1. Electronic Grant Submissions and Jackie Hinton Grant Writer/Project Administrator Pediatrics Research Enterprise 801/587-8968 jackie.hinton@hsc.utah.edu

2. Today’s Objectives Take the mystery out of electronic grant submissions Take the mystery out of electronic grant submissions Walk through the steps to find, complete, and submit an NIH application electronically Walk through the steps to find, complete, and submit an NIH application electronically Share problems/solutions we’ve experienced using grants.gov Share problems/solutions we’ve experienced using grants.gov

3. Changing Our Mindsets Business processes are new, and they’re still evolving. Business processes are new, and they’re still evolving. Generic application forms are gone. Generic application forms are gone. Every NIH mechanism (R01, K08) will have its own forms and instructions. Every NIH mechanism (R01, K08) will have its own forms and instructions. FOA’S now differ from RFAs and PAs. FOA’S now differ from RFAs and PAs. You need to know when to use a “parent” or “institute specific” announcement. You need to know when to use a “parent” or “institute specific” announcement. Electronic application system is evolving quickly. Electronic application system is evolving quickly. Using outside system—Grants.gov—creates inconsistencies for NIH Using outside system—Grants.gov—creates inconsistencies for NIH

4. Complete Concept Outline Identify Potential Sponsor Develop Proposal Plan Write Proposal Draft Review & Edit Proposal Submit Proposal Pathway to Success

5. See Handout

6. All NIH applications via Grants.gov by end of 2007 http://era.nih.gov/ElectronicReceipt/ All NIH applications via Grants.gov by end of 2007 http://era.nih.gov/ElectronicReceipt/ http://era.nih.gov/ElectronicReceipt/ Two systems for NIH electronic submission Two systems for NIH electronic submission 1. www.grants.gov (Submit application package) www.grants.gov 2. eRA Commons Applicants check status of submissions and verify completed applications Applicants check status of submissions and verify completed applications Applicants receive and transmit application and award information electronically Applicants receive and transmit application and award information electronically Transitioning NIH to Grants.gov

8. Registration Registration Grants.gov (institutions only—PIs ignore) Grants.gov (institutions only—PIs ignore) eRA Commons (institutions and PD/PI See Handout) eRA Commons (institutions and PD/PI See Handout) Software Requirements Software Requirements (PCs)PureEdge TM viewer downloaded (free) from Grants.gov. (PCs)PureEdge TM viewer downloaded (free) from Grants.gov. (MACs) Citrix (MACs) Citrix Microsoft-based software Microsoft-based software NIH and Grants.gov

9. SF424 (R&R) – an application package made up of different components similar to PHS 398 SF424 (R&R) – an application package made up of different components similar to PHS 398 Not all components used for every Funding Opportunity Announcement (FOA) Not all components used for every Funding Opportunity Announcement (FOA) Agencies create specific application packages for each FOA Agencies create specific application packages for each FOA Each FOA indicates which components are required Each FOA indicates which components are required What is SF424 (R&R)?

10. SF424 (R&R) Application Guides SF424 (R&R) Application Guides Application Guide for the SF424 Application Guide for the SF424 General Instructions walk you through completing various components General Instructions walk you through completing various components Instruction is within the actual forms Instruction is within the actual forms NIH-specific instructions denoted with HHS Logo NIH-specific instructions denoted with HHS Logo

11. Application Package = combination of SF424 (R&R) and PHS398 components Application Package = combination of SF424 (R&R) and PHS398 components FOA (Funding Opportunity Announcement) lists forms needed in Application Package FOA (Funding Opportunity Announcement) lists forms needed in Application Package SF424 (R&R) Components include: SF424 (R&R) Components include: R&R Application Cover Page R&R Application Cover Page R&R Project/Performance Site Location R&R Project/Performance Site Location R&R Other Project Information R&R Other Project Information R&R Senior/Key Personnel R&R Senior/Key Personnel R&R Budget R&R Budget R&R Subaward Budget Attachment Form R&R Subaward Budget Attachment Form Features of SF424 (R&R)

12. NIH agency-specific components (PHS 398) NIH agency-specific components (PHS 398) PHS 398 Cover Letter File PHS 398 Cover Letter File PHS 398 Cover Page Supplement PHS 398 Cover Page Supplement PHS 398 Modular Budget PHS 398 Modular Budget PHS 398 Research Plan PHS 398 Research Plan PHS 398 Checklist PHS 398 Checklist Components include specific data fields (filled out online) and multiple attachments Components include specific data fields (filled out online) and multiple attachments Attachments MUST be converted to PDF before uploading Attachments MUST be converted to PDF before uploading Features of SF424 (R&R)

13. A walk thru the SF424 R & R online Go to www.grant.gov Go to www.grant.gov Click on Apply for Grants Click on Apply for Grants Click on Download grant application package Click on Download grant application package Insert identifier number (e.g. PA 06-181) Insert identifier number (e.g. PA 06-181) Review online application package Review online application package Online with Grants.gov

14. OSP (On behalf of the University) OSP (On behalf of the University) Submits application package to Grants.gov Submits application package to Grants.gov Grants.gov Grants.gov Accepts application Accepts application Validates it against Grants.gov business rules Validates it against Grants.gov business rules Signals NIH to retrieve the proposal Signals NIH to retrieve the proposal NIH System NIH System Pulls the application from Grants.gov Pulls the application from Grants.gov Validates it against NIH business rules Validates it against NIH business rules Generates a complete grant application for printing & verification in eRA Commons Generates a complete grant application for printing & verification in eRA Commons Authorized Organizational Representative (AOR) & Principal Investigator Authorized Organizational Representative (AOR) & Principal Investigator Log into eRA Commons & verify the application to complete the process. Log into eRA Commons & verify the application to complete the process. Electronic Submission

15. What Happens After Submission? After submission—eRA Commons System will After submission—eRA Commons System will Generate a Table of Contents Generate a Table of Contents Assemble the grant image Assemble the grant image Include headers (PI Name) and footers (page numbers) on all pages Include headers (PI Name) and footers (page numbers) on all pages Applicants (AOR/SO and PD/PI) will have 2 days to view and approve the grant image in eRA Commons Applicants (AOR/SO and PD/PI) will have 2 days to view and approve the grant image in eRA Commons

16. On-time submission On-time submission Application accepted by Grants.gov by 5:00 p.m. local time on the submission date (Check FOA for dates and times) Application accepted by Grants.gov by 5:00 p.m. local time on the submission date (Check FOA for dates and times) During the initial transition period—NIH validation errors MUST be corrected within 2 days after receipt date During the initial transition period—NIH validation errors MUST be corrected within 2 days after receipt date On-Time Submission

17. DEADLINE for PI to submit to OSP for Grants.gov submission—Utah (5 Days prior to Agency Deadline) DEADLINE for PI to submit to OSP for Grants.gov submission—Utah (5 Days prior to Agency Deadline) Allow response time for NIH Allow response time for NIH Allow time for corrections Allow time for corrections Grants.gov response to application submission— generally within hours, up to 2 business days. Grants.gov response to application submission— generally within hours, up to 2 business days. PI and AOR/Signing Official (Sponsored Projects Office) review application within 2 business days of availability in eRA Commons. PI and AOR/Signing Official (Sponsored Projects Office) review application within 2 business days of availability in eRA Commons. Expected Turn-around Times

18. Read and follow all application instructions! Read and follow all application instructions! Potential Errors Potential Errors Include PI’s eRA Commons User ID in the credential field (1 st Section) “Profile –PD/PI” on the Senior/Key Person Profile components. Include PI’s eRA Commons User ID in the credential field (1 st Section) “Profile –PD/PI” on the Senior/Key Person Profile components. All non-Pure Edge attachments MUST be in PDF format. All non-Pure Edge attachments MUST be in PDF format. Make sure DUNS number in box 5 of Cover Page matches institution’s in Commons profile. Make sure DUNS number in box 5 of Cover Page matches institution’s in Commons profile. CFDA Number – Ignore. NIH will fill in for you. CFDA Number – Ignore. NIH will fill in for you. Other Support request – DO NOT submit current and pending support in the Senior/Key Person component. Other Support request – DO NOT submit current and pending support in the Senior/Key Person component. “Optional” forms. “Optional” forms. Tricky Fields

20. NIH Term (PHS398) SF424 (R&R) Term New (T-1) New Competing Continuation (T-2) Renewal Revision or Amendment Resubmission Competing Supplement Revision R&R Type of Application also includes “Continuation.” This is equivalent to NIH Progress Report or T-5. NIH will not use the R&R for Progress Reports. New Terminology

21. NIH Term (PHS398) SF424 (R&R) Term PA and/or RFA Funding Opportunity Announcement (FOA)— general term for all PAs and RFAs PI PD/PI: Combined term Authorized Organizational Official (AOO) or Signing Official (SO) Authorized Organizational Representative (AOR) Brent Brown or G&C Officers Other Support Current & Pending Support New Terminology

22. NIH Term (PHS398) SF424 (R&R) Term Literature Cited (Part G. of 398 Research Plan) “Bibliography & References Cited” in R&R Other Project Information Component Consortium Budget Subaward Budget New Terminology

23. Grants.gov Update 2007 – new application packages will use Adobe-based forms and have Google search functionality. 2007 – new application packages will use Adobe-based forms and have Google search functionality. You will need Acrobat Reader Version 7.0.8 You will need Acrobat Reader Version 7.0.8 Acrobat Professional no longer needed. Acrobat Professional no longer needed. Application Packages constructed to allow users to save information. Application Packages constructed to allow users to save information. Applicants able to click a button & see list of data fields not completed. Applicants able to click a button & see list of data fields not completed. Application Package will automatically do a validation check on all fields when submitted by OSP. Application Package will automatically do a validation check on all fields when submitted by OSP.

24. NIH will not hold applicants accountable for Grants.gov or eRA Commons problems NIH will not hold applicants accountable for Grants.gov or eRA Commons problems Applicants are expected to: Applicants are expected to: Complete required registration processes prior to submission Complete required registration processes prior to submission Complete all steps of application submission in a timely way, i.e. Complete all steps of application submission in a timely way, i.e. Submission to Grants.gov Submission to Grants.gov Correct any errors Correct any errors Review application image Review application image Guiding Principles

25. THE END

26. Information in the preceding presentation was obtained from the following: Dr. Bill Alter, Director, Missouri State University OSRP Dr. Bill Alter, Director, Missouri State University OSRP Terri Pianka, U of U OSP Information Specialist Terri Pianka, U of U OSP Information Specialist NIH Website NIH Website Acknowledgements