Proposal Development in KC

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Learning Objectives

Learn how to: Create a Grants.gov (S2S*) proposal Review and approve a proposal Create a summary proposal Copy a proposal Process a Change/Corrected Grants.gov

applicationPractice your skills:

Create a Grants.gov proposal and submit it for approval

Create a summary proposal and submit it for approval

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Budget development will not be covered in this class

*S2S = System-to-System

General information about Proposals in KC All faculty and administrators will be given

the Proposal Creator role

OSP or BC should be notified when a proposal development document is being prepared for submission; include the proposal number in the communication

Individuals will need Adobe Reader to view .pdf files in KC

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Colleges/Departments are encouraged to determineInternal processes for proposal creation prior to go-live

General information about Proposals in KC (continued) Proposal Development documents have three

sections that can be edited simultaneously by multiple people – Proposal, Attachments, and Budget

KC includes a status box, located in the upper right hand corner of every document, with relevant summary information:

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Proposal Status Creation Date PI

Document Number Initiator Sponsor, and if it is

being submitted via Grants.gov

Creating a Grants.gov Proposal in KC

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Current State Process

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Draft eTransmittal /

Notify OSP

Download Grants.gov package

Draft budget Send budget to OSP for review

Review feedback, make

changes

Complete eTransmittal

with attachments

Route for approvals

Complete Grants.gov package

Send Grants.gov package to OSP

for review

Review feedback, make

changesApproval granted

OSP submits proposal to Grants.gov

OSP receives notification from

Grants.gov

OSP sends notification to PI

and administrator

New Process - KC

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Create Proposal Development

(PD) doc / Notify OSP

Link Grants.gov opportunity

Assign proposal permissions

Add Key Personnel

Draft budget*Email OSP when budget is ready

for review

Complete PD document, with attachments

Perform data validation

Submit for approval

OSP reviews the PD document

Review feedback, make

changes** Approval granted

OSP submits proposal to Grants.gov

Notification from Grants.gov

transmitted to KC

*Budgeting will be covered in Budget Development course

**May require re-routing the PD document

Key differences in process

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No downloading forms packages / double entry of information Grants.gov forms are automatically populated

with data entered into the KC proposal KC validates proposals for the specific

opportunity selected to ensure that the required data, forms, and attachments are included, prior to submission

Status updates from Grants.gov are transmitted electronically to MSU and displayed in the S2S area of the proposal

There are fields that OSP cannot edit once the proposal has been routed (e.g. budget, dates)

Create the Proposal

Researcher tab Click the Create Proposal link, located in

the proposals channel Unit tab

Click the Create Proposal icon, located in the preaward channel

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Required Fields to Save the Document

There are 7 required fields that must be entered in order to create and save a Proposal Development document. Two ways of saving within a Proposal

• Clicking Save Button• Clicking on another tab (referred to as an implicit

save)10

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Proposal Type Used when…

Award Revision

Gathering approvals for award revisions and creating revised budgets

Continuation Submitting Grants.gov non-competing applications for an additional funding/budget period within a previously approved project period (typically used by USDA)

New New proposal submission

No Money Agreement

Routing an agreement for approval that does not include awarded funds (e.g. cost share agreement)

Pre-Proposal A pre-application or Letter of Intent is required by the sponsor and the requirements of the pre-application must have institutional approval (e.g. cost share). Also used for pre-proposals submitted through Grants.gov

Renewal A new application requesting additional funding for a period subsequent to what was provided by the current award

Required Fields to Save the Document1. Proposal Type

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Proposal Type Used when…Research Gift

Funds are transferred to MSU without any valuable consideration or compensation to the donor. Gifts of more than $5,000 for the support of research should be routed through a PD document

Resubmission

Resubmitting a previously unfunded proposal

Revision Submitting Grants.gov changes to financial award obligations, competing revisions, non-competitive administrative supplements, and NIH transfer applications

Task Order Submitting a proposal or receiving an award under a master agreement

Required Fields to Save the Document1. Proposal Type, cont.

Generally, the lead unit is the unit responsible for the proposal submission Typically, associated with the PI, although not

required Options appearing in the dropdown list are

unit(s) that the individual has been granted access to create proposals for (based on access provisioning / ARMs)

Once saved, cannot be changed!

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Required Fields to Save the Document2. Lead Unit

Types include: Construction Education/Instruction Fee for Service Fellowship Public Service Research Student Services

Drive the default F&A Rates used in the budget More about that in the Budget Development in

KC course 14

Required Fields to Save the Document3. Activity Types

4. Project Title If the title is unknown you can use a “.” to pass

the validation. Remember to change it!5. Sponsor

If the sponsor is not listed, select To Be Named as the sponsor and email KCHelpDesk@msu.edu to request that the sponsor be added

Using To Be Named allows you to continue working on your proposal, but will prevent you from submitting the proposal for approval

6. Project Start Date7. Project End Date

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Required Fields to Save the Document

Proposal Permissions

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Proposal Permissions Allows the individual creating the proposal to

grant permission to create, modify, or view information in the proposal

Assigning roles will permit others to interact with the specific proposal they are added to; it does not impact other documents in KC

Proposal roles can be granted, changed, or removed

To assign proposal permissions: Click on the Permissions tab Type in the MSU net id or perform a lookup to find

the person being granted a role Select the role Click Add 17

Proposal Roles Aggregator Automatically assigned to the individual that creates the

proposal; Full access to add/edit/delete data and attachments, answer investigator certification questions, submit or delete the proposal

Narrative Writer Can add/edit/delete proposal data and attachments and view budgets

Budget Creator Can add/edit/delete proposal data and budgets and view attachments

Viewer Can view proposal data, attachments, and budget Delete Proposal Can delete the proposals that are in progress (proposals that

have been submitted for approval cannot be deleted)

18Other roles are listed in the system, but will not typically be used at MSU

Proposal Permissions

At least one person should be assigned as the Aggregator, in addition to the person creating the proposal

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Narrative Writer is the recommended permission toassign the PI(s)Viewer is the recommended permission to assignresearch administrators outside of the lead unit that have faculty collaborating on the proposal

Change or remove roles

Remove individuals – click delete and answer the confirmation question

Change roles – click edit role, uncheck the current role assignment, check next to the appropriate role, and save Unassigned removes permission, without

removing the person making it easier to reassign a role if things change (as they sometimes do!)

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The system requires at least one aggregator and will prevent the removal of the person/role if there is only one individual with the aggregator role

Complete the Sponsor & Program Information

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Complete the Sponsor & Program Information Click show on the Sponsor & Program

Information panel The following fields appearing in bold

should always be completed, when applicable; those not bolded do not need to be completed:

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• Sponsor Deadline Date• Sponsor Deadline Type• Prime Sponsor ID• NSF Science Code• Sponsor Div Code• Anticipated Award Type• Agency Routing Identifier• Opportunity Title

• Sponsor Deadline Time• Notice of Opportunity• CFDA Number• Opportunity ID• Sponsor Proposal ID• Does this proposal include Subawards?• Sponsor Program Code• Previous Grants.gov Tracking ID

Performance Site Location(s)

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Performance Site Location(s) Indicates where the work will be

performed May be required for some Grants.gov

proposals To add a Performance Site Location:

Click on the lookup icon Enter the search criteria Click search Click return value for the desired location Click add Click show on the Congressional Districts subpanel Select the applicable State from the dropdown (or

00 if foreign) Enter the number portion only in the District

Number field (e.g. 008) Click add

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The Performance Site Location and Other Organization subpanel are very similar, however they pull address information from different tables in KC

We recommend subrecipients be entered on the Other Organization subpanel rather than the Performance Site Location

The steps to add an Other Organization are the same as adding a Performance Site Location

Contact KCHelpDesk@msu.edu if the organization is not found in the Performance Site Locations or Other Organization search

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Performance Site Location(s)

Always use the lookup to search and return the Performance SiteLocation; typing the information prevents the system from populatingthe address and may lead to errors when you try to print thePerformance Site Location form

Add Keywords, if applicable

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If the proposal includes international activities, add the country/countries where the international activities are taking place

Other programmatic keywords are optional and can be added at the discretion of the PI(s) Adding programmatic keywords are beneficial for

reporting purposes

Add Keywords, if applicable To add a keyword:

Click on the lookup icon Enter the search criteria

• Keyword Code field includes categories of keywords (e.g. entering *country* will yield the list of countries)

• Description is the Keyword field Click search Click the checkbox next to the keyword(s) Click the return selected button

Contact KCHelpDesk@msu.edu if you would like to have a new keyword added

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Link the Grants.gov opportunity

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S2S tab only becomes active when a federal sponsor is selected

Link the Grants.gov opportunity To attach the Grants.gov opportunity

Click the S2S tab Click the S2S Lookup icon Select Grants.gov as the S2S Provider Enter the Opportunity ID and/or CFDA number

• The Opportunity ID and CFDA number must be entered exactly as identified in the solicitation. Wildcard searches do not work in these fields.

Click search Click the return value link for the desired

opportunity

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S2S Subpanels Opportunity subpanel – contains the

following: Information about the linked Grants.gov

opportunity• Including a link to the Instruction Page

Submission Type should be selected as follows:

• Application (default) – first submission of this package

• Preapplication – for pre-proposals or letters of intent

• Change/Corrected Application – resubmitting a corrected proposal package

S2S Revision Type• Only applicable when the Proposal Type is

Revision

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S2S Subpanels Submission details

Contains the status information from Grants.gov; populated once the proposal has been submitted

• Will reflect any changes in status from Grants.gov

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Select the Grants.gov forms Click show on the Forms subpanel Review the forms, check the boxes in

the Include column to add optional forms Mandatory – forms that must be included in

the proposal and will (if Yes) be included automatically

Include – forms that are not required for all proposals, but may be conditionally required – based on the sponsor’s solicitation and the project being proposed

Desc – notes whether the forms are included in the PD document (available) or will need to be downloaded separately from Grants.gov

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Unsupported Grants.gov Forms There are a few forms that are not widely

used by Grants.gov and not directly supported in the application, but can be completed outside the system and uploaded in the proposal

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Mandatory Desc Action

Yes Yes KC will automatically include theseNo Yes Check to include, if neededYes No Upload using User Attached Forms No No Upload using User Attached Forms, if

needed

Upload Grants.gov (User-Attached) forms, if necessary Download the form from the Grants.gov website

Note that only the .pdf forms marked with an asterisk can be used

Fill out the form according to the sponsor’s instructions and save it on your computer or network drive

Click show on the User Attached Forms subpanel Enter a description Click the choose file button, select the completed

form, and click choose Click the add button

The system will validate that the required information has been completed on the form; an error will be given if any required information is missing on the form

34User Attached Forms are ONLY attached in this section of the proposal and not on the Abstracts and Attachments tab

Add Key Personnel

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Add Key Personnel Add Personnel

Click on the Key Personnel tab Click the Employee or Non-Employee lookup icon Enter desired search criteria and click search Click return value next to the desired individual

Select the Proposal Role PI, Co-Investigator, Key Person

When Key Person is selected, type in the specific role that the individual will be serving in the Key Person Role field Key Persons are not included in the credit split or routing by

default, however, you can add them by clicking on “Add Unit Details”

In most cases Key Persons will not have to complete the Investigator questions, however, they can be added if necessary (e.g. Mentors for fellowship applications)

Click the add person button 36

Process is the same as other sponsors, but the roles are slightly different

PI/Contact: The PI serving as the point of contact for the proposal

Multiple PD/PI: Select Co-Investigator as the Proposal Role (the system will display a Multiple-PI checkbox); check the Multiple-PI checkbox

• This system will perform a check upon validation or submission to ensure that the PHS Multiple PI Leadership Plan is included

Co-Investigator: Select Co-Investigator as the Proposal Role and do not check the Multiple-PI checkbox 37

Add Key Personnel: NIH

Add Key Personnel: NIH continued Add the eRA Commons Name (required)

Click show on the individual’s panel Click show on the Person Details subpanel Enter the individual’s eRA Commons User Name

in the field provided Assign individuals serving as other

significant contributors (as defined by NIH) the Key Person role (per instructions on the last slide) Once added:

• Click show on the individual’s panel• Click show on the Person Details subpanel• Check the Other Significant Contributor’s

checkbox• Click Save

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Non-employees as Key Personnel Select Key Person as the Project Role when

the Co-Investigator or PD/PI is a non-employee Enter “Co-Investigator” or “PD/PI” as the Key

Person Role Non-employees are not included in the credit

split or routing Non-employees do not have to complete the

Investigator questions Contact KCHelpDesk@msu.edu if the

individual is not included in the Non-employee lookup.

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Key Personnel – Grants.gov order

Order of the panels is the same as on the Grants.gov forms – use the green up/down arrows to change the order, if necessary Default order is grouped first by role (PI, Co-

Investigators, Key Persons) and alphabetically by first name within the role groupings

Additional PD/PIs and Co-Investigators added as Key Persons should be moved so that they are listed after the PI

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Proposal Person Certification Questions MSU employees with ‘investigator’ roles (PI, Co-I,

Multi-PI) must answer Proposal Person Certification questions

Can be answered by the investigator prior to routing or during review/approval (Incomplete) changes to (Complete) once the questions

are answered and saved 41

Occasionally, individuals listed as Key Persons may need to answer the certification questions

To include certification questions for key persons, click show on the Certify subpanel, then click the include certification questions button 42

Proposal Person Certification Questions – Opt in for Key Persons

Combined Credit Split

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The Combined Credit Split panel is where MSU will identify:

F&A Allocation credit Post Award (bookkeeping) Unit credit Space credit

PI Profiles will load into the F&A Allocation column

Values in the Combined Credit Split panel (across investigators and units) must add up to 100%.

Combined Credit Split Panel Credit is distributed both across

investigators, and between the units they are appointed inInvestigator

Line

Unit Line(s)

F&A Allocation – Investigator’s Unit(s)

F&A Allocation between units is populated by that individual’s PI Profile.

Pre-populated by PI Profile

F&A Allocation – Investigators

Investigator lines must total 100%

Credit must be entered (distributed) among the investigators listed on the project

Assigning the Book Keeping Unit Assign 100% to the Post Award Unit

responsible for managing the award Assign 100% to the investigator that is

associated to the unit (typically the PI)

Assigning the Book Keeping Unit To pass validations all investigators must

have 100% entered in a Unit line (only 1 Investigator line will have 100%).

Assigning Space Credit

Space credit is assigned in the Space column

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How to identify if an Investigator has space credit when added to a proposal

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In the Unit Details tab, the Profile Name identifies that the person

has space credit as well as the unit that should receive the credit

Assigning Space when there is no space credit When there is no Space credit, the

amounts entered in the Space column must match what is in the F&A Allocation column

Assigning Space when one PI receives Space Credit The one PI with space credit must enter

100% in the Investigator line and in the Unit line that is receiving the credit

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Assigning Space when one PI receives Space Credit An entry must be made in a Unit line for all

Investigators so the Unit Totals will calculate to 100%

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Assigning Space when one PI receives Space Credit The Unit Total for all Investigators and the

Investigator Total all equal 100%

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Assigning Space when more than one PI receives Space Credit Enter 100% in the Unit line that is

receiving space credit for all investigators receiving space credit

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Assigning Space when more than one PI receives Space Credit Divide 100% by the # of Investigators

receiving space credit and enter that amount on their Investigator lines

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Assigning Space when more than one PI receives Space Credit An entry must be made in a Unit line for

all Investigators so the Unit Totals will calculate to 100%

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Assigning Space when more than one PI receives Space Credit The Unit Total for all Investigators and the

Investigator Total all equal 100%

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Unit & Central Administration Contacts

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Click Sync All button to load contact information for administrators associated with the lead unit listed on the proposal

You may add or delete unit contact information where applicable

Special Review

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Activities requiring special institutional review should be noted on the Special Review tab

Special Review

Types of special reviews that, if applicable, should be identified at the proposal stage include: Human Subjects Animal Use International Activities Additional Space/Renovations Export Control – if review is required at the

proposal stage URO – if inclusion in the URO is determined at the

proposal stage

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Note Special Reviews Select the Special Review Type Select the Approval Status

If Human Subjects approval has not been applied for, select Approval Status of Pending (this will populate the Grants.gov forms appropriately)

Complete other fields, if applicable Protocol Number Application Date Approval Date Expiration Date Exemption # (used only for Human Subjects)

Add comments, if desired Click Add

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Upload Attachments

The Abstract & Attachments tab will contain documents required for the completion of the proposal development document, such as the narrative, budget justification, biosketches, etc.

The Notes subpanel is where reviewers will be able to add and read notes related to the proposal

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Upload Attachments Three types of attachments:

1. Proposal – documents relating to the overall project; e.g. Narrative, Budget Justification, etc.

2. Personnel – documents relating to key personnel named on the project; e.g. biosketches, current & pending support, etc.

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File names must be unique

File names and/or descriptions must be freeof special characters

The Proposal and Personnel subpanels are used for Grants.gov attachments only

File format should be in pdf

Upload Attachments3. Internal – documents relating to MSU

business policies or practices in support of the project; e.g. space plan, cost share commitment letter, subrecipient commitment letter, etc.• Summary proposals will include all of the

attachments in this subpanel (including summary, scope of work, budget, etc.)

• Can include file formats other than pdf (e.g. Excel, Word, etc.)

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Adding Attachments Click on the Abstracts & Attachments tab Click show on the applicable panel Select the Person

Personnel Attachments only Select the Attachment Type Click the Browse button by the File Name field

Select the file from your desktop and click open Select the status of the attachment

Proposal Attachments only Type a description

The description field is required if Other is selected as the Attachment Type, otherwise it is optional

Complete any other fields, if desired Click Add 66

Abstracts

Used for text-based documents Documents should be attached, unless the

sponsor solicitation specifically designates that project abstract and other documents be submitted in a text-based format

Rarely, if ever, required To add a text-based document:

Click show on the Abstracts panel Select the Abstract Type Type or paste the information into the Abstract

Details field Click add

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Add Notes Notes can be added to the proposal in the Notes

panel Can be viewed by anyone that has access to the

proposal Can be deleted by the note author, while “In

Progress” Do not flow to the Institutional Proposal or Award This is where notes will be added during the route

for approval process Enter the Note Topic

Suggest using “Review Comment” if the note was added while reviewing the proposal in-route

Type the note into the Note Text field Click Add 68

Enter Voluntary Cost Share, if applicable

Only completed when voluntary cost share is committed in the proposal

Click the Custom Data tab Click show on the Proposal panel Enter a note related to the voluntary committed cost

share If both voluntary and required cost share is included,

quantify the amount that is voluntary and the amount that is required

Click save or navigate to another tab69

Answer Proposal Questions

Every proposal will contain a standard set of questions that must be answered; these are included in the Standard Proposal Questionnaire

Additional questionnaires may be required, depending on content of the proposal (i.e. Grants.gov questionnaires)

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Questionnaire functionality KC has intelligent questionnaire functionality –

that is, the questions presented are based on the data in the proposal and/or how other questions are answered Human Subject = Yes – other questions related

to clinical research will appear More information…provides links to MSU

policies or additional information (context) to help answer the question

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Proposal Actions

Includes important actions such as: Data Validations Printing proposal forms or the full proposal package Copying the proposal into a new Proposal Development

document (instructions included later in the presentation) Viewing the route log

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Data Validation

Can be turned on/off any time during the development process

Includes Errors and Warnings Errors –prevent the proposal from being routed

for approvals and must be fixed Warnings – indicate potential data issues; does

not prevent the proposal from being routed for approval

General Categories Validation errors & warnings Grants.gov errors Unit business rule errors & warnings (specific to

MSU)73

Engaging Data Validation Click on the Proposal Actions tab Click show on the Data Validations panel Click the turn on validation button Click show in each error/warning category to

show the specific error/warning Click the Fix button

KC will take the user to the tab/panel where the error/warning is located (some limitations)

Once the user addresses the issue and clicks the save button, the user will be brought back to the Data Validation panel

Data validation will automatically engage when printing Grants.gov forms or when the proposal is submitted 74

Data Validation Limitations When the error is related to a missing

Grants.gov attachment, the fix button takes the user to the S2S tab even though the missing form is one that should be uploaded in the Proposal Attachments area This limitation exists because of the way

Grants.gov codes the forms/errors; we are not able to correct for this locally

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Submitting the Proposal for Approval

Only individuals with the role of Aggregator can submit the proposal

KC will automatically route the document to the required approvers, based on the information contained in the proposal and institutional practices and policies

Once submitted, the proposal becomes read-only preventing further changes/modifications, except: Notes can be added by anyone on the route path Attachments can be replaced OSP and BC can make limited edits – notifications

are automatically sent when this occurs

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Replacing Attachments

Draft attachments can be used during approval routing and replaced before the proposal is submitted to the sponsor Draft or placeholder attachments must be

uploaded prior to submit• Documents cannot be added, only replaced

Aggregators, Narrative Writers and OSP/BC/CGA may replace attachments

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Replacing attachments

Proposal Attachments – click edit

Personnel & Internal Attachments – click replace

Choose updated file Update the status (Proposal Attachments

only) Click save 78

Oliva, Lisa

Oliva, Lisa

Vader, Darth

Oliva, Lisa

Replaced Attachments

Notification will be generated, alerting individuals that have already approved the document that an attachment has been replaced Notification message can be edited before

sending, if desired

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Proposal Routing (Nodes)

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Project Investigator(s)

Department(s)

Specialized unit(s), if applicable

College(s)

Office of SponsoredPrograms / Business Connect / Contract & Grant Administration

Actions in each node must be taken before the proposal will proceed to the next node

Special Approvers, if applicable

Reviewing the Proposal Locate the proposal via the Action List or

Notification link Individuals will receive an email notification letting them

know that they have a pending action Notifications can be turned off in users action list

preferences (this is shared with KFS) Click on the document number link to open the

proposal and begin reviewing the content The document will open, displaying the Proposal

Summary Tab, which contains most of the information that reviewers need to assess

Additional information about this can be found in the Reviewing and Approving a Proposal job aid

PI/Co-I: Answer proposal certification questions* Located on the Key Personnel tab, Investigator panel,

Proposal Person Certification subpanel • Principal investigators and Co-Investigators only• *Can be answered prior to routing as well

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Approving the Proposal

Review the disclaimer statement located at the bottom of the Proposal Summary page Disclaimer statement contains qualifiers for the

different types of individuals approving the project Click on the desired approval action

Approve/Disapprove buttons – located on the Project Summary and Proposal Actions tabs

Reject Button – located on the Proposal Actions tab Approvers that appear in multiple nodes

can elect to opt out of future approval requests for a given proposal If elected the system will include the approval at all

nodes 82

Approval Actions

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Action Description

Approve Indicates agreement with the information provided

Disapprove

Indicates that the proposal should not be submitted to the sponsor

• Requires the approver to add a comment indicating why the proposal was disapproved

• Locks the document so that no further edits/actions can be taken

• Acknowledgement request sent to previous approvers

Reject

Indicates that additional information or corrections are required before approval can be granted

• Requires the approver to add a comment indicating what information needs to be added/corrected

• Returns the document to the initiator, allowing edits to be made

• Acknowledgement request sent to previous approvers

OSP/BC/CGA Approval Actions

Review the proposal OSP/BC can perform limited updates in the

proposal, should there be an error that does not impact the scope or budget of the project (e.g. a typo in the title)

• KC automatically generates a notification message to the initiator stating that a correction has been made

Approval Action

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OSP/BC Submission Actions

Submit to Sponsor Generates the Institutional Proposal

Submit to S2S Submits the proposal to Grants.gov

• Only applicable to Grants.gov proposals • Action is taken by OSP

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Grants.gov Post Submission Status Status transmitted to KC and

displayed on the S2S Tab > Submission Detail panel Status’ transmitted every 20 minutes Click refresh for the most recent update

(optional)

• Typical updates include: Submitted to Grants.gov, Received by Agency, Agency Tracking Number Assigned, Accepted / Rejected by Grants.gov, and, Funded/Not-Funded

86

87

Section Exercise

Please use the handouts provided to build and submit a Grants.gov proposal

Preparing and Routing a Summary

Proposal in Kuali Coeus

Summary Proposals Used for all proposals except those being

submitted via Grants.gov Proposal information is contained mainly in

attachments rather than entered in KC It is necessary to enter a minimal amount of

data in KC to support routing, approval, and reporting

While it is recommended that the budget be developed using the KC budget tool, it is not required The current Salary Budget Builder will be

replaced by the KC budget tool For more information on budgets in KC, please

attend the Budget Development in KC class 89

New Process - KC

90

Create Proposal Development

(PD) doc / Notify OSP or BC

Link Grants.gov opportunity

Assign proposal permissions

Add Key Personnel

Draft budget*Email OSP or BC when budget is ready for review

Complete PD document, with attachments

Perform data validation

Submit for approval

OSP or BC reviews the PD

document

Review feedback, make

changes** Approval granted

OSP/BC approves PD document

Notification from Grants.gov

transmitted to KC

*Budgeting will be covered in Budget Development course

**May require re-routing the PD document

Key Differences

No interaction with the S2S tab (skip it!) Budgets can be prepared on spreadsheets,

with minimal data entered into KC This topic is covered in the Budget

Development in KC course All documents uploaded in the Internal

Attachments section Only complete the Standard Proposal

Questionnaire

91

92

Section Exercise

Please use the handouts provided to build and submit a summary proposal

93

Proposal Search

Proposal Search – Researcher tab

All My Proposals – opens doc search function with the following data filled in: Document type

(ProposalDevelopmentDocument) Initiator (MSU NetID of the individual that is

currently logged in) Limitations

• Only lists the proposals that were initiated by the individual logged in; does not include proposals that were initiated by someone else

• Only action is to open the document (opens in edit mode if the proposal is in progress and the user has permission to edit)

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Proposal Search – Unit tab

Preaward Channel, Proposal Development Lookup – opens the proposal document lookup function Limitations – no pre-filled search criteria, results

list limited to 50 Advantages – can click the copy link directly

from the search results, saving a few clicks; more search criteria to use to narrow down the results

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96

Copy a Proposal

Reasons you may choose to copy a proposal Create a template proposal

Options provided to copy various sections of the proposal (e.g. you do not have to copy the entire body of work)

Change the lead unit Only permitted when individual is appointed in

or has permission to create proposals in multiple units

Calculate a revised budget at the JIT phase Submit a proposal that is similar to one

already submitted Submit a revised proposal 97

Copy Process

98

Search for the proposal youwish to copy

Select the Components to include*

Select the Lead Unit

Click the copy link

Click Copy

Proposal

* Do not include the attachments if changing the Grants.gov opportunity in the new proposal – doing so may cause validation issues and render your newly copied proposal unusable

Copying the Proposal

Creates a new proposal development document, copying the data from the original proposal

Copy options Include the budget; final version or all versions Include the attachments Change the lead unit (if you have proper

permissions) Include responses to the proposal

questionnaires99

Things to check in a copied proposal

Grants.gov Opportunity and Forms – both the opportunity and form selections (including User Attached Forms) are copied to the newly created proposal

Permissions - original proposals permissions are copied to the newly created proposal

Questions - responses to questions are copied to the newly created proposal, when selected

• Responses to Proposal Certification Questions do not copy over

Attachments – all proposal, personnel, and internal attachments are copied to the newly created proposal, when selected Status changes to Incomplete in copied proposal

Budget – implications covered in the budget development class

100

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Grants.govChange/Corrected Applications

Change/Corrected Grants.gov applications Submitted to make corrections to the

original proposal submission, such as: errors and/or warnings from a post submission

system (e.g. eRA Commons) replace an incorrect version of an attachment

Steps for completing a Change/Corrected Application:1. Copy the Proposal Development document from

the original submission• Following the instructions for how to Copy a Proposal

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2. Enter the appropriate identifier so Grants.gov can link the original application to the change/corrected application • Grants.gov tracking ID should be used in change/

corrected applications for new submissions• Sponsor Proposal ID is preferred if this is for a

Continuation, Resubmission, Renewal or Revision

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Change/Corrected Grants.gov applications

3. Select Change/Corrected Application as the Submission Type on the S2S tab

4. Make the desired changes to the proposal5. Change the status of the attachments to

Complete6. Route the proposal

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Change/Corrected Grants.gov applications

For more information Additional educational/support materials

are available at:http://ra-project.vprgs.msu.edu/user-education-and-resources

KC Support - (517) 355-2000 or KCHelpDesk@msu.edu

105

Please note that first point of contact for questions will be your OSP proposal team or, based upon your sponsor, Business Connect,  as it is now, but you may contact the help desk directly to add sponsors, keywords, organizations, or non-employees to the system or have technical questions.

Questions???

Thank you for your attendance and participation!

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Support Materials available:The following materials are available at http://ra-project.vprgs.msu.edu/user-education-and-resources to aid you proposal preparation: Job aids

Short cut to Creating a Grants.gov proposal Grants.gov User attached forms Modifying Proposal Permissions Entering Key Personnel Distributing F&A and Space Credit and Assigning a

Post Award Unit Noting special reviews in Proposal Development

Documents 107

Support Materials available:

The following materials are available at http://ra-project.vprgs.msu.edu/user-education-and-resources to aid you proposal preparation: Job aids (continued)

Reviewing and Approving a Proposal Copy a proposal Creating a Grants.gov Change/Corrected

Application Preparing a Summary Proposal Creating and Updating PI Profiles

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Support Materials available:

The following materials are available at http://ra-project.vprgs.msu.edu/user-education-and-resources to aid you proposal preparation: Videos

Creating and Saving a proposal Using the shortcut for creating a grants.gov

proposal Assigning Proposal Permissions Adding Keywords to a Proposal Uploading S2S user attached forms Adding Key Personnel to a Proposal Distributing Credit & Assigning Book keeping

Unit

109

Support Materials available:

The following materials are available at http://ra-project.vprgs.msu.edu/user-education-and-resources to aid you proposal preparation: Videos (continued)

Noting special reviews Uploading attachments: proposal, personnel,

internal Completing Proposal Questionnaires Engaging Data Validation Reviewing and Approving a Proposal (faculty

only) Copying a proposal 110