Using COS Administrators WorkbenchTM

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Using COS Administrators WorkbenchTM Tools for
Managing COS Expertise and Funding Services
http//aw.cos.com
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COS Administrators Workbench
Your AW back office tools help your institution
manage and use your expertise system. This
tutorial shows you how to use

• Expertise Workbench edit and report from your
  institution's expertise system.
• Funding Opportunities Workbench match academic
  staff to opportunities and generate reports of
  opportunities.
• Funding Alert Workbench monitor alert usage
  individually and globally.
• Usage Statistics count hits from your
  institutions domain to COS services.

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Logging in to COS Administrator's
Workbench http//aw.cos.com (bookmark it!)
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COS Administrators Workbench main menu
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AW Expertise Workbench

• Search Your Expertise System link to your
  institutions normal search interface.
• Update Institution Picklists create and edit
  your school/department/division hierarchy and
  position lists to populate the picklists your
  academics use in their profiles.
• Standard Reports run reports listing academics
  by school, published/unpublished, and other
  variables.
• Custom Reports do a search and e-mail yourself
  the results in a delimited format for re-use.
• Find a User look up a profile by name or number
  to find the persons password, or to view and
  edit the profile.
• View/Edit Database Records run these reports to
  view and edit profiles in the results list.

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Expertise Workbench Tools for editing,
maintaining and reporting from your expertise
system.
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Tip This is the interface all staff and students
should use make the link available from
strategic points on your institutions site.
Link directly to your institutions search
interface.
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Update Institution Pick Lists Create or change
your school/department/division hierarchy and
your institutions position list to populate the
relevant profile picklists.
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If you do not create you own list, the default
list shown here will appear in profile update
forms.
Edit Position List (Pick Lists) Create the list
of positions at your institution to populate the
picklists academics use when updating their
profiles.
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pro-Vice-Chancellor is now the first (and
currently the only) position listed at this
institution.
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Similarly, populate the picklists for your
institutions schools, departments, and divisions.
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Tips COS will enter the initial hierarchy for
you if you provide a complete listing. Use these
three section levels to suit your institutions
hierarchy. E.g., your institution might enter
Faculty of Engineering as one of your School
names.
Edit or Add Schools (Pick Lists) Add a new
school, or edit the names and department
structures of existing schools.
What you list here is what academics can choose
from when they update their profiles.
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Add to or edit the departments in this school, or
change the name of the school.
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Tip If you change the name of a school here,
then the next step is to use Global Edit to
change it in all profiles listed in that school.
In this case, the name of KCL Central Services
has been changed.
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• Why Global Edit matters
• Reports of academics by section will only be
  complete if section names in the profiles are
  standardized.
• If a section name changes, you can change all
  affected profiles at once.
• If sections are reorganized you can use these
  tools to update profiles accordingly.
• You can use the COS profile update reminder
  e-mail service to target people at a particular
  school if all profiles are listed in the correct
  school.

Global Edits Find and change the profiles that
dont match your school/department/division
picklists.
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Click the EDIT button to view and change the
profiles.
The School Name report lists all positions with
no school name and those with schools not
matching your picklists.
This lists all profiles with no school name, or
those that have schools not matching your
picklists.
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Change the current school listing to the
appropriate school name from your picklist.
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The school name in this profile has now been
changed to Dental Institute.
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A Global Edit to department names works the same
way.
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Harold Baum is listed twice because his profile
has two positions listed that do not have a
department named.
The next step is to choose the appropriate
department(s) for each of Dr. Baums positions
from the picklist at the bottom of this page.
This lists all of the positions in profiles that
have no department name listed at all.
Select ONLY the boxes next the positions you want
to update.
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Tip When uncertain about the changes needed in a
profile, open another browser window and look up
the full profile in Find a User. If desired, you
can also edit it individually from there.
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Standard Reports Use this to create expertise
reports for printing, saving and/or viewing.
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• Published vs. Unpublished
• Published profiles are available via the COS
  Expertise search interfaces.
• Unpublished profiles are not you can only see
  them via your Administrators Workbench or by
  linking directly to profile URLs.
• Basic contact and expertise information is
  required for our editors to publish a profile.

Frequency Distribution (Standard Reports) List
proportion of profiles by publishing status
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• Tips
• Do Global Edits before using reports by school or
  department (e.g., in this case, to change the two
  false Bloomberg schools in two profiles one
  misspelled and the other with an extra space at
  the end).
• Send these reports to section heads to
  congratulate them on good coverage or to prompt
  them to help improve coverage.
• To save results, go to File, Save As and then
  choose the location and file name as you would
  for any other file.

or by school or department.
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Faculty List (Standard Reports) List all profiles
or a proportion of profiles, with or without COS
Workbench usernames and passwords.
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Results tell you the profile status (full, basic
or incomplete), publishing status, and other
information about each profile.
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Faculty without E-mail (Standard Reports) Lists
all profiles that are missing e-mail addresses,
by school, department, or all academic staff.
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• Options for supplying e-mail addresses for these
  profiles
• Look them up in Find a User and add the e-mail
  addresses.
• Send school reports to school administrators so
  they can ask these individuals to update their
  profiles.
• Do a Custom Report on empty e-mail addresses,
  create a spreadsheet with the results, fill in
  the missing e-mail addresses and send it to COS
  for uploading.

E-mail addresses are essential for academics to
receive Funding Alerts and reminders to update
their profiles.
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Section Names (Standard Reports) View the current
listing of your schools, departments and
divisions in your picklist hierarchy.
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To change this hierarchy, go to Pick Lists.
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This university has one search saved, which they
named all staff Name, Department, E-mail
address.
Add a new report by clicking the add link, or
modify an existing report by clicking Define
Report.
Custom Reports Search your expertise system to
download results into a spreadsheet or database.
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First, choose or change the name of your report.
Choose a name that describes the search.
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Second, set your search parameters. This example
is set to search for profiles where the name is
not empty (i.e., all profiles).
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Third, use the gtgt buttons to select which fields
you want to appear in your results. Use the
up/down buttons to determine their order. This
example will report E-mail, Name, Department and
School.
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Fourth, determine the alphabetized sort order of
your results list.
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Fifth, click Run Report. Status will change to
pending.
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Sixth, after about 10-15 minutes, return to or
refresh the page. Once the status has changed to
completed, click View Results.
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Download the report.
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Name the report and save it to your hard drive or
a floppy disk.
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Open the report in a spreadsheet. It is
comma-delimited, meaning that a comma separates
the pieces of information. Use your spreadsheet
program to convert the commas to columns.
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Tip Use Custom Report to create spreadsheets of
profiles missing e-mail addresses, school names,
and/or department names. Fill in the blanks and
send to COS for uploading into profiles.
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Find a User Look up a profile by name or COS
accession number.
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This finds all of the positions listed under the
persons name in this case three positions in
the one profile.
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Database Records Run standard reports that allow
inclusion or exclusion of full/basic/incomplete
profiles, and published/ unpublished profiles.
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Click any EDIT button to change the profile.
This report lists all basic and incomplete
profiles that are unpublished. Click any name to
view the full profile.
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AW Funding Opportunities Workbench

• Search Entire Database link to the normal main
  search interface for COS Funding OpportunitiesTM.
• Search or Browse by Sponsor link to the normal
  sponsor search and browse interface for COS
  Funding Opportunities.
• Standard Reports run reports of recent
  opportunities from key sponsors or of recent
  opportunities where submissions per institution
  are limited.
• Perform a Faculty Match look up an opportunity,
  find which of your academic staff have matching
  expertise, and send it to them with a cover note.

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Funding Opportunities Workbench Tools for
reporting from COS Funding Opportunities and
matching COS Expertise profiles to funding
records.
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Select a Standard Report Click links here to run
a report of recent opportunities from these
sponsors, or to least recent opportunities with
submission restrictions.
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Perform a Faculty Match Look up an opportunity,
find academic staff members that have matching
expertise, and e-mail it to them.
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Search for an opportunity. For example, here, the
search will find all opportunities sponsored by
the European Commission .
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This pulls up the full record, with this
Expertise search box at the bottom.
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This finds the people in your expertise system
who have matching Keywords. Send the record to
the desired group with a cover note.
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AW Funding Alert Workbench

• View Results by Person find a person and view
  which opportunities she has received recently in
  her COS Funding AlertTM e-mails.
• View Results by Opportunity find a new
  opportunity and see who has received it.
• View Statistics view global statistics about
  COS Funding Alert usage at your institution, and
  see which people make up those numbers.

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Funding Alert Workbench Tools for monitoring
alert usage globally and individually.
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View Results by Person Click a date to list the
results each person at your institution received
that week.
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Tip This tool can be useful for providing
individual support, including encouraging
particular academics to apply for funding.
Click a number to see a full list of their alert
results that week.
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View Results by Opportunity List the
opportunities received by your academics in a
given week.
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Click a number to see who received that
opportunity in their alerts that week.
Tip This tool can be useful for facilitating
collaboration around important opportunities.
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View Funding Alert Statistics View statistics
about how alerts have been used at your
institution to date, and in any given week.
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Tips Offer support to people who have terminated
or turned off the e-mail in their accounts. Ask
people who have multiple searches to help you
promote the services to others.
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View Statistics Every month, this counts the
number of hits or page views to COS services
and the number of COS Workbench logins from your
institution.
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Using COS Administrators Workbench
Questions? Contact us univ-re_at_cos.com