The Coeus application remains one of the most robust research grant management tools available today. One of the application's greatest strengths is its ability to be partially implemented so that a school may only use the functionality that is needed. Since the system was first installed at Purdue, available functionality has steadily increased with the rollout of new modules and capabilities. As we look to the future, Users are guaranteed to see further advancements of Coeus utilization at our Institution. A current list of Coeus functionality currently available at Purdue includes:

bulletProposal Record Development

The initial development of proposal records remains the function of highest utilization at Purdue. Users are able to generate a new project record by entering all pertinent data to manage information and coordinate development efforts. In addition, this data electronically moves through the lifecycle of the proposal and is eventually utilized later for data management and reporting purposes.

bulletGeneration of Proposal Budgets

The Coeus budget generation tool allows Users an extremely efficient way to generate and edit proposal budgets that are utilized for both internal and external purposes. Budget entries are entered for the first period of the project manually and then Coeus automatically extrapolates that information to generate all out-periods taking into account centrally maintained rates and increases.

bulletProposal Attachments Upload

Every proposal record in Coeus has the opportunity to upload all related attachments that are then maintained with that specific proposal record. This allows for the opportunity of internal collaboration between Investigators and Administrative staff during the development of the project and provides a central repository for all file management. The upload capabilities also provide the optional functionality of System-to-System submission to where the complete sponsor proposal may be developed within the Coeus system.

bulletProtocol Development and Management

The full development and administrative management of IRB protocols may be fully maintained within the Coeus system. Once a protocol has been entered and approved, it is then electronically routed to the central IRB office for review and approval. Additional functionality includes system generated correspondence that may be distributed to both Investigators and Administrators to increase productivity and efficient communication. The system also manages the Review Committee agendas and voting activities for administrative management purposes.

bulletContract Negotiations Tracking

The contract/agreement negotiation process is fully documented and maintained within the Coeus system allowing for both Contract Analysts and Administrative staff the ability to maintain and monitor the negotiation process. Pertinent events and pieces of information are entered into the Negotiation record and displayed in a concise chronological list for ease of monitoring progress.

bulletReporting Data Management

Coeus has grown to become the official system of record for all pre-award and IRB activity, in addition to interfacing with SAP for post-award management. The maintaining and management of data in the Coeus system makes the application an indispensible resource for all related reporting at Purdue.

bulletElectronic Routing and Approval

Coeus has a built in electronic Routing and Approval function where all University approvals may be obtained and managed within the system for both proposals and protocols. Once initiated, the proposal/protocol record follows a predetermined approval map, making stops at designated levels so that approvals may be granted or denied. As each stop is approved, the system generates email notifications that are then automatically sent to the next level of approvers informing them that their attention is required.


System-to-System is the next generation of functionality in the submission of sponsor proposals. Once a proposal record has been fully developed to include all pertinent data, budget generation and narrative uploads, the information is then converted into a complete data stream and submitted through the portal directly from the Coeus system. Eligible candidates for S2S submission no longer require the download and version control required for standard packages.


CoeusLite is a fully secondary User interface developed specifically to be utilized as an Investigator portal. Available functionality is limited in CoeusLite to provide a more personalized User interface and simplified means to complete proposal and protocol development for the Investigator. Both the Investigator and Administrative portals to the system connect to the same database so that any record that is generated or edited will be reflected in both interfaces regardless of where the action occurred.

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