Princeton Research - Electronic Research Administration

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The Coeus Replacement Project and Princeton ERA

Research at Princeton requires modern, efficient administration systems. After two decades of use, Princeton’s Coeus grants database has reached end-of-life. We are replacing the Coeus platform with Princeton ERA, a SaaS (Software as a Service) cloud-based electronic research administration system. Learn more about our implementation.

Princeton ERA will:

  • reduce administrative burden on faculty and staff;
  • increase intelligence to support improved decision-making; and
  • ensure Princeton remains compliant in all its research activities.

 

Implementation FAQs

What is the Core Project?

The Coeus Replacement (Core) Project is a SAGIT-funded project to replace Princeton’s Coeus grants database with a new electronic research administration system, Princeton ERA.

Conducting cutting-edge research is at the core of the University’s mission and the replacement of aging systems and processes is fundamental to Princeton’s research-enterprise growth. The implementation of Princeton ERA will:

  • reduce administrative burden on faculty and staff;
  • increase intelligence to support improved decision-making; and
  • ensure Princeton remains compliant in all its research activities.

The Core Project delivers on specific recommendations from the Task Force on Administrative Workload in Research.

What is Princeton ERA?

Princeton ERA is a SaaS (Software as a Service) cloud-based electronic research administration system that will enable people to do their jobs more efficiently. It will replace the Coeus grants database, which is at end of life.

Why are we replacing Coeus?

Princeton has used the open-source, consortium-supported Coeus grants database system for more than 20 years. Coeus has reached end of life: vendor support ceased at the end of 2019 and ORPA is now working with a third-party contractor to support Coeus through the implementation of Princeton ERA.

How did we decide on the technology platform the new Princeton ERA?

We selected Huron Research Suite as platform for Princeton ERA with the support of Princeton’s research community. This community is a foundation of the Core Project and provided extensive input into the choice of Huron’s out-of-the-box electronic research administration (ERA) system.

What is Huron Research Suite?

Huron Research Suite is the name of the technology platform we have chosen for Princeton ERA.

How will Princeton ERA integrate with other systems?

We are seeing the rollout of new research-administration systems across campus. Princeton ERA seeks to improve the cohesiveness among other systems relevant to Princeton’s research enterprise, including eRIA, Visual Compliance, HR, etc.

What will we be able to do using Princeton ERA?

Princeton ERA is a next-generation system that will empower users through streamlined interfaces and processes. The system will enable a more transparent and data-driven research administration within departments and across campus.

At first, we’ll be using Princeton ERA to manage proposals, non-funded agreements, and research compliance. However, one of the reasons we selected the Huron platform is its ability to integrate proposal and award management. We may roll out the award and subaward features of the platform in a future phase of the project.

What are some of the benefits of Princeton ERA?

Princeton ERA will increase transactional efficiency by simplifying sponsored-project lifecycle processes:

  • Enables users to create proposals on a laptop; view and approve on any mobile device as the platform is a cloud-based solution
  • Aligns with sponsor and institutional requirements
  • Allows proposal submission in pieces (PIs can submit proposal narratives closer to proposal deadlines)
  • Enables electronic approvals and PI certifications
  • Available system-to-system validation and federal-proposal submissions to Grants.gov which reduces duplicate data entry
  • Provides easier budgeting capabilities
  • Streamlines tracking and management of funded and non-funded agreements
  • Streamlines compliance processes
  • Reduces the amount of administrative activity done by email
What criteria did we use to select the technology platform for Princeton ERA?

Several guiding principles and objectives guided us as we selected the platform for Princeton ERA:

  • Use out-of-the-box functionality
  • Align business processes with the new system
  • Minimize customizations
  • Undertake minimal data conversion
  • Include new budgeting tools
  • Include non-funded agreement management
  • Deliver proposal and non-funded agreement analytics
Who provides project oversight and governance?

The Core Project has a Steering Committee that provides strategic input and assistance to the Core Project Team, evaluating and resolving major project issues, risks, and decisions, as well as providing feedback on project milestones, deliverables, and policy recommendations.

The Core Project also has Project Champions who represent the interests of the research-administration community who will be heavy users of the system.

What is the project timeline?

Implementation of new Princeton ERA began in September 2019 and we are targeting launch of the new system in late Summer 2020.

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