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Using EPD

Find information about using the Electronic Proposal Development (EPD) system.

EPD is a module within the Coeus system, which is a tool for pre-award and post-award management. EPD manages proposal creation and electronic routing, certifications, and approvals. EPD is used by both departments and central offices.

Below you'll find tips and guidelines for using EPD/Coeus.

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Types of Proposals that Need to be Entered into EPD

  • All Proposals Types
  • Clinical Trials (PI Initiated and Sponsor Initiated)
  • Program Project Grants (PPGs) and Program Center Grants
  • Fellowships (as of July 2, 2018)

Tips for Fund Managers and Proposal Preparers

  • Create an EPD as soon in the proposal process as you can
    • Notify your assigned contract officer by email or phone that the proposal package is ready for review
  • Use the EPD electronic approval routing to obtain “signatures"
    • Once a proposal is ready for review automatic routing and notifications make it easy to access the record and approve the proposal in real time
  • Before submitting the proposal packages (per the sponsor requirements and within the sponsor deadline) SPO analysts will use EPD to conduct their review 
    • Make sure you are adhering to each office's timely submission guidelines to ensure enough time for review and submission
  • EPD proposals will serve as an institutional proposal record of what has been submitted to the sponsor
    • Once a proposal has been marked as “submitted” the record will still be easily accessible and can even be copied for additional submissions

 

Tips for Academic and Administrative Department Heads

If you are an MSO, DBO, or CAO named on a proposal:
  • You will receive emails during proposal routing requesting Administrative Department Head Approval of the proposal
  • You must either approve or reject the proposal
If you are a Department Chair named on a proposal:
  • You will receive emails during proposal routing requesting Academic Department Head Approval of the proposal
  • You must either approve or reject the proposal
You need a business systems login to access the EPD system in order to perform the approval or rejection
  • If you don’t know your business systems login or are not sure what it is visit Business Systems for assistance

All proposal documents will be uploaded to the EPD record for one-stop review

Tips for PIs

EPD controls access to proposal records so that only those designated on that particular proposal within the appropriate department (such as PIs and Co-PIs and designated administrative staff) will be able to view the record.

  • PIs and Co-PIs named on a proposal receive emails requesting:
    • PI Certification of Participation and Approval of the proposal to be submitted to the sponsor (prior to proposal routing)
  • Only PIs and Co-PIs named on a proposal will need to Certify and Approve
  • PIs and Co-PIs will need a business systems login to access the EPD system in order to Certify and Approve
    • If you don’t know your business systems login or are not sure what it is visit Business Systems for assistance

All proposal documents will be uploaded to the EPD record for PIs one-stop review.

Although EPD keeps your proposal private, additional access can be granted on a proposal by proposal basis if needed

Appropriate Use Guidelines

Coeus is the system of record for all contract and grant activity at UC San Diego. It is the responsibility of all Coeus users to minimize the risk of involuntary disclosure of sensitive university data to unauthorized users by:

  • Following all applicable standard operating procedures
  • Meeting UCSD's minimum standards for network security
  • Maintaining systems in a safe and secure manner

Sensitive Data on Unfunded Proposals

As a public research university, the University of California strives for openness and transparency. However, some data, such as unfunded proposal information, is considered sensitive and should be protected from disclosure to unauthorized users.

Unfunded proposal information is sensitive to researchers because their research ideas are original and the research environment is highly competitive. Because faculty compete for a limited number of funding opportunities to support their research, it would be inappropriate to disclose details of a Principal Investigator's (PI) unfunded proposal to another researcher without first asking permission from the PI on that proposal. Once a proposal has been funded however, the proposal details are no longer considered sensitive.

Data Security and Stewardship

Data maintained in Coeus is the property of UC San Diego, so it is important to treat this data like you would any other type of university property. Do not disclose sensitive unfunded proposal data to unauthorized users unless you have received approval from the Principal Investigator listed on the proposal.

It is also important to enter and maintain Coeus consistently, accurately and in accordance with all applicable standard operating procedures.

Personal Information or sensitive data should never be uploaded, entered or stored in EPD or Coeus. Examples of this type of data include social security numbers, credit card numbers, medical record numbers, photos or videos of individuals, dates of birth/ death, student data, etc. More information about Personally Identifiable Information.

System Access

Access to Coeus data is restricted by department and user role. Every proposal has a lead unit and the lead unit is responsible for managing all aspects of the proposal and any subsequent award. Because the lead unit is responsible for their proposals, the department head, and MSO/DBO in academic departments, have full access to all proposal & award data for their unit.

Other individual users in the department may be granted one or more system access and/or proposal approval roles at the discretion of the department head and/or MSO/DBO.

Access to Coeus is controlled using UC San Diego's AccessLink System. Every department has one or more designated Department Security Administrators (DSAs). These individuals have been delegated the authority to manage user access requests in AccessLink by their department head. For more information about DSAs, please see More information about DSAs.

Note: When a user leaves the department or changes roles, it is important that the department remove the user's Coeus roles or terminate their old account using AccessLink. Failure to do so will allow that user to maintain their access even if that access is no longer appropriate, depending on the employee's new duties/role.

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