Office of Research & Sponsored Programs Grants.gov

Slide 2 What is Grants.gov? Grants.gov is the Federal government’s solution for a "one stop shop" for finding and applying for funding. It provides a consistent electronic submission process for all agencies. Grants.gov has already or will replace federal agency-specific proposal submission systems that have grown in recent years, most notably NSF's FastLane, DOE's IIPS, and NASA's NSPIRES.

Slide 3 A Note of Thanks Kristin Nagle in RSP who developed the original set of training slides. Linda Johnson in L&S who developed a great set of slides on how G.gov works, and also developed the flyer we are using across campus. Mark Sweet, for all of his help on the IT end, and for his work with the NIH Commons Working Group. Grad School IT and DoIT for their support!

Slide 4 Why Now? Grants.gov has been in the works for several years, but many of the agencies thought it wasn’t stable enough for large submissions, so were using it on a limited basis. To encourage the agencies, OMB tied the agencies’ federal appropriations to their use of Grants.gov. Suddenly, it works just fine!

Slide 5 What We Will Cover How to download the application package How to work with the forms How to route the forms What happens after RSP submits the file to Grants.gov

Slide 6 Registration No, no! The University is registered. No individual must register with Grants.gov, even though the instructions make it look that way! All that is required by UW applicants is to use DUNS # on their application forms. The FIND portion of Grants.gov does NOT require registration.

Slide 7 Features of the SF424 (R&R) (cont.) An “FOA” is a Funding Opportunity Announcement. This is the Grants.gov term for all requests for application (formerly RFP/RFA). The SF424 (R&R) is the set of standard forms used across all agencies. This stands for Standard Form 424 (Research & Related). We usually just call it “the 424.” Each of the forms is referred to as a “component.” A Quick Glossary

Slide 8 Features of the SF424 (R&R) (cont.) Agencies “construct” application packages using “components” of the 424 for each FOA. Each application package will include all of the forms required for that particular solicitation. You must use the application package that is specific to the solicitation you are responding to. Read the application instructions! You’d be surprised how many different ways there are of filling out these “standard” forms. The FOA will indicate which components are required and which are optional. A Quick Glossary

Slide 9 Features of the SF424 (R&R) (cont.) SF424 (R&R) Standard Components include: –R&R Application cover component –R&R Project/Performance Site Location (s) –R&R Other Project Information –R&R Senior/Key Person –R&R Budget –R&R Personal Data –R&R Subaward Budget Attachment Form The SF424 (R&R)

Slide 10 How Does It Work? Grants.gov incorporates a specific software package called PureEdge. When using the PureEdge software, you are using the downloaded software on your hard drive. It looks like a web browser environment. It isn’t!

Slide 11 The PureEdge file is rather like a manila file folder with the label already printed and a group of mandatory, blank, forms inside. When you download the correct folder from the Grant.gov web site, it is like opening the folder, filling out all the forms, and closing the folder to pass it off to the next UW office… PureEdge file Appl-Specific label/info Application-Specific Forms Some of these forms will ask you to upload/attach pdf documents (science, biosketch, etc.) How Does It Work?

Slide 12 As you work on it, this PureEdge “folder” file resides on a local computer, not at Grants.gov! It is a stand-alone file, not a database record like NSF Fastlane proposal files. Your Computer Grants.gov server PureEdge file To involve other UW staff, the file must be sent/shared in some manner from one person/office to the next. How Does It Work?

Slide 13 Grants.gov and the 424 R&R Enough Already! What Does It Look Like?

Slide 14 And then… First, you must find the funding opportunity you seek and download it onto your hard drive.

Slide 15 And then… If you download to a network, the filename changes each time you save, even though it has asked if you wish to overwrite. Look for ~1 extensions.

Slide 16 Downloading the Application Use Internet Explorer! When you download the application instructions, use the “Save As” utility under “File” on your pc screen. –READ THE ENTIRE THING! Agency instructions on filling out the applications are not consistent! When you download the application package, it may open to the Header Page automatically. You must then use the “Save” button on the application header page itself to rename and save the file. SAVE TO YOUR HARD DRIVE!

Slide 17 Filename When you download, rename the file as follows: PI last name_agency acronym.xfd Eventually you will have more than one file with the same name. E.g, Smith_NIH. That’s ok. Just add a relevant date (040506) or keyword to maintain unique naming. RSP will add the PALS number when it arrives: Barrett_DOE_18726.xfd This naming convention will help RSP track the proposal confirmation s.

Slide 18 Downloading the Application This is what the icon looks like on your desktop The program in your Start Menu is ICS Viewer. The Software is called PureEdge. The file extension is.xfd.

Slide 19 Saving the File As you work on the file, save it often. When you save, PureEdge will ask you if you want to Overwrite. EVEN IF YOU SAY YES, IT MAY NOT HAVE OVERWRITTEN!!!!!

Slide 20 Saving the File Check the location (e.g. Desktop or Network Folder) you THOUGHT you saved and then overwrite in to make sure you don’t have duplicate versions saved. You may end up with: The ~version is the most recent. Delete the old and rename the ~version to PI_AGENCY.xfd

Slide 21 Header Page This is the Header Page. The information about the particular solicitation will be filled in automatically. IT LOOKS LIKE YOUR BROWSER… BUT YOU’RE NOT WORKING ONLINE!

Slide 22 Header Page Use the UW filing name convention as the Application Filing Name: PI last name_agency. Agency Instructions take precedence. Read the application instructions!

Slide 23 Header Page To view a form and begin work, select the form you want and click Open Form.

Slide 24 All mandatory documents must be completed and moved to the Mandatory Completed Documents for Submission side. Header Page - Completed Documents

Slide 25 When You are Done, Finished, That’s It: You will upload the completed file to a secure server. An is sent to your dean’s office telling them that it is there. Route a t-form and hard-copy as usual. Keep a copy of the uploaded application locally in case changes are needed. The dean’s office checks your proposal. When it is acceptable, they notify RSP, who downloads the application to an RSP server. RSP submits when the t-form is received.

Slide 26 Upload your proposal Fill in the information and attach your completed PureEdge application.

Slide 27 The PureEdge file is like a manila file folder with the label already printed and a group of mandatory, blank, forms inside. The PI’s job is to download the correct folder from Grants.gov, open and fill out all the forms, close the folder and pass it off to the next UW office… PureEdge file Appl-Specific label/info Application-Specific Forms Some of these forms will ask you to upload/attach pdf documents (science, biosketch, etc.) You remember this part….

Slide 28 So, if….. PureEdge file = Routing

Slide 29 Principal Investigators Departmental Administrator For a busy deadline…

Slide 30 And then... And Then… Departmental Administrators to Dean’s Offices

Slide 31 and then... And Then… All the Deans’ offices on campus…

Slide 32 At RSP…. AAHHHHRRRRGGGGG!

Slide 33 RSP receives at least four s regarding each submission: –First confirms receipt by Grants.gov. –Second confirms validation by Grants.gov. –Third confirms receipt by Sponsor. –Subsequent s from Sponsor regarding tracking through the Sponsor’s system (e.g. NIH Commons, DOE IIPS) or contact information. This is Why We Need a Naming Convention

Slide 34 Then What? Stick around! Grants.gov may validate the receipt of a proposal only to have the agency business rules reject it because of errors. RSP needs to be able to find you. How can you tell when all is well? –Check PALS by using the Search function for the PI name. –Please do not call RSP and ask!

Slide 35 Quick Tips START EARLY! Not new data, just new forms, so you’ll get through it, only slower. Route your completed proposal several days in advance. Use Internet Explorer. When naming PureEdge files, follow the UW naming convention (PI LAST_AGENCY.xfd). When naming attachments, don’t use spaces, hyphens, special characters, or long file names. NIH attachments must be uneditable pdf.

Slide 36 Be sure and read both the agency solicitation AND the Grants.gov instructions. We have seen numerous mismatches. PureEdge is only a file, not a website. You need to save the file to your hard drive BEFORE you begin entering info in the file. Complete the 424 (R&R) first. It populates other components. The file does not automatically save. You have to click on to save the data entered. Quick Tips

Slide 37 Need Help? Your dean’s office can help you. Call or there first! RSP can help you. – –Call: and tell the receptionist that you need grants.gov help.

Slide 38 You Haven’t Had Enough Yet? A Quick Look at the SF424 R&R Components

Slide 39 SF424 (R&R) Cover Component Page 1

Slide 40 SF424 (R&R) Cover Component Page 2

Slide 41 Project/Performance Site Locations

Slide 42 Other Project Information Includes information on involvement of Human Subjects, Vertebrate Animals, Environmental Impact, Foreign Involvement Includes separate PDF attachments for –Project Summary/Abstract –Project Narrative Separate component developed for Research Plan –Bibliography & References –Facilities & Other Resources –Equipment resources

Slide 43 Other Project Information

Slide 44 Senior/Key Personnel Captures personal profile information on the PD/PI, Key Personnel, and Other Significant Contributors Captures structured data for 8 individuals (PI and 7 others) –More than 8 - information is provided in an attachment (not structured data, just text) Biosketch is attached for each person –Same data requirements exist; however, page limits slightly change to just 4 pages –Eliminating the 2 page limit for subsections

Slide 45 Senior/Key Person Profile NIH requires Commons ID here!

Slide 46 Budget Sections A & B Personnel separated into 2 sections Senior/Key Person –Allows 8 as named individuals & structured data –> 8 information is provided in an attachment (not structured data, just text) Other Personnel –Postdocs, Grad Students, Undergrads: captures # only Some Agencies have had to make a business process change from percent effort to person months

Slide 47 Budget Sections A&B

Slide 48 Budget Sections C - E C. Equipment –Allows itemization of up to 10 More than 10 total dollars are inserted in line 11; however, the details are provided in an attachment D. Travel –R&R separates out Domestic & Foreign –This will not change any NIH policy/practice. We will continue to award as a single category E. Participant/Trainee Support Costs –Will not be used by NIH unless specifically noted in an announcement –Tuition Remission will continue to included in section F. Other Direct Costs

Slide 49 Budget Sections C-E

Slide 50 Budget Sections F - K F. Other Direct Costs –Itemizes Supplies, Publication Costs, Consultants, ADP/Computer Services, Consortium Costs, Equipment or Facility Rental/User Fees, Alterations & Renovations –Have included agency-specific instructions to use this section to also account for patient care costs & tuition remission G. Total Direct Costs (A – F) H. Indirect Costs I. Total Costs J. Fee K. Budget Justification—a PDF text attachment

Slide 51 Budget Sections F-K

Slide 52 Budget General Notes Applicant prepares a detailed budget for every budget period There is no summary budget page A detailed Cumulative budget is system-generated after upload to Grants.gov

Slide 53 Subaward Budget Attachment Form Used for detailed budget from any consortium grantee Allows up to 10 separate budget attachments—one for each consortium grantee Applicant sends the R&R budget component to the consortium grantee for completion; it is returned to the applicant; applicant attaches it in this component Applicant still needs to include the total costs for all consortiums in their own detailed budget, Section F.5

Slide 54

Slide 55 Need Help? Your dean’s office can help you. Call or there first! RSP can help you. – –Call: and tell them you need grants.gov help.

Office of Research & Sponsored Programs Grants.gov