While Coeus does support the entire life cycle of grants management, most institutions choose to use it only for certain parts of that process. At Purdue, we use Coeus only for pre-award activity, and use SAP for post-award. Other institutions, including MIT, use these two systems together, though each school's implementation may vary in details. For example, MIT uses Coeus for both pre- and post-award, but uses SAP to link research expenditures with their accounting system. The technical architecture underneath both Coeus and SAP make such automated data sharing fairly simple to achieve.
Purdue has identified three major points of interface between the systems:
- Human Resources data. This interface allows Coeus to collect personnel and appointment data so they can be used in creating budgets. When the SAP HR module rolls out in 2007, this interface will run every night (as opposed to the monthly feed out of DSS we are currently using).
- Proposal-to-award data. Critical to award setup, this interface allows SPS to sync an SAP grant with its corresponding Coeus proposal. This cuts down on data entry of certain fields, and makes reporting on the entire life cycle much easier.
- Sponsor data. Because both SAP and Coeus need the same information about sponsors, these data are shared between the two systems to keep inconsistencies at a minimum.
- A fourth important interface point does not go to SAP but rather to the data warehouse for reporting, or the Business Warehouse. The BW will hold data about both Coeus proposals and SAP grants, so university reporting can incorporate both even though they originate in two different places.