Help & Support
The Coeus Project is a multi-year initiative to support the research community’s need to create, submit and maintain pre-award and post-award data. CITS is partnering with the Office of Research and Development and representatives of each School to support campus users using the Proposal Development, Institute Proposal, Award and Subcontract modules. Support for Coeus is distributed and multifaceted. Customers are able to attend training, review on-line training modules that will reinforce classroom training, review FAQs and other support documents, or contact various Coeus experts. Please review the Support Basics section below for more information.
Coeus Support Basics
If you are in the School of Medicine, your account will be created for you by the Office of Research and Graduate Studies as defined by the SOM Policy. A Coeus User Request Form should be submitted for additional new users and changes for existing users. If you have any questions, contact the SOM Office of Research and Graduate Studies for assistance.
Other schools have defined access policies developed by each School's Office of the Dean. A Coeus User Request Form is needed to add a new user, make a change for an existing user, or delete a user from the system. The department administrator normally coordinates this process with the Office of Research and Development.
Getting Started with Coeus
Have a Coeus user account created (See above for Gaining Access to Coeus)
If not already created, establish a logon to the Campus web portal, myUMB. You can create a logon from the portal page: http://myumb.umaryland.edu/. After logging on to myUMB, you will find a link for Coeus on the left hand side. For new Coeus Users, the link should appear within an hour or less after the User account has been set up in Coeus. If the Coeus link does not exist, contact your school’s office for research or the campus’ Office for Research and Development.
In order to begin using the system, you need to download the Java for Coeus client. Coeus requires Java Runtime Environment (JRE) version 5.0.21 (220.127.116.11) or Java Runtime Environment version (6.0.38 (18.104.22.168). Please contact your Administrator or IT support team for assistance with verifying that you have the correct Java version installed. Be sure to delete any extra, unneeded versions of Java to avoid memory issues.
Assuming you have the most recent version of Java and you are running Mac OS X 10.5, 10.6 or 10.7, there are no known issues. Please contact Colin Hunter email@example.com if you have any questions.
Before you begin actively using Coeus, you are encouraged to participate in training. The following training and support venues are available:
- Review the online tutorials. OnDemand Personal Navigator is an innovative software product that supports the creation of online tutorials. Tutorials have been created that demonstrate how to use various features of the Proposal Development module. It is accessible from the application by using the “Help” feature. It is also available through the Coeus training website under the section entitled “Practice Using Course Files Online”. To use the OnDemand modules, you will need to permit pop-ups (See the FAQ for instructions).
- Search the FAQs. An extensive list of Frequently Asked Questions has been developed and can be found at http://www.umaryland.edu/coeus/faq.html
The following Coeus help resources are available:
Technical Help: The ASC Help Desk – available to address technical, password, portal, and system access issues. They will transfer functional questions to appropriate central office or school personnel.
- Phone: 410-706-HELP
- e-mail: firstname.lastname@example.org
Operational Help: ORD staff and school staff will be the first points of contact for all operational/functional issues.
Requesting Enhancements or New Functionality
UMB participates in the Coeus Consortium, which is made up of institutions that have licensed Coeus. Suggestions received are forwarded to the Consortium, evaluated, prioritized and, where possible, included in a future release. Send your suggestions to email@example.com
Requesting Reports and Queries
Various reports/queries exist for staff within the Research areas; CITS staff is available to create new reports if necessary. Detailed specifications will need to be provided and faculty or administrators making the request will need to provide specific details about content and layout of the desired report. End users will have access to a query tool called RAVEN to satisfy the majority of their information requirements.
The following resources are available to describe the security environment for Coeus:
- A Coeus Security Administrator, located within ORD or the School, is responsible for assigning users to security roles as authorized by a Coeus User Authorization Form or school based policy.
- The Coeus Security Administrator maintains a hardcopy file containing all Coeus User Authorization Forms.
- RAVEN access is granted by completing and submitting a RAVEN Access Form found at http://www.fincsvc.umaryland.edu/images/raven-access-request.pdf
CITS' Support Methodology
- The intention of CITS in developing enterprise systems is to embrace all potential systems users, build the systems to their specifications, and empower them to manage the business processes of the applications. As more and more enterprise systems are distributed to departments and end users, CITS support for direct users has increased dramatically. For Coeus, this translates to providing ongoing post implementation technical support to the users and assisting them with operational issues to take advantage of delivered system functionality. Enhancement requests may be submitted to DL-CITS COEUS Wish List. End user operational questions are referred to either ORD or the appropriate School help desk (based on the academic appointment of the Principal Investigator). Each operational unit (CITS, ORD and Schools) is responsible for developing metrics to monitor and improve customer service and satisfaction. CITS offers the use of the Remedy system as a means of tracking customer problems and as a way of capturing common solutions [in the Remedy Solutions Database]. This can be useful in publishing Frequently Asked Questions on web sites available to all users.
- Innovative ideas may come directly to the CITS Application Support group from the end user community and other campus employees. Suggestions can also be made to the ASC Help Desk. These will be routed to the appropriate Applications Manager in CITS and may result in the user being asked to supply a functional specification to the Coeus Wish List.
- The Coeus Web page – provides technical information, contact numbers, FAQ’s, forms, user guides, vendor links and general help for many Coeus processes. The Web page is located at: http://www.umaryland.edu/Coeus/.
- A new distribution list called DL-CITS COEUS Report a Problem has been created. It will serve as the primary means for ORD and school based COEUS support staff to communicate testing and production issues to the CITS application development and support group.
- The initial training and support of the end-user community by the ETG may extend as long as six months beyond the go-live date. During this time, the training materials and delivery techniques are adjusted based on customer feedback and technical “tweaks” to the system itself. Also during this period the Research community or ORD staff are trained both in their own use of the system and in the functions performed by the end-users. Then, at a mutually-determined date, responsibility for carrying on the continuing end-user training (necessitated by new-hires, role changes, departmental transfers, etc.) passes to the functional experts in the system ownership group. Technical support of the system and central office users by CITS and maintenance/creation of training materials as needed by ETG continues indefinitely.