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What Will We Accomplish?

What Will We Accomplish?. Brief history Evolution of the SF 424 R&R Agency implementations and lessons learned University implementations and lessons learned. Grants.gov Brief History. President’s Management Agenda

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What Will We Accomplish?

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  1. What Will We Accomplish? • Brief history • Evolution of the SF 424 R&R • Agency implementations and lessons learned • University implementations and lessons learned

  2. Grants.gov Brief History • President’s Management Agenda Applicants for federal grants apply for and manage grant funds through a common site, to simplify grant management and eliminate redundancy.

  3. Grants.gov Brief History • One of 24 federal e-Government initiatives designed to improve access to government services via the Internet

  4. Grants.gov Brief History Public Law 106-107 Purposes Include: • Simplify federal financial assistance application & reporting requirements • Facilitate greater coordination among those responsible for delivering such services

  5. Grants.gov Brief History The Case for Grants.gov: • Cross-agency initiative • 1000+ programs • 26 agencies + others • >$400B annually awarded

  6. Grants.gov Brief History A simple, unified “storefront” for all customers of federal grants to electronically: • Find grant opportunities • Apply electronically for grants

  7. Applicant N Applicant 3 Applicant 1 Applicant 2 Applicant 2 Applicant 3 Applicant 1 Applicant N .…. Agency N Agency 1 Agency 2 Agency 3 .…. Old Inefficiencies

  8. Old Inefficiencies Applicant N Applicant 3 Applicant 1 Applicant 2 Applicant 2 Applicant 3 Applicant 1 Applicant N .…. Agency N Agency 1 Agency 2 Agency 3 .…. Eliminated through “Trusted Broker”

  9. Benefits in Streamlining Reduces time & cost to find & apply for grants • No need to learn multiple systems • Eliminate costs associated with copying and mailing • Single registration

  10. Benefits in Streamlining Increased efficiency • Limits need to interface w/multiple agencies • Limits development and maintenance • Reduces redundant info/data requests

  11. Why Submit Electronically? • Eliminates the burden of paper-based data collection, improves data quality • Reduces scanning, printing & data entry costs • May allow agencies to shorten the cycle from application receipt to award

  12. Another Way To Look At It What if each agency had its own mail service? • They’d all need buildings & fleets • And a unique ZIP code system • What would postage cost? • What about package tracking?

  13. VA EPA USDA NASA CNCS DHS DoD DOE DOEd DOI DOJ DOT DOC HHS DOL IMLS NARA NEA NEH NSF SBA SSA State Treas USAID HUD What About Curb Appeal?

  14. Streamline/Standardize YEAH! • Institutions overwhelmed managing disparate paper applications • Support a simplified process to eliminate redundancy? • FDP ERA Core Principals?

  15. Grants.gov FIND Status • Went “Live” in August 2003 • Today hosts announcements for 100% of Federal discretionary opportunities • Sends out 1 Million+ email notifications per week

  16. Active FIND Postings

  17. Merged FIND & APPLY • Why two systems to start with? • December 19, 2005 cutover • Improved search and results • Backend and reporting enhancements

  18. New look to FIND

  19. Grants.gov APPLY Status • Went “Live” October 2003 • ~1,000 applications in year 1 • ~15,000 applications in year 2 • Expect >45,000 applications this year (~17,000 Y-T-D)

  20. APPLY Packages Posted

  21. New Business Process • Application form & instructions will now be part of a package posted on Grants.gov with each funding opportunity announcement (FOA) • Applicants will download the specific application package from the Grants.gov-posted FOA

  22. New Business Process • This specific application package MUST be used to apply for the accompanying announcement. • Some fields of application are pre-filled from announcement

  23. New Business Process • Authorized Representative (AR) submits application through Grants.gov • Basic form validation and virus check performed by Grants.gov • AR may track status at Grants.gov until notified that agency has received

  24. Important Dates • Release Date –Date funding opportunity is posted on Grants.gov. Applicants may download application package and start working on application. • Opening Date - the first date the completed application can be submitted to Grants.gov.

  25. Registration • Good news—only need to do it once! • Enables submission to every agency in Federal government • Changes at CCR w/IRS • Call center issues/e-biz POC duty • Takes time—start early

  26. Registered Users

  27. Why Now? • OMB has set the following FY 2006 Goal for Agencies: Post 75% of Funding Opportunities in Grants.gov “Find” on “Apply” • OMB clearance of existing agency forms will expire

  28. “Families” of Forms Forms tailored to applicant needs: • SF 424 • SF 424—R&R • SF 424—Mandatory • SF 424—Short • SF 424—Individual

  29. Forms Process • Agency conducts in-house review • Government-wide or agency-specific? • Alternative form available? • Use of attachment feasible? • Build, if needed; coordinate w/S2S

  30. The SF 424 • Standard form for submission of grant applications to the Federal Government • Was developed for use in State and Local programs where the preponderance of Federal money is…

  31. The SF 424 • Was not developed by, or with the input of, Federal Research Agencies • Did not include key information, including: • Biographical Information • Current and Pending Support

  32. The SF 424 • Standard Budget Categories found in research proposals • Statutory or Regulatory Research Related Information • Demographic Data

  33. Yes, But…. What about the Research Agencies???

  34. …….the SF 424 (R&R)

  35. Background Information • There was early recognition that the SF 424 would not work for most research applications • Creating a new application for use with research and related awards made the most sense

  36. Background • Application consists of: • Forms • Associated Instructions for Completion of Each Data Element • Rule imposed that two or more agencies must require data for inclusion in the dataset

  37. Background • Agency specific guidance will be issued by the agency via a standard application guide or as part of the funding opportunity

  38. R&R Components • Cover, Pages 1 and 2 – (Includes certification and assurance language) • Project/Performance Site Location(s) • Other Project Information

  39. R&R Components • Senior/Key Person Profile(s) • Personal Data (PD/PI & co-PD/PI only) Budget • Total Funds Requested; or • Total Federal & Non-Federal Funds • Subaward Budget Attachment

  40. Basic Concepts • This is Version 1 – there will be a Version 2, 3, 4… • Application will be “built” through use of the component concept

  41. Basic Concepts • With the exception of the Cover Pages, all other components are optional • R&R Working Group provided Grants.gov PMO with the first programmatic application (SBIR)

  42. NIH Goals By the end of September 2007, NIH plans to: • Require electronic submission through Grants.gov for all NIH grant applications

  43. NIH Goals 2. Transition from the PHS 398 application form to SF424 family of forms data set • SF424 Research and Research-Related (SF424 (R&R)) • SF424 Discretionary (of limited use for NIH)

  44. This is a Huge Effort! • The simultaneous transition to electronic application submission and a new set of application forms is a huge initiative for NIH and the grantee community with an aggressive time table

  45. Transition Involves • Many NIH funding mechanisms • Tens of thousands of applications ranging widely in size and complexity • Numerous communications from NIH staff & community regarding the new submission process and application form set

  46. Transition Involves Systems Working Together • Grants.gov & eRA Commons – the NIH electronic Research Administration system that allows applicants/grantees to electronically receive and transmit application and award information. (Used by NIH & other HHS components)

  47. Transition Plan • NIH will transition by individual research program/funding mechanism • Once transitioned, ALL applications will require electronic submission through Grants.gov on the SF424 family of forms

  48. Transition Plan • Mechanisms not yet transitioned will continue to require paper PHS 398 submission • NIH will announce plans to transition mechanisms in NIH Guide for Grants and Contracts

  49. Transition Timeline • Still on target for June 1, 2006 transition of Small Grant (R03), Exploratory/Development Grants (R21, R33), Clinical Trail Planning Grants (R34) • Changes from previous timeline: February 1, 2007: Traditional Research Grant (R01)

  50. New Business Process eRA COMMONS REGISTRATION • Organizational registration required in both Grants.gov and eRA Commons prior to submission • PI registration in eRA Commons also required prior to submission

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