Proposal Development in KC - Michigan State University · Proposal Development in KC Session FAQs...

Proposal Development in KC Session FAQs

Updated: 3/27/17 1

January 31, 2017

- Can you have multiple roles on the Proposal Permissions tab?

o Yes

- How do we know what our Sponsor ID is?

o Sponsor lookup. A user can search by many different criteria such as Sponsor Name and

Acronym.

- Can you add multiple Performance Site locations?

o Yes

- Will DUNS be separate from Performance Sites?

o Yes. The DUNS Number is maintained in the Organization record and Performance Site

information is contained in the Address Book.

- For Extension offices, would Performance Site be the financial office?

o A template for the Address Book was sent out via RASIC to enter in Performance Sites.

Each college will have to make their own determination.

- How to indicate project is off-campus?

o This is discussed in greater detail in the Budget Development class, but there is a On/Off

campus flag the user can select in the budget.

- What happens when a federal agency doesn’t go through grants.gov?

o The proposal would be completed as a Proposal Summary.

- For User Attached Forms, do you have to name them the same as the file name from

grants.gov?

o No, the system will identify it by the form file. If you try to attach a form that is not a

part of the package, the system will throw and error and not let you add the attachment.

Also, if you do not fill out the form completely, the system will throw and error as well.

- With fellows, will there be an issue with 2-factor authentication and approving the document

number as there is with the eTransmittal now? Will they be able to approve the proposal?

o Yes, they will be able to approve in KC.

- Does the system save as you go?

o The proposal development document saves automatically when going from tab to tab,

but does not save while you are entering information in the tab. The user must click the

Save button to save information if they are not leaving that tab and want to save the

information they have already entered. When the user tries to close out of the

document, the system will prompt if you want to save.

- What happens if you don’t know who a Key Person will be (PI, Co-I or Key Person)? (TBN

individual)

o The user will have to be added when they know who the Key Person will be just as is

currently the process.

- Which key persons is the eRA Commons ID required for?

o PD/PIs only. The system will throw an error for NIH proposals when you don’t enter an

eRA Commons User Name.

- Who will you call for changes in Investigator’s unit split?


Updated: 3/27/17 2

o The process will remain the same as in eTransmittal. Please contact your College

Administrator who has permission in the system to create profiles.

- If base/default credit splits are the same, will they come into KC that way at conversion time?

o If the base and default profiles are the same, one credit split will be added into KC and be

marked base and default. If there’s more than two splits (base and default) in the

eTransmittal system, only the base and default profiles will be converted in.

- What happens if there’s a bookkeeping unit that’s not available through any of the PI/Co-PIs

credit splits?

o The user can add the bookkeeping unit to the PI’s profile by going to the Unit Details

subpanel of the Investigator’s panel on the Key Personnel Tab and manually adding it.

The system will add a 0% into the F&A Allocation column for the new unit added and the

user can complete the fields for Post Award and Space if necessary.

- Will Space Profiles be automatically added into KC?

o Space Profiles will not be converted into KC as individual profiles. If the unit receiving

Space Credit is part of either the base or default profile, the space credit can be assigned

to that unit in the Combined Credit Split panel. The Space column serves as an indicator

of which unit should receive space credit. Users can rename an existing profile or create

a new profile (if they have the appropriate permissions) and identify the profile as Space

Profile and name the specific unit that should receive the credit.

- Do I need to create a Space Profile for individuals who need space credit in eTransmittal now?

o Yes, you can now, or you create one in KC once the system is live. The unit that would

receive the space credit would need to be included in the PI Profile in eTransmittal and

that profile would need to be either the base or default profile so that it is converted.

- If there’s no Space Credits, do we copy the F&A allocation?

o Yes.

- If there’s changes to Unit Contacts, who do I contact right now?

o You can contact Laura Johnston in OSP and she will contact the RA Project Team to make

the changes. After go-live in April 2017, you can contact the KC Help Desk directly.

- Do Proposal and Personnel Attachments go to grants.gov?

o Yes

- If you select “Incomplete” for an attachment, can you change it later?

o Yes. Documents can be incomplete up until submission to sponsor, when it needs to be

labeled as complete. In addition, attachments can be changed out in route as well.

- On the Custom Data tab, can you include both voluntary and committed cost share in the same

box?

o The Custom Data tab should include both voluntary and mandatory cost share if there is

Voluntary and Mandatory Cost Share included in the detailed budget.

- What happens if you click on activities outside of MSU?

o This is simply a Yes/No question and must be answered before the proposal can be put

into route for approvals.

- When the PI approves will the aggregator receive a notice like we do now?

o No, the aggregator will need to go in and look to see if the PI has approved.


Updated: 3/27/17 3

- When you route it will the PI get a notification?

o Yes, the PI will receive a notification to approve.

- Can people shut off notifications?

o Yes, people can go into their preferences and make selections for certain actions. Look at

the default email notification. It could be set at none, daily, weekly or immediately. For

approvals “weekly” may not be a good setting preference.

- Will everyone receive notification of proposals that have been routed?

o Everyone in the proposal route will receive notice to approve when the proposal is in the

individual’s approval node.

- What is review/edit? (in the proposal roles)

o With the right permissions/role, we can revise the roles of people on individual proposal

development documents. This is specific to each proposal development document.

- Can administrators answer certification questions for the PI if the PI answers the questions via

email?

o Yes. However, when the document is in route the PI has to be logged in to answer the

questions. Prior to route, the administrator can answer the questions. It is a good idea to

attach the PI’s email with responses if completing for the PI prior to routing.

- How can a new attachment be put into the proposal when it is re-routed?

o The previous attachment can be deleted and a new attachment added, or the

attachment can be replaced.

February 2, 2017

- Can we recall the PD document to make changes (similar to how we pull back the eTransmittal?)

o Yes

- Will the proposal deadline policy change?

o No

- With a USDA competition when they aren’t funded the first year, and we submit the proposal

again in the second year, what Proposal Type would I use?

o Users will choose either New or Resubmission, depending on the solicitation. Users

would not use Revision.

- When would we use Continuation as the Proposal Type?

o An example of a time when a user would choose the Proposal Type of Continuation

would be for USDA project reports that we are submitting System-to-System

(Grants.gov).

- Where is the Proposal Type for Testing?

o Testing is now referred to as “Fee for Service” and is included in the Activity Type

dropdown.

- Can a narrative writer add keywords?

o Yes, a narrative writer can add any Keywords that this contained within the Keyword

lookup.

- Do we have to add OSP in the Permissions tab so they have access to review?


Updated: 3/27/17 4

o No, OSP will be able to access your proposal without having to been given specific access

to the individual proposal development document.

- Do we have to add a subcontractor as a Performance Site in order to add the sub budget?

o The KC system does not require that the subcontractor be added to the Performance Site

in order to add a subaward budget, but if the subcontractor was acting as a

Performance Site (and the proposal was being submitted S2S), users would need to add

them in the Performance Site area so that they were listed on the Grants.gov forms.

- What are examples of User Attached Forms?

o Examples of User Attached Forms are Inclusion Enrollment and Assignment Request

Forms. Depending on the solicitation, there could be others. All forms can be found at

http://www.grants.gov/web/grants/forms/r-r-family.html#sortby=1 and can be

downloaded and completed before attaching them to the proposal development

document.

- There are a lot of forms that need to be included in the proposal that are not included on the

S2S tab, such as biosketches, current/pending, etc. How are those included?

o Documents such as Biosketches and Current/Pending and attached to the proposal

development document on the Abstracts and Attachments tab. Other examples of

document attached in this area include Narratives, Budget Justifications, etc that

included in the Abstracts and Attachments tab. KC takes these attachments and

combines them with the forms on the S2S tab to create the complete Grants.gov

submission package.

- Why doesn’t the space credit profile auto populate with the F&A profile information?

o The space credit profile does not auto populate because there is not a separate space

profile in KC for the system to automatically pull into the space credit column. Exploring

the best way to have this occur in the system has been placed on the future

enhancement list and will be investigated with the business office and KC team to

determine the best solution.

- How do I know if I’ve added a faculty member that’s not from my unit, whether or not they have

a space credit profile?

o Users can look at the name of the profile in the Unit Details subpanel for the

Investigator. It is recommended that if a PI Profile is built and it includes the unit that

should receive space credit, this should be noted in the name of the PI Profile so that

other uses know which unit should receive the 100% in the Unit lines of the space

column. Please remember, for each investigator receiving space credit, only one unit can

receive credit for each.

- Will this system link to the Export Control system?

o The information entered in the Special Review tab will not flow to the export control

system, however the Export Control system will pull some information from KC and we’re

working on having the ECORRW be able to route prior to a fully routed PD document.

- If a PI is assigned the Narrative Writer permission can they upload their own files?

o Yes

- Would I attach my limited submission approval in internal attachments?

o Yes

http://www.grants.gov/web/grants/forms/r-r-family.html#sortby=1


Updated: 3/27/17 5

- Will the system allow you to attach file types other than pdf?

o Yes

- How many characters will the Abstracts field allow?

o The max length of the Abstracts Details box in KC is 50,000 characters.

- Will there be someone at the College level who could route a proposal if the initiator of the

proposal (aggregator) is unavailable to route.

o Yes

- If someone disapproves can they copy the document?

o Yes, disapproved proposals can be copied.

- Can a PI approve as the PI and the chair/dean level?

o No. As with eTransmittal, KC will not allow a PI to approve at more than one level. If they

are listed as a PI, they will only have the ability to approve at that level.

- If I am an approver for multiple orgs, will I have to approve for each org, or only once.

o It depends. If you are an approver in multiple orgs or have approval authority at both the

department and college level, you will receive a question when you approve the first

time if you want future requests. If you answer No, you or anyone else listed in any other

approval node you are listed in will not receive a notice to approve again. This one

approval will serve as the approval for the entire org. If you answer Yes, you and

everyone else listed in those nodes will receive the notification that there is a proposal

development document that needs an action taken on it.

- Why does the attachment have to be in “Incomplete” status?

o It doesn’t. You can select either Incomplete or Complete as the document status. It must

be “Complete” in order for OSP to submit S2S.

- If you aren’t the initiator, but you’re an aggregator, can I use the “All My Proposals” search?

o Yes, you can use the “All My Proposals” but you will need to remove your NetID from

the Initiator search field and put it in the Aggregator

- If I’ve copied a proposal with the budget, can I delete some of the budgets from the copied

proposal?

o Yes. Depending on whether you choose to bring over only the Final version of the budget

or all versions, you can delete any or all of the budgets once the proposal is copied.

February 16, 2017

- I am currently working a Grants.gov submission that is due in June. Can I use the adobe package

or will I have to do the application within the system?

o It depends on when the PI wants to submit. With the due date in June, most likely we

will need to submit within KC. If we want to submit prior to April 24th then we will

submit using Adobe package.

- Since OSP cannot make certain changes after route, what do we do if there is a budget change?

o OSP will be able to “reject” the proposal so that the Administrator or PI can make the

change.

- What is “No Money Agreement” in Activity Type used for?


Updated: 3/27/17 6

o This activity type will be used for external agreements that we receive that does not

have any funding attached.

- With this new system, can the PI get in the system?

o Yes, the PI will have “Create Proposal.” If an administrator initiates the proposal and the

PI has been added to the Key Personnel tab then the PI will have “view” rights.

- What is the recommended way to assign permissions to the PI?

o We recommend that the Administrator create the proposal and add the PI on the

Permissions tab and give the role of “Narrative Writer.”

- If the PI initiates the proposal, will they be able to edit everything?

o Yes.

- Will the other Roles that we are not using in the dropdown be removed?

o We are looking to see how we can remove these from the list. It is low priority currently

though.

- What is the Opportunity ID?

o This is the solicitation number.

- If we have subawards at first but then decide not to use subs prior to submitting, can we easily

remove the subs (without copying the proposal)?

o Yes it will be easy. Copying is not necessary. You will need to uncheck the box on the

Proposal Tab and remove them from “Other Organizations.

- Is there a limit to the Performance Site Location(s) you can add?

o No.

- Will the Congressional District pull in from the Address Book/Org tables automatically for

Performance Sites?

o No.

- What is happening to Fastlane?

o We will still use Fastlane.

- Is non-employee someone who is does not work at MSU?

o Yes.

- How many questions are in the PI certification?

o Two questions.

- The F&A allocation comes from the Personal Profile. Will each faculty member have a profile at

the beginning and who can update profiles?

o We are bringing in the “default” from the current system. The assigned College

Administrator will have the ability to add or remove profiles as needed.

- For the Space Credit column, the split between PIs just indicates who has Space, correct?

o Yes.

- Are we able to change the text of the approval actions buttons?

o We are hoping by go-live the “reject” button will be “return.” This was a recent change.

- Is everything locked after you submit for routing?

o Yes, except for attachments if there is a dummy document attached.

- If you have dummy attachments, won’t the approvers be upset that the attachments have been

changed?


Updated: 3/27/17 7

o This is a similar procedure to eTransmittal. Currently, many of the attachments are not

final, however, in the new system if an attachment is changed all prior approvers will be

notified.

- If we update items after recalling, will the proposal have to go through route again?

o It depends on the change. If small change, OSP will be able to blanket approve if all the

approvals were received earlier.

- Will recalling allow for any changes to be made?

o Yes.

- Will MSU be added as the Applicant Performance Site?

o Yes.

- Will IRB and IACUC be in this system?

o This will not be in KC. We are doing a Phase 2 to develop these systems and we will be

integrated as much as possible.

February 21, 2017

- How will I know what Lead Unit to select on the Required Fields for Saving Document?

o There will be an Access Provisioning process, where administrators will be granted

either a department or college level permission. This is being done through the RASIC

group.

- If you don’t know the title at the time you start the proposal will you be able to go back and

change it later?

o Yes, those with permission to edit the proposal will be able to edit the title up until the

proposal is routed for approval. After that time you will have to contact OSP/BC to have

the title edited while in route.

- What are the Institutional Fields Conditionally Required for?

o You can enter the KC Award ID, which will pull in information from the current funded

award, which will populate the Award Number in the proposal coverpage for S2S

applications (used for renewals)

o You can enter the KC Institutional Proposal ID, which will pull in information from a

previously submitted proposal, which will populate either the previous Grants.gov

Tracking ID (for Change/Corrected applications), or the previous agency assigned

tracking number (for resubmissions).

- Will there be a process for keywords that explains what the Keyword Codes are?

o Yes, there will be a job aid on the OSP website

- For User Attached Forms, do you upload it first before you can click Include?

o Yes

- Can you upload more than one Inclusion Enrollment Form?

o Only one form can be attached. The form obtained from grants.gov allows for multiple

reports within it.

- What about the four digits after the zip code? Will we have to fill that in?


Updated: 3/27/17 8

o The system will have zip codes with four zeros as the four digits after the dash. If the

user would like to change this, they can in the Person Details subpanel as the Postal

Code field is editable.

- When adding non-MSU people what information do I have to provide?

o Address, phone, email, organization name. We are working with RASIC to get the most

commonly used non-MSU people. Going forward you will have to request to the KC

Helpdesk.

- What’s the anticipated turnaround time from the helpdesk?

o One business day.

- Who do I contact if there are changes to who pulls into the Unit Contacts panel?

o Email the KC Helpdesk with the Org Code, Person Role and Name.

- In the Proposal Attachments panel, why would you need a contact name and their information?

o You don’t need to enter that information. Those are not required fields.

- If I have included the subrecipient commitment form in the Proposal Attachments (to be

included with the submitted proposal) do I also have to attach it in the Internal Attachments

panel?

o No, you do not need to attach it twice

- If I don’t have a document attached will I have to re-route to add one?

o Yes. Once a proposal is routed you will only be able to replace an attachment. You will

not be able to add a new attachment.

- If you change budget amounts after routing, will that require you to re-route?

o Yes

- For the food question on the questionnaire, does that include when a PI wants to include

refreshments in their budget for the project?

o No. "Food-related Activities" are projects that relate to food, agriculture, sustainability,

preventing or eradicating disease, and/or promoting health through diet, nutrition,

safety and security for plant, animals, or humans. Examples include but are not limited

to: - plant and animal breeding and production - fisheries - plant and animal health,

disease and pest management - food safety, security and policy - food supply, packaging

and delivery - diet and nutrition (or lack thereof) - food-related environmental,

economic, and societal sustainability, e.g., water, energy, climate, communications, and

communities.

- At what point should I turn on the data validations?

o After you have entered the majority of your proposal information and you are at the

point where you are ready to make corrections.

- Is the default for data validations to be on?

o No, the system defaults to have the validations turned off. This is so the system will not

check all the validation rules every time the user changes tabs or saves. By keeping

validations turned off, you will be able to work quicker in the system.

- Will the PI get a notification that they need to complete their certification questions?

o They will get a notification when the proposal has been routed for their approval. It

won’t say anything specific about the certification questions, however if they try to


Updated: 3/27/17 9

approve without answering the certification questions they will receive an error

explaining that they need to answer the questions before they can approve.

- If I need a subaward budget form, do I have to download the Grants.gov package to extract the

file?

o No, you can download the budget from the Forms section of the Grants.gov website.

- Where will a faculty member want to search for their proposals?

o From the “Search Proposals” link on the Researcher tab, and they can search using the

Investigator field

- Will the proposal search pull past proposals too?

o It will pull in proposals back to 7/1/2010

February 28, 2017

- We have some Grants.gov proposals where they require the package to be attached to an email

rather than be submitted through Grants.gov. How would we handle those?

o You would treat this as a proposal summary submission.

- Why would you send a proposal to Business Connect?

o They process industry projects for Michigan State University.

- Will there still be a prime and direct sponsor?

o Yes. The direct sponsor is identified in the Required Fields for Saving panel and the

Prime Sponsor is identified on the Sponsor & Program Information.

- When you enter the sponsor code, does that initiate different forms that are required to be

completed?

o No, that is driven by selecting an opportunity in the S2S tab.

- For summary proposals, how do I format the proposal?

o You complete the information in the proposal development document similar to how

you enter information into the eTransmittal. You would prepare the proposal per the

specifications of the solicitation, and can attach any of those documents in the Internal

Attachments that you would like to be seen in review.

- For proposal development documents that don’t end up being deleted, what happens to them?

o They stay in the system with a status of In-progress

- What if you have a research proposal that doesn’t use the 55% research rate?

o You can adjust the F&A rate in the budget module. This topic will be discussed is much

greater detail in the Budget Development class. Please sign up for it if you haven’t

already.

- Is there a difference between clicking create proposal from the Researcher tab versus the Unit

tab?

o No, both will take you to creating a new proposal.

- If you create the proposal, do you have access to all permissions?

o Yes. The initiator is automatically given the Aggregator role.

- Do we have to notify the PI that they’ve been added to the proposal or will the system

automatically send them a notification?

o You will have to notify the PI that they have been added to the proposal.


Updated: 3/27/17 10

- Is the budget justification considered part of the budget or part of the proposal?

o It’s part of the proposal and included on the Abstracts and Attachments tab. Users

would need at least the Narrative Writer role to assist with uploading the Budget

Justification.

- Is there a save button or does it automatically save?

o Whenever you change tabs, the system automatically saves the document. You can also

click the save button at the bottom of the tab.

- Is MSU’s congressional district pre-populated in the system?

o Yes, MSU automatically populates in the primary performance site fields. Including the

Congressional District.

- Is the Keywords a required field?

o Only if you mark “Yes” to the international activities question on the Standard Proposal

Questionnaire. If yes, you must enter a country on the Keywords panel.

- If we have new faculty that hasn’t arrived yet, will we be able to add them in the system?

o There is a new process where faculty that have been hired, but haven’t started, will be

able to obtain an MSU NetID as well as a ZPID. This will allow them to be selected in KC

and also let them complete their project based disclosure.

- Will there be a flag to notify the user if the lead unit on the proposal doesn’t match the lead unit

of any of the faculty?

o No.

- If I have an NSF proposal and they have collaborators, what role would I add them as?

o You would select Key Person and type in “Collaborator” in the key person description

field.

- Will the system provide a warning or error if you put in more than five PI’s for an NSF proposal?

o No, we have limited validations for NSF proposals, because we are currently treating

them as Summary proposals and not submitting as S2S.

- For non-MSU employees where is the system pulling the information from?

o Non-MSU employees must be added to the Address Book before they may be selected

and added in the system.

- Do the PI’s have to click the certification questions or can an administrator complete the

proposal certification questions for them?

o The administrator can answer prior to route, but once in route, the questions must be

answered by the PI.

- The unit contacts don’t pull from the Post Award unit identified on the Combined Credit Split

panel?

o No. The Unit Contacts pull from the Lead Unit identified on the Required Fields for

Saving panel on the Proposal tab.

- Who will read the Notes on the Abstracts/Attachments tab?

o All reviewers should be reading the notes.

- Do we need to enter when a PI is over the NIH salary cap, the voluntary cost share on the

Custom Data tab?

o Yes, all voluntary cost share should be entered on the custom data tab.

- On the “Questions” tab, what determines what is shown to the user?


Updated: 3/27/17 11

o Standard questionnaire always shows; others based on the S2S opportunity associated

with the proposal development document.

- Will the Fringe Benefit Excel file be available after the KC system goes live?

o Yes.

March 1, 2017

- When is the last anticipated day of accepting eTransmittals?

o The last day eTransmittals will be accepted is May 15, 2017

- What is your document number?

o Every document in KC has a Document Number. The Document Number can be found in

the document header in the upper right hand corner of each document. The proposal

development document also has a Proposal Number. Once the user has completed the 7

Required Fields for Saving, the proposal development number is created.

- If the person is “unassigned” in the Permission Tabs, what can they do?

o Nothing, however, this is a time saver so you don’t have to look up the person later (if

you know they will need access at some point).

- Can you have more than one Aggregator? o Yes, the system has no maximum limit on the number of Aggregators that can be added

to a Proposal Development document, but it does require that at least one person is named Aggregator.

- For all the Proposal Roles, are any of the roles limited to one person? o No

- What if one person is doing all the roles, do I have to assign them more than one role? o You would assign them the Aggregator role.

- How would you determine where your proposal is at? o The user can check the document status in the Proposal Search results or the Document

Header. The status will be In Progress until the proposal is submitted for approvals. When the status is Approval Pending, the user can go to the Proposal Actions Tab and go to the Route Log panel and see exactly where there proposal is at. They can see who has taken action and what pending actions remain.

- How is that Access Provisioning process happening? o We are collecting this information through RASIC. Access provisioning occurred during

Phase 1A for the roles associated with the modules rolled out during that phase. Since that initial process, the campus community has been able to use ARM forms to request access and this will continue after Phase 1B go-live in April 2017 as well.

- For the deadline time, can you enter time in another time zone or does it have to be Eastern

Standard time?

o It should be Eastern Standard time. You can enter the information in many formats but

we request that it is converted to EST.

- Can you submit the proposal without Performance sites (g.g) if you have them?

o No. They should be added through the helpdesk. There will be a quick turnaround (24

hours at most).

- Can we add Performance Sites now?


Updated: 3/27/17 12

o We are collecting Performance Sites through RASIC and there will be a procedure to add

additional sites after go-live.

- For Extension folks who are all over the state, do we change the Applicant Organization

address?

o No, we will add this address to the Performance Site.

- Will there be a specific form that needs to be filled out to send to the HelpDesk for Performance

Sites, Subrecipients, Keywords, etc..?

o Yes

- Is there a way that a key person can receive F&A credit?

o Yes, if the Key Person is an MSU Employee, you can add them as a Key Person and then

click Show on the person’s panel next to their name and click Show on the Unit Details

subpanel. At that point, the user would then click Add Unit Details and if they have a PI

Profile, it will be brought into the Combined Credit Split. If they do not, you can work

with your College Administrator to set up a PI Profile them and it will show up and you

can assign F&A Allocation credit.

- How do we enter the proposal if we are a subaward to a grants.gov submission?

o This will be completed by doing a Summary Proposal. It will not be a S2S submission.

- For people who have multiple profiles, how do you change the profile?

o You will go to the Person panel, Unit Details, and click on the Search button. Their name

will pull in and then you can see which Profiles are available for that person.

- If entered in an incorrect space profile and have routed, can you change or have OSP change?

o ANSWER: The proposal will have to be recalled or rejected. Once updated, then we

would need to re-route the proposal. This is because the space credit may add an

additional approver (from a new dept) and it affects the calculation of F&A for that

Investigator.

- Do the notes in the Abstracts and Attachments flow through to the Agency?

o No, they do not.

- Will attachments that are not Grants.gov go into internal attachments?

o Correct.

- How does the PI complete their COI questions (is it within the Proposal Questions)?

o This is not done in the Proposal Questionnaire. This is completed in the COI Module.

- How do I turn Data Validation on/off?

o The user can turn Data Validations On and Off on both the Proposal Summary and

Proposal Actions Tabs. On the Proposal Summary Tab, the Data Validations panel is at

the bottom of the page and on the Proposal Actions Tab, it is at the top of the page.

Simply open the Data Validation panel and then click on “Turn off Data Validation” or

“Turn on Validation.”

- Can draft attachments be deleted after route?

o Yes.

- Will we receive an email when the proposal is submitted into route?

o A notification will be sent to each level of approvals (when the proposal is at that level)

and the proposal will be in their KC Action List.

- How will MSU-PROJECTGREEEN proposals work?


Updated: 3/27/17 13

o This is an internal application but it is planned that you will submit these proposals

through the Summary Proposal process.

- Will we be able to see legacy proposals in the system?

o We will be able see proposals that were accepted by OSP on or after 7/1/2010. If you

need to report, though, reporting will be done out of BI.

- Who should I contact for reporting?

o Marc Melton.

- What happens to the original proposal if you copy?

o There is NO effect on the original proposal. The data is just moved to a new proposal.

- Can you use the copy function for the second year of a Project GREEEN proposal?

o Yes, this functionality will work for this.

March 9, 2017

Will USDA proposals still be submitted through grants.gov (S2S)?

o Yes, if the opportunity is available in Grants.gov then the package will be available to be

linked to the Proposal Development document and any forms not included in the

package can be attached using User Attached Forms.

What happens if I need to access to another college to choose a Lead Unit?

o The RA team is working with RASIC to complete access provisioning for Phase 1B so that

everyone has the units they need to create a Proposal Development document and

choose the correct Lead Unit. If after go-live you need access to additional units on

campus an ARM form can be submitted to obtain this access.

Can you select more than one Activity Type?

o No

Is the Education/Instruction Activity Type for education or instruction both inside and outside

MSU?

o Yes

What about Clinical Trials?

o This would be classified as Research for the Activity Type. There are new questions in

the Standard Proposal Questionnaire that will help identify whether the Research is a

Clinical Trial.

Will previous Sponsors already be in the sponsor list to choose?

o Yes

Is there a specific code for a TBN Sponsor while the new Sponsor is being added by the KC

Team?

o 999999

Which Sponsor Code should this be entered in, Direct or Prime Sponsor?

o Direct Sponsor

Start and End Dates, can those be changed at any time?

o Yes

Is there a space to put a Prime Sponsor?

o Yes, this is located on the Proposal tab in the Sponsor & Proposal Information panel.


Updated: 3/27/17 14

How many Aggregators can there be on a proposal?

o As many as you want/need.

Can you delete a Permission for someone once you have the information needed from them?

o Yes, you can add, change or delete Permissions at any time if you are the Aggregator.

Can you only assign one Permission to a person?

o No, you can assign multiple roles.

Will the Fiscal Officer of the Lead Unit be able to view automatically?

o Yes, if they are listed in the Unit Administrator table as the Fiscal Officer for that unit.

Will Preaward Contacts be able to view automatically?

o Yes, if they are listed in the Unit Administrator table as the Preaward Contact.

If they were given the Unassigned role, would they be able to view?

o No, once assigned a role they will have the access

Does the opportunity ID pull in from the S2S tab? If it’s different than the opportunity pulled

into the S2S tab will the S2S information override this?

o Yes to both.

Will the Opportunity ID, CFDA and Opportunity Title fill in from the S2S tab?

o Yes, however, if you have an opportunity that’s not submitted via grants.gov you’ll want

to enter that information if you want to track that information.

What is the Sponsor ID?

o This may be required if completing a continuation, resubmission or a full proposal from

a pre-proposal.

When you do a Keyword lookup, can you search by a specific country rather than by Keyword

Code?

o Yes, you’ll search using the Description field and type the name of the country in and

search. Users can still use wildcards in those searches to assist with bringing up the

result they are looking for the first time.

If travelling for a conference only, should there be International Activities or countries listed?

o No, only if work is being done in those countries.

Some USDA packages require keywords, do they have to be added in the Keywords section?

o No, it’s not required here, they’ll be entered in a separate spot within the application

package and that form will be added to the submission via the S2S User Attached Forms

functionality.

If we’re a sub and the proposal is a S2S submission, is it necessary to pull in the opportunity?

o No, you will not have the option of pulling in an opportunity if the Direct Sponsor is not

a federal agency.

Can the Narrative Writer view Submission Details?

o Yes

Is there going to be a link to the forms to be able to download?

o No. Legacy Application packages will no longer be available on Grants.gov’s website as

of 12/31/17.

Will the Key Personnel tab be where the biosketches go?

o No, this is on the Abstracts & Attachments tab under the Personnel Attachments panel.


Updated: 3/27/17 15

What if a PI has multiple profiles for Credit Distribution?

o College administrators will still be able to setup credit splits; the Base and Default credit

splits currently in the transmittal will be pulled into KC

How should the Bookkeeping unit be handled if it’s anticipated that there will be parent/child

accounts?

o At proposal stage, there can only be one unit. The system will not allow for more than

one Bookkeeping unit. If the bookkeeping unit needed to be changed after the proposal

is awarded, this can be done in the Award module by CGA.

For Space Credit, what happens if a faculty member has more than one office?

o Only one unit for the faculty member should have space credit: this is generally based

off where the faculty has space to do their research rather than where their office is

located.

For the Bookkeeping credit, can you allocate the unit lines in the same way as the PI’s F&A

allocation?

o No; in order to pass validations, only one unit line should have 100% credit

If Unit Contacts need to be changed before go-live, who do we contact to update those people?

o Contact Laura Johnston

On the Special Reviews tab, does International Activities trigger ISP to be included on the route?

o No, ISP is added depending on how the International Activities question is answered on

the Standard Proposal Questionnaire.

Do the subs docs go on the Abstracts & Attachments tab?

o Depends on the document; budget goes in the budget section, all others would go on

this tab if included in the package.

If adding Notes, will these transfer to the Proposal Summary Tab of the proposal?

o No, reviewers will have to go to the Abstracts and Attachments tab in order to see any

notes.

Who can make changes on attachments?

o Narrative Writer and Aggregator

Does “Reject” re-set the route?

o Yes

Can the aggregator reset (or reject) the route at any time?

o An aggregator can recall an app at any time. Reject is only used by the person who has it

for approval.

Will OSP still submit through systems like Fastlane?

o Yes

Is there a place where you can find all of the proposals being worked on by a PI or other

personnel?

o Yes, from the Unit tab; click the search icon next to Proposal Development. You may

need to narrow your search because it only returns 50.

Is the search function limited by permission/access provisioning?

o It will pull up proposals in the search according to the search terms, however, you might

not be able to open/view proposals from there.


Updated: 3/27/17 16

March 14, 2017

When adding a subcontract, will their location and congressional district automatically get added under the “Other Locations” tab?

o The subcontracts address information will pull in if that information is in KC. Congressional District will have to be completed by the user.

Will there be any requirements with Keywords? o The only requirement is that is the International Activities question on the Standard

Proposal Questionnaire is answered Yes, you must have a country listed in the Keywords panel.

Special approver questions: If you click “yes” on Outreach, will this route to Outreach and Engagement; same question for food-related and/or activities off main campus?

o No; only the international and space questions add additional approvers.

Is “Copy a Proposal” the right feature to use if you are negotiating an award and need to make changes to a budget or other pieces?

o Yes; can also use it for resubmission, or as a template for similar proposals.

If a proposal is rejected, will the aggregator be notified that a correction needs to be made? o Yes

How many words are allowed in the summary proposal? o Remember that this is an internal document; “summary” may be misleading in terms of

length. This is very similar to the eTransmittal, with internal documents attached, so there is no limit on the number of words or attachments/information that can be included in the proposal.

Can proposal documents that have never been submitted (and keep getting pushed to the future) be deleted?

o Yes

Is a “Reduction in Funds” a reason to do a Changed/Corrected? o No; you would do a Revision, rather than a Changed/Corrected proposal.

March 21, 2017

Is there a guideline for which Activity Type to choose if a project has more than one?

o If there’s Research involved, always choose research. If you have questions about what

Activity Type to choose, please reach out to your OSP Proposal Team member for

assistance.

Can we change the dates until it’s routed?

o Yes. The only Required field for Saving Documents that cannot be changed once saved is

the Lead Unit. Additionally, all fields in the proposal can be changed until the document

is put into route except Lead Unit.

Does the PI get a notification when added to the proposal?

o No, you will need to notify them.

Will you know if there’s someone else is in the proposal working on it?

o Yes, it will notify you of a Pessimistic Lock and will provide the NetID of the person who

has it locked. More than one person can be in the three separate sections of the


Updated: 3/27/17 17

document (Proposal, Attachments, Budget) but cannot work on the same section at the

same time. If someone has the document locked and is unavailable to unlock, you can

contact the KC Helpdesk to remove the Pessimistic Lock

USDA requires Keywords, do they pull from the Keywords section?

o No, that will need to be added to that specific grants.gov form and then upload using

the S2S User Attached Form functionality.

Where does the Keywords list come from?

o The list came from a combination of information contained in Academic Analytics and

MSU Scholars from VPRGS.

How long does it take for a non-employee to be added into the system?

o There is a 24-hour turnaround.

Is there a way to copy the F&A Allocation to the Space Credit rather than re-entering the

information?

o Not at this time.

Can you submit a proposal with Human Subjects or Animal Use “Pending”?

o Yes, but approval information will typically be needed prior to an award being issued or

an account is setup.

In the “Special Review” tab, which approval status should be used for International Activities?

o “Pending” is fine: the Special Review is primarily for Human Subjects and Animal Use, so

the International Activities review within this section will not trigger anything within the

proposal package. This is determined by how the Questions are answered. But, please

know that if International Activities is selected on Special Review, this information will

move forward to the Institutional Proposal and Award if the proposal is Funded.

If you change the Sponsor, will that affect the attachments?

o No. If you change the S2S opportunity, it will affect the Proposal Attachments, but no

other attachments.

What is the default setting for the data validation function, on or off?

o The data validation default is set to “off”. The data validation will automatically turn on

if the document is submitted into routing.

Is there information for Export Control in KC ?

o Although typically handled at award stage, the Special Review tab is where information

regarding Export Control would be indicated at the proposal stage. Users can also

attached the Export Control Worksheet in Internal Attachments as well.

March 22, 2017

Is there a dummy sponsor I can select if I don’t have my sponsor in the system yet, so I can

continue working on the proposal?

o Yes, there will be a dummy sponsor in the system for you to select. The Sponsor Code is

999999. The name is To Be Named and the Acronym is TBN.

Will my research dean need to be given permission to view a proposal on the Permissions tab?


Updated: 3/27/17 18

o If your research dean is already an approver for proposals in your college, they will

automatically have access to view proposals where their college is included in the

Combined Credit Split Panel

Do I have to give the PI permission to view a proposal on the Permissions tab?

o Once the PI is added to the Key Personnel tab, they will automatically be given view

access to the proposal. If they needed access to edit the proposal (e.g. to add

attachments), they would need a special permission added to the Permissions tab. The

recommendation is to add the PI as a Narrative Writer.

How does the system know what User Attached Form has been attached, so I can mark the box

to include it with the submission?

o In the schema (code) of the Grants.gov opportunity that is pulled into KC, information

about all of the forms in the opportunity are included in the schema. This is why the

forms are listed in the Forms subpanel, but because they are not mapped in KC, the user

must download the form and attach it using the User Attached Forms functionality.

Many times new forms will act in this way. The schema and KC know they are there and

what to look for, but because the form is not mapped in KC, you need another way to

add the form to the proposal.

When you add people to the Key Personnel tab what role does that provide them for the

proposal?

o They will automatically be able to view the proposal, but they won’t be able to edit it.

If attachments are marked Incomplete, can you still route for review, but just not submit S2S?

o Yes. You will be able to route with incomplete documents, but the Office of Sponsored

Programs won’t be able to click the Submit to Sponsor button until all attachments have

been marked Complete.

If the proposal is routing, will I be able to find the document and swap out the attachments?

o If you are an aggregator on the proposal you will be able to search and find the proposal

document and swap out the attachments.

Do we have to setup approvers for the new system, or will those come over from our current

system?

o College and department approvers will be converted from the current system to KC.

Does the email that is sent to the PI provide a link that will take them directly into the Proposal

Development document, or does it only take them to their Action List?

o The email has a link that will take them to take them to their Action List.

Is there a way to easily search proposals by the initiator?

o On the Researcher tab, you can click “All my Proposals” and the system will pull all

proposals that you have initiated.

Can you delete attachments after it’s been routed?

o No. You can replace attachments but you cannot delete attachments during route.

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