Coeus

Proposal Development
Submit proposal/Proposal approvals

When the proposal aggregator submits a proposal for approvals, the routing process begins. OSP is set up as the final approval stop at MIT, and OSP submits the proposal to the sponsor.

Narrative and budget are not mandatory for proposal submission.

To submit a proposal without a budget or narrative, be sure that the Narrative or Budget field on the Proposal page shows "None".

When a proposal is submitted for approvals, its status changes from "in progress" to "approvals in progress" and no further changes can be made

Before submitting a proposal in Coeus, be sure it meets the following requirements:

• Proposal tab page
  • Specify sponsor name.
  • Narrative and budget, if included in the proposal, must have a final version marked as complete, on the appropriate window, Narrative -- Edit Module Details -- or Select Budget.
• Investigator tab page
  • Select one or more investigators.
  • Select one investigator as the PI (Principal Investigator).
  • If the PI is associated with more than one unit, choose a lead unit.
  • Investigator's average % Effort is required by some sponsors.
• All investigators must be certified, as described in the next section.
• Yes/no questions must be answered, as described later.

Each investigator for a proposal must be certified as free of legal and financial problems or conflicts, as described below.

1. On the Investigator tab page, select the Investigator to be certified and select the button Certify. The window Certify for ... appears.
2. Change the default answers as needed and select OK. To access information about a selected question, select the button More. Select Cancel to close the More window. Select OK to close the Certify window.

The second investigator certification task is to print a CERTIFICATION form and cover letter for the Investigator's signature.

1. On the Action menu, select Print certification.

Answering the Yes/No questions is required before a proposal can be submitted.

Enter special review information on the Special Review window. Some reviews, such as space change, are performed after the proposal has been submitted, during the approval process.

For an extra validation of the data you have entered for a proposal against the business rules that may apply, open the proposal and select Validation checks on the Action menu.

For each type of information missing or other validation problem, a warning message appears. If no problems exist, a message appears stating that all validation rules were passed successfully. Select OK to close the window.

For a final check to be sure that you have set up the proposal's approval routing correctly, open the proposal and select Show routing on the Action menu.

Proposal Routing window, upper section
Approvals resulting from the business rules you set up for the proposal appear. Approvals reflect the Institute hierarchy, and they apply from the bottom up. Any direct (unconditional/alway apply) approvals are applied first, so they appear at the very bottom of the section.

Proposal Routing window, upper section
For the unit highlighted in the upper section, the lower section shows approval stops, approvers, alternate approvers, dates of approvals or rejections.

View original routing for a resubmitted proposal
Select the Action menu option Approve...

Submit proposal

When you are ready to submit a proposal, select Submit for approval on the Action menu.

For each problem that exists, a warning message appears. If you have completed all required entry:

1. A message appears stating that the proposal has been successfully submitted for routing.
2. Next, the Proposal Routing window appears, showing approval stops.

On the Proposal Routing window, approval stops are listed hierarchically, so the last stop may appear at the top of the list.

When you close the Proposal Routing window:

• On the main proposal window, the proposal status changes to Approval in progress.
• An Approval message is sent to the first Approver's Inbox, and to any alternate Approvers.
• No modifications can be made to the proposal after this point.

Add proposal viewer

After you have submitted a proposal, the only change allowable is for the proposal aggregator or a proposal approver to add additional Coeus users as viewers for the proposal.

1. On the window Proposal List, highlight the proposal. On the Action menu, select Add Proposal Viewer. If you have already opened the proposal in Display mode, select Add Viewer on the Action menu.
2. The window Proposal Viewers appears. Select Add. The Query page of the Select User window appears.
3. Enter search criteria, such as last name, email address, or department, in the appropriate column and press Find. The Results page appears, showing the Coeus user records that match your search criteria.
4. Highlight the desired person and press OK. The Proposal Viewers window reappears, with the person listed.
5. Press OK to close the window. Save changes when prompted.

When Coeus routes a proposal to an approver and, in some cases, an alternate approver, those individuals receive "approval" messages in their inboxes.

The approver or alternate approves or rejects a proposal as follows:

1. On the File menu, select Inbox. The Inbox window appears, with the Unresolved messages listed. Approval message listings for the primary approver appear in bold.
2. Highlight the line of the desired "approval" message.
3. On the Action menu, select Display Proposal. The main administrative window for the proposal appears.
4. Review the proposal.
5. On the Action menu, select Approve... The Proposal Routing window appears, showing the approval routing stops for the proposal.
6. Select Approve or Reject. A confirmation window appears.

If you are approving, enter comments as needed and select Approve. The Proposal Routing window reappears, with the approval icon and the approval date by your name in the routing list. Coeus sends a message to the next approver, as determined by the business rules that apply to the proposal.

If you are rejecting a proposal, enter comments (required) and select Reject. The Proposal Routing window reappears, with the rejection icon and the rejection date by your name in the routing list. On the administrative proposal pages, the proposal status now appears as "rejected", and a "reject" message is sent to the aggregator and to those who have already approved the proposal.

A rejected proposal can be edited and resubmitted.

When all approvals are complete, a Coeus message is sent to all approvers, and the proposal status changes to "accepted".

Comments about these pages
Last modified: 03/04/2004