Hierarchy (3-Tier) System

The Award Hierarchy System, originally developed at Berkeley, presents a visual representation of a sponsored project to the user and allows for rapid access to award data for both data entry and viewing purposes. All awards are entered in the three-tiered format regardless of the length of the project and budget periods; a one year award will also have three levels (project history, project period, and budget period, all equal).

For example, in a five-year continuing award, all data entry is done upon initial receipt of the award, including out years. The “Status” color is used to indicate whether the budget period increment has been received (status “Active,” green), or is a future budget year not yet received (status “Pending,” red). When the continuation years are received, the only data entry required is a status change from “Pending” to “Active.” Supplements, deobligations, no-cost extensions and other unanticipated modifications will be entered by using the “Modify” button to generate a new sequence for the third-tier child being modified (AND for the two parent awards as well).

One important reason for using this method is the ability to report future anticipated funding (funding that is essentially “guaranteed,” i.e. out years of multi-year FDP continuing awards).

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o The First Tier is the Project History tier (also known as the “root” award), denoted on the previous page with the suffix 001. This represents the total project history (i.e., all periods and funding for a competing project regardless of noncompeting periods within it). For example, in a five-year project period for an NIH grant; when a competing renewal grant is received, it will be entered with the same basic structure as the -002 through -007 years (which will be expired), tied together at the project history level.

o The Second Tier is the Project Period tier, denoted on the previous page with the suffixes

002, 008, and 014. This represents a competing project period (the five-year competing segment’s period and funding). The second tier is where the most robust data is held (subcontracts, for example). Project period funding summary reports are taken from this level.

o The Third Tier is the Budget Period tier, denoted on the previous page with all other suffixes. At this level the award is broken down by individual budget period information within the five-year competing segment.

All awards are entered in this three-tiered format, even if all three levels contain the same information, and all data entry is done upon receipt of the initial award, including out years.

The color of each budget period indicates whether the budget period increment has been received (green for Active), or is a future budget year not yet received (red for Pending). When the continuation years are received, the only data entry required is a status change from “Pending” to “Active.” Budget period funding summary reports are taken from this tier, which represents authority to spend.

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Exploring the terminology (continued)

Contacts Tab

Includes a complete list of all participating agencies and contact information.

Reports Tab

Internal report class codes. No information has been entered for this type of report;

Information exists for this report type.

Type of report.

Detail section: shows the number of report copies required, the awarding office contact, the report due date. Use the scrollbar at the bottom of the window to see the due date. Double click on the contact name to see

Rolodex information for the contact person.

(See Appendix A on p. 37 for more information on Rolodex searching.)

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Terms Tab

View each type of sponsor requirement for travel, equipment purchases, intellectual property, etc. related to the award.

Select one of the Terms categories on the left. The term items for the category you selected then appears in the rightmost window.

Special Review Tab

This tab details the award’s connections (if any) with the Institutional Review Board (Committee for the Protection of Human Subjects) and links to the appropriate protocol. A similar connection to IACUC (Animal Control Board) is anticipated in a future release.

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Investigator Tab

This tab will also show OSP administrator, PI and Co-PI information. By clicking on any field with information, you will also see additional information for that field.

The information in this tab is drawn directly from HRMS, not OSP. It is incumbent upon all investigators to make absolutely certain their biographical information is correct and up to date with Dartmouth HR:

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Comments Tab

Use this tab, then select a comment type to see award-specific comments related to Categories, Fiscal Report, Intellectual Property, etc.

Subcontracts Tab

This tab denotes any and all subcontracts associated with the award (sorted alphabetically by subcontractor name).

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Attachments Tab (new for 2009)

In this tab, select users will be able to attach relevant documents (scanned PDFs, text files, etc.) in support of the award for easier tracking and verification.

“Other” Tab

By necessity, the “Other” tab includes all other identifiers which do not necessarily lend themselves well to the previous tab categories.

Included in this tab (listed alphabetically) are the name of the Pre-Award contact at OSP, date of award acceptance, the unit contact name, the full title of the award, all locations, and the Post-Award grant manager.

Many additional miscellaneous categories are also found in this tab.

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SIDEBAR: Development Proposal vs. Institute Proposal: What are the

differences?

Development Proposal Institute Proposal

All budget years included First year and total only

Simplified Yes/No options No such options

Requires OSP approval Does not require OSP approval

Simpler search results More comprehensive search results

Does not require sponsor approval Requires sponsor approval

Linking related proposals and awards with MEDUSA

One of COEUS’s most helpful features is its ability to chart an entire project from its very beginnings through to closure, allowing the user to freely toggle between its three stages: Development Proposal, Institutional Proposal, and Award. (See page 2 for a detailed breakdown of the three stages.) MEDUSA allows you to view the linkage between these three stages.

Select the desired proposal or award and click the yellow

Select the desired proposal or award and click the yellow button.

Medusa will then display all increments of the award, and all its related institute proposals and development proposals. You can toggle between AwardÆProposal, or ProposalÆAward.

The $ icon denotes the Award,

The dual-page icon denotes the Institute Proposal, and The flow-chart icon denotes the Development Proposal.

Navigation to any of these stages can then be accomplished by way of the Medusa Toolbar. The button at the extreme left of the toolbar will open your requested item in full display mode, just as if you had requested it through a standard search.

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PART TWO: Institute Proposal Searches in COEUS

® As with the Award Search, COEUS® contains two separate windows:

• Institute Proposal Search Screen -- enter search criteria • List window -- view awards retrieved by your selection

The advantage of two separate windows is that your list of selected proposals remains available so that you can view multiple proposals.

Click on Maintain, then Institute Proposals from the menu, or simply click .

The Search Screen

Complete list of search categories (not all are visible; use scrollbars to move left and right)

• Proposal Number

• Proposal Type (select from pull-down)

Type Definition

New Non-competing Renewal

Continuation Continuing project

Revision Competing Renewal

Renewal Not used

Resubmission Supplemental Task Order Not used

• Status (select from pull-down)

Status Definition Pending Submitted by OSP; awaiting sponsor approval

Funding Funding approved

Rejected Proposal was rejected Deactivated Proposal was deactivated Withdrawn Proposal was withdrawn by PI Do not use- Revision Requested Not used at Dartmouth Held for funds availability Not used at Dartmouth

Void Voided for other reason; consult OSP Declined Proposal was declined by sponsoring agency

• Account Number

• Title

• Unit Name (more commonly known as “Department Name”)

• Investigator (partial names are searchable)

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The search options for Institute Proposals follows the same set of rules as with Awards. For example, to search for proposals with the word “nanomagnetic” in them, type: *nanomagnetic* in the Title field. The asterisk serves as a “wildcard” search parameter and will query the database against every proposal featuring that exact combination of letters in the Title category.

Adding additional search limiters in the same row adds the logical “AND” to the query. For example, you can limit your query only to those proposals in a “Pending” status, selecting from the appropriate pull-down:

It is always best to include as many search criteria as possible to avoid going over the retrieval limits.

By including different search expressions in multiple rows, you invoke the logical “OR” modifier. For example, this search will query against all pending proposals whose titles include the words

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SIDEBAR: Advanced searching options: Combining different search criteria

This syntax will return all pending Institute Proposals where the Proposal Number does not start with “07.”

The above syntax will return all Institute Proposals where the Proposal Number is between 06070000 and 07069999 (i.e., during the 2006 calendar year).

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Search Results: The Institute Proposal List window

Institute Proposal (sorted by Proposal Number):

As you can see, there are many different categories by which your search results may be sorted. Not all categories are immediately visible; it is necessary to scroll right to view such categories as PI name, start and end dates, or total direct and indirect costs.

As with Awards, these institute proposal search results can also be exported to any number of file formats for further sorting or filtering. After you perform the search, click on File, then Save As

to select a filename and format (*.CSV is the recommended export file format, as it preserves dollar values and date formatting but still defaults to MS Excel).

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The Institute Proposal: Exploring the terminology

The Proposal Tab

The main Proposal tab spells out the fundamentals of the now-Institutional proposal. Most of the block should be self-explanatory; take particular note of the funding described in the Initial Period and Total Period columns. (The Grad Student block is not used by Dartmouth.)

The Summary/Comments block is mainly a carry-over of information that was used in the previous grant management system, Grant Query (“GC”). It is not anticipated that this block will be widely used at Dartmouth.

The Mailing Info tab (not pictured) contains the deadline date by which time the proposal must be received by the sponsor. It will not be widely used at Dartmouth.

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Investigator(s) Tab

As with the Development Proposal, the Investigators tab identifies the faculty member or senior researcher who is the Principal Investigator (PI) of the proposal as well as any additional Co-Investigators. Only one individual may be designated as the PI, but additional co-Investigators may be listed.

(For fellowship proposals, the faculty member should be listed as the PI, and the student or fellow should be listed as co-Investigator.)

A Lead Unit must also be designated, and all investigators must be certified as free of legal and financial problems or conflicts.

Cost Sharing Tab

For the Cost Sharing tab the percentage field denotes the percentage of the total budget that the cost sharing represents.

The source account is required.

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IDC Rates

The IDC rates tab contains information for under recovery of indirect cost:

Special Review

As with the Development Proposal, the Special Review

tab is for recording reviews for animal usage, biohazard materials, human subjects, international programs, radioactive isotopes, recombinant DNA, space change, etc.

Some institutions require the inclusion of Science Codes (not pictured). The IP Review tab is for Intellectual Property:

Finally, the “Other” tab, as with Awards, includes all other identifiers which do not necessarily lend themselves well to the previous tab categories (see page 21).

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PART THREE: Development Proposal Searches in COEUS

® As with the Award and Institute Proposal Searches, COEUS® contains two separate windows:

• Development Proposal Search Screen -- enter search criteria • List window -- view awards retrieved by your selection

The advantage of two separate windows is that your list of selected proposals remains available so that you can view multiple proposals.

Click on Maintain, then Proposal Development from the menu, or simply click .

The Search Screen

Complete list of search categories (not all are visible; use scrollbars to move left and right)

• Proposal Number

• Proposal Type (select from pull-down)

Type Definition

Continuation Non-competing Renewal

New New Development Proposal

Renewal Competing Renewal

Resubmission Not used

Revision Supplemental Task Order Not used

• Status (select from pull-down)

Status Definition

In Progress Proposal created but not yet submitted for approval in COEUS® Approval in Progress Submitted by proposal aggregator for institute approval Rejected Proposal was rejected

Approved Approval routing at Dartmouth is complete Submitted Submitted by OSP to sponsor

Post-Submission Approval Not used Post-Submission Rejection Not used

Funded Proposal has been funded by sponsor

• Deadline Date

• Investigator

• Unit Name (more commonly known as “Department Name”)

• Title

• Sponsor Name

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Selected User Roles in Proposal Development

The user’s permission levels will determine how much of, or what specific components of, a development proposal he/she will be able to view or edit:

Aggregator – The “uber-user;” the Aggregators have full access rights to a proposal in progress. The creator of a proposal is automatically assigned a role of Aggregator. There can be multiple users with Aggregator role on a proposal.

Aggregators can create and modify the proposal details, can create proposal narratives, attach narrative files to the proposal, and can create and modify the proposal budgets. Aggregators control which users have access to their proposals in progress, and can apply and remove users as needed to roles such as Aggregator, Budget Creator, Viewer, or Narrative Writer.

Only Aggregators can perform the following necessary steps in the proposal process: 1. Certify the Investigators

2. Answer Yes /No Questions

3. Submit the proposal for departmental routing and Institute approval.

Approver - designated to approve proposals once they have been submitted for Institute approval. While the proposal is in Approval in Progress status, the Approver can view the entire proposal, including the proposal details, the narrative details and the budget. The Approver cannot create or modify any portion of a proposal.

Budget Creator - can create and modify a proposal budget and modify proposal details. Budget Creator also has the ability to view the proposal narrative module and attachments, but cannot create or modify narrative files for the proposal.

Narrative Writer - can create proposal narratives and upload narrative files to the proposal and also modify proposal details. Narrative Writers can view the budget, but cannot modify the budget details.

Viewer – The “end-level” user, the Viewers may view the proposal, including the proposal details, the narratives, and the budget module. The Viewer cannot create or modify any portion of the proposal.

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The search option for Development proposals follows the same set of rules as with Awards and Institute proposals. For example, to search for Sponsors with the word “cancer” in them, type: *cancer* in the Sponsor Name field. The asterisk serves as a “wildcard” search parameter and will query the database against every proposal featuring that exact combination of letters in the Sponsor Name category.

Adding additional search limiters in the same row adds the logical “AND” to the query. For example, you can add a specific unit (department) in the “Unit Name” column, once again bookending the characters with asterisks.

It is always best to include as many search criteria as possible to avoid going over the retrieval limits.

By including different search expressions in multiple rows, you invoke the logical “OR” modifier. For example, this search will query against all sponsors whose names include the words “cancer” or “science”:

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Search Results: The Development Proposal List window

Development Proposal (sorted by Proposal Number):

As you can see, there are many different categories by which your search results may be sorted. Not all categories are immediately visible; it is necessary to scroll right to view such categories as PI name, start and end dates, or total direct and indirect costs.

As with Awards and Institute Proposals, these development proposal search results can also be

exported to any number of file formats for further sorting or filtering. After you perform the search, click on File, then Save As to select a filename and format (*.CSV is the recommended export file format, as it preserves dollar values and date formatting but still defaults to MS Excel). This export can also be accomplished by clicking on .

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The Development Proposal: Exploring the terminology

The Proposal tab (shown above) contains generalized information about the initial proposal, to include its title, the proposed start date, sponsor information, budget status, and the original notice and CFDA codes (if applicable). Before COEUS, this information was entered on the sponsor face pages, and the Institute Proposal Summary Form.

The Organizational tab (not pictured) denotes not the investigator, but rather the responsible department that makes the actual submission to the sponsor (in this case, the Office of Sponsored Projects). It also denotes Proposal Organization (in most cases the Trustees of Dartmouth College), Performing Organization, and Congressional district.

The Mailing tab (not pictured) serves as a tracking system and will be used to chart the course of the proposal, either as a paper submission or electronically through grants.gov.

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SIDEBAR: Viewing the Proposal Budget

As mentioned on p. 21, it is possible to view the original proposal budget in Development Proposals. Click on Edit, then Budget, or simply click the yellow “bag of money” icon on the second-level toolbar:

Within this Select Budget dialog box, you can view multiple versions of the budget, including its Final (approved) version. Note the breakdown of Direct vs. Indirect Costs, as well as Cost Sharing, Underrecovery (if applicable) and Residual Funds.

Clicking the Display button in turn brings up separate tabs for each individual period (project year) and the total for which the budget was initially developed:

The information in this dialog box will come directly from the initial electronic proposal submission (via COEUS Lite®).

Future enhancements will also allow for viewing of the proposal narrative, all associated persons, and the abstract(s).

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The Investigator tab (shown above) identifies the faculty member or senior researcher who is the Principal Investigator (PI) of the proposal as well as any additional Co-Investigators. Only one individual may be designated as the PI, but additional co-Investigators may be listed. The Credit Split button breaks down the total amount of effort devoted to the project by the PI and each Co-investigator.

The Key Person tab (not pictured) lists any additional researchers or investigators assigned to the project.

The Special Review tab (not pictured) is for recording reviews for animal usage and human subjects protocols.

Some institutions also require the inclusion of

Science Codes (not pictured).

Finally, as with Institute Proposals and Awards, the “Other” tab (shown at right) further breaks down any additional requirements for workspace, animal usage, use of chemicals, off-term effort, drug-free compliance, OSP’s Pre-Award point of contact, the name of the Grant Manager, and physical location information. (A measure of vertical scrolling will be necessary.)

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Appendix A: Rolodex Entries

The Rolodex allows you to display sponsor mailing and contact information for proposals and awards in the system. Rolodex information is entered and maintained by the Office of Sponsored Projects.

To search for an existing Rolodex entry, click Maintain, then Rolodex, or just click on . You can search against the individual Rolodex ID, Sponsor Code (see Appendix B, next page), a variety of names, title, organization, or address information. The resulting information looks like this:

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Appendix B: Lookup Tools (Sponsor Hierarchy)

Sponsor Hierarchy offers a comprehensive listing of all of Dartmouth’s project sponsors past and present, both government and private. Click on Maintain, then Sponsor Hierarchy to produce a 4-option menu:

From this menu the sponsoring agency master list may be viewed alphabetically by agency (name or acronym), or by type of funding (Federal or non-Federal).

For convenience, a separate menu option exists for the many different sub-agencies under the National Institutes of Health (NIH).

Take note of the agency’s unique six-digit

identifier to aid in future award searches.

A more detailed Sponsor Search may also be accomplished by clicking

Maintain, then Sponsor. The sponsoring agency may be searched by name, DUNS number, acronym, or a number of other variables.

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Appendix C: Lookup Tools (Unit Hierarchy Maintenance)

In COEUS terminology, Units refer to the individual academic departments. There is a comprehensive listing of all academic departments at the College, DHMC, the VA Hospital, and all External Entities.

From Admin, select Unit Hierarchy, or simply click on .

The listing expands in the traditional “tree” arrangement to accommodate the many subdirectories.

Necessary changes or additions to the unit hierarchy should be called to the attention of the Office of Sponsored Projects at OSP.

Take particular note of the unit’s

unique six-digit identifier to aid

in future award or proposal searches.