RAIS AND REPORTING USER GROUP RESEARCH ADMINISTRATION INFORMATION SYSTEMS (RAIS)

RAIS AND REPORTING USER GROUP RESEARCH ADMINISTRATION INFORMATION SYSTEMS (RAIS)

Agenda Coeus Coeus Access Form Update Coeus User Access Roles New Grants.gov Forms NSF Submissions Proposal Person Addresses - Workday Campus box Common Proposal Development Errors Grants.gov Workspace Update RAIS Webpages InfoEd Project Update

COEUS ACCESS FORM UPDATE Streamlined categories and role lists - both Coeus and Workday Clarified text and restructured roles to choose from in each section of the form Listing of Proposal Development Roles more clearly labeled New section to identify access to viewing Proposal and Award data Workday Grant roles in a separate section on form New field to identify which department(s) you need access for. New method to add additional roles Replying via email on the ticket you originally entered re-opens the ticket.

COEUS USER ACCESS ROLES New Roles Description Document Roles will align with selection of roles on Coeus Access Form. https://www.brown.edu/research/sites/research/files/c oeus_user_access_roles.pdf

COEUS USER ACCESS ROLES Approve all Proposals for Department (Assigned to Approval Map) *Dept Chair Approval for Designee This is actually not a role that it is assigned - All approvers for a department get put into an approval map for a department. If a Department Admin will have signing authority as a designee for the Chair, we need to have an approval email from the Chair sent to RAIS and Patrice Carroll, Director, Office of Sponsored Projects.

COEUS USER ACCESS ROLES Proposal Creator (Create Proposals for Department) This is assigned at the department level and you need this role for every department you will create proposals in. If you need access to an additional department, you can simply reply to your original request email and ask for additional access.

COEUS USER ACCESS ROLES Aggregator (Modify all Proposals for Department) Full view & access to future proposals for the department. This role does not enable you to see previous submitted proposals for the department. You need an additional role for that View-All Dev Proposals. Useful if want people within your department to automatically default as an Aggregator onto any created proposals. *When you copy a proposal into a different department, it will not pull in any other Aggregators. You will have to manually add other Aggregators.

COEUS USER ACCESS ROLES Brown Assistant Aggregator (Modify proposals for Department but no access to the budget) Can Modify proposal details. Can Modify Narratives / Attachments. No Budget access.

COEUS USER ACCESS ROLES Proposal Assistant (Access to assigned Proposals Only) This role is intended for users who will not create proposals for their department but will be granted access at the proposal level to work on specific proposals within the department. This role will not have access to any proposal they are NOT assigned on.

COEUS USER ACCESS ROLES View-All Dev Proposals (View Access to all Development Proposals for a Department) Designed to give view access to already existing proposal development records to a user without having a role on the proposal. This access will NOT let you view the Grants.gov Budget Forms you need a role on the proposal to do so. This access will NOT let you copy the Budget or Narrative on a Proposal that you do not have a role on.

USER ACCESS ROLES Common Scenario: New Administrator in a department is set up with the View-All Dev Proposals role in their department but needs to copy a proposal submitted prior to them starting (and they do not have a role on). First, ask within the department to copy the pre-existing proposal Someone who had an Aggregator role on the prior proposal If no one in department available to take action, contact RAIS at coeus_help@brown.edu to make a copy.

COEUS USER ACCESS ROLES View Proposal & Award Roles View All Proposals and Awards for a Department View All Proposals and Awards for Central Office Cognos Report Viewer (No access to proposal or award documents) Used for Sponsored Projects Reporting in Cognos.

COEUS USER ACCESS ROLES Proposal Level Roles These roles are assigned at the Proposal Level to grant specific access to a specific proposal. RAIS does not assign these they are assigned by Department Administrators Budget Creator Brown Certifier Brown Hierarchy Collaborator Narrative Writer

NEW GRANTS.GOV FORMS *NEW R&R Budget Forms - Grants.gov recently updated most of the R&R Budget Forms to version V1.4. These forms are not in NIH or NSF Packages yet. Please check your Grants.gov Forms tab carefully so you know what version of the forms you are working with, especially for proposals that require uploading Subawards.

NEW GRANTS.GOV FORMS Form Name Updated OMB Expiration Date RR_SubawardBudget10_10_1_4-V1.4 October 31, 2019 RR_SubawardBudget10_30_1_4-V1.4 October 31, 2019 RR_SubawardBudget30_1_4-V1.4 October 31, 2019 RR_FedNonFed_SubawardBudget_1_3-V1.3 October 31, 2019 RR_SubawardBudget_1_4-V1.4_DAT October 31, 2019 RR_FedNonFed_SubawardBudget30_1_3-V1.3 October 31, 2019 RR_Budget10_1_4-V1.4 October 31, 2019 RR_Budget_1_4-V1.4 October 31, 2019 R&R Renewal: RR FedNonFed Budget V1.2 October 31, 2019

NEW GRANTS.GOV FORMS *New - NSF Cover Sheet 1.7 coming soon In the process of testing with NSF Highlights of changes: Funding Mechanism now Type of Proposal Three new proposal types to choose: GOALI - Grant Opportunities for Academic Liaison with Industry RAISE - Research Advanced by Interdisciplinary Science and Engineering FASED - The Facilitation Awards for Scientists and Engineers with Disabilities New Industrial PI Confirmation Letter (required for GOALI) New Program Officer Concurrent Emails (required for RAISE)

NEW GRANTS.GOV FORMS New NSF Validations will be built to replicate the compliance checks around these new requirements. (NSF Grant.gov Validations)

SPEAKING OF NSF In January's Research Administration Newsletter, we published a Recommended Platform Guide for NSF Submissions. Please see Page 2 of the newsletter.

PROPOSAL- PERSON ADDRESSES Proposal Person Details are loaded nightly from data in Workday. If the Coeus Person record is Missing Office Location, it will not populate address details in the Grants.gov forms. This information is populated from Workday Campus Box Org on the Worker. You will need to enter the Address information in Proposal Personnel section in Coeus to populate the forms. If missing- departments should contact their HR Coordinator directly to rectify the Workday record.

COMMON PROPOSAL DEVELOPMENT ERRORS RAIS is working on a new document to highlight common errors. Today we will discuss two frequent errors that people come across: Issues with uploading PDFs Subaward Budget Form Versions

ISSUES with UPLOADING PDFs Issues with uploading PDFs Cannot upload documents to the Narrative section- no error shows. Getting an unknown error in Narrative section with instructions to contact Coeus help. Can occur even when other documents are already uploaded to the Narrative section. The pdf you are trying to upload needs to be re-saved to a smaller, condensed file. Use Print to save function to create a new version of the PDF. From the Print window, choose Adobe PDF or your available PDF option from the dropdown printer list. Click Print to save the document as a new.pdf.

ISSUES with UPLOADING PDFs

SUBAWARD BUDGET FORM VERSIONS Using the right version of the Subaward Budget Form When submitting your proposal System-to-System from Coeus, you must use the correct version of the R&R Subaward Budget form. To obtain the correct Subaward Budget Form: Navigate to Grants.gov Search for the Opportunity in the Search field in the top right corner Navigate to the Application Package and Download the Package 1. Check the Optional checkbox for the Subaward Budget Attachment located in the package 2. Click the name of the form to open.

SUBAWARD BUDGET FORM VERSIONS Extract the Subaward Budget Form by clicking the Click here to extract button

SUBAWARD BUDGET VERSIONS Review the Version of the File name you extract: Confirm that it matches the Subaward Budget From version that is in the Grants.gov Submission Details in Coeus.

GRANTS.GOV Workspace *NEW* Grants.gov Workspace December 2017 all downloadable.pdf packages to be phased off of Grants.gov Workspace created by Grants.gov to address this phaseout Workspace process not currently in-use at Brown InfoEd Grants Module should negate need for Workspace at Brown for non-s2s Grants.gov applications. Broad overview of Workspace

RAIS ONLINE *NEW* Menu links at RAIS web page navigation From Conducting Research at Brown page - RAIS Coeus NIH Commons & NSF Fastlane IDs Coeus Sponsor or Organization Requests

InfoEd Project Update COI Module- live Annual disclosure cycle running through end of March Lab Animals Module- in development Grants Module Proposal Development- kickoff March Proposal Tracking and Award Focus Groups InfoEd Website / Listserv

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