Transcript Cayuse 424 Training - University of Wisconsin–Madison

Welcome to
Cayuse424
Auto-Populate, Calculate, Validate
UW-Madison’s solution to
Grants.gov
Slide 1
Revised 1/10/07
Key Dates
January 8: Earliest date for R01 submission
(R21 submitted successfully on Jan. 8!)
February 5: R01 submission deadline
RSP recommends you have the proposal ready to submit
10 business days in advance due to bandwidth at
Grants.gov and NIH
Go to
http://www.rsp.wisc.edu/cayuse
Check often for updates and help
Slide 2
Cayuse: Making the “Whole Job” Easier
• SF 424 Forms completion
• Auto-Population
• Information entered once
• Form Filling simplified
• Budgets
• Automatic Calculation
• Easy Escalation
• Validation BEFORE submission
Slide 3
Cayuse: Making the “Whole Job” Easier
• Navigation
• Assistance with Attachments
–Templates to assist in Research Plan
completion
• Proposal Approval
• Submission
Slide 4
Key Concepts: Institutional Profiles
• Reusable information about the UW
• Reusable information about outside
collaborating institutions, companies, etc.
• Initial set-up must be done in RSP, but is
available from then on
Slide 5
Key Concepts: Professional Profile
• Your profile is automatically started when you
login to the system with your NetID
• Reusable information about you
• Reusable information about outside
collaborators
• Reusable information about PIs,
administrators, etc.
Slide 6
Key Concepts: eRA Role
• The eRA Role list includes only those
titles that are acceptable to NIH
– Principal Investigator
– Assistant
– Administrative Official
– Signing Official/“AOR”
Slide 7
Key Concepts: Proposals-Autofill
• A pencil icon means you can fill the fields
from profiles
• You can re-Autofill if the profile information
changes or you change your mind
• Autofill of certain sections fills other
logically connected fields
Slide 8
Key Concepts: Saving
• By default, Cayuse saves your work
automatically as you move from screen to
screen in your proposal
• You may sometimes be prompted to save
(e.g. when editing a profile) by clicking the
blue “disk” icon at the top of your screen
Slide 9
Cayuse424: Before You Begin
• See the info on the RSP Web site at
www.rsp.wisc.edu/cayuse
– Use a recommended browser and enable pop-ups from
Cayuse
– Know your UW-Madison NetID
– Know your opportunity number
– Make sure you have an NIH Commons ID
– Contact RSP about collaborators/subawardees
– Optional: Download the research plan tools
Slide 10
Overview of What To Do in Cayuse424
1.
2.
3.
4.
5.
6.
7.
8.
Complete your professional profile – once
Download your opportunity
Start a proposal
Fill in the fields on each page (with autocalculation, and auto-fill assistance)
Attach the research plan and other materials
Check the error messages and fix things
Route the proposal for review and approval
Check the status of your proposal
•
•
Slide 11
During internal (UW) review/approval
After submission to Grants.gov
Cayuse424 Don’ts
• Don't use the "back" button in the browser
• Don't cut and paste into the application
– Special characters cause problems
• Don’t leave the client running overnight
– Browser times out after 4 hours of inactivity
– You can lose the last page of work
Slide 12
Logging into Cayuse424
• Go to
www.rsp.wisc.edu/cayuse
• Click the “Log In” button
• Enter your NetID and
password
Slide 13
What you see once you have logged in
Slide 14
Navigating
• Use tabs to move between sections without losing
your place in the proposal
• Links underneath the tabs allow you to move back
up one level
• Note the drop down list (this is used elsewhere)
Slide 15
Professional Profiles
Slide 16
Setting Up Your Professional Profile
Information to complete a PIs profile:
► Contact information including address, phone, fax, and email
► Degrees
► Current Biosketch saved as a PDF
► NIH Commons ID
► “Role” in the commons
► Department and Division
► Position/Title
► Appointment type
► Fringe Benefit category
You only need to enter this one time!
Slide 17
Setting Up Your Professional Profile
Start by choosing the “Profiles” option on the Cayuse424
Overview page:
►
Your profile was started when you logged in for the first time
The information comes from the campus directory
You can change the information but it will not change the campus directory
Slide 18
Setting Up Your Professional Profile
Select “Professional Profiles”
All individuals that you are going to include in your proposal as
key personnel or significant contributors must create a
professional profile
Once they have entered this information in Cayuse424 and
granted you access, you will be able to add the information to
your proposal budget
Slide 19
Setting Up Your Professional Profile
Begin by selecting your profile from the list
Slide 20
Setting Up Your Professional Profile
• Confirm that the information
in your profile is accurate
and fill in any missing
information
• The New Investigator box
does not auto-fill into your
proposal
• Click the degrees button to
continue setting up your
profile
Slide 21
Setting Up Your Professional Profile
Attach a current Biosketch to your Profile by clicking on the
Biosketch link and click on the green cross. There should be
no blank spaces in the name of the Biosketch.
Upload your current Biosketch as directed
You can update your Biosketch at any time
Slide 22
Setting Up Your Professional Profile
Benefits to including your Biosketches in
your profile:
• You can store PDFs & source documents on the
server for use in proposals and later edits
• Multiple Biosketches are allowed
• You can easily attach Biosketches to Senior/Key
Persons page later on in the proposal
• You can provide access to your Biosketch to other
users so they can include you on their applications
Slide 23
Setting Up Your Professional Profile
Verify your contact
information in this
area and update
where necessary
Slide 24
Setting Up Your Professional Profile
Your eRA Role:
Check Principal
Investigator if
you’ll be a PI on
a proposal
Check Assistant
if you’ll be
helping
someone create
a proposal
Slide 25
Setting Up Your Professional Profile
Add in your department, division, and title
Slide 26
Setting up your Professional Profile
Appointment Type:
Enter a number of
months for at least
one appointment type
Enter salary info, if
you will be included in
a proposal budget
Fringe Worksheet:
Delete all unneeded
fringe rates from the
fringe worksheet
Slide 27
Permissions for the Professional Profile
• Key concepts:
– You set the permissions on your profile
– This controls:
• Who can see you in a pull-down list
• Who can auto-fill your info into a proposal
• … and a few other things
Slide 28
Key Information for PIs
• By default, who can see you?
– Yourself and RSP
• If you want someone else to be able to see your
profile:
– Add the person to your permissions list
– Give them “list, read, and autofill” rights
– To be added to budget detail, you must complete the
salary/fringe worksheet
Slide 29
More about Profile Permissions (2)
• By default, who can you see?
– Yourself
– People that you can route your proposal to, for
review and approval
– Diane Barrett – Assistant Director of Pre-Award
Services, RSP (the AOR)
• If you want to see someone else’s info:
– Ask them to add you to their permissions list, and
to give you “list, read, and autofill” rights
Slide 30
Downloading Your Opportunity
Slide 31
Know Your Opportunity Number!
• From the Grants.gov “Find an Opportunity”
screen:
Slide 32
To Download an Opportunity:
•
•
•
•
•
Go to the Admin tab
Click on Update Opportunity List
Enter your opportunity number
Click Retrieve Opportunities from Grants.gov
Find your opportunity in the list
Slide 33
Watch out for Expired Opportunities
• The Opportunity List:
– You can show or hide expired opportunities
– The title of an expired opportunity starts with
“(OBS)” meaning obsolete
• The Proposals List (coming up):
– A yield sign indicates that the proposal uses an
expired opportunity
Slide 34
Creating a Proposal
Slide 35
Security
Refresh
New
• Refresh & New buttons
• Proposals you can see:
– The proposals you created
– The proposals that someone gave you
permission to see (more later)
Slide 36
Proposals: Create
Step 1: Is this the main award or a sub?
Step 2: Choose the correct Funding Opportunity
Step 3: Add your working title
Step 4: Select the PI from the drop-down list
Step 5: Choose the correct number
of budget periods (usually years)
Slide 37
Step 6: Click on “Create Proposal”
Tips on Choosing your Proposal Name
• Not the same as your project’s descriptive
title
– For use within Cayuse424 only
• The name should contain:
– The PI’s last name plus a descriptor, if necessary
– The sponsor
• Example: BartlettPancreatic _ NIH
Slide 38
Proposals: Navigating
• The page numbers are links
to form pages
• The checkboxes control
which forms are submitted
– Mandatory forms cannot be
unchecked
– Optional forms can be
unchecked
Slide 39
Proposals: Navigating (2)
• Permissions
• Proposal Approval
– Routing on campus
• Submission
– Status
– History
– Note to Diane: this is a
thunderbolt, not a “zorro
thingy”
• Print Proposal
Slide 40
The first three
options are also
available in the left
navigation pane.
What is automatically filled in if your
Professional Profile is completed:
• FOA Information
• Applicant
Information
• EIN
• Type of Applicant
• Type of Application
• PI Contact
Information
Slide 41
• Performance Site
• Human Subjects and
Animal Welfare
Assurance Numbers
• DUNS number
• Key Person budget info
• Authorized
Representative
The 424 (R&R): Cover Page
Navigation on left side
5. Applicant
Information will
auto-fill
6. Person to be
contacted: You
must autofill this
with Diane Barrett
See next slide…
Remember
Slide 42
to click on the pencil for auto-fill options
• When you auto-fill the Person to Be Contacted, you
will see this screen
• More info coming….
Slide 43
Scroll down…
Notice that tabs stay
on top
9: Add “National
Institutes of Health” here.
Slide 44
This is where you put the full title
of your proposal
Scrolling, scrolling
Use the
calendars for the
project dates
57 Errors/Warnings at this point: Don’t worry about this until you are
finished with the proposal. Most will go away.
Slide 45
Key Personnel
• When you auto-fill a Key Person, this screen will pop up
• If you uncheck the box on the right next to the person’s
name, they will not show up as a Key Person on the
Cover Page
• If you uncheck the boxes on the right next to Budget
periods, the Key Person will not show up in the budget
for the years you have unchecked
Slide 46
Key Personnel
• By selecting the Role of the Key Person
and adding the budget information here, it
will auto-populate the budget
• This is one of the places you can attach the
person’s Biosketch
Slide 47
Key Personnel
You can also add the Biosketch here
Slide 48
Alphabetizing Key Personnel
• Cayuse will alphabetize your Key Personnel
• NIH has relaxed the rule about Other Significant
Contributers being alphabetized under the others,
but it is possible to do it anyway….
Slide 49
Other Significant Contributers
• In the drop-down box for Project Role, choose “Other
(Specify)”
• In the Other Project Role Category, type “OSC”
• This will cause all of the Key Personnel to be alphabetized
except the Other Significant Contributers. They will be
alphabetized underneath the other Key Persons
Slide 50
Performance Sites
Use the navigation on the
left-hand side to go to
SF424 RR Performance
Sites
You can add sites from the
list of Collaborator Profiles
by clicking on the “Add
Site” button, then click on
the pencil that appears.
If you don’t see your
collaborator, send an email
to [email protected]
and RSP staff will add it for
you. You can free-type into
the fields instead, but you
will have to do it for each
proposal
Slide 51
Upload Your Research Plan
Slide 52
Budgets
Slide 53
Budgets: Section A&B
Use the Budget
Period Editor to set
your budget dates
Note that you see
only one budget
period at a time
Slide 54
Budgets: Section A&B
Use the auto-fill pencil to add the PI and any Key Persons. Remember
that each Key Person must have granted you access to view his/her
Professional Profile.
Fill out the other budget categories as you normally would on this and the
next screen (sections C,D, & E).
Slide 55
Budget: Section F-K
The budget period is
always at the top.
The IDC Type will be prefilled for all standard
categories. If you add
items (such as tuition
remission), you must
choose whether or not that
expense is part of the
indirect cost base or not.
You will choose the IDC
base under section H.
Slide 56
Budget: Escalation
Escalate the budget by category by clicking the stairs
and typing in the percentage of escalation that you wish
You can also copy the budget from one period to
another without escalating any year
Slide 57
You have complete control over this
Cumulative Budget
Section 4 of the budget contains your cumulative totals
Slide 58
Subawards
Slide 59
Two Ways to do a Subaward
• Identify the institution and create a complete
subaward budget
– Create the subaward proposal
– Link the subaward proposal to your main
proposal
• Just fill in the total direct and indirect costs for
each budget period without spelling out any
details
Slide 60
Subawards: With a Complete Budget
• For each collaborating institution, there must be an
Institutional Profile
– Contact RSP to have them set this up for you, if you
haven’t already done so
• There must be a PI associated with the
collaborating institution
– This PI must have a Professional Profile
– You can create the Professional Profile yourself, and
associate it with the appropriate Institutional Profile
– OR: Your collaborator can log into Cayuse; this is not
recommended (unless you want to teach your
collaborator how to use Cayuse) but contact RSP for
details if you are interested
Slide 61
To get a Guest NetID
• Have your collaborator go to:
– http://kb.wisc.edu/helpdesk/page.php?id=3772
– Follow the instructions
– A guest account can be good for up to 31 days
Slide 62
Subawards: An Overview
1. Make sure the Institutional Profile exists
2. Create the PI’s Professional Profile and link it to the
Institutional Profile
3. Create your subaward proposal
a. Specify the correct PI (and institution)
b. Budget period dates must match those of from the main
proposal
4. Complete the budget for your subaward
5. Link your subaward proposal to your main, or
prime, proposal
Slide 63
Subawards
• A subaward is
developed in the same
way as any other
proposal, by clicking
the green + sign on the
Proposals tab
• Click the Subaward
button on the budget
type
• The number of budget
periods must match the
prime award periods
Slide 64
Subawards
Note that the subaward
navigation bar is limited
to the Budget and
Permissions
Remember that
Permissions must still
be granted for others to
see the subaward,
including the PI if the PI
wasn’t the creator
The budget period dates
MUST match the Prime
proposal’s dates
Slide 65
Subawards
• Once the Subaward budget is complete, it is
ready to be linked to the Prime’s budget
• Return to the Prime (your proposal) and go to the
Subaward Budget page
Slide 66
Subawards: Add Budget
• Cayuse 424
automates the direct
integration of the
budgets of one or
more subawards
• The green + will take
you to a list of
available proposals
that are eligible to be
attached
Slide 67
Subawards: Add Budget
• Link to the
correct
Subaward
• If the right one
doesn’t show
up, you haven’t
been given
permission by
the creator
Slide 68
Subawards: Budget
• When you link a
Subaward, the
Subaward’s total
costs (direct +
indirect) for each of
the budget years are
added into Item F.5
(Subawards/
Contractual Costs) in
the R&R budget
Slide 69
Subawards: The Other Way
• Forget the Institutional Profile, the PI’s Professional
Profile, and the subaward proposal
• On the Subaward Budget page, click the Plus sign and
create an unlinked subaward row:
Slide 70
This allows you to simply insert the total direct and indirect
costs into your budget. There is no budget-building
template behind it.
Validations & Proposal Completion
Slide 71
Proposals-Validations
• Errors cause proposal rejection at Grants.gov or NIH
• Warnings will not stop your proposal, but may delay
it at NIH
• The links are live - they take you to the field!
• Follow a few links and fix a few errors when you are
close to being done
Slide 72
Proposal Completion
• Work your way through all of the
necessary forms
• Attach all appropriate documents
• Correct the error messages by clicking
on the links in the Errors/Warnings
window
• Some fields are shared and reflect
changes made in other places
Slide 73
Proposal Print (PDF)
• Server can
generate a
PDF of the
entire
proposal
• Follows the
NIH print
order
Slide 74
Proposal Summary
•
The last form listed on the navigation bar
•
Information from the rest of your application
appears here
•
Don’t touch it – except for the sponsor
deadline, if you wish
•
RSP does not use the rest of this
information right now
Slide 75
What do do when you want to get out!
• If you log out while in the proposal, it will LOCK the
proposal
• Back up until you see your proposal titles before logging
out, and the proposal will not lock
• It works the same way with your Professional Profile
Slide 76
Collaboration – When several people want to
work on the same proposal
• Key concepts:
– For every proposal there is a set of permissions
• This controls who can see, edit, print, and/or delete
your proposal (and a few other things)
– If you create a proposal, you can do anything to it
– No one else can see, or work on, your proposal
until you give them permission to do so
• Exception: People in the Routing Chain (more later)
Slide 77
Changing the Permissions
If you want someone else to be able to edit your proposal:
1. Go to the Permissions screen & click the green Plus Sign…
Slide 78
2. Add the person to the proposal’s permissions list
By default, they’ll be able to see, edit, and print the proposal
Slide 79
More about Permissions and Locks
• If you need to edit someone else’s proposal:
– Ask them to add you to the permissions list
• Only one person at a time can save changes
– The proposal will be “locked” while someone else
is using it
• Remember to always SIGN OUT!
Slide 80
Routing and Approval
Slide 81
This is not PureEdge!
PI
RSP
Proposals on
Central UW
Server
Assistant
Dean’s office
Collaborators
Slide 82
You are not really
routing – you are
allowing access.
Back to your Professional Profile: The Routing
Profile
Slide 83
• Select a Next Reviewer from the pick list in your Professional
Profile
• Routing works as it normally does for your T-form
• You may also pick a delegate: someone who is authorized to
do your functions in the Routing Chain
• This is your delegate, not your reviewer’s delegate!
Routing and Delegates
• If you are the delegate for a reviewer:
– You can see all the same proposals
– You receive all the same email messages
– You can take all the same actions, on behalf of
the reviewer:
• Edit the proposal, approve, reject, alter the routing
chain
Slide 84
Routing for Review/Approval
• Key concepts:
– Everyone has a default Next Reviewer
– Your proposal’s default Routing Chain is
constructed from everyone’s defaults
Slide 85
Initiating the Review Process
• Check the box next to your name
– The next person in the chain gets an email
message
– The proposal shows up as HOT in the next
person’s Warm/Hot list
• Once you have initiated the review process:
– You (the PI) can still upload attachments for the
science
– The rest of the proposal is locked as soon as
you log out
Slide 86
Routing: Reject and Recall
• To reject at your level, send it back to a previous
person by un-checking that person’s box
• Initiators can recall a proposal by un-checking
their own box
Slide 87
Changing the Chain
• To add someone, click the Plus sign
• To delete someone, click the X sign
• You can rebuild the chain, using people’s
defaults, from any point forward when it is
in your control
Slide 88
Routing: Security
• Reviewers take turns — sequentially
• Before it’s your turn, you can see everything that
is on its way to you (but you can’t edit it)
• Once it’s your turn, you can edit the proposal
while it is in your control
• Once you approve it:
– The proposal goes to the next reviewer
– You can no longer edit it
– You can change your mind and remove your
approval… up to the moment that the next reviewer
approves it
Slide 89
Routing: History
• User actions & comments are logged and
timestamped
Slide 90
For Reviewers: Warm/Hot List
– Each user has their own list
– Proposals at 0 steps away and with a star are
waiting for your action
Slide 91
Summary: Permissions and Collaboration
• Profile permissions: Determine who can see
your profile, see you in certain pull-down lists,
and autofill your info into a proposal
• Proposal permissions: Determine who can
see and/or edit a single proposal
• A delegate can act on behalf of another user
in the Routing Chain
Slide 92
What to send to RSP in hard copy
• T-form
• Cover page (first 2 screens)
• Budget detail if non-modular
• Modular budget if modular
• Abstract
Slide 93
Proposals-Submitting
Select Submission and see:
Slide 94
An AOR will Submit
• The Grant Tracking number comes
from Grants.gov
• Use for corrected Applications
(Federal Identifier)
Slide 95
Submit-History
• Successful submission results in a
tracking number, which is a link to current
grant status
• Clicking on it brings up a window
• RSP also receives emails from
Grants.gov
Slide 96
Remember:
• Don't use the "back" button in the browser
• Don't cut and paste into the application
– Special characters cause problems
• Don’t leave the client running overnight
– Browser times out after 4 hours of inactivity
– You can lose the last page of work
Slide 97
Support
•
•
•
Browser issues – local tech support
Otherwise:
•
Check with a local research administrator or tech
support person
•
Check with your Dean's Office
•
Send email to "[email protected]"
•
Call Diane Barrett in RSP at 262-0252
Report any crashes (copy and send error
log from window)
Slide 98