Preparing & Routing Grants Proposals

1. Preparing & Routing Grants.gov Proposals How to Prepare & Route Grants.gov-Supported Proposals in Cayuse Office of Grant & Contract Services 6 September 2012

2. Table of Contents • Funding Opportunities • Creating a Proposal • Proposal Summary • Electronic Routing & Approval • Tracking & Review • Cayuse Support

3. Funding Opportunities Finding, Downloading, & Managing Opportunities

4. Table of Contents • The Basics • Reviewing Opportunities • How to Retrieve Opportunities

5. The Basics • An opportunity is a grant application package that is downloaded, completed, and routed for review prior to submitting to Grants.gov. • New proposals can be built once the opportunity (e.g., FOA) has been downloaded into Cayuse 424. • Before you start to build your proposal, you need to determine if the opportunity you are applying for has already been downloaded. • To do this, you must go to the Opportunities List.

6. The Opportunities Page • Click on the Opportunities tab. • Cayuse displays a list of opportunities that have already been downloaded.

7. Searching Opportunities • You can filter the list by using the Search Bar. OR • You can sort the list by clicking on any of the Column Headers. • Click on the icon for more information about the opportunity!

8. In Order to Retrieve an Opportunity • If your opportunity has not been previously downloaded, you will need to retrieve it from Grants.gov. • To do that, you will need to know either the Opportunity Number or the CFDA Number. • You can obtain the Funding Opportunity Number and/or the CFDA Number by going to www.grants.gov and using the Find Grant Opportunities link.

9. Retrieving Opportunities • Click on the Opportunities tab. • Click on the Retrieve Opportunities button: • A pop-up window will appear. • Enter the Opportunity Number or CFDA #into the respective fields. • Click Retrieve Opportunities.

10. Creating a Proposal How to Create & Navigate a Grants.gov-submitted Proposal

11. Table of Contents • How to Create a Proposal • Navigating Your Proposal • Proposal Permissions • Autofill • Adding a Biosketch • Budgets

12. Creating a Proposal • In Opportunities, select the opportunity you want by clicking on the symbol. • A pop-up window will appear.

13. In the Proposal Name bar, input PROP [PI’s last name] [OGCS #] [Sponsor] To find the PI, type in the PI’s full or last name in the Search bar and click Search for PI --OR-- Scroll through the Principal Investigator list and click on the PI’s name For Organization, select ABOR for and on behalf of Northern Arizona University, if it isn’t the default organization Select the Default IDC Rate you will be using Select the # of Budget Periods (in years) you’re proposing for your project For Validation Type, select the Sponsor of your project. Click Create Proposal when all the information is complete.

14. Your Proposal • This should be your screen after clicking Create Proposal:

15. Navigating Your Proposal • All forms are listed in the navigation bar on the left side of the screen. • The check boxes control which forms are submitted electronically to the agency. • Mandatory forms are automatically checkedand cannot be unchecked. • Optional forms can be checked to include in the proposal submission (i.e., Detailed vs. Modular Budget). • The page numbers are links to the form pages.

16. Important Icons to Know Proposal Information: Overview information about the current proposal. Quick Link to Proposal: Bookmark, Copy, or Send this link for easy future access to this proposal. Proposal Permissions: Manage user access and permissions for this proposal. Routing & Approval: Create or manage this proposal’s routing chain OR Approve or Retract Approval for this proposal. Submission: Validate and electronically submit this proposal, or retrieve submission information. Print: Generate a PDF version of the proposal for printing. Validation and Error Tracking for your proposal. Cayuse 424 keeps a running total of all errors and warnings. As you correct errors and warnings, the running total decreases. This will be covered later. (This icon can be found at the bottom of the page.)

17. Before You Continue… • Manage Proposal Permissions • Appropriate proposal permissions must be granted to other users, who must have access to the proposal: • The Principal Investigator (PI) • The Grant and Contract Administrator (GCA) • Reviewers • To manage/add proposal permissions, click on the icon located on the top right of your proposal page.

18. Managing Proposal Permissions • Click Add User/Group. • Enter the first name, last name, or NAU user IDof the person you’re granting permission to. • Select the user from your search results by clicking on their name. • Click Close. • Once the user is added, check or uncheck permissions as desired. • To return to the proposal page, click any of the page links to the left. Note: When you grant permissions to other users, they will receive an email notification. This email may be sent to their junk folder rather than their inbox. Be sure to notify them of the incoming email and, if it is not in their inbox, have them check their junk folder.

19. Autofill • Using the Autofill Functionality: • Use the icon to autofill the fields. • Autofilled information is extracted from either the Professional or NAU Institutional Profile(s). • If profile information changes during the proposal preparation process, you can autofill again to import the most recent information. • When you autofill certain sections, Cayuse 424 also autofills other logically-connected fields. • When the proposal is created and displayed for the first time: • Applicant Organization data has already been autofilled. • Principal Investigator data has already been autofilled.

20. Using Autofill in Your Proposal • Locate the section of the proposal you would like to autofill (i.e., Authorized Representative – Box 19 on page 2 of the SF424 RR form). • Click on the icon.

21. Adding the Authorization Representative • Search for the person, whose information needs to be autofilled. • Highlight the person’s name in the search results box by clicking on it. • Click Add Authorization Representative.

22. Autofill Complete! • Notice the data has been autofilled into the section:

23. Performance Sites • If you have already added a performance site (e.g., Northern Arizona University) when building your Professional Profile, you may find that the performance site information is already filled out.

24. Changing a Performance Site • Although it is rare, sometimes performance sites need to be changed, as you may not be conducting the research on campus. • If you need to change the main Performance Site, proceed to the next slide to learn how. • If you need to add a Performance Site, click here.

25. Deleting the Performance Site • To change the main performance site, first, you’ll need to remove the current main performance site. • To remove it, click on the icon located in the top right corner of the Project/Performance Site page.

26. Deleting the Performance Site • A little pop-up window will appear, asking if you want to remove the Performance Site from the proposal: • Click OK. • The Performance Site is now removed from your page:

27. Changing the Performance Site • Now, you have two options: • You may enter the Performance Site information manually, which will most likely be the best option. • You may click the icon and select your Performance Site, if it’s available. • A window will pop up and you may only be able to see your active Performance Sites. The list of active Performance Sites may include the Performance Site you need, so select the appropriate Site. • However, if the Sites on the list are not applicable to this proposal, click on Also show available Institutional Profiles. • A short list will appear. • Check the box next to whichever Institute that applies.

28. Adding a Performance Site • To add a Performance Site, click on the icon located in Other Sites below the Project/Performance Primary Location:

29. Hard-Enter a Performance Site • A pop-up window will appear: • Check the box next to Also show available Institutional Profiles and see if the Performance Site that you would like to add is there. • If not, click on Hand-enter a Performance Site.

30. Enter the Site Information • A second pop up window will appear. • Fill out the requested information and then click Add Performance Site To Proposal.

31. Performance Site is Selected • You first pop-up window will change, showing the new Performance Site, selected and highlighted in green. • Click Close.

32. Your Additional Performance Site • Your new, additional performance site can now be seen below Other Sites.

33. Senior/Key Personnel • Senior/Key Persons Page • Provides the ability to add, autofill, edit, and delete Senior/Key Persons. • Allows you to add as many Senior/Key Persons as you need. • Handles the overflow (8 or 40) by auto-generating an overflow PDF and attaching it to the proposal. • Provides a sort button that automatically alphabetizes the final list. • Autofills Senior/Key persons and salary information on the budget pages when you add them on the SF424 Key Persons page.

34. Adding Senior/Key Personnel • Go to the SF424 RR Senior/Key Persons page. • Click on the icon. 1 2

35. Add Selected Key Personnel • Type in the full or last name of the person. • Click Search. • In the search results box, select the person you wish to add. • Click Add Selected Key Person. 3 4 5 6

36. How to Add Key Personnel • A pop-up window will appear after adding the Senior/Key Person. • Select the Role of the Senior/Key Person. • Click Close. • OGCS asks that you hard enter the salary information on the RR Budget section of the Proposal. • Click here to learn how to hard enter the Budget Salary.

37. Adding a Biosketch • Go to the SF424 RR Key Persons page. • Click the Expand button ( ) on the Key Person Profile and use the Add Attachment button to upload a Biosketch. 1 2

38. Uploading a Biosketch • The Attach Biosketch window enables you to attach the PDF and source (Word, etc.) file from… • The Professional Profile • Another location using the Browsebutton

39. Budgets Budget Concepts & Components, Detailed Budgets, Modular Budgets, and Subawards

40. Table of Contents • Budgets • Budget Concepts • Budget Components • Salary • Fringe Rates • Indirect Costs • Budget Periods • How To Create A Detailed Budget • Managing Budget Periods • Adding Key Persons • Managing Key Persons • Adding Other Personnel • Adding Equipment • Requesting Funds • Indirect Costs • Replicating Budget Data • Escalating Budget Data • Cumulative Budget Page • How To Create A Modular Budget

41. Budgets • Learn: • Basic budget concepts • How to use Cayuse to create: • Detailed budgets • Modular budgets • Subawards • Link to a subaward proposal • Import a subaward proposal • Export a subaward proposal

42. Budget Concepts • Cayuse424 allows you to start building your budget at any point in the form set, including: • SF424 RR Budget pages • Modular Budget page • Subaward Budget page • Autofills Senior/Key Persons information, including salary, appointment type and fringe rate amount from their Professional Profiles. • Performs budget calculations once salary, effort and other requested fund amounts are specified. • Allows users to override auto-filled salary amounts if necessary. • Performs cost replication and escalation for all budget categories on multiple budget periods.

43. Budget Components: Salary • If Appointment Type is not entered into the Professional Profile, Cayuse 424 will not be able to auto-calculate salary on the budget pages. • Salary for Principal Investigators is autofilled on the budget pages when the proposal is created (if applicable). • Salary for Senior/Key Persons can be autofilled once they are added to the proposal. • In the event salary data cannot be retrieved from the Professional Profile it can be manually entered into the appropriate field(s) on the budget pages.

44. Budget Components: Fringe Rates • NAU Fringe Rates and Benefits are set in the NAU Institutional Profile. • Default rates for individuals can be set once they are affiliated with an institution. • Fringe rates specific to an individual can be added in their Professional Profile. • Pertinent fringe rates are applied automatically to all salary calculations. • Autofilled fringe rates can be overridden if necessary.

45. Budget Components: Indirect Costs • Indirect Costs types/rates depend on the sponsor. Some sponsors will ask for the indirect cost rate, others will not. • Indirect Costs types/rates are set in the NAU Institutional Profile. • When you create a proposal, all indirect cost types/rates associated with NAU will be used as a basis for calculating the budget.

46. Budget Components: Budget Periods • Up to ten budget periods can be specified. • The number of Budget Periods can be changed once the proposal is created. • When working with multiple budget periods, it is important to ensure that the correct data (e.g., months of effort, IDC rates, travel expenses, etc.) is input for all relevant budget periods; otherwise the proper calculations will not occur.

47. Set the Start & End Date • Click on RR Budget on the left-hand side of the screen. • Click on the calendar icons to set Start Date and End Date of proposal. • Cayuse 424 allows you to set and edit the period start and end dates in several places, including the SF424 RR Budget, Modular Budget and SF424 RR Face Page 1 2

48. Manage Budget Periods • Click the icon at the upper right corner of the screen. • The number of periods is pre-defined when you create the proposal. Edit if required. • Select Period Length using drop-down menu. • Click on calendar icon to set dates. • Click the Update Periods button. • Cayuse 424 autofills start and end dates for all budget periods based on selections. 1 2 3 4

49. Navigating Your Budget Periods • Managing Budget Periods: • Use the Budget Perioddrop-down menu or navigation arrows to navigate, view and edit different budget periods.

50. Adding Key Persons • Key Persons are generally added on the SF424 RR Key Persons page, however, you can also add them and edit the data on Section A of the budget form. • Click the icon in Section A to add a new person. • A pop-up window will appear. 1