HRSA Electronic Grant Submission

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HRSA Electronic Grant Submission

• September 2006
• Division of Nursing
• Technical Assistance Workshops
• September 6th-7th, 2006 (Washington, DC)
• September 19th-20th, 2006 (San Diego, CA)
• Aisha K. Mix, MPH, MSN, RN, CCM
• U. S. Department of Health and Human Services
• Health Resources and Services Administration
• Bureau of Health Professions
• Division of Nursing

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Goal

• To provide a comprehensive understanding of
• the electronic submission process and the new
• SF 424 Research Related (RR) application.

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HRSA Changes

• Electronic submission via Grants.gov is required
  for all HRSA grant applications
• SF 424 Research Related (RR)
• Allows applicants to use standard forms
  regardless of the program or agency to which they
  are applying
• Reduces the administrative burden on the Federal
  grants community

4
Why? Why? Why?

• Public Law (PL) 106-107
• Federal Financial Assistance Management
  Improvement Act of 1999
• Improve the effectiveness and performance of
  Federal financial assistance programs
• Simplify Federal financial assistance application
  and reporting requirements
• Improve the delivery of services to the public

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Why? Why? Why? (cont.)

• Presidents Management Agenda (2002)
• Agencies to allow applicants for Federal Grants
  to apply for, and ultimately manage, grant funds
  online through a common web site, simplifying
  grants management and eliminating redundancies .
  . .

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Agenda

• Registering with Grants.gov
• Registering with HRSA Electronic Handbook (EHB)
• Finding a Grant Opportunity
• Downloading an Application Package
• Completing the SF 424 (RR)
• Submitting the Application Package via Grants.gov

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Multiple Systems Working Together

• Grants.gov
• Federal governments single on-line portal to
  find and apply for Federal grant funding
• Used by all 26 Federal grant-making agencies
• HRSA EHB
• EHB allows applicants/grantees, program and
  grants management staff to transmit and manage
  application award and performance data

Each system has its own registration
requirements and validation process.
Important!
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Registration Requirements

• Registrations must be completed prior to
  application submission
• Failure to complete the required registrations
  will prevent applicants from being able to submit
  applications through Grants.gov

It is critical for institutions to begin these
registrations at least 2-4 weeks before
applications are due!
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Registering with Grants.gov 3 Step Process
Overview

• Register with Central Contractor Registry (CCR)
• http//www.ccr.gov
• Register an Authorized Organization
  Representative (AOR)
• https//apply.grants.gov/GrantsgovRegister
• Organizations E-Business POC (Point of Contact)
  authorizes the AOR
• https//agency.grants.gov/AorMgrGetID

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Registering with Grants.gov Step 1 of 3

• Organization registers with the Central
  Contractor
• Registry (CCR), the Federal database for
  conducting
• business with the U.S. Government
• Data Universal Number System (DUNS) number is
  required for registration
• Identify E-Business Point of Contact (POC) to
  authorize organizational representatives at
  Grants.gov
• Confirm the Marketing Partner ID Number (M-PIN)
  for use in the authorization process

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Registering with Grants.gov Step 2 of 3

• Register an Authorized Organization
• Representative (AOR)
• Obtain a Username and Password from the
  Grants.gov Credential Provider
• Register the Username and Password at Grants.gov
• Representative will return to Grants.gov and
  create a profile using the username and password
• An email will be sent to the E-Business POC,
  informing the POC of registration

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Registering with Grants.gov Step 3 of 3

• Organizations E-Business POC (a.k.a. Signing
  Official)
• authorizes the AOR
• E-Business POC will receive an email that an
  organizational representative is attempting to
  register at Grants.gov
• E-Business POC authorizes the AOR in Grants.gov
• Log-in requires the organizations M-PIN and DUNS
  number
• Following authorization, the organization
  representative will now be an Authorized
  Organization Representative (AOR)
• Only an AOR is allowed to submit an application
• An organization may have more than one AOR

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Registering with HRSA EHBs

• Registration is required once for each user for
  each organization they represent
• 2-step process
• Individual users create individual system
  accounts
• Individual users associate themselves with the
  appropriate organization (note use the 10-digit
  grant number from the Notice of Grant Award
  (NGA))
• Organizations must include a DUNS number in their
  institutional profile that matches the DUNS
  number on the submitted application.

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Registering with HRSA EHB (cont.)

• Project Directors (PDs) or Principle
  Investigators (PIs) must register and associate
  themselves with the organization using their
  grant number (if existing grantee)
• Applications can be prepared by multiple
  individuals within an organization in a
  collaborative manner, but they must be submitted
  by the authorizing official (AO) to whom the
  PD/PI has given submission privileges

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Registering with HRSA EHB (cont.)

• The PD/PI must hold a PD/PI account and be
  affiliated with the applicant organization
• Note All organizations with non-competing
  continuation applications exist in HRSA EHB, so
  there is no need to create a new organization
  record

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Funding Opportunity Announcement (FOA)

• The application form and instructions will now be
  part of a package that HRSA posts on Grants.gov
  along with each funding opportunity announcement
  (FOA)
• Applicants will download the application package
  for the specific funding opportunity announcement
  from within Grants.gov and save it to their local
  computer system
• This specific application package MUST be used to
  apply for the accompanying solicitation
• Some fields of application are pre-filled from
  announcement

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Finding a Grant Opportunity

• Funding opportunities will continue to be posted
  on the HRSA website (www.hrsa.gov/grants/preview
  )
• The HRSA grants Web site allows applicants to
  access the Grants.gov application package
  directly from the HRSA site
• Funding opportunity announcements (FOA) will
  simultaneously be posted to Grants.gov

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Finding a Grant Opportunity
Search or Sign Up for Email Alerts
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Finding a Grant Opportunity (cont.)
Advanced Search allows you to search through both
the open and archived opportunities
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Finding a Grant Opportunity Basic Search
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Finding a Grant Opportunity Search Results

• Select the title of the grant to view the
  opportunity synopsis, link to the full
  announcement and apply
• Further sorting can be done by clicking on
  either Sort by Open Date or Sort by
  Relevance

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Applying for Grants
Access to Step by Step Instructions
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Applying for Grants PureEdge Viewer

• PureEdge Viewer is a small, free software program
  required to access, complete and submit
  applications electronically and securely
• System Requirements
• Windows 98, ME, NT 4.0, 2000, XP
• 500 MHz processor
• 128 MB of RAM
• 40 MB disk space
• Web browser Internet Explorer 5.01 or higher,
  Netscape Communicator 4.5 - 4.8, Netscape 6.1,
  6.2 or 7.

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Applying for Grants Non-Windows Users

• A free Citrix server is available to remotely
  access a Windows session for application
  submission
• System Requirements
• OS X Version 10.1, 10.2, 10.3 or 10.4
• 128 MB of RAM
• 10 MB Disk Space
• PowerPC Processor
• http//grants.gov/resources/download_software.jsp
  pureedge

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Applying for Grants
Find and download the application package to any
desk top
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Applying for Grants (cont.)
Register to receive notification of changes to
the application package before downloading it
Download the application instructions/ package
from this location
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Applying for Grants (cont.)
All Mandatory Documents must be completed in
order to submit the application
Optional Documents may or may not need to be
filled out refer to the application instructions
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Applying for Grants (cont.)
To open a form, highlight the form and then click
Open Form
The SF 424 (RR) is an application form that is
comprised of common data elements developed for
use by Federal agencies funding Research and
Research-related programs
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Completing the SF 424 (RR)
Select this icon to receive field-sensitive help
You must use the DUNS Number that matches the
DUNS Number you used for the registration process
Note Detailed instructions for the SF 424 (RR)
are included in every program guidance.
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Completing the SF 424 (RR) Face Page

• Face Page provides general information about the
  applicant organization, contact information for
  the Project Director and Authorized
  Organizational Representative
• Applicants must print off a copy of the
  face/cover pages of the application, sign and
  send them to HRSAs Grants Application Center
  (GAC)
• HRSA Grants Application Center
• Attention name of the program
• Program Announcement Number HRSA-07-
• 910 Clopper Road
• Suite 155 South
• Gaithersburg, MD 20878
• Telephone [phone]

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Completing the SF 424 (RR)Mandatory Documents

• Assurances for Non-Construction Programs
• Signed electronically for submission
• HHS Checklist Form PHS-5161
• Assures that proper signatures, assurances and
  certifications have been submitted
• Assures that pertinent information has been
  addressed and is included in the application
• Project Performance Site Location Form
• Indicates the primary site(s) where the work or
  activity will occur

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Completing the SF 424 (RR)Mandatory Documents
(cont.)

• Senior/Key Person Profile
• Includes information for the Project Director as
  well as senior key personnel. A biosketch should
  be attached for all persons.
• Other Project Information
• Project Abstract and Project Narrative are
  attached here in accordance with the program
  guidance and the program specific requirements.

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Completing the SF 424 (RR)Mandatory Documents
(cont.)

• Budget
• Applicant prepares a detailed budget for every
  budget period.
• Next Period button At the top of the last budget
  page. All required data fields must be completed
  before this button is available
• Section A B
• Senior/Key Person Identify the Total Funds
  requested for all Senior Key Persons
• Other Personnel Identify the other project
  personnel and related funds requested for the
  project
• More detail is requested in the Budget
  Justification

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Completing the SF424 (RR)Mandatory Documents
(cont.)

• Budget
• Section C, D, E
• Equipment description for each item exceeding
  5000
• Total funds requested for all travel related to
  the project
• Participant/Trainee Support Costs (if applicable)
• Section F K
• Other direct costs
• Indirect costs 8 for Division of Nursing
  programs
• Budget Justification Included as an attachment.
  Refer to the program guidance for detailed
  instructions.

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Completing the SF 424 (RR)Mandatory Documents
(cont.)

• Budget
• Cumulative Budget
• All values on this form will be system-generated
  based on the amounts that were entered previously
  under sections A though K for each individual
  budget year.
• Incorrect entries must be corrected by adjusting
  values in the previous sections.

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Submitting the Application via Grants.gov

• Submit button will not become activated until the
  following has been completed
• All Mandatory Fields have been completed
• All Mandatory Documents have been moved to the
  Completed box
• All applicable Optional Documents have been
  moved to the Completed box

Helpful Hint Use the Check Package for Errors
button to find uncompleted Mandatory Fields
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Submitting the Application via Grants.gov (cont.)

• You must be fully registered at Grants.gov to
  submit the application
• Click Submit to begin the upload process
• It may take a few minutes for the upload it is
  dependent on the size of your application

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What to expect after Submission

• Successful Submission
• Submitter will receive the following emails
• Successful Grants.gov verification email
• Application downloaded by the agency
• Unsuccessful Submission
• Submitter will receive an email that the
  application failed the Grants.gov verification
  process
• Email will list what the applicant needs to
  correct

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Reasons for Unsuccessful Submission

• Incorrect DUNS Number
• Use the DUNS number that is listed in your
  applicant profile
• Grants.gov validates the DUNS number provided in
  the SF 424 (RR) form with the applicant profile
• Virus Detected
• Grants.gov conducts a virus scan before it will
  accept an application
• If a virus is detected, the applicant will need
  to either redownload the application package or
  fix the corrupted file

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Review of Electronic Submission

• Step 1 Applicant registers in Grants.gov
• All required registrations must be completed
  prior to submission.
• Step 2 Applicant searches for and identifies a
  grant opportunity in Grants.gov or the HRSA
  Preview.
• Step 3 Applicant downloads and saves grant
  application package to their local computer
  system.

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Review of Electronic Submission (cont.)

• Step 4 Grantee completes the application making
  sure to save a copy of the application to their
  local computer system.
• Step 5 The Authorized Organizational
  Representative (AOR) submits the application to
  Grants.gov.
• Step 6 Grantee submits the application, prints
  off and signs the Face Page from the Grants.gov
  submission and submits to HRSA Grant Application
  Center.

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Review of Electronic Submission (cont.)

• Step 7 Grantee tracks the status of the
  submitted application package at Grants.gov until
  they are notified via email that HRSA has
  received it.
• (After verification, EHB saves the data and
  attachments, and HRSA begins processing the
  application)

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Expected Turnaround Times

• Registration in Grants.gov can take several weeks
  to complete start 2-4 weeks in advance of
  application submission date
• Allow up to 2 business days for acknowledgement
  of receipt from Grants.gov
• Allow up to 3 business days for acknowledgement
  of receipt from HRSA/GAC

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Takeaways!

• Register now to be prepared
• Read and follow all application instructions
• Allow time to read instructions and verify

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Takeaways! (cont.)

• See it through to acceptance in EHB
• When seeking support, be prepared to provide
  identifying information for your application and
  organization
• Network with colleagues at other institutions to
  strategize ways to implement the change to HRSA
  e-submission at your organization

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Where to Access Help

• Grants.gov
• Registration, Submission and PureEdge Viewer
  questions
• Visit http//www.grants.gov/applicant
• Visit http//www.grants.gov/customersupport
• Grants.gov Customer Service
• E-mail support_at_grants.gov
• Phone [phone]

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Where to Access Help

• HRSA Support
• HRSA Call Center
• Phone 877-GO4-HRSA
• Phone [phone]
• Phone [phone]
• Email callcenter_at_hrsa.gov
• HRSA Frequently Asked Questions visit
  http//answers.hrsa.gov
• Grant forms visit http//www.hrsa.gov/grants/form
  s.htm

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Questions?
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Division of Nursing
http//www.bhpr.hrsa.gov/nursing