Subcontract Module Coeus 4'1'1 Java

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Subcontract ModuleCoeus 4.1.1 (Java)

• Office of Research
• University of Tennessee
• December 2006
• (updated 12/11/2006)

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Icons/Menu Options for Subcontract Module
Maintain Subcontract (use to Start Subcontract
Module)
Edit New Subcontract (use to add/create a new
subcontract)
Edit Correct Subcontract
Edit Display Subcontract
Search for subcontract, rolodex, organization,
etc. (context dependent)
Save As to save as an XLS file (MS Excel file)
File Save (good idea to Save after each
change)
File Close (make sure to Save before closing)
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Some Useful Information

• Wild Card Gone is the search term like that
  was used in 3.8. Now, when doing any search in
  Coeus, if you only know part of the number/name,
  you may use the wild card character -- (the
  asterisk). This may be used before, after, or at
  both sides of your search term and can be very
  useful in many instances when searching
  throughout Coeus.
• Examples
• Search for subcontract code - 34 will find all
  subcontracts with those two digits together in
  the Subcontract Code field
• Search for all items in a field -
• Search for Start Date in November - nov
• Search for Tennessee Tenn (may also try TN)
• Search for Requisitioner/PI/Person - Lloyd
  finds all of the subcontracts with Lloyd as the
  PI (Requisitioner name in Subcontract module).
• Experiment to see what gets you the most accurate
  results. This works the same in all modules.

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Step 1 Rolodex/Organization Tables
Make sure that the contact information is set up
in the Rolodex before updating the
subcontract. If not, Select Maintain Rolodex
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Step 2 Rolodex Search
1. If you know a Rolodex entry exists, search for
it. May use Wild Card character (i.e., Tenn
or ) and click Find
If no Rolodex entry exists, you must create a new
entry. 2. Click Cancel from Search box. 3. Use
Icon or Edit, Add from Menu.
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Step 3 Create New Rolodex Entry
Enter all information for contact. Make sure the
Organization is the subrecipient. Example
University of Florida or Oak Ridge National
Laboratory, etc. When finished, click on OK.
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Step 4 Organization
Every subrecipeint must have an entry in the
Organization Table. Select Admin, Organization
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Step 5 Organization Search

• Search for Organization by Subrecipient name (may
  use Wild Card ) and click Find. Note Using
  wild card () before/after will find similar
  instances and can help avoid duplication of
  entries (i.e., Tenn).
• If the Organization is not set up then you must
  create it. Click Cancel from search box.
• Select Add Organization Icon or Edit, Add from
  Menu

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Step 6-A Add New Organization
A. Select Name Address Tab

• Organization Name should be subrecipient name.
• Contact Address (Name) search Rolodex with
  magnifying glass for the administrative contact
  name (which you should have already made sure is
  in Rolodex).
• Address Fill in address of Organization.
• Complete other information, if available (but not
  required).
• Click on Organization-2 tab to continue.

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Step 6-B Add New Organization
A. Organization-2 Tab

• Federal Employer (Required) Use either the
  Federal Employer ID of the subrecipient OR the
  SSN, if subrecipient is an individual.
• Enter DUNS number of subrecipient organization
  (if available).
• Click on Organization-3 Tab to continue.

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Step 6-C Add New Organization
A Organization -3 Tab
No information is necessary on this Tab unless
required by local policy/procedure. Click on Type
tab to continue.
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Step 6-D Add New Organization
A Type of Organization Tab

• Select the Organization Type (or Types) and click
  on ltlt arrow to add.
• Click on Question Tab to continue.
• Note Private Institutions of Higher Education
  are Type 10.
• Public/State Institutions are Type 21. Be sure to
  choose the correct Type.

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Step 6-E Add New Organization
A Question Tab

• Answer Debarment question (Required).
• Select No or Yes
• If Yes selected must enter an explanation and
  review date.
• Click on Audit Tab to continue.

Note Questions (YNQ) may be added according to
local policy but there must always be at least
one YNQ.
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Step 6-F Add New Organization
A Audit Tab
No information is required in Audit Tab. Click
IDC Tab to continue.
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Step 6-G Add New Organization
A IDC Tab

• No information is required in IDC Tab, at this
  time.
• Click OK to finish. Note A New Organization
  Number will be automatically assigned by Coeus.
• Maintain Organization screen will now show the
  new Organization with an assigned ID.
• Close Maintain Organization Screen to continue.

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Step 7-A Creating a Subcontract

• Select Subcontract Icon
• Or select Maintain Subcontract from Menu to go to
  the Subcontract module

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Step 7-B Creating a Subcontract

• Select Cancel on the Subcontract Search screen.
• Choose Create New Subcontract Icon
• or Edit, New Subcontract from Menu.

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Step 7-C Creating a Subcontract
Complete the Following Information

• Status Active (or select other status from
  drop-down box)
• Account No. Put account number here.
• Subcontractor use magnifying glass to select
  the subrecipient from the Organization Table
• Start and End Dates enter the anticipated
  period of performance dates of the subcontract
• Subaward type Select from the drop-down box
• Title (not required but useful)
• Purchase Order Number (Required) TBD or PO
  number, if known.
• Requisitioner use magnifying glass to select
  the PI for the subcontract from the UT Person
  Table.
• Click on Contacts Tab to continue.

Subcontract Code and Seq. No. are automatically
assigned by Coeus.
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Step 7-D Creating a Subcontract
Contacts Tab

• Add at least one contact from Rolodex.
• Click on Others Tab to continue.

Note May have more than one contact. May use
this for where payments are remitted to.
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Step 7-E Creating a Subcontract

• Enter the Project Definition Number.
  (alpha-numeric) assigned by Sponsored Projects
  Accounting
• Subcontracting Plan Is a Subcontract Plan
  Required for this contract (Yes/No Search
  Default is No)
• UT Subcontract Number Put the UT-assigned
  subcontract number (alpha-numeric) here or leave
  blank.
• Click on Save.
• Click on Close to return to main Subcontract List
  window.

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Step 8-A Subcontract Data Entry/Updates
All information must be updated in Coeus. Select
Subcontract Icon or Maintain Subcontract from
Menu to go to the Subcontract Module.
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Step 8-B Subcontract Data Entry/Updates

• Search for the subcontract by subcontract number
  (if known) or search for subcontractor name.
  (Example Rat to find Ratbrain University)
• Click on Find

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Step 8-C Subcontract Data Entry/Updates
Highlight the subcontract you want to update and
select the Edit icon.
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Step 8-D Subcontract Data Entry/Updates

• Fill in any missing or updated information.
• Change Status, Dates, etc., if necessary.
• Click on Funding Source Tab to continue.

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Step 8-E Subcontract Data Entry/Updates

• Select the Funding Source Tab
• Click on Add to insert the agency/organization
  for the subcontract.
• Search for the child account for the subcontract.
  Click Find
• Select Amount Info Tab to continue.

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Step 8-F Subcontract Data Entry/Updates
A. Select Amount Info Tab
B. Select Change

• Effective Date Todays Date
• Obligated Change and Anticipated Change current
  amount of subcontract.
• Click on OK
• Click on Amount Released Tab to continue.

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Step 8-GSubcontract Data Entry/Updates
A. Select Amount Released Tab
B. Select Change

• Effective Date Todays Date
• Enter Effective Date, Amount Released, and
  Comments, if applicable.
• Click on OK
• Click on Contacts Tab to continue.

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Step 8-H Subcontract Data Entry/Updates
A. Select Contacts Tab
1. Click on Add to search for Administrative or
other contacts in Rolodex. May add more than one
type of contact. 2. Select Closeout Tab to
continue.
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Step 8-I Subcontract Data Entry/Updates
A. Select Closeout Tab
1. Click on Add to select from the drop-down
box of closeout documents requested in the
subcontract agreement. 2. Select Others Tab to
continue.
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Step 8-J Subcontract Data Entry/Updates
A. Select Others Tab

• Enter the Project Definition Number.
  (alpha-numeric) assigned by Sponsored Projects
  Accounting
• Subcontracting Plan Is a Subcontract Plan
  Required for this contract (Yes/No Search
  Default is No)
• UT Subcontract Number Put the UT-assigned
  subcontract number (alpha-numeric) here or leave
  blank.
• Click on Save.
• Click on Close to return to main Subcontract List
  window.

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Step 8-K Subcontract Data Entry/Updates
Click on Close icon to return to main Coeus
screen.
When all else fails, for further assistance
contact coeushelp(at)utk.edu or Lesli Rowan at
865-974-9310 (the e-mail link has been removed to
cut down on annoying spam)