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Workshop Electronic Proposal Submission Through . April 2007 Office of Sponsored Programs Division of Sponsored Programs Development Ivette Martínez Palma, Director Division of Financial Administration José L. Cortés, Director. Objective.

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workshop electronic proposal submission through grants gov

Workshop Electronic Proposal Submission Through

April 2007

Office of Sponsored Programs

Division of Sponsored Programs Development

Ivette Martínez Palma, Director

Division of Financial Administration

José L. Cortés, Director


The objective of this workshop is to familiarize

you with the institutional process, the electronic

format, and the forms that are now required for

the submission of electronic proposals to NIH

and other PHS agencies.

the big change
The Big Change

The federal government is rapidly moving towards

the use of an electronic format for all request for

most forms of research and grant support regard-less of the agency.

nih and phs

This change has already occurred with respect to

applications to the National Institutes of Health (NIH)

and other Public Health Service (PHS) agencies

such as the Centers for Disease Control (CDC), the

Food and Drug Administration (FDA) and the Agency

for Healthcare Research and Quality (AHRQ).

nih notice
NIH Notice

Aug. 19-2005

  • NIH is converting to SF424 (R&R) grant application forms and electronic submission through


  • Electronic submission of competing applications

requires prior registration with both and

NIH eRA Commons (

  • Additional information on the transition process is

available at htpp://

the latest notice
The Latest Notice

“RO1 applications require electronic submission for Feb 2007 and beyond. New form…new process…The time is now to find out how!”

< Receipt/>

transition because
Transition because...

The Federal Financial Assistance Management Improvement Act of 1999 (Public Law 106 –107)

and the President’s Management Agenda (2002)

have been driving Federal Agencies to:

  • Improve the effectiveness and performance of Federal financial assistance programs
  • Simplify Federal financial assistance application process and reporting requirements
  • Improve the delivery of service to the public
  • Create a single website to apply for Federal assistance
and because
And because….
  • Creates efficiency by eliminating the burden of paper-based data collection
  • May allow NIH to shorten the cycle from application receipt to award
  • Electronic validations improve data quality
  • Saves paper and hours of human effort
  • Reduces costs of scanning, printing, and data entry
  • Grant image is clearer and in color
the changes
The Changes
  • By October 1, 2007, all grant applications to NIH and other PHS agencies will require electronic submission
  • Change from the paper PHS 398 application to the common data set – the SF424 (R&R) application form
  • A single website will be used to apply for all federal assistance:
  • Submit on Pure Edge forms downloaded from, built a system-to system interface with or work with a commercial service provider
what is grants gov
What is
  • Designated by the Office of Management and Budget (OMB) as the single access point for all grant programs offered by the 26 grant-making agencies


  • A cross agency initiative involving:

900 grant programs

+ $350 billion in annual awards

grants gov is also is also….

The Federal government’s single interface for:

  • Agencies to announce their grant opportunities
  • Grant applicants find grant opportunities
  • Grant applicants to apply for those opportunities
nih transition strategy
NIH Transition Strategy
  • NIH will transition by individual research program/funding mechanism
  • Funding Opportunity Announcements (FOAs) be posted in “Apply” , generally 2 months before the submission date
  • All applications in response to these announcements for transitioned mechanisms will require electronic submission through
  • Mechanisms not yet transitioned will continue to require submission on form PHS 398

NIH Planned Transition Dates of Mechanisms for Electronic Submission using the SF424 (R&R)

SBIR/STTR (Dec. 1, 2005)

R13/U13(Dec. 15, 2005)

Resource (G), Career Development (K), S11, S21, S22 (Jun. 1, 2007)

R36 (Feb. 17, 2006)

Fellowship (F) (Aug. 5, 2007)

R15 (Feb. 25, 2006)

Training (T&D), U45, D71/U2R (Sep. 10, 2007)

R18/U18, R25, C06/UC6 (Oct. 1, 2006)

S10 (Mar. 22, 2006)

DP1(Jan. 22, 2007)

Project/Center (P), M01, R10/U10, S06, U01, U19, U54, U56, R24/U24 (Oct. 1, 2007)

X02 (April 18, 2006)

R01(Feb. 1, 2007)

Potential R01 Multi-PI Pilot

(Oct. 1, 2006)

R03, R21/R33, R34(June 1, 2006)


























  • NIH will transition to the SF424 family of forms and electronic submission through Grants.govby research program or funding mechanism.
  • As mechanisms are transitioned, Funding Opportunity Announcements will be issued in the NIH Guide and posted in NIH’s goal is to post an opportunity a minimum of 60 days before the submission date.
  • ALL applications in response to these announcements will require electronic submission through

Mechanism Abbreviation Key:

C06/UC6 Research Facilities Construction Grants

DP1 NIH Director’s Pioneer Award Program

D71/U2R International Training Cooperative Agreement/

Phase 2 of FIC mechanism D71

P Research Program Projects and Centers

R01 Research Project Grant Program

R03 Small Grant Programs

R10/U10 Cooperative Clinical Research Grants

R13/U13 Support for Conferences & Scientific Meetings

R15 Academic Research Enhancement Awards (AREA)

R18/U18 Research Demonstration and Dissemination Projects

R21/R33 Exploratory/Development Research

R24/U24 Resource Related Research Projects

R25 Education Projects

R34 Clinical Trial Planning Grant Program

R36 Research Dissertation Grant Program

SBIR Small Business Innovation Research

STTR Small Business Technology Transfer

S06,S10,S11 Biomedical Research

S21,22 Health Disparities Endowment Grants

U Cooperative Agreement Awards

X02 Pre-application for Interdisciplinary Research Consortium

Updated February 6, 2006

getting started
Getting Started

Institutions are required a one time only registration

to Grants.govfor electronic submission to all

Federal Agencies

Registration requires institutions to :

  • Obtain a DUNS number

A Data Universal Numbering System number that tracks how federal grant $$ is allocated and identifies your organization

Call Dun and Bradstreet 1-866-705-5711

  • Register with the Central Contractor Registry (CCR) which safeguards organizations from individuals who may attempt to submit grant application packages without permission

Tel. 1-888-227-2423

both register
Both Register

A one time registration to eRA Commons is also

required for both the organizations and the PI

  • Allows NIH to receive applications submitted through and validate them against

NIH business rules

  • Provides a way for NIH and registered users to

communicate electronically after submission

what is era commons
What is eRA Commons?

Electronic Research Administration

A system developed by NIH to facilitate the exchange of essential information between NIH and the applicant organization.

The Commons is a Web interface where NIH and the grantee community are able to conduct their extramural research administration electronically.

pi registration
PI Registration
  • The PI must hold an account in the Commons and be affiliated with the applicant organization

UPR-Medical Sciences Campus

  • Registration is done by an organizational official who is already registered in the Commons

RCM Office of Sponsored Programs

Norberto Pérez

Ivette Martínez Palma

software requirements
Software Requirements

PureEdge Viewer

In order to access, complete and submit an application, applicant needs to download and install this program.

Create PDFs for Text Attachments

NIH and other PHS agencies require all text

attachments to the PureEdge forms to be

submitted as Portable Document Format files.

read read and read again
Read, Read, and Read Again
  • Applicant must read and follow the instructions
  • Mistakes can cause a proposal to fail its initial

“validation” review resulting in it being rejected


  • Mistakes related to following instructions influence a reviewer’s opinion of your application negatively
  • Such mistakes are a clear lack of attention to detail, after all,

Research is about attention to detail

let s practice
Let’s Practice



Click here

  • Once you access the proposal package, save it

in your computer (example, in “My Documents”)

  • Options for Mac users

  • Not limited to a specific browser

UPR-MSC OSP Web page


General Information 2007

Internal Proposal Transmittal Form

Budget Worksheet


SF 424 Template

Person Months Calculation Chart

and more….

budget worksheet
Budget Worksheet

An example exercise on the worksheet …

  • Enter OSP web page and retrieve budget worksheet found under useful link in the OSP-DSPD section
  • Use Budget Worksheet for calculations
  • Enter the figures in the corresponding budget form: Modular or Research and Related
budget component
Budget Component
  • Specific funding opportunity indicates which one of the two budget to use: Modular or Research and Related (R&R)
  • Must complete a separate detailed budget for each year of support requested
  • Complete all required information before the

“Next Period” button is activated

  • The form will generate a cumulative budget for the total project period for either budget



upr msc aors

Designated Authorized Organization

Representatives (AOR) for

Norberto Pérez

Ivette Martínez Palma

Office of Sponsored Programs (OSP)

MSC Office B-622 Ext. 1749

must provide
Must Provide

At least seven (7) work days prior to proposal deadline, provide the AORwith:

  • Internal Transmittal Proposal Form


  • A copy of the proposal on a CD-RW
why 7 days
Why 7 days?

Enough time to:

  • Evaluate proposal
  • Certify commitments
  • Verify accuracy
  • Ensure compliance with institution and sponsor
  • Obtain Signing Official’s signature
  • Submit the proposal electronically
and time for
And time for …
  • Delays accessing and uploading files within the institution to
  • System response times can be difficult to predict
  • Volume of submissions at the deadline may strain the capabilities of the submission site and create technical difficulties
  • Resubmit within the proposal deadline when notified of errors

Within 48 hours, emits a series of 4

e-mails to the AOR concerning the status of the


  • Submission Receipt
  • Submission Validation Receipt
  • Grantor Agency Retrieval Receipt
  • Agency Tracking Number
  • Only the AOR receives the four e-mails
  • Only the PI receives the error / warning


  • PI can track the proposal in eRA Commons with his username in the status section of the page
yes there is a difference
Yes, there is a difference

Error and Warning

All errors must be corrected and the application

resubmitted to complete the submission process

Warnings do not stop the application from being accepted by the eRA System

top errors
Top errors


  • Missing Commons User ID in Credential Field
  • PDF issues
  • Including more than one PD/PI
  • Submitting both modular and detailed budget
  • Total cost does not equal direct and indirect costs
  • Missing DUNS number


  • Name, position, degree or title does not match those listed on the eRA Commons account
  • Exceed page limits
osp newsletter

Informs the MSC scientists, administrators and students of matters pertaining to sponsored projects, the administration of awarded funds, and of available funding opportunities

To subscribe :


Office of Sponsored Programs (OSP)

Norberto Pérez, Director

Ext. 1394

Division of Sponsored Programs Development (DSPD)

Ivette Martínez Palma, Director

Ext. 2525

Division of Financial Administration (DFA)

José L. Cortés Ortiz, Director

Ext. 2003

Center of Administrative Resources for Scientific Research (CARSR)

Cynthia Aponte, Director


  • Dr. Ruben García García

Director, Title V

  • Javier Algarín

Associate Director, Unidad de Informática

  • Sandra Santos Nieves

Director, Oficina de Sistema de Información (OSI)