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Integrated Systems Create Efficiencies in Research Funding Process

Faster account setup and elimination of duplicative data entry are features of an integrated Coeus/SAP system. Every department that receives external funding will benefit.

Date: 6/23/2015 12:00:00 AM
By: Dama Ewbank
Phone: (513) 558-4519

UC ingot   Coeus, the University of Cincinnati’s tool for the management of sponsored research activity, has been integrated with the grants management module of SAP, UC’s enterprise application software for finance and human resources. 

The newly bridged systems are facilitating faster setup of fiscal accounts, eliminating duplicative data entry by departmental business staff and the Sponsored Research Services (SRS) grants and contracts and accounting divisions. 

Debi Galloway, associate vice president of sponsored research services at UC, says the integration is the biggest efficiency step taken by the Office of Research in her 22-year tenure with the university. She estimates that it will save at least 30 minutes in grant setup time both for SRS accountants and departmental personnel. 

“This touches not only the Office of Research, but every department that receives external funding,” Galloway says, adding that the Coeus/SAP integration has been top of mind for many for nearly a decade, but it was the rollout of proposal development within Coeus that laid the groundwork for improved automation and integration. 

SRS is now able to pull proposal information—including the budget—from Coeus, convert it to an award and push the data to SAP without any duplicate entry. The new process eliminates the need to complete the A323 Excel sheet for grant setups and the associated emails. 

Phase 1 of the integration roll-out is focusing on new awards where budget was entered into the Coeus proposal development module. Implementation will be expanded as new procedures are developed to align with the technology. 

UCFlex Business Core Systems and UCIT Integration Services were key partners with SRS in the Coeus/SAP integration project. Cindy Lasonczyk, senior grant administrator from SRS, Carole Donnellon, senior grant administrator from the College of Education, Criminal Justice and Human Services, and Steve Manning, assistant director of business affairs from the College of Medicine, provided assistance. SRS team leaders for the integration project were Ketaki Mhaisekar, John Ungruhe and David Stephen.