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Grants.gov Presentation August 2006

Grants.gov Presentation August 2006. Electronic Grant Submission. By: Kerri Santos Olivia Viloria Chris Wang Laura Baxter. The Grants.gov Program is…. The result of a legislative initiative aimed at streamlining the federal granting process

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Grants.gov Presentation August 2006

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  1. Grants.govPresentationAugust 2006 ElectronicGrantSubmission By: Kerri Santos Olivia Viloria Chris Wang Laura Baxter

  2. The Grants.gov Program is… • The result of a legislative initiative aimed at streamlining the federal granting process • A unified “storefront” for all customers of Federal grant-making agencies to: • -Find grant opportunities • - Apply for grants • Used by all 26 federal grant-making agencies (ie. NIH, NSF, CDC, NASA, DOD. Etc.)

  3. Focusing on the Relationship Between Grants.gov and NIH’s eRA Commons Grants.gov Clearinghouse for all federal grant applications eRA Commons NIH’s research administration website Applicant: UCSF Agency-Specific Website: eRA Commons Broker: Grants.gov

  4. Applicant 4 Applicant 3 Applicant 1 Applicant 2 Applicant 2 Applicant 3 Applicant 1 Applicant N Agency 4 Agency 1 Agency 2 Agency 3 Past Submission Model • “Many-to-Many” model • Non-standardized forms and submission method • Resource- and labor-intensive

  5. Present and Future Submission Model Applicant 1 Applicant 2 Applicant 3 Applicant 4 • Broker-based model • Standardized forms (SF 424) and submission method • Shorter turn-around time? Agency 4 Agency 1 Agency 2 Agency 3

  6. NIH Transition Plan for All Funding Mechanisms Resource (G7, G8, G11, G13, G20), Career Development (K), S11, S21, S22 (Jun. 1, 2007) SBIR/STTR (Dec. 1, 2005) R13/U13(Dec. 15, 2005) R18/U18, R25, C06/UC6 (Oct. 1, 2006) Fellowship (F) (Aug. 5, 2007) R36 (Feb. 17, 2006) Potential R01 Multi-PI Pilot (Oct. 1, 2006) R15 (Feb. 25, 2006) Training (T&D), U45, D71/U2R (Sep 10, 2007) S10 (Mar. 22, 2006) X02 (April 18, 2006) DP1(Jan. 22, 2007) Project/Center (P), G12, M01, S06, R10/U10, U01, U19, U54, U56, R24/U24 (Oct. 1, 2007) X01 (May 18, 2006) R01(Feb. 1, 2007) R03, R21/R33, R34(June 1, 2006) 08 10 08 10 12 01 02 03 04 05 06 07 09 11 12 01 02 03 04 05 06 07 09 2006 2007 • Updated February 21, 2006 • Source: http://era.nih.gov/ElectronicReceipt/ We Are Here

  7. Some Important NIH Transitional Goals to Remember • February 2007 • All R01s required for submission through Grants.gov (C&G estimate: ~140 proposals) • September 2007 • All NIH applications required to be submitted through Grants.gov • Transition from PHS 398 forms to SF424 forms

  8. Need an NIH eRA Commons account PI must hold a PI account and be affiliated with the applicant organization PI’s currently registered only for Internet Assisted Review(IAR) must work through UCSF Contract and Grants Office for full eRA Commons Registration Overview of Online Submission Process What should be in place before PI’s can submit online?

  9. FOA = Program Announcement (PA) or request for application (RFA) NIH will continue to use RFA’s and PA’s, but all solicitations will also be referred to as FOA’s in Grants.gov New Requirement: all grant applications submitted through Grants.gov must be in response to an FOA What is a Funding Opportunity Announcement(FOA)?

  10. Applications that were previously considered “unsolicited” or “investigator-initiated” by NIH will be submitted in response to a “generic” or parent FOA for the specific grant mechanism FOA’s will continue to be posted in the NIH Guide and Contracts, and will simultaneously be posted to Grants.gov Button added to NIH Guide announcements allowing applicants to access the Grants.gov application package directly from the NIH Guide What is an FOA? (Continued)

  11. New Business Processes: FOA’s • Each FOA will have the appropriate application package for the accompanying solicitation • Some fields of application are pre-filled from announcement • PureEdge software required to download the application form • Applicants CANNOT use any sample form packages or other packages from other announcements

  12. New Business Process: FOA’s (Continued) • FOA’s will be posted in Grants.gov and will be available in the “APPLY” section generally 2 months before the submission date • Other important dates to know • Release Date - The date an application in posted. Posting announcement allows downloading if application package and the ability to start working on the application (text attachments, like the research plan, can be started earlier) • Opening Date - the first date the completed application can be submitted to Grants.gov (generally 1 month before submission date)

  13. Electronic Submission Countdown

  14. Features of SF424 (R&R) • The SF424 (R&R) is an application form that is comprised of common data elements developed for use by federal agencies funding Research and Research-Related programs. • A complete application to NIH will include a combination of (R&R) components and PHS398 components.

  15. Overview of Online Submission Process • Mandatory fields are designated by yellow boxes • Information input into fields will transfer to other fields throughout application SF424 Face Page

  16. SF424 Research Plan • Research Plan • Needs to be broken up into different sections • 25 page maximum is still in effect re: sections A-D

  17. What Pi’s Need to do Differently for Online Submission • In figuring out budgets, calculate for Calendar months. Work with Grant administration team on this • Need to create pdf documents now • Plan ahead differently

  18. Electronic Submissions Salary calculated on calendar months .PDF documents are the only format allowed Paper Submissions Salary calculated on % effort Print outs of Word/.PDF documents allowed Main Differences Between PHS 398 and SF 424 PHS 398 SF 424

  19. Grants.gov Attachments • Multiple attachments must be attached to Grants.gov forms (Science, Abstract, Resources, Budget Justification, etc.) • PDF is the only format that is accepted as a Grants.gov attachment • Word documents will cause “Fatal Errors” during validation checks • There can be up to 60 PDF attachments per proposal

  20. Technical Issues With Grants.gov

  21. PureEdge Viewer • A free program which allow you to access, complete and submit applications electronically and securely on Grants.gov. • Similar to Adobe Acrobat Reader

  22. PureEdge Viewer Mandatory viewer allows you to see Grants.gov forms Without PureEdge, you cannot see Grants.gov package Is NOT compatible with Mac Format Need only download and install on computer once Grants.gov Grants.gov is the portal where the form sets, FOA’s, that proposals are created in are found. FOA’s are downloaded from the Grants.gov website, and are compliant with Mac and PC. Once FOA is downloaded, it is on your hard drive and can be worked on locally. Relationship between PureEdge Viewer to Grants.gov

  23. PureEdge Drawbacks • Not compatible with Macs, only PC compatible!! • Mac version projected to be released as of November 2006 (hopefully)

  24. Various Solutions Around the PureEdge Issue PC Laptops • Computer environment that PureEdge is compatible with • No third party solutions necessary • Good speed • Drawback • Only have 2 in the Business Office

  25. NIH Dial In Server • Citrix Server • Free application from NIH • Allows PC environment on Macs • Allows for file access between Mac and PC • Drawbacks • Slow • Timeouts/ dropped connections • Possibilities of corrupt files

  26. Boot Camp Allows you to boot up your computer in either a Mac or PC environment Drawback Cannot toggle between Mac and PC environment Cannot access files without a Flash drive From feedback with other departments, it is expensive, need Windows software and license Had hard time reading the thumb drives to get info Parallels solution that gives Mac users the ability to run Windows alongside Mac OS X in a secure, isolated virtual machine Drawback Runs only on Intel Macs Plus, need Windows software and License We have tried this in previous submissions, was really slow Did not read thumb drive at times PC Emulation Software

  27. System to System Datastream • System to System transmits XML data through Grants.gov to the federal Agency • Eliminates need to re-key data • Platform neutral • Not a department solution, but a University wide solution • Requires PeopleSoft enhancement or 3rd party service providers • UCSF has not yet implemented this solution yet, but it is in the works

  28. Recommended Solution • We recommend using a PC when processing a proposal via Grants.gov • If there are no PC’s accessible in a neighborhood, an option is the PC laptops in the business office until the Mac PureEdge viewer is available for Macs • Please plan ahead for borrowing the laptops, since there are only 2 • If needed, contact Laura Baxter, lbaxer@biochem.ucsf.edu, for arrangements

  29. Overview of Submission Process

  30. PI eRA Common’s Account In the PERSONAL PROFILE tab of PI’s Commons account,update data requested under the “Employments” menu: • Employment information • Contact information (check that zip code is correct for Mission Bay): - System will confirm that this email address is to be used by the Commons to contact PI. The related data you provide on the Grants.gov application should match the information in this profile.

  31. Submission of Application to the Department Grants Office Formats required: • Flash Drive or CD with PureEdge application, plus Word and pdf versions of all uploaded documents • Two hard copies of the form pages and alluploaded documents. • Attached to these copies: • the signed OSR (C&G) submission form • PI Federal Certification form (financial disclosure) • relevant IACUC or CHR approval letters

  32. Department submits to C&G Format and process used: • One hard copy of application materials sent to C&G AND • The PureEdge application is uploaded to the C&G FTP server Standardized naming convention for electronic files: PI last name.OSR form #.Version # (each resubmission of this application will use a different version #) Example: Smith.P0004321.v1

  33. What happens after submission to Grants.gov? PI and SO will receive emails from Grants.gov: • Confirmation of receipt of proposal - Application will be given a tracking number • Validation In Process • Application Forwarded to eRA NIH Commons

  34. Errors in Grants.gov Errors occur when a virus is detected or the application has not followed Grants.gov rules. If an error notice is received by the PI: • Only the PI can see the specific errors in the STATUS tab in the Commons account. • PI sends specific error info by email to the Dept grants office. • The PI or AA corrects the errors and RESUBMITS proposal as a “changed/corrected” proposal type no later than the submission date or within a 2-day period specified by the system. • Notifications repeat as before.

  35. What happens after submission to eRA NIH Commons? PI and SO receives email notices from eRA Commons. If no warnings or errors occur, the sequence is: • Validation In Process • Validation Complete / Check Assembled Application within the next 2-business days (M-F, including holidays) If application’s appearance does not accurately reflect the proposal, the SO rejects the application, and it is RESUBMITTED via Grants.gov within the 2-day deadline. • Advanced to Referral • Assignment to a Study Section (will include a link to the membership of the Scientific Review Group)

  36. What happens when Warning orError notices are received fromthe Commons? In BOTH cases: • Only the PI can see the information specifying what the warnings or the errors are by checking the STATUS tab in the PI’s Commons account. • PI forwards this detailed information by email to the Department grants office.

  37. Warning Notices Warnings occur when there are application anomalies. Examples: garbled text; PI’s personal information (e.g., job title) doesn’t match the Commons’ profile • PI can choose to take no action on a warning, but first - checks that the proposal has not been compromised; - checks the appearance of the assembled application. • If SO does not reject the application or stop the validation process within 2-business days (for resubmission of proposal within that time) the application moves forward.

  38. Error Notices Errors occur when the NIH-specific business rules arenot followed or the system can’t recognize uploaded documents. Examples: Commons user name for PI omitted; A-D of the research section exceeds page limitation; titles of pdf files include spaces or odd characters (e.g., !,/,#,@,^,*, etc.) • Corrected proposal must be submitted within 2-business days via Grants.gov (“changed/corrected” proposal type). • Notification process repeats as before.

  39. Will the “2-business day”deadline always extend the original submission deadline? During the transition of the R01 mechanism, NIH will accept a resubmission -- in response to an error or warning notice -- even if the 2-day deadline extends beyond the February 1, 2007 submission deadline. For submission deadlines after February 1, 2007, applications cannot be resubmitted beyond the submission deadline, even for error and warning corrections.

  40. What is Next? • Department internal deadline • ONE month before NIH deadline • Example: • NIH deadline (new RO1, R21, R03): 2/01/07 • Department deadline: 1/02/07(1st working day) • NIH deadline (competing renewal): 3/01/07 • Department deadline: 2/01/07

  41. Impact on Campus C&G UCSF Projected NIH Proposals via Grants.gov

  42. UCSF Experience With Grants.gov • Historical table of UCSF grant submissions via Grants.gov:

  43. Why ONE MONTH before NIH deadline? • Only for initial Grants.gov transition of new R01s on 2/01/07 and competing renewals on 3/01/07 • Due to major impact of R01 Grants.gov transition to the entire research community and UCSF campus, we need Biochemistry proposals to be submitted well in advance of the deadline – ahead of the pack • C&G will request a 2-week advance deadline for Grants.gov proposals (vs. 4-day advance deadline for all others) • Possible technical glitches or system overload if applications are all being submitted at the last minute • New process and learning curve for PIs, AAs, Biochemistry grants administration, UCSF C&G • Need to allow plenty of time for system error corrections and resubmissions via Grants.gov • Your involvement doesn’t stop after the research plan is completed and entire application is assembled for submission

  44. Why ONE MONTH before NIH deadline? (Continued) • All e-mails to be sent by Grants.gov and NIH eRA Commons will go to PI and SO. PIs need to forward e-mails to AAs and department grants administration so we are in the loop. • E-mail can be unreliable – applicants should check the status of their applications in NIH eRA Commons after submission • Need permission for department grants administration to access your NIH eRA Commons account as PI so we can help track the application and view/correct errors timely • It could take anywhere from ¼ hour to 4 days for the application to get through both systems • We don’t want you to lose the opportunity to submit • Once you missed the deadline, it is gone • As a practice, inform the Biochemistry grants administration office of any tentative plans to submit ANY grants (NIH and other funding agencies) so we can anticipate workload

  45. Training to Staff • Separate Grants.gov presentation to staff - 8/2/06 • Ongoing dissemination of relevant NIH and C&G updates via e-mail and staff meetings • Possible town hall meeting presentations by C&G

  46. Who To Go To For Assistance • Please contact Laura Baxter, Pre-award Manager: • Phone: 512-6349 • E-mail: lbaxter@biochem.ucsf.edu If you cannot reach her, contact: • Kerri Santos, Grants Analyst: • Phone: 514-4180 • E-mail: ksantos@biochem.ucsf.edu • Olivia Viloria, Finance Manager: • Phone: 514-2985 • E-mail: oviloria@biochem.ucsf.edu

  47. Additional Resources • General information on Electronic Submission and the SF424 (R&R): • http://era.nih.gov/ElectronicReceipt • Grants.gov registration, submission and Pure Edge behavior questions: • Visit: http://www.grants.gov/CustomerSupport • Grants.gov Customer Service • E-mail: support@grants.gov • Phone: 1-800-518-4726 • eRA Commons registration and post submission questions on Commons functionality • Support Page: http://era.nih.gov/commons/index.cfm • eRA Commons Help Desk • Web support: http://ithelpdesk.nih.gov/eRA/ • Phone: 1-866-504-9552 OR 301-402-7469 • Forms transition and questions on NIH’s overall plan for electronic receipt • NIH Grants Information • E-mail: grantsinfo@nih.gov • Phone: 301-435-0714 • Grants.gov resources Website: http://www.grants.gov/applicants/applicant_help.jsp • NIH resources Website: http://era.nih.gov/ElectronicReceipt/index.htm

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