FastLane 101

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FastLane 101

• For Central and Departmental Research
  Administrators with FastLane Institutional
  Management User Permissions
• June 2000

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The Basics - Or What is Needed to Start With...

• Workstation Software requirements
• Browser
• Netscape 3.0 or above
• MSIE 4.01 or above
• PDF file generator
• Adobe Acrobat or Distiller 3.01 or above
• Aladdin Ghostscript 5.10 or above
• Adobe Reader

Without these elements, you will be unable to
fully utilize FastLane
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FastLane Topics

• Overview of the FastLane website
• Institutional Components
• Modifying and Adding PIs
• Submitting Proposals
• Using Proposal Status
• Post Award Notifications Requests

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FastLane Website

• URL https//www.fastlane.nsf.gov/

Contains a wealth of information from
institutional registration to how-to use the
system to deadline dates to award searches to..

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FastLane Website

• Clicking on Requirements and Deadlines
• Links to up-to-date information on NSF programs
  requiring FastLane submission

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FastLane Website
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FastLane Test Server

• FastLane Development Website (https//www.fldev.ns
  f.gov), will allow you to simulate most of the
  FastLane features. (It is a good way to test
  drive FastLane. Don't change the information on
  the login screens. Simply click on the login
  button to use the option.)

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Institutional Management Users

• Who are the institutional management users?In
  general, they are Authorized Organizational
  Representatives. Majority are those who Add,
  Modify, and Delete FastLane Users,
  Initialize/Change User Password, utilize
  Institution Reports and Administer
  Notifications To or Requests For NSF Approvals
  Under Grants.

In general, a FastLane User is anyone who needs
to access FastLane to do work for your institution
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Research Administration Functions

• Login using
• SSN number (no hyphens or spaces)
• Last name (lower case OK)
• Password

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Institutional Management Components

• Typical Institutional User permissions are
• Add, Modify, and Delete
• Initialize/Change User Password
• Institution Reports
• Submit Proposals
• SRO-only User Permissions include all of the
  above and
• Change Permissions
• Administer Notifications to/Requests For NSF
  Approvals Under Grants

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Add, Modify, and Delete FastLane Users

• This function allows for adding users (PI/Co-PI,
  Dept administrators, etc.), modifying
  (change/update) user information, and deleting
  users from FastLane.
• Begin by retrieving current listing of FastLane
  users.
• Type in first 2-3 characters of last name.

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Add, Modify, and Delete FastLane Users

• Check for previous listing
• If listed, highlight and click on Modify to
  update, Delete to remove as a FastLane user,
  Cancel to return to menu
• If not listed, click on Add New User. (To work
  on any component of FastLane, an individual must
  be registered and have a Password.)

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Adding FastLane Users

• In order for an individual to be a PI/CoPI, there
  must be a record for that person in the NSF PI
  database.
• After completing the online form, check the box
  to see if the person is in the NSF PI database

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Adding FastLane Users to NSFs Database

• If the individual is not in the database, you
  will be prompted as to whether or not to add that
  individual.
• If you select yes, the add process is initiated.
• NOTE
• You are adding the PIs directly into NSF's PI
  database in real time!

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Required Information Needed to Add PI/CoPI Users

• Name (First, MI, Last)
• Highest Degree/Year Conferred
• Present Institution
• Department
• Street Address
• City, State, Zip
• Social Security Number
• Email Address
• Business Phone
• Fax Number

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Required Information Needed to Add Institutional
Users

• Name (First, MI, Last)
• Social Security Number
• Email Address
• Business Phone
• Fax Number

This category includes those individuals who may
assist a PI/CoPI in proposal preparation
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About Passwords

• FastLane users can change their own passwords
• If a password is initiated or changed by OCGA or
  DRAs, the FastLane user is given a temporary
  password -- the individual user will need to
  change the temporary password to a more permanent
  password the next time they log on to FastLane.

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What to Do When A New Password is Needed.

• Access the Initialize/Change User Password
  component
• When Change User Password screen appears, type in
  a Password twice. (Use Tab key to move to second
  box.)
• Click Change Password
• Confirmation screen will appear if successful
• NOTE
• User will be notified by email that Password has
  been changed
• Email will not contain Password - FastLane does
  not display Passwords

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Using a New or Modified or Reset Password
User clicks on desired PI/CoPI Function
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Using a New or Modified or Reset Password
FastLane User logs in with password provided by
OCGA or Department Research Associates
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Prompt for changing password
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IF USER DOES NOT CHANGE THEIR PASSWORD, THEY WILL
NOT BE ABLE TO ACCESS ANY FASTLANE FUNCTIONS
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User Initiated Password Change

• ON THEIR OWN
• Any currently registered FastLane user can
  convert their PIN to a password
• Click on Change Password under User Functions
  (new component on FastLane home page.)

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User Changing Their Own Password
To login -- the user inserts PIN into Password
field
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Password Changed by User
Type in password -- then re-type to confirm.
Click OK when done.
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General Password Information

• Reuse of Old Passwords
• A password CANNOT be reused for three cycles of
  change
• EXAMPLE If the past three passwords used by an
  individual are PASS1AB, PASS2DC, AND PASS3EF --
  none of these passwords can be used the next time
  the individual changes his/her password

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General Password Information

• Passwords will Expire at Regular Intervals
• A password will currently expire 365 days since
  the last time it was changed
• When a password has expired, the next time the
  person signs on to FastLane, FastLane will inform
  the user that the password has expired and will
  prompt the user to provide a new password.

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Electronic Submission ---Or the Connection
Between PI/CoPI/Dept. and Institutional Management

• The PI must click the Allow SRO Access button -
  which can be done any time during the proposal
  preparation.
• It is recommended that this be done early in the
  process to allow sufficient time for
  institutional review.

• When the PI has clicked the Allow SRO Access
  button, a notice is automatically sent to those
  individuals with the Institutional Management
  User permission to Submit Proposals.

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Electronic Submission - Institutional Management
side of the house

• Once the email message generated by the Allow SRO
  Access button has been received, the person
  responsible for submitting the proposal should
  then
• Access FastLanes Institutional Management
  component
• Select Submit Proposals to NSF and click on the
  OK button.

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The Submission Process

• This screen tells you which proposals are in
  progress and which have been submitted. To
  start reviewing a proposal, just highlight the
  proposal and click on the Check or View
  button.

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The Submission Process - Check

• The Check button does FastLanes automatic
  proposal review. Using FastLanes criteria, it
  will show whether or not the proposal is ready
  for submission. This example shows a proposal
  not ready for submission.
• Click on the OK button to return to Proposals
  in Progress

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Info on the Check Function

• The Check button is the only shared button that
  PIs/CoPIs/Department Administrators and
  Institutional Management Users have in the
  proposal submission process.
• Allows the FastLane system to review the proposal
  and make sure that important information or forms
  are not missing.
• The check returns a report divided into two
  sections items that will not prevent
  submission, and items that will prevent
  submission.

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Info on the Check Function

• The most common error is There is no Current and
  Pending Support form for (name). NOTE If
  someone doesnt have current and pending support,
  then dont create a form.
• All other errors should be taken seriously and
  resolved quickly. Electronic submission cannot
  be completed if these errors arent fixed.

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Editing in the Submission Process

• If the PI/CoPI has allowed OCGA or DRAs either
  one of the following - then OCGA or DRAs can
  utilize the Edit button and change the
  proposal
• Allow SRO to VIEW and EDIT but not submit
  proposal
• All SRO to VIEW, EDIT and SUBMIT proposal

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Editing in the Submission Process

• Authorized OCGA or DRA staff selects proposal
  that requires editing by highlighting the
  proposal
• Click on Edit Proposal

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Editing in the Submission Process

• Select the component to be edited by clicking
  either on the GO button or selecting from the
  Navigation Bar.
• NOTE ANY editing should occur only after
  consultation with the PI.

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The Submission Process Continues

• This is the screen seen when the View button is
  clicked. Even though it says Proposal Printing,
  select one of the forms, click the OK, and the
  form will appear.
• Click on the Cancel button to return to
  Proposals in Progress

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The Submission Process Finale

• When the Submit button is pushed, the Cover
  Sheet data form appears.
• Click on the Yes button to submit the
  proposal.
• The Institution info at this screen location can
  be filled out by the Institutional Mgmt User

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The Submission Process Finale - Caveat

• Even if the system says the proposal is ready -
  it is recommended that it be reviewed.
• Check with the PI/CoPI/Department for a final OK
  before pushing the Yes button to submit -
  BECAUSE..

Once the proposal has been submitted, its gone
and cant be changed..EXCEPT FOR
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Administrative Grace Period

• During this grace period, authorized sponsored
  project office personnel are allowed to make
  administrative corrections to Cover Sheet (NSF
  Form 1207) and Budget (NSF Form 1030) data.
• These corrections do not include changes to
  identified PIs, co-PIs, or other senior project
  personnel or anything but the Cover Sheet and
  Budget

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Grace Period Highlights

• The grace period does not extend the proposal
  deadline
• If a proposal deadline is 500 p.m. proposers
  local time, the proposal must be submitted by
  500 p.m., and administrative corrections are
  allowed until 600 p.m., proposer local time.

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Where to Find Access to Administrative
Corrections..

• Access to the Administrative Corrections utility
  is through the "Submit Proposals to NSF" function.

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Next Steps - Or What Can FastLane DoBesides
Submit Proposals?

• Institutional Reports - Use this tool for
  checking the status of pending proposals,
  upcoming (overdue) reports, and for compiling
  information on NSF proposals/awards for your
  institution
• Post Award Notifications Requests - The PI can
  create a number of standard NSF request and
  notification forms and then forward them to the
  SRO for submission.

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Institutional Reports

• Choose the basic type of report to be developed
• If institution has more than one component,
  select from the pick list
• Click on the OK button to proceed

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Institutional Reports

• Select type of status of report or specific
  proposal or specific PI
• Click on the OK button to proceed

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Institutional Reports

• The results allow for on-screen informational
  review
• Click on an individual Proposal button to check
  the status of a specific proposal
• Click on the Transfer Data to Spreadsheet
  button to develop Excel reports
• Click on Return to go back to initial Report
  screen

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Notifications to Requests for NSF Approval

• Choose one of the two actions available -
  typically this is initiated by the PI or CoPI

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Notifications to Requests for NSF Approval

• This screen is actually what the PI or CoPI has
  generated - showing either notification to NSF of
  approvals granted under the purview the grantee
  organization OR requests needing NSFs approval.
• NSF sends a confirming email upon receipt of this
  form

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And, Finally...Just in General

• Dont be fooled by the name. FastLane is not
  faster.
• It does make some aspects of proposal preparation
  and project management better, but the learning
  curve is steep
• Dont suffer in silence. If something weird
  seems to be happening, contact OCGA - the problem
  may be on FastLanes end of things, not yours!