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FastFactsFeature Presentation
June 24th, 2008
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-322-9648 Participant code: 182500
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Today’s Topic
We’ll be taking a look at…How to create and maintain Coeus user accounts
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Today’s PresenterTim Schleicher Director, Office of Research Information Systems
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Session Segments
PresentationTim will show us how to set up a new Coeus user account and make updates to existing accounts.During Tim’s presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Tim will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
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Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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Coeus User Maintenance
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Coeus Modules
In Production:Proposal DevelopmentInstitute ProposalNegotiationsPersonRolodex
Planned for August 2008AwardSubcontractReport TrackingReporting Engine
Planned for 2009IRBCOI
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Agenda
Coeus and JHEDHow to create new user accountsHow to assign rolesTypical roles assigned to faculty and departmental administrative staffWhat steps to take when a staff member transfers to another department or terminates their employmentReview of rights associated with rolesConclusionsQuestions & Answers
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Coeus and JHED
Coeus User ID = JHED IDPassword may be different from JHED passwordUsers can change their own password
File>Change Password
The #1 email received at [email protected] is forgotten passwordJHED integration coming soon!
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Unit Hierarchy
Admin>Unit Hierarchy Departmental>Users
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Admin>Unit Hierarchy
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Departmental>Users
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Edit>Create New User
A pop-up window will open.
If the new Coeus user is an employee, click the Find button to conduct a Person Search.
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Person Search
A Person Search window will open.Within this window, type the name of the new Coeus user and then click Find.
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Person Search Results
Search results will appear.Select the new Coeus user from this list and then click the OK button.
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Setting Up New User Account
Notice the fields for User ID and User Name are already populated, the status defaults to Active, and the Non-Employee checkbox is dimmed.
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Assign a Temporary PasswordYou will have to assign a temporary password for the new user account. We suggest you use “coeus”. The first time the new user logs in, the system will prompt the user to change his/her password.
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Assigning Roles
You will select roles from the Roles Not Assigned column, and then click the Add button to move them to the Roles Assigned column.
You can also remove roles that have been assigned by selecting roles from the Roles Assigned column and then clicking the Remove button.
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Descend Flag
The Descend Flag is used when you assign roles at a parent unit. Checking off the red slash descends this role to all subunits below, meaning you only have to assign the role at the parent.
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Typical “Bundled” RolesA typical faculty member would need:
Proposal CreatorRolodex MaintainerView Institute ProposalView Negotiations
A typical departmental administrator would need:AggregatorModify All Dev Proposals Person Maintainer Proposal CreatorRolodex MaintainerUser MaintainerView Institute ProposalView Negotiations
Role definitions will be discussed later in this presentation.
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You’re Done!
Click the OK button to add the new user to the Coeus database.
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System Access Instructions
Step 1: Install Java (MAC users jump to step 2 or 3): http://resource.ca.jhu.edu/resource/plugin/jre1_4_2_06.exe
Step 2: Run JHSecure if you are working outside of the Johns Hopkins University and Johns Hopkins Medicine firewalls.
http://www.it.jhu.edu/restricted/infosec/jhsecure/index.html
Step 3: Install Coeus Premium Desktop application https://prcoeus.johnshopkins.edu/coeus/coeus.jnlp
***To access CoeusLite, enter https://prcoeus.johnshopkins.edu/coeus
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View>Assigned RolesYou can see what roles have been assigned to a specific user by selecting the user, and then selecting View>Assigned Roles from the menu.A pop-up window listing the user’s roles will appear.
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All Users Assigned to a RoleYou can also view all users assigned to a specific role by clicking the + button next to the role name.
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Transferring User AccountsWhen a staff member transfers to another Department, Lab, or Center (DLC) within the Institution, you should remove all roles you have assigned, and then MOVE their Coeus User Account to their new DLC. With the user account selected, select Edit>Move User.
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Search for the New Unit
Use the Search icon to find the staff member’s new Unit.
Then click the OK button to move the user account.
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Terminated Employees
When a staff member terminates, you should remove all the roles you have assigned, and then mark their Coeus User account as “Inactive.”
User Accounts are not deleted from the database.
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Coeus Role Definitions
Roles currently available:
AggregatorBudget CreatorNarrative Writer
ViewerModify All Dev Proposals
Person MaintainerProposal Creator
Rolodex MaintainerUser Maintainer
View All Dev ProposalsView Institute Proposal
View Negotiations
Roles coming in August 2008:
View AwardView Subcontract
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Proposal Roles
Blue Roles
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Aggregator
Rights associated with role:Certify the investigatorsAnswer Yes/No questionsSubmit the proposal for departmental routing and Institute approvalMaintain proposal rolesModify budgetModify narrativeModify proposal details
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Budget Creator
Rights associated with role:Modify budgetModify proposal details View narrative
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Narrative Writer
Rights associated with role:Modify narrativeModify proposal detailsView budget
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Viewer
Rights associated with role:View budgetView narrativeView proposal details
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Department Roles
Yellow Roles:
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Proposal Creator
Rights associated with role:Create a new proposal.
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Modify All Dev Proposals
Rights associated with role:Answer Yes/No questionsMaintain proposal abstractsMaintain proposal rolesModify budgetModify narrativeModify proposal details
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View All Dev Proposals
View All Dev Proposals can view all parts of all proposal development records for the Unit.
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View Institute Proposal
View Institute Proposal can view the Institute Proposal record. The Viewer cannot create or modify any portion of the Institute Proposal record.
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View Negotiations
View Negotiations can view negotiation activity recorded for an Institute Proposal record. The viewer cannot create or modify any portion of the Negotiation Activity.
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Person Maintainer
Person Maintainer can upload biographical sketches and maintain educational history at the database level.
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Rolodex Maintainer
Rights associated with role:Add a new rolodex entryModify a rolodex entry owned by UnitDelete a rolodex entry owned by Unit
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User Maintainer
User Maintainer can create new Coeus user accounts.
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View Award (coming soon)
View Award can view all parts of the award record.
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View Subcontract (coming soon)
View Subcontract can view all parts of the subcontract record associated with an award record.
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Conclusion
Every person who uses Coeus needs to be set up as a userEvery user has a set of roles which allow them to perform functions within the Coeus application Every role is composed of rights which define a specific functionality Users and Roles are configured through the Coeus Premium interface. Users and their roles are associated to one or more units within your department, lab, or center’s unit hierarchyIf a user has different responsibilities in various units, they can be set up with the appropriate roles for each of the unitsIf you need help with Coeus at any time, please email:
[email protected] the Coeus Help and Tutorials Website at:
http://jhuresearch.jhu.edu/COEUS/help.htm
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We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us during the presentation.
If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
Q&A
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Thank You!
Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
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Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!
