Coeus version 4.3.1 UC Coeus User Guide for Campus Approvers CoeusLite and Premium Proposal Development Proposal reviewers can achieve most of their approval requirements in Lite (i.e. Approve or Reject). There are additional features in the Premium environment that are most often used by OSP-level or Coeus Application administrators which are described in the Coeus Premium Approvers Guide. Both Premium and Lite Approve and Reject processes are described in this document. Created by UC SRS ERA
Transcript
Coeus version 4.3.1
UC Coeus User Guide for Campus Approvers
CoeusLite and Premium
Proposal Development
Proposal reviewers can achieve most of their approval requirements in Lite (i.e. Approve or Reject). There are additional features in the Premium environment that are most often used by OSP-level or Coeus Application administrators which are described in the Coeus Premium Approvers Guide. Both Premium and Lite Approve and Reject processes are described in this document.
Created by UC SRS ERA
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Table of Contents
Access your Coeus Lite web application ............................................................................................... 3
Navigate to your Coeus Inbox ........................................................................................................... 3
Review Unresolved Message box for Approval Request Notifications .............................................. 4
Approve a Proposal in Coeus Lite: .................................................................................................... 4
Approval Navigating on the Proposal Summary ............................................................................ 5
Approve: select to open the Approve entry screen ........................................................................ 6
Reject: select to open the Reject entry screen. .............................................................................. 7
Updating User Delegations ................................................................................................................. 21
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Access your Coeus Lite web application
Navigate to your Coeus Inbox
Select Inbox from the CoeusLite application navigation menu.
The default view is your Unresolved Messages. Scroll to see all inbox items
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Review Unresolved Message box for Approval Request Notifications
Listed items in the Unresolved Message Box:
Primary Approver message will ask you to “Please approve this proposal”
Alternate Approver message will note that you are designated as an alternate approver.
Approval notifications have flags to help identify proposals nearing their submission deadline. Red flags are most urgent, followed by Yellow, then Green. No flag could mean the proposal is beyond the range or has NO due date entered. Users MUST insert a Due Date to support the flag function.
Bypass Notifications: if your approval has been bypassed, Coeus will send a notification of bypass.
Narrative Refresh Notifications: approvers are notified if a routing proposal narrative has been modified.
Custom Notifications: your Coeus Administrator can create notification business rules to automatically notify if the defined conditions are met.
Actions available on this screen:
Scroll down/up to review all items in the screen (extreme right of window, along edge).
Click to check items to Move Selected Messages to the Resolved Messages box
o Approval notifications cannot be marked Resolved until they are approved or rejected.
Navigate to the Proposal Summary: Lets authorized persons Approve or Reject.
o Select anywhere on the Proposal Title or Proposal Number to open the summary.
Open the Resolved Messages screen
Search for a specific proposal: select Proposal Search to launch a search of all Coeus proposals.
Approve a Proposal in Coeus Lite:
Approvers must navigate to the Proposal Summary screen to approve or reject an Approval in Progress proposal. This Summary screen contains an overview of the Budget and navigation options to help the approver review the proposal.
Select a proposal to review and approve or reject.
o Selecting a proposal from your Coeus Inbox will navigate to the Proposal Summary screen.
o Selecting the Link from an email notification will navigate to the Proposal Summary screen.
o Selecting a proposal from a Search result will open the Proposal Details screen.
- Navigate to the Show Routing screen
Navigate to the Proposal Summary screen to allow Approve or Reject
Select anywhere on the blue title or number to
open the Approver Summary screen
Select a function to navigate to another screen
Only checked items will be moved.
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Actions available on this screen:
Return to the Inbox: select Navigation button
Navigate to the full proposal: select Navigation button
View the Approval Routing Map: select Navigation button
Approve the proposal: select Navigation button
Reject the proposal: select Navigation button
Create a budget report from this proposal’s budget
Summary by Period – a detailed report of all expenses by line item, all calculated rates and exclusions are displayed (each period reported separately).
Cost Sharing Summary by Period: Summary plus a line by line view of cost sharing, if any (each period reported separately).
Cumulative Budget: less detail than Summary; cumulative expenses of all budget periods.
Industrial Budget by Period: less Salary and Fringe details than Summary.
Open a proposal’s uploaded attachment in a separate browser window.
Approval Navigating on the Proposal Summary
Proposal Details: select to open the Coeus Proposal Development record in view mode. Approvers are authorized to view all screens in the Development proposal. (refer to the full Coeus Lite Proposal Development User Guide)
Approval Routing: select to view the routing map applied to this proposal.
o Select Show to expand the approval routing stop details
o Select Hide to collapse the approval routing stop details.
o Select Hierarchy to view an alternate presentation of the routing
A text description of the status is displayed after the approver’s name. Status Icons are defined in the Legend at the bottom of the panel.
Select a report to generate the PDF file in a new browser
window. (Example reports in the Premium User Guide.)
Select a button to navigate or open a window
Select a file to generate the PDF file in a new browser window.
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Approve: select to open the Approve entry screen
Enter comments in the Add Comments pane, if desired.
o Add another comment by selecting Add
o List of Comments will be built and displayed below the entry pane.
Add an Attachment file to remain with this proposal record:
o Select Browse and locate the file on your desktop, Save when located.
o Enter a description of the uploaded file in the Description pane (required)..
o Select Add to complete the process.
o Add another attachment by selecting Browse; follow the same search and save process.
o A List of Attachments will be built and displayed below the entry pane.
Select Approve button to approve the proposal, with or without comments or attachments.
Select Back to Close the window without approving and return to Proposal Summary by using the Back button.
Approval Comments and Attachments panes default view.
Descriptions are required to Add Attachments.
See next figure for results of adding
Comments and Attachments
List of Comments created when approver uses Add
between entries.
List of Attachments created when approver uses Add between entries. Note: Description is required to save and attach.
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Reject: select to open the Reject entry screen.
Enter comments in the Add Comments pane, required for rejection.
Enter comments in the Add Comments pane – required for Reject.
o Add another comment, if needed, by selecting Add
List of Comments will be built and displayed below the entry pane.
Attach a file to remain with this proposal record:
o Select Browse to locate the file on your desktop, Save when located.
o Enter a description of the uploaded file in the Description pane.
o Select Add to complete the attachment and save
Reject by selecting the Reject button
Close the Reject window without rejecting and return to Proposal Summary by using the Back button.
Approval Routing:
A text description of the status is displayed after the approver’s name. Status Icons are defined in the Legend at the bottom of the panel.
Comment IS required for Reject. List of Comments will be created if approver uses
Add between entries.
List of Attachments will be created if approver uses Add between entries.
Note: Description is required to save and attach.
Current Status description and icons
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Approved proposal:
Refer to legend for translation of icons:
Approved by alternate:
Approved by other, not the primary or other alternates: Email Notification:
Approval notifications will inform you if you are the Primary or Alternate approver.
Hyperlink will open Approval-ready Proposal Summary screen in Coeus Lite
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Approve a Proposal in Coeus Premium:
Approvers must navigate to the Approve window in the Coeus Development Proposal to approve or reject an Approval in Progress proposal.
To locate a proposal from your Coeus Inbox:
Launch Coeus Premium:
From the File menu: select Inbox, or use the icon:
Double-click an Approval notification to open the Proposal or select menu Action >Display Proposal
Overview of Premium Inbox items Unresolved Tab (default view upon opening):
Approval Notification requests
o Subject: Approval – See comment pane at the bottom of the Inbox window for Primary or Alternate approver status. Bold Text lines also your status as Primary Approver.
Premium Inbox notifications are color coded to identify proposals nearing their submission deadline. Red are most urgent (2 days prior), followed by Yellow (4 days prior), then Green (10 days prior). No color could mean the proposal is beyond the range or has NO due date entered.
o Notifications: specific notification information is provided in the Comment pane at the bottom of the window. Select a line item to display the associated comment. Types of Notifications could include:
Bypass: Notification that your approval has been bypassed.
Narrative Refresh: Changed status to a narrative in an approval in progress proposal.
Custom Notifications: Notices as determined in locally customized business rules.
No due date inserted, so not color coded.
Message displayed for highlighted line.
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To Locate a Proposal from Coeus Proposal Development:
Launch Coeus Premium:
From the Maintain menu, select Proposal development or use the Icon:
Use the Search window to locate the proposal.
Tip: Limit your search to Status: Approval in Progress; also limit the results to a known Investigator’s proposal to further hone your query results.
Double-click a Proposal from the search results on the Development Proposal List screen.
Or from the Edit menu, select Display Proposal
Open the Proposal Routing window from the Coeus Proposal:
With a Proposal open in Display mode (default if proposal is in Approval in Progress status)
o Open the Routing Window
Action menu: Approve or Use the icon:
Use either the Menu path or the pennant icon to open the Proposal Routing
window for the Approve functions.
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Coeus 1-2-3 Approval: Approvals with No comments or attachments required:
1
3
2. On Proposal Approval: Select Approve. When process is complete, this window will close and you will be returned to the Proposal Routing window.
3. On Proposal Routing Window: Select Close
In Proposal Development: Close the proposal.
2
2
Not ready to approve after all? Select Close to
return to the Proposal Routing window.
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Quick Approve: select Approve button. No comment required.
Approve a proposal with comment
Navigate to the Proposal Routing window of an Approval in Progress proposal
Approve: select the button to open the Proposal Approval window
Quick Approve: select the button in the Proposal Approval window to complete the transaction and return to the Proposal Routing window.
To finish the approve process:
Close Proposal Routing
Close Proposal
Close: will close the window with no action. Comments and attachments will not be saved if Close is selected. You will be prompted to approve if comments were added. Select Yes, No, or Cancel to proceed.
Other Optional Actions:
Comment: Insert a comment before using the Approve, the comment will be saved with this record.
Save & New: Use this button to enter multiple comments. Each comment will appear on a line in the lower pane.
New: offers to save the comment or clear the pane.
Modify: Use this button to update an
entered comment.
Delete: Use this button to remove an
entered comment.
View the full comment by selecting the document icon.
Attachments: Select the tab to open the Attachments pane to Add and View uploaded files. (see next page)
Add Approver: Select to open the Add Approver window (described in a later page)
Quick Reject: Enter comment and
then select Reject button. Not ready to approve after all? Select Close to return to the
Proposal Routing window.
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Actions available on the Premium Proposal Routing Window: (dependant on User role)
Approve:
For Approvers, Approve button will be active. Select Approve to open the entry window to insert comments and upload attachments (if desired)
Reject: For Approvers, Reject button will be active. Select Reject, Select Reject to open the entry window to insert comments (required) and perform the reject, add comment (required), and upload attachments (if desired)
Bypass: For Authorized Coeus Administrators, Reject button will be active. Select Bypass to open the entry window to insert a comment (required) and perform the bypass.
Close: Use the close button to close the window without taking action.
View Routing: In the Routing pane, select the + to expand the approval group. Select a level to review the approvers at that stop in the pane below.
View Comment: Select each approver, If entered, the comment will be displayed in the lower pane Comment tab.
View Attachment: Select each approver, If entered, the Attachment will be displayed in the lower pane Attachments tab.
*Show Previous Submission: If the proposal has been routed after rejection, a view option button will be presented. *(Displayed and described in full in View Routing section.)
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Actions available on the Approve Window
Approve: Select to approve the proposal. No comment required.
Add Approver: Select to search Coeus Users and add another sequential approver.
Add Alternate: Dependant function: On
Pass: Dependant function: remove yourself from approval/reject requirement by passing to an added approver.
Close: Close the window without taking action
Comments Tab: Active upon using an action button. Enter a comment describing your action. Required for some functions.
Save & New: Use to save the entered comment and activate a new comment.
New: Clear the entered comment and start a new comment (after prompt to save or clear)
Modify: edit an existing comment
Delete: delete an existing comment
View of Comments window in entry mode:
To View complete comments: select the icon beside the comment.
Modify in entry mode allows changes to be made while comment is active.
Delete in entry mode allows user to delete comment.
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Attachments Functions::
To Add an Attachment:
1. Enter a Description (required)
2. Browse to locate the file.
3. Add to upload and save the file.
The file will be added to the lower pane.
Repeat steps for multiple file uploads.
To remove a file:
1. Select the file
2. Delete
To View an Attachment file:
Click on the icon; a PDF fill will open in new browser window.
Otherwise, you will be prompted to save or open the file.
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Reject a Proposal in Coeus Premium
Coeus 1-2-3-4 Reject: Reject a proposal – requires a step to enter a comment.
1. Enter a descriptive Comment for the Aggregator(s) justifying the reason for rejection or required corrective measures.
(Use Save & New to enter multiple comments.)
(Add an attachment, if desired)
2. Reject returns you to Proposal Routing screen.
3. Close Proposal Routing
4. Close Proposal
Cancel will close the Reject window and return to the proposal.
.
Attachments Functions::
To Add an Attachment:
1. Enter a Description (required)
2. Browse to locate the file.
3. Add to upload and save the file.
The file will be added to the lower pane.
Repeat steps for multiple file uploads.
To remove a file:
1. Select the file
2. Delete
To View a file:
Click on the icon; a PDF fill will open in new browser window.
Description is required then Browse,
then Add to save in the lower pane
Not ready to reject? Select Cancel to close the window
with no action taken.
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Reject a proposal with comments and attachments
Navigate to the Proposal Routing Window of an Approval in Progress proposal
Select Reject to open the Proposal Rejection window
Comment required to Reject
Enter a Comment in the provided pane justifying the reason for rejection or explaining the required corrective measures.
Reject completes the process and returns you to the Proposal Routing window.
Cancel: will close the window with no action. Comments and attachments will not be saved if Cancel is selected. You will be prompted to reject if comments were added. Select Yes, No, or Cancel.
To finish the Reject process:
Close Proposal Routing window
Close Coeus Proposal
Other Optional Actions:
Input Comments:
Save & New: Use this button to enter multiple comments. Each comment will appear on a line in the lower pane.
New: offers to save or clear the pane.
Modify: Use this button to update an entered comment.
Delete: Use this button to remove an entered comment.
View the full comment by selecting the
document icon.
Attachments –Not required for Rejection. See next page.
Quick Reject: Enter comment and
then select Reject button.
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Attachments Functions:
To Add an Attachment:
Select the Attachments tab to open the pane.
1. Enter a Description of the file to be uploaded (required).
2. Browse to locate the file on your computer.
3. Add to upload and save the file. The file will be added to the lower pane.
Repeat process to attach another document.
To remove an Attached file:
1. Select the file by clicking on the Description field in the lower pane.
2. Select Delete To View an attached file:
Click on the icon;
A PDF fill will open in new browser window.
Reject returns you to Proposal Routing window.
Cancel will close the Reject window and return to the proposal routing window. Uploads will not be saved.
Summary of Reject Process:
Locate and open Proposal in Progress requiring action
Open Proposal Routing window
Select Reject to open Proposal Rejection window
Enter a Required Comment (Save & New for additional comments)
Optional: Add Attachment(s)
Reject to complete the transaction
Close the Proposal Routing window
Close the Coeus Proposal
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Show Previous Submission: View a proposals routing history
Coeus retains the routing history of each proposal. If a proposal is rejected for corrective actions, the routing path, approvals, comments, and attachments are saved for each submission round.
To view the prior routing and approval actions: open the Proposal Routing window.
With a Proposal open in Display mode (default if proposal is in Approval in Progress status)
o Open the Routing Window
Action menu: Approve or Use the icon:
Select Show Previous Submission button
History Details window will open
If multiple routings occur:
Previous allows viewer to display prior submission number.
Next allows viewer to view next
submission number.
Comments are retained: select to view full comment.
Attachments are retained; select tab, then select icon to open a view window.
Routing End Date and
X denotes rejection point.
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Delegate Approval:
Users can Delegate or reassign their approval role to another Coeus user, which is very useful for short term reassignment (like vacation). The delegating user must enter their request.
Launch Coeus Departmental menu: select Users to open the Maintenance screen. (defaults to users User ID home unit)
From the Edit menu, select Delegations:
Complete the Delegations window: (entry fields are blank when screen opens)
Use the Search tool to locate a Coeus User to apply the Delegate To:
Enter an Effective Date to begin delegating.
Use the Delegate button to activate this request.
Select Close.
The delegations will stay in effect until the user updates their request.
NOT delegated is default. Search for a user, enter a date, and then Delegate.
Delegate status Requested and will become effective on date inserted.
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Updating User Delegations:
From the Edit menu, select Delegations:
Select Remove to release the delegation.
(Select Close to close the window without action)
Result: the Delegation window returns to default status – not delegated.
