After two decades of use, Princeton’s Coeus grants database has reached end-of-life. We are replacing Coeus with Princeton ERA, a SaaS (Software as a Service) cloud-based electronic research administration system.
The Coeus Replacement (Core) Project is a SAGIT-funded (Strategic Advisory Group on IT) project delivering on specific recommendations from the Task Force on Administrative Workload in Research.
The Coeus Replacement Project reflects extensive input from across the Princeton research enterprise: the 13-month process to select Huron Research Suite as the new platform included 21 focus groups with community members, three onsite demos by vendors, sandboxing and user experience testing with two vendors, and countless community-stakeholder meetings.
Project Guiding Principles and Objectives
- 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
The Core Project has a Project Implementation Team made up of functional and technical members from ORPA and OIT.
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. Project Champions will help the Core Project Team to develop a robust system (technology platform and business processes) to modernize proposal preparation and non-funded agreement processes in an effort to ease administrative burden.
What's Happening Now
We are currently in the behind-the-scenes implementation process of the project, with plans to launch Princeton ERA late this summer. We will move into systems testing in the spring and to begin user training in early summer. This training will be a combination of one-on-one, group sessions, and self-service training options for the community.
Listed below are some highlights:
- On January 23rd, our Coffee with ORPA session focused on an update for the project. This session included a short demonstration on how to begin the development of a proposal.
Training and Support
We will have significant training resources available to help community members feel confident going into go-live and post-launch of Princeton ERA. This includes how-to content and guides for system users, for both technical and business-process content. Our community has told us they like the how-to videos, guides, and content about the Coeus system, so we will produce similar content for Princeton ERA.