STANFORDS DROP BOX FOR GRANTS.GOV RESEARCH PROPOSALS

1
STANFORDS DROP BOX FORGRANTS.GOV RESEARCH
PROPOSALS

• esubmit.stanford.edu

2
Grants.gov

• Requires submission of Federal grant application
  packages in a standard electronic
  format(currently PureEdge ICS Viewer files)
• Basic Process
• Users download application package files from
  grants.gov to their computer complete the
  forms/attachments
• Finished packages are emailed for institutional
  review
• Institutional representatives submit packages to
  Grants.gov

3
Grants.gov Challenges

• Only one person at a time can make changes to an
  application package file
• Version control is difficult to establish and
  maintain
• Files are large and unwieldy to transmit, often
  clogging email servers and inboxes. Some are too
  large to email.
• Files have no security and are exploitable via
  email
• No built-in workflow or institutional routing
  functions
• No institutional archive of final, submitted
  packages

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eSubmit

• Mitigates challenges by
• Providing secure, web-driven upload download of
  package files (no more emailing)
• Allowing secure, shared access to package files
• Enforcing strict naming versioning
• Convention pi_sponsor_funding-number_version.xfd
  l
• Example Hennessy_NSF_RFA-CA-07-015_v2.xfdl
• Archiving of final, submitted packages
• Providing workflow routing notifications

5
Grants.gov eSubmit Together

• Users obtain packages from Grants.gov and
  complete the forms with PureEdge (no change)
• Users upload the packages to eSubmit for storage,
  sharing and local review
• Final versions of packages are routed by users
  via eSubmit to institutional reps in central
  offices
• Institutional reps review and submit packages
  from eSubmit to Grants.gov
• Submitted packages are archived in eSubmit

6
Application Features

• Strong browser support
• Windows Internet Explorer 6 7, Firefox 1.5
  2.0
• Mac OS X Safari, Firefox 1.5 2.0
• SUNet ID login official university data
  (people, orgs)
• Packages can be accessed by any specified users
• Participants are (optionally) kept informed via
  email
• File status changes (Ready for Review/Accepted/Wit
  hdrawn)
• Major actions taken (Package/File Uploaded, File
  Purged)
• Deadline reminders seven days in advance
• Central office workloads are easily shared and
  managed(e.g., when a rep is out-of-office during
  deadline)
• Old, obsolete packages never submitted are purged

7
Training, Help Support

• Online tutorials for common tasks
• PureEdge completion of packages
• Uploading packages into eSubmit
• Defining authority notifications
• Other resources
• grantsgov.stanford.edu
• Printable documentation
• Instructor-led training
• HelpSU helpsu.stanford.edu or 5-HELP

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Contact Information

• eSubmit is developed and operated by the Office
  of Research Administration
• Lisa Forgatsch, Training Specialistforgat1_at_stanfo
  rd.edu, 5-9830
• Lee Merrick, IT Managerlee.merrick_at_stanford.edu,
  5-0495
• Jered Winegar, Developerjwinegar_at_stanford.edu,
  3-3267