Transcript Slide 1

Workshop
Electronic Proposal Submission
Through Grants.gov
April 2007
Office of Sponsored Programs
Division of Sponsored Programs Development
Ivette Martínez Palma, Director
Division of Financial Administration
José L. Cortés, Director
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Objective
The objective of this workshop is to familiarize
you with the institutional process, the electronic
format, and the forms that are now required for
the submission of electronic proposals to NIH
and other PHS agencies.
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The Big Change
The federal government is rapidly moving towards
the use of an electronic format for all request for
most forms of research and grant support regardless of the agency.
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NIH and PHS
This change has already occurred with respect to
applications to the National Institutes of Health (NIH)
and other Public Health Service (PHS) agencies
such as the Centers for Disease Control (CDC), the
Food and Drug Administration (FDA) and the Agency
for Healthcare Research and Quality (AHRQ).
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NIH Notice
Aug. 19-2005
• NIH is converting to SF424 (R&R) grant application
forms and electronic submission through
Grants.gov
(http://grants.nih.gov/grants/guide/notice-files/NOT-OD-05-067.html)
• Electronic submission of competing applications
requires prior registration with both Grants.gov and
NIH eRA Commons (http://grants.gov)
• Additional information on the transition process is
available at htpp://era.nih.gov/ElectronicReceipt
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The Latest Notice
“RO1 applications require electronic
submission for Feb 2007 and beyond.
New form…new process…The time is
now to find out how!”
<http://era.nih.gov/Electronic Receipt/>
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Transition because...
The Federal Financial Assistance Management
Improvement Act of 1999 (Public Law 106 –107)
and the President’s Management Agenda (2002)
have been driving Federal Agencies to:
• Improve the effectiveness and performance of
Federal financial assistance programs
• Simplify Federal financial assistance application
process and reporting requirements
• Improve the delivery of service to the public
• Create a single website to apply for Federal
assistance
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And because….
• Creates efficiency by eliminating the burden of
paper-based data collection
• May allow NIH to shorten the cycle from
application receipt to award
• Electronic validations improve data quality
• Saves paper and hours of human effort
• Reduces costs of scanning, printing, and data
entry
• Grant image is clearer and in color
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The Changes
• By October 1, 2007, all grant applications to NIH
and other PHS agencies will require electronic
submission
• Change from the paper PHS 398 application to
the common data set – the SF424 (R&R)
application form
• A single website will be used to apply for all
federal assistance: Grants.gov
• Submit on Pure Edge forms downloaded from
Grants.gov, built a system-to system interface
with Grants.gov or work with a commercial
service provider
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What is Grants.gov?
• Designated by the Office of Management and
Budget (OMB) as the single access point for all
grant programs offered by the 26 grant-making
agencies
http:// www.grants.gov/applicants/agencies_that_provide_grants.jsp
• A cross agency initiative involving:
900 grant programs
+ $350 billion in annual awards
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Grants.gov is also….
The Federal government’s single interface for:
Agencies to announce their grant
opportunities
Grant applicants find grant opportunities
Grant applicants to apply for those
opportunities
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NIH Transition Strategy
• NIH will transition by individual research
program/funding mechanism
• Funding Opportunity Announcements (FOAs) be
posted in Grants.gov “Apply” , generally 2
months before the submission date
• All applications in response to these
announcements for transitioned mechanisms will
require electronic submission through Grants.gov
• Mechanisms not yet transitioned will continue to
require submission on form PHS 398
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NIH Planned Transition Dates of Mechanisms for Electronic Submission using the SF424 (R&R)
SBIR/STTR (Dec. 1, 2005)
R13/U13 (Dec. 15, 2005)
Resource (G), Career Development (K),
S11, S21, S22 (Jun. 1, 2007)
R36 (Feb. 17, 2006)
Fellowship (F) (Aug. 5, 2007)
R15 (Feb. 25, 2006)
R18/U18, R25,
C06/UC6
(Oct. 1, 2006)
S10 (Mar. 22, 2006)
X02 (April 18, 2006)
R03, R21/R33,
R34
(June 1, 2006)
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01
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Potential R01
Multi-PI Pilot
(Oct. 1, 2006)
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2006
01
Training (T&D), U45,
D71/U2R (Sep. 10, 2007)
DP1
(Jan. 22, 2007)
Project/Center (P),
M01, R10/U10, S06,
U01, U19, U54, U56,
R24/U24
(Oct. 1, 2007)
R01
(Feb. 1, 2007)
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2007
 NIH will transition to the SF424 family of forms and electronic submission through Grants.gov by research program or funding mechanism.
 As mechanisms are transitioned, Funding Opportunity Announcements will be issued in the NIH Guide and posted in Grants.gov. NIH’s goal is to post an
opportunity a minimum of 60 days before the submission date.
 ALL applications in response to these announcements will require electronic submission through Grants.gov.
Mechanism Abbreviation Key:
C06/UC6
Research Facilities Construction Grants
DP1
NIH Director’s Pioneer Award Program
D71/U2R
International Training Cooperative Agreement/
Phase 2 of FIC mechanism D71
P
Research Program Projects and Centers
R01
Research Project Grant Program
R03
Small Grant Programs
R10/U10
Cooperative Clinical Research Grants
R13/U13
Support for Conferences & Scientific Meetings
R15
Academic Research Enhancement Awards (AREA)
R18/U18
Research Demonstration and Dissemination Projects
R21/R33
R24/U24
R25
R34
R36
SBIR
STTR
S06,S10,S11
S21,22
U
X02
Exploratory/Development Research
Resource Related Research Projects
Education Projects
Clinical Trial Planning Grant Program
Research Dissertation Grant Program
Small Business Innovation Research
Small Business Technology Transfer
Biomedical Research
Health Disparities Endowment Grants
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Cooperative Agreement Awards
Pre-application for Interdisciplinary Research Consortium
Updated February 6, 2006
Getting Started
Institutions are required a one time only registration
to Grants.gov for electronic submission to all
Federal Agencies
Registration requires institutions to :
• Obtain a DUNS number
A Data Universal Numbering System number
that tracks how federal grant $$ is allocated
and identifies your organization
Call Dun and Bradstreet 1-866-705-5711
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Register
• Register with the Central Contractor Registry
(CCR) which safeguards organizations from
individuals who may attempt to submit grant
application packages without permission
http://www.ccr.gov
http://www.ccr.gov/CCRRegTemplate.pdf
Tel. 1-888-227-2423
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Both Register
A one time registration to eRA Commons is also
required for both the organizations and the PI
https://commons.era.nih.gov/commons
• Allows NIH to receive applications submitted
through Grants.gov and validate them against
NIH business rules
• Provides a way for NIH and registered users to
communicate electronically after submission
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What is eRA Commons?
Electronic Research Administration
A system developed by NIH to facilitate the
exchange of essential information between NIH
and the applicant organization.
The Commons is a Web interface where NIH
and the grantee community are able to conduct
their extramural research administration
electronically.
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PI Registration
• The PI must hold an account in the Commons
and be affiliated with the applicant organization
UPR-Medical Sciences Campus
• Registration is done by an organizational official
who is already registered in the Commons
RCM Office of Sponsored Programs
Norberto Pérez
Ivette Martínez Palma
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Software Requirements
PureEdge Viewer
In order to access, complete and submit an
application, applicant needs to download and
install this program.
Create PDFs for Text Attachments
NIH and other PHS agencies require all text
attachments to the PureEdge forms to be
submitted as Portable Document Format files.
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Read, Read, and Read Again
• Applicant must read and follow the instructions
• Mistakes can cause a proposal to fail its initial
“validation” review resulting in it being rejected
administratively
• Mistakes related to following instructions
influence a reviewer’s opinion of your application
negatively
• Such mistakes are a clear lack of attention to
detail, after all,
Research is about attention to detail
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Let’s Practice
http://www.grants.gov
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Click here
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Click here
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Click here
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PA-06-256
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Click here
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Click here
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Important
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Recommended
Click here
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Click here
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Important
• Once you access the proposal package, save it
in your computer (example, in “My Documents”)
• Options for Mac users
http://era.nih.gov/ElectronicReceipt/files/mac_options.htm
• Not limited to a specific browser
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Important
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Must close each form and save
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Resources
UPR-MSC OSP Web page
http://ops.rcm.upr.edu
Provides
General Information 2007
Internal Proposal Transmittal Form
Budget Worksheet
Policies
SF 424 Template
Person Months Calculation Chart
and more….
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Attachments in portable
document format (.pdf)
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eRA Commons username of PI
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Additional personnel
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Budget Worksheet
An example exercise on the worksheet …
• Enter OSP web page and retrieve budget
worksheet found under useful link in the OSPDSPD section
• Use Budget Worksheet for calculations
• Enter the figures in the corresponding budget
form: Modular or Research and Related
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Modified Total Direct Cost Base
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DHHS, Mr. Robert Aaronson, 212-264-2069
3/20/2006
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Budget Component
• Specific funding opportunity indicates which one
of the two budget to use: Modular or Research
and Related (R&R)
• Must complete a separate detailed budget for
each year of support requested
• Complete all required information before the
“Next Period” button is activated
• The form will generate a cumulative budget for
the total project period for either budget
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.pdf file
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Each consortium grantee
organization completes this
form
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ALL DOCUMENTS IN THE RIGHT HAND SIDE,
CHECK FOR ERRORS, AND SAVE
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UPR-MSC AORs
Designated Authorized Organization
Representatives (AOR) for Grants.gov
Norberto Pérez
Ivette Martínez Palma
Office of Sponsored Programs (OSP)
MSC Office B-622
Ext. 1749
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Must Provide
At least seven (7) work days prior to proposal
deadline, provide the AOR with:
• Internal Transmittal Proposal Form
and
• A copy of the proposal on a CD-RW
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Why 7 days?
Enough time to:
• Evaluate proposal
• Certify commitments
• Verify accuracy
• Ensure compliance with institution and sponsor
• Obtain Signing Official’s signature
• Submit the proposal electronically
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And time for …
• Delays accessing and uploading files within the
institution to Grants.gov
• System response times can be difficult to predict
• Volume of submissions at the deadline may
strain the capabilities of the submission site and
create technical difficulties
• Resubmit within the proposal deadline when
notified of errors
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Generates a confirmation receipt
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Response
Within 48 hours, Grants.gov emits a series of 4
e-mails to the AOR concerning the status of the
proposal:
• Grants.gov Submission Receipt
• Grants.gov Submission Validation Receipt
• Grants.gov Grantor Agency Retrieval Receipt
• Grants.gov Agency Tracking Number
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Notification
• Only the AOR receives the four e-mails
• Only the PI receives the error / warning
notification
• PI can track the proposal in eRA Commons with
his username in the status section of the page
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Yes, there is a difference
Error and Warning
All errors must be corrected and the application
resubmitted to complete the submission process
Warnings do not stop the application from being
accepted by the eRA System
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Error Message
Error Tips
A virus was detected during the submission of your
grant application package.
Verify if any of your file attachments have a virus. When
you have confirmed that you do not have a virus, resubmit
your application.
The DUNS number entered on the SF424 in Block 5
is invalid or does not match the DUNS number that is
registered with the Central Contractor Registry
(CCR).
Verify that the DUNS number entered is correct and
registered with the Central Contractor Registry (CCR). For
instructions on how to register with the CCR, click
http://www.grants.gov/CCRRegister.
You have not registered successfully with Grants.gov
or the E-Business Point of Contact or your
organization has not assigned you the rights to
submit grant applications on behalf of your
organization through Grants.gov.
Verify that you have registered with Grants.gov or that you
have received an email notification stating that you have
been designated as an Authorized Organization
Representative (AOR) and are able to submit grants on
behalf of your organization. To verify if you have been
successfully registered with Grants.gov, test your login at:
https://apply.grants.gov/ApplicantLoginGetID. For
instructions on how to register with Grants.gov and for
information on being designated as an AOR, click
https://apply.grants.gov/GrantsgovRegister.
The grant opportunity for which you have applied is
no longer accepting applications or may have been
deleted.
Confirm the close date of your application. If you require
additional information, contact the grantor agency directly.
The application you have submitted does not contain
the correct forms for this opportunity.
Most likely, the grantor agency has changed the forms or
other requirements for this application. Download the
application package again, complete the forms, and then
resubmit your application.
The Closing Date of the grant opportunity for which
you have applied has already passed and the grantor
agency is no longer accepting applications.
Unfortunately, the grant opportunity is no longer accepting
applications. You may want to contact the agency directly to
see if similar opportunities will be available in the future.
You received the following error after submitting an
application: “ Form was illegal XFD format –
ProcessingException”
Contact the Grants.gov helpdesk at [email protected].
Inform the helpdesk that you have received the following
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error after submitting an application: " Form was illegal XFD
format - ProcessingException"
Top errors
Nationwide
• Missing Commons User ID in Credential Field
• PDF issues
• Including more than one PD/PI
• Submitting both modular and detailed budget
• Total cost does not equal direct and indirect
costs
• Missing DUNS number
UPR-MSC
• Name, position, degree or title does not match
those listed on the eRA Commons account
• Exceed page limits
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OSP NEWSLETTER
Informs the MSC scientists, administrators and
students of matters pertaining to sponsored projects,
the administration of awarded funds, and of
available funding opportunities
To subscribe :
http://lists.rcm.upr.edu/mailman/listinfo/osp
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Office of Sponsored Programs (OSP)
Norberto Pérez, Director
Ext. 1394
[email protected]
Division of Sponsored Programs Development (DSPD)
Ivette Martínez Palma, Director
Ext. 2525
[email protected]
Division of Financial Administration (DFA)
José L. Cortés Ortiz, Director
Ext. 2003
[email protected]
Center of Administrative Resources for Scientific
Research (CARSR)
Cynthia Aponte, Director
Ext.1039
[email protected]
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Acknowledgement
• Dr. Ruben García García
Director, Title V
• Javier Algarín
Associate Director, Unidad de Informática
• Sandra Santos Nieves
Director, Oficina de Sistema de Información (OSI)
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You have survived yet another workshop
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