Cayuse

1. Cayuse Presented by: Office of Sponsored Programs and Office of Information Technology

2. Cayuse Project Background • Cayuse is a fast, easy-to-use Web application created specifically to simplify the creation, review, approval, and electronic submission of grant proposals.

3. Cayuse Advantages of Cayuse • Removes barriers between research and federal funding. • Supports over 95% of the opportunities posted on Grants.gov. • Centralized and reusable data. • Electronic routing for approvals.

4. Cayuse Part I: Navigating the System

5. Cayuse Technical Requirements, Account Creation, and Management • Please note that the Internet Explorer and Mozilla Firefox Web browsers are supported in Cayuse; however, Safari is not supported. • Account creation and access is managed by the Office of Information Technology Help Desk. • For assistance, please contact: • help@american.edu • 202-885-2550

6. Introduction to the User Interface • How to: • Log-on • Navigate Cayuse • Understand the Cayuse icons

7. Logging on • Cayuse URL: https://american.Cayuse424.com, or you may access from the TECHNOLOGY link on the myau.american.edu Portal. • Sign in using your myau.american.edu username and password.

8. Tabbed Navigation • The Cayuse application will open. • You can navigate the system by using either the tabs or links on the Overview tab. Tabs Links Resources Page

9. Tabbed Navigation • Opportunities tab • Browse downloaded opportunities. • Download new opportunities. • Create new proposals from downloaded opportunities. • Proposals tab • Create/edit a grant proposal. • Create/edit a subaward proposal. • Import a subaward proposal. • Routing tab • View and access proposals that require your review and approval.

10. Tabbed Navigation • People tab • Create/edit a professional profile. • View a professional profile. • Institutions tab • View the primary institutional profile. • Create profiles for subcontracting institutions. • Reports tab • Submission report. • Unlinked Profiles Report.

11. Tabbed Navigation • Settings/Admin tab • Change your password and e-mail address • Support link (on the Overview tab) • Latest documentation • Cayuse listserv • Data Integration Tools • Training modules

12. Navigation Features and Icons • Breadcrumb trails provides a quick way to navigate between screens within a tab. • Icons perform key tasks • Hover your cursor over an icon to determine its function. • Click the icon and Cayuse will respond with prompts, forms changes, etc. to support performance of the activity.

13. Cayuse Part II: Creatinga Professional Profile

14. Professional Profiles • Professional Profile basics • How to add Biosketches • How to assign permissions to a Professional Profile • How to avoid duplicate Professional Profiles • How to link the Cayuse user account to the Professional Profile

15. What is a Professional Profile • Professional Profiles capture and store data about Principal Investigators, Key Personnel, Other Significant Contributors, AORS, Signing Officials, etc. • Information stored in the Professional Profile is auto-filled into the grant proposal once that individual is named as a PI, Senior/Key Person or Authorized Representative. • Profiles stored in Cayuse can be shared with others and used multiple times.

16. What is a Professional Profile • Multiple profiles can exist for one individual (if necessary). • After you create a profile for the PI you must then set up Professional Profiles for all Key Personnel and Other Significant Contributors named in the grant proposal if a profile has not already been created for them (this can be done after you create the proposal)

17. Professional Profile • Before creating a proposal, you will want to complete the profiles that have been started for you. • This will ensure that the information is correct and will auto populate this information each time you create a proposal.

18. Professional Profile • Click the PEOPLE tab. • Click the Name link, enter in the appropriate Prefix, Suffix, and NIH Commons ID, and NASA NSPIRES ID if applicable.

19. Professional Profile • Click the DEGREES link. • Enter in degree information, if applicable.

20. Professional Profile • Click the DEMOGRAPHICS link. • This information is optional.

21. Attaching Biosketches • To upload a Biosketch to the Professional Profile click the plus icon, . • Type in a name for the Biosketch and click Next

22. Attaching Biosketches • Click BROWSE to locate PDF version of Biosketch you’ve previously created. • Click NEXT. • Repeat Step 3 to attach Source (Word) version of Biosketch (optional). • Click DONE.

23. The Attached Biosketch • Multiple Biosketches can be created and stored in each Professional Profile. • Once Biosketches are attached to the Professional Profile they can be easily attached to the proposal on the Senior/Key Persons page.

24. Institutional Profile • Once the Professional Profile is created it must be affiliated with an institution. • This is achieved by linking the Professional Profile to an Institutional Profile. • Once an individual (Profile) is associated with an institution, basic institutional information can be auto-filled into that individual’s Professional Profile.

25. Institutional Profile • While still on the People tab, Click the icon located next to Institutional Associations within the Professional Profile.

26. Creating an Institutional Association • Select the INSTITUTION using the drop-down menu. • Click the CREATE INSTITUTIONAL ASSOCIATION button.

27. Completing the Professional Profile • Complete the following fields by clicking on the associated hyperlinks: • Contact Information • eRA Role • Dept/Division/Title

28. Completing the Professional Profile • Routing Profile: Used when “Routing” is turned on (Institutional Preference). • Next Reviewer: Used when someone requires a specified individual to be the next reviewer during the proposal routing process. Next reviewer can be changed or disabled. • Add Delegate: Used to specify a delegate when unavailable to review proposal(s). Delegates have all review powers of PI, Chair, etc. Multiple delegates can be added. Any delegate can be removed.

29. Managing Permissions • Once a Professional Profile has been created permissions can be assigned. • The creator of a Professional Profile is automatically granted all permissions associated with using that profile. • The profile creator can share the profile with other users by granting appropriate permissions. • Permissions can be changed or removed.

30. Adding Permissions • To grant permission(s) to other Cayuse users click the PERMISSIONS icon, . • Click ADD USER/GROUP.

31. Adding Permissions 3. Enter a First name, Last name or User name. 4. Select the user from your search results. • Click CLOSE,then CLOSE again.

32. Adding Permissions • Once the user is added, check or uncheck permissions, as desired.

33. Cayuse Part III: Finding Opportunities and Creating a Proposal

34. Funding Opportunities • Understand what an “Opportunity” is. • Determine if an opportunity has already been downloaded into Cayuse. • Download opportunities from Grants.gov into Cayuse. • Manage opportunities.

35. The Opportunity • 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 has been downloaded into Cayuse. • Before you start to build your proposal you need to determine if the opportunity you are applying for has already been downloaded by reviewing the Opportunity List.

36. Reviewing the Opportunity List • Click the OPPORTUNITIES TAB. • Cayuse displays a list of opportunities already downloaded

37. Managing Opportunities • If you locate the opportunity you are applying for in Cayuse, you do not need to download that opportunity again. • If your opportunity has not been previously downloaded, if must be before you can proceed.

38. Finding Opportunities • Click the OPPORTUNITIES tab. • Click the RETRIEVE OPPORTUNITIES button to download opportunities from Grants.gov and Research.gov. Retrieve Opportunities

39. Finding Opportunities • Enter the Opportunity Number or CFDA number to view an opportunity. • To retrieve an opportunity from Grants.gov you must know the Opportunity Number or CFDA# • You can obtain the Funding Opportunity number by going to www.grants.gov and using the Find Grant Opportunities link

40. Finding Opportunities • Begin the proposal for this opportunity by clicking the plus sign ( ) button.

41. Building the Proposal • Create a new proposal. • Navigate the proposal. • Assign proposal permissions. • Validate and track errors. • Lock/Break Lock. • Copy/Transform proposals.

42. Creating New Proposal • Enter the Proposal Name, Principal Investigator, Organization, Default IDC Rate, # of Budget periods, and Validation Type. • Click CREATE PROPOSAL.

43. Navigating the Proposal • All forms are listed in the navigation bar on the left of the screen. • The checkboxes control which forms are submitted electronically to the agency. • Mandatory forms are automatically checked and cannot be unchecked • Optional forms can be checked to include in the proposal submission (e.g. Detailed vs. Modular Budget pages) • The page numbers are links to form pages.

44. Navigating the Proposal • Use the left panel to navigate the form set: • Click the page numbers to display the page. • Or click the minus sign to close the left navigation bar. • Use the drop down menu to navigate form set.

45. Internal Proposal Title • Give some thought to how you name your proposal. Consider appropriate conventions that will make your proposal easy to locate once your inventory of proposals grows. • Once you name your proposal, you can easily rename it by clicking on the name field and typing in a new title.

46. Managing Proposal Permissions • Proposal Permissions are separate and distinct from Professional Profile permissions. • Whoever creates the proposal is given full permissions. • Only the proposal creator can initially grant permission(s) to other users. • Appropriate proposal permissions must be granted to other users who must have access to the proposal. Typically, that includes: • Principal Investigators • Research Administrators • Reviewers

47. Adding Permissions • To grant permission(s) to other Cayuse users click the Proposal Permissions icon, . • Click Add User/Group. • Enter a First name, Last name or User name. • Select the user from your search results. • Click Close.

48. Adding Permissions • Once the user is added, check or uncheck permissions, as desired

49. Validation and Error Tracking • Cayuse keeps a running total of all errors and warnings. • As you correct errors and warnings, the running total decreases. • Errors are fatal. Any proposal that is submitted with errors will be rejected by Grants.gov or the granting agency. • Warnings are not fatal; but be sure if you are submitting a proposal with warnings that you have determined the warning will not cause the proposal to be rejected or delayed by the granting agency. • Any items labeled “Info” are just special pieces of information and advice that may be useful to the application submission process.

50. Displaying Errors, Warnings and Info • Click the Error/Warning/Info button at the bottom of the proposal page to display details • Click the hyperlink. Cayuse will display the page on which the Error/Warning occurs and highlight the field that contains the Error/Warning