Cayuse424

1. Cayuse424 Welcome to Auto-Populate, Calculate, Validate The University of Texas at Austin’s Solution to Grants.gov

2. Key Dates January 8: Earliest date for R01 submission • February 5: R01 submission deadline OSP 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.utexas.edu/research/osp/cayuse424.html Check often for updates and help

3. 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

4. Cayuse: Making the “Whole Job” Easier • Navigation • Assistance with Attachments • Templates to assist in Research Plan completion • Proposal Approval • Submission

5. Key Concepts: Institutional Profiles • Reusable information about UT Austin • Reusable information about outside collaborating institutions, companies, etc. • Initial set-up must be done in OSP, but is available from then on

6. Key Concepts: Professional Profile • Reusable information about you • Reusable information about outside collaborators • Reusable information about PIs, administrators, etc.

7. 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”

8. 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

9. 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

10. See the info on the OSP Web site at www.utexas.edu/research/osp/cayuse424.html Use a recommended browser and enable pop-ups from Cayuse Know your UT-EID Know your opportunity number Make sure you have an NIH Commons ID Contact OSP about collaborators/subawardees Cayuse424: Before You Begin

11. Overview of What To Do in Cayuse424 • Complete your professional profile – once • Download your opportunity • Start a proposal. For the Proposal Name, use the OSP number from RMS + PI last name. • Fill in the fields on each page (with auto-calculation, and auto-fill assistance) • Attach the research plan and other materials • Check the error messages and fix things • Check the status of your proposal after submission to Grants.gov

12. 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

13. Logging into Cayuse424 • Go to https://utaustin.cayuse424.com:8447/V8/ • Enter your UT-EID and your Cayuse424 password

14. What you see once you have logged in

15. 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)

16. Professional Profiles

17. Setting Up Your Professional Profile Information to complete a PI’s 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!

18. 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 You can change the information but it will not change the campus directory

19. 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 have 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

20. Setting Up Your Professional Profile Begin by selecting your profile from the list

21. 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

22. 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

23. 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.

24. Setting Up Your Professional Profile Verify your contact information in this area and update where necessary

25. Setting Up Your Professional Profile Identify your role on the NIH commons

26. Setting Up Your Professional Profile Add in your department, division, and title

27. 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

28. 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

29. Key Information for PIs • By default, who can see you? • Yourself and OSP • 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

30. More about Profile Permissions (2) • By default, who can you see? • Yourself • Staff in the Office of Sponsored Projects (OSP) • Susan Sedwick, Associate VP and Director of OSP (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

31. Downloading Your Opportunity

32. Know Your Opportunity Number! • From the Grants.gov “Find an Opportunity” screen:

33. 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

34. 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

35. Creating a Proposal

36. Security • Refresh & New buttons • Proposals you can see: • The proposals you created • The proposals that someone gave you permission to see (more later) New Refresh

37. 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) Step 6: Click on “Create Proposal”

38. 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 OSP number from the Research Management System (RMS) + PI’s last name • Example: 200700015001 Jones

39. 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

40. Proposals: Navigating (2) • Permissions • Proposal Approval • Not currently enabled • Submission • Status • History • Print Proposal The first three options are also available in the left navigation pane.

41. The 424 (R&R): Cover Page Navigation on left side 5. Applicant Information will auto-fill 6. Person to be contacted: Autofill this with Diane Barrett Remember to click on the pencil for auto-fill options

42. Scroll down… Notice that tabs stay on top 9: Add “National Institutes of Health” here. This is where you put the full title of your proposal

43. Key Personnel If your Key Personnel did not have their Biosketches uploaded into their Professional Profiles, you can add them here

44. 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.

45. 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 osp@mail.utexas.edu and OSP staff will add it for you. You can free-type into the fields instead, but you will have to do it for each proposal

46. Upload Your Research Plan

47. Budgets

48. 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

49. 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).

50. Budget: Section F-K The budget period is always at the top. The IDC Type will be pre-filled 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.