About Berkeley Coeus

Berkeley Coeus: About the System

Berkeley Coeus
Berkeley Coeus is the campus research contract and grant system of record and is functionally and technically owned by the Sponsored Projects Office (SPO). Coeus was licensed from the Massachusetts Institute of Technology in 1997 and adapted for use at Berkeley in July of 1998.

Annually, SPO records more than 2,800 proposals and 4,000 contract, grant, and cooperative agreement transactions in Coeus. Approximately $500 million in annual spending is authorized via the automated data stream fed from Coeus into the Berkeley Financial System (BFS), opening, assigning, and modifying fund records for research spending to begin or continue. Coeus is a repository for management and decision support information on an enterprise scale and is a campus Critical 1 designated system.

The Berkeley Coeus Web Site
This Web site provides UC Berkeley departments and organized research units with reports on contract and grant proposals and awards administered within the unit, based on current information in the Berkeley Coeus database system. The reports available on the Web site are described below.

Features
An administrator within each department and organized research unit is provided with an account and password to access the system. The password system protects the confidentiality of proposal information.

For information on Berkeley Coeus on the Web, or assistance accessing and using the system and reporting tools, contact Neil Maxwell in SPO (2-0123, nmaxwell@berkeley.edu). Principal Investigators may also contact Neil to receive reports on their current awards and pending proposals.

Reports Available in Berkeley Coeus

Coeus-to-BFS Datafeed Transactions for Your Unit

All Transactions:
This report provides a list of all Coeus transactions fed to the Berkeley Financial System (BFS) for your department in the last six months, sorted by feed date in descending order and then alphabetically by PI. The amounts shown are actual transaction amounts fed to the BFS Budget Panel, unlike the cumulative amounts shown on the SPO Notice of Award, and represent actual authority to spend.

Data is fed each day at the close of business. Funds are not available to spend until EFA approves the transaction.

A record will be displayed only for the lead investigator associated with an award.

Individual PI:
This report provides a list of all Coeus transactions fed to BFS for the selected investigator through your department in the last six months, sorted by feed date in descending order. The amounts shown are actual transaction amounts fed to the BFS Budget Panel, unlike the cumulative amounts shown on the SPO Notice of Award, and represent actual authority to spend.

To choose a PI, type any part of the PI's name. Run the search, then click on the PI's name on the resulting search page.

Note: PIs may have awards in other departments that will not appear on this report.

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Logged Proposals Report: Proposals Logged In for Your Unit

All Logged-In Proposals:
This report provides a list of all currently logged-in proposals for your unit, sorted by status and then chronologically by date and time received.

Proposals are logged in immediately on receipt at SPO and are reviewed in the order received. This report lists logged-in proposals in the order that they were received, with proposals at the top of the list next in line for review.

Status for a logged proposal will be blank on the report until the proposal is submitted by SPO or returned to the department for mailing AND until proposal data entry is complete. Thus, status "Submitted" will not appear for a minimum of several days following a submission. Once submitted, full proposal information can be found on the "Submitted Proposals" report.

Logged proposals will remain on the report with status of "Submitted" for 30 days after proposal data entry is complete.

A record will be displayed only for the lead investigator associated with a proposal.

Individual PI:
This report provides a list of all currently logged proposals for your unit for a selected Principal Investigator.

To choose a PI, type any part of the PI's name. Run the search, then click on the PI's name on the resulting search page.

Note: PIs may submit proposals elsewhere; these proposals will not appear on this report.

Logged proposals will remain on the report with status of "Submitted" for 30 days after proposal data entry is complete.

A record will be displayed only for the lead investigator associated with a proposal.

Submitted Proposals Report: Proposals Submitted Through Your Unit

All Proposals:
This report provides a list of all pending proposals submitted through your unit, sorted alphabetically by Principal Investigator (PI).

Proposals have the status of "pending" for 18 months, unless awarded or SPO is notified otherwise.

A record will be displayed for each investigator associated with a proposal; therefore, the same proposal may appear more than once.

Individual PI:
This report provides a list of all pending proposals submitted through your unit for a selected Principal Investigator.

To choose a PI, type any part of the PI's name. Run the search, then click on the PI's name on the resulting search page.

Note: PIs may submit proposals elsewhere; these proposals will not appear on this report.

Active Awards Report: Active Awards Administered Through Your Unit

All Awards:
This report lists all active awards administered through your unit, sorted alphabetically by Principal Investigator (PI).

Awards have the status of "active" for three months after the final end date.

A record will be displayed for each investigator associated with an award; therefore, the same award may appear more than once.

Individual PI:
This report lists active awards administered through your unit for a selected Principal Investigator.

To choose a PI, type all or any part of the PI's name. Run the search, then click on the PI's name on the resulting search page.

Note: PIs may receive awards elsewhere; these awards will not appear on this report.

Funding by Sponsor Category Report

This report summarizes all funding received by your unit from all sponsoring agencies for up to five fiscal years. Future years may be selected. The reports are run by either project periods or budget periods. Project period funding is the total award for the entire project; budget period funding is the funding awarded for each year of a project, including future years.

Success Rate Report (Project Period Comparison): Funding Requested Compared to Funding Received

This report summarizes total funding requested for all proposals submitted through your unit compared to the total funding received in a selected fiscal year. The report compares the total requests with total awards in that fiscal year. Direct proposal-to-award success is not shown.

Success Rate Report (Project Period Comparison): Proposals Submitted Compared to Awards Received

This report summarizes the total number of proposals submitted through your unit compared to the total number of awards in a selected fiscal year. The report compares the number of proposals submitted with the number of projects in that fiscal year. Direct proposal-to-award success is not shown.

Saving Your Results

To download a report, click the "Save Results" button on the bottom of the report. Your browser will display the report as text. From your browser's "File" menu, select "Save As" and save the file as tab-delimited text with a name you choose ("yourname.txt") to the desired location on your computer. The file may be used with spreadsheet or word-processing software. For example, using Microsoft Word or Excel, select "Open" from the "File" menu, choose the file, and format as desired.

Requesting Other Coeus Reports

Other reports from Berkeley Coeus may be requested from the Sponsored Projects Office by sending e-mail to Neil Maxwell (nmaxwell@berkeley.edu) or by calling 2-0123. Complete current and pending support reports for individual PIs are available.

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