Cayuse424

1
Cayuse424
Welcome to

• Auto-Populate, Calculate, Validate
• UW-Madisons solution to Grants.gov

Revised 1/10/07
2
Key Dates

• January 8 Earliest date for R01 submission
• (R21 submitted successfully on Jan. 8!)
• February 5 R01 submission deadline
• RSP recommends you have the proposal ready to
  submit 10 business days in advance due to
  bandwidth at Grants.gov and NIH
• Go to
• http//www.rsp.wisc.edu/cayuse
• Check often for updates and help

3
Cayuse Making the Whole Job Easier

• SF 424 Forms completion
• Auto-Population
• Information entered once
• Form Filling simplified
• Budgets
• Automatic Calculation
• Easy Escalation
• Validation BEFORE submission

4
Cayuse Making the Whole Job Easier

• Navigation
• Assistance with Attachments
• Templates to assist in Research Plan completion
• Proposal Approval
• Submission

5
Key Concepts Institutional Profiles

• Reusable information about the UW
• Reusable information about outside collaborating
  institutions, companies, etc.
• Initial set-up must be done in RSP, but is
  available from then on

6
Key Concepts Professional Profile

• Your profile is automatically started when you
  login to the system with your NetID
• Reusable information about you
• Reusable information about outside collaborators
• Reusable information about PIs, administrators,
  etc.

7
Key Concepts eRA Role

• The eRA Role list includes only those titles that
  are acceptable to NIH
• Principal Investigator
• Assistant
• Administrative Official
• Signing Official/AOR

8
Key Concepts Proposals-Autofill

• A pencil icon means you can fill the fields from
  profiles
• You can re-Autofill if the profile information
  changes or you change your mind
• Autofill of certain sections fills other
  logically connected fields

9
Key Concepts Saving

• By default, Cayuse saves your work automatically
  as you move from screen to screen in your
  proposal
• You may sometimes be prompted to save (e.g. when
  editing a profile) by clicking the blue disk
  icon at the top of your screen

10
Cayuse424 Before You Begin

• See the info on the RSP Web site at
• www.rsp.wisc.edu/cayuse
• Use a recommended browser and enable pop-ups from
  Cayuse
• Know your UW-Madison NetID
• Know your opportunity number
• Make sure you have an NIH Commons ID
• Contact RSP about collaborators/subawardees
• Optional Download the research plan tools

11
Overview of What To Do in Cayuse424

• Complete your professional profile once
• Download your opportunity
• Start a proposal
• Fill in the fields on each page (with
  auto-calculation, and auto-fill assistance)
• Attach the research plan and other materials
• Check the error messages and fix things
• Route the proposal for review and approval
• Check the status of your proposal
• During internal (UW) review/approval
• After submission to Grants.gov

12
Cayuse424 Donts

• Don't use the "back" button in the browser
• Don't cut and paste into the application
• Special characters cause problems
• Dont leave the client running overnight
• Browser times out after 4 hours of inactivity
• You can lose the last page of work

13
Logging into Cayuse424

• Go to www.rsp.wisc.edu/cayuse
• Click the Log In button
• Enter your NetID and password

14
What you see once you have logged in
15
Navigating

• Use tabs to move between sections without losing
  your place in the proposal
• Links underneath the tabs allow you to move back
  up one level
• Note the drop down list (this is used elsewhere)

16
Professional Profiles
17
Setting Up Your Professional Profile

• Information to complete a PIs profile
• ? Contact information including address, phone,
  fax, and email
• ? Degrees
• ? Current Biosketch saved as a PDF
• ? NIH Commons ID
• ? Role in the commons
• ? Department and Division
• ? Position/Title
• ? Appointment type
• ? Fringe Benefit category

You only need to enter this one time!
18
Setting Up Your Professional Profile

• Start by choosing the Profiles option on
  the Cayuse424 Overview page

?
Your profile was started when you logged in for
the first time The information comes from the
campus directory You can change the information
but it will not change the campus directory
19

Setting Up Your Professional Profile
Select Professional Profiles All individuals
that you are going to include in your proposal as
key personnel or significant contributors must
create a professional profile Once they have
entered this information in Cayuse424 and granted
you access, you will be able to add the
information to your proposal budget
20

Setting Up Your Professional Profile
Begin by selecting your profile from the list
21

Setting Up Your Professional Profile

• Confirm that the information in your profile is
  accurate and fill in any missing information
• The New Investigator box does not auto-fill into
  your proposal
• Click the degrees button to continue setting up
  your profile

22

Setting Up Your Professional Profile
Attach a current Biosketch to your Profile by
clicking on the Biosketch link and click on the
green cross. There should be no blank spaces in
the name of the Biosketch.

Upload your current Biosketch as directed You can
update your Biosketch at any time
23

Setting Up Your Professional Profile

• Benefits to including your Biosketches in your
  profile
• You can store PDFs source documents on the
  server for use in proposals and later edits
• Multiple Biosketches are allowed
• You can easily attach Biosketches to Senior/Key
  Persons page later on in the proposal
• You can provide access to your Biosketch to other
  users so they can include you on their
  applications

24

Setting Up Your Professional Profile
Verify your contact information in this area and
update where necessary
25

Setting Up Your Professional Profile
Your eRA Role Check Principal Investigator if
youll be a PI on a proposal Check Assistant if
youll be helping someone create a proposal
26

Setting Up Your Professional Profile
Add in your department, division, and title
27
Setting up your Professional Profile
Appointment Type Enter a number of months for at
least one appointment type Enter salary info, if
you will be included in a proposal budget Fringe
Worksheet Delete all unneeded fringe rates from
the fringe worksheet
28
Permissions for the Professional Profile

• Key concepts
• You set the permissions on your profile
• This controls
• Who can see you in a pull-down list
• Who can auto-fill your info into a proposal
• and a few other things

29
Key Information for PIs

• By default, who can see you?
• Yourself and RSP
• If you want someone else to be able to see your
  profile
• Add the person to your permissions list
• Give them list, read, and autofill rights
• To be added to budget detail, you must complete
  the salary/fringe worksheet

30
More about Profile Permissions (2)

• By default, who can you see?
• Yourself
• People that you can route your proposal to, for
  review and approval
• Diane Barrett Assistant Director of Pre-Award
  Services, RSP (the AOR)
• If you want to see someone elses info
• Ask them to add you to their permissions list,
  and to give you list, read, and autofill rights

31
Downloading Your Opportunity
32
Know Your Opportunity Number!

• From the Grants.gov Find an Opportunity screen

33
To Download an Opportunity

• Go to the Admin tab
• Click on Update Opportunity List
• Enter your opportunity number
• Click Retrieve Opportunities from Grants.gov
• Find your opportunity in the list

34
Watch out for Expired Opportunities

• The Opportunity List
• You can show or hide expired opportunities
• The title of an expired opportunity starts with
  (OBS) meaning obsolete
• The Proposals List (coming up)
• A yield sign indicates that the proposal uses an
  expired opportunity

35
Creating a Proposal
36
Security
New
Refresh

• Refresh New buttons
• Proposals you can see
• The proposals you created
• The proposals that someone gave you permission to
  see (more later)

37
Proposals Create
Step 1 Is this the main award or a sub?
Step 2 Choose the correct Funding Opportunity
Step 3 Add your working title
Step 4 Select the PI from the drop-down list
Step 5 Choose the correct number of budget
periods (usually years)
Step 6 Click on Create Proposal
38
Tips on Choosing your Proposal Name

• Not the same as your projects descriptive title
• For use within Cayuse424 only
• The name should contain
• The PIs last name plus a descriptor, if
  necessary
• The sponsor
• Example BartlettPancreatic _ NIH

39
Proposals Navigating

• The page numbers are links to form pages
• The checkboxes control which forms are submitted
• Mandatory forms cannot be unchecked
• Optional forms can be unchecked

40
Proposals Navigating (2)

• Permissions
• Proposal Approval
• Routing on campus
• Submission
• Status
• History
• Note to Diane this is a thunderbolt, not a
  zorro thingy
• Print Proposal

The first three options are also available in the
left navigation pane.
41
What is automatically filled in if your
Professional Profile is completed

• FOA Information
• Applicant Information
• EIN
• Type of Applicant
• Type of Application
• PI Contact Information

• Performance Site
• Human Subjects and Animal Welfare Assurance
  Numbers
• DUNS number
• Key Person budget info
• Authorized Representative

42
The 424 (RR) Cover Page
Navigation on left side
5. Applicant Information will auto-fill 6.
Person to be contacted You must autofill this
with Diane Barrett See next slide
Remember to click on the pencil for auto-fill
options
43

• When you auto-fill the Person to Be Contacted,
  you will see this screen
• More info coming.

44
Scroll down
Notice that tabs stay on top
9 Add National Institutes of Health here.
This is where you put the full title of your
proposal
45
Scrolling, scrolling
Use the calendars for the project dates
57 Errors/Warnings at this point Dont worry
about this until you are finished with the
proposal. Most will go away.
46
Key Personnel

• When you auto-fill a Key Person, this screen will
  pop up
• If you uncheck the box on the right next to the
  persons name, they will not show up as a Key
  Person on the Cover Page
• If you uncheck the boxes on the right next to
  Budget periods, the Key Person will not show up
  in the budget for the years you have unchecked

47
Key Personnel

• By selecting the Role of the Key Person and
  adding the budget information here, it will
  auto-populate the budget
• This is one of the places you can attach the
  persons Biosketch

48
Key Personnel
You can also add the Biosketch here
49
Alphabetizing Key Personnel

• Cayuse will alphabetize your Key Personnel
• NIH has relaxed the rule about Other Significant
  Contributers being alphabetized under the others,
  but it is possible to do it anyway.

50
Other Significant Contributers

• In the drop-down box for Project Role, choose
  Other (Specify)
• In the Other Project Role Category, type OSC
• This will cause all of the Key Personnel to be
  alphabetized except the Other Significant
  Contributers. They will be alphabetized
  underneath the other Key Persons

51
Performance Sites
Use the navigation on the left-hand side to go to
SF424 RR Performance Sites You can add sites
from the list of Collaborator Profiles by
clicking on the Add Site button, then click on
the pencil that appears. If you dont see your
collaborator, send an email to cayuse_at_rsp.wisc.edu
and RSP staff will add it for you. You can
free-type into the fields instead, but you will
have to do it for each proposal
52
Upload Your Research Plan
53
Budgets
54
Budgets Section AB
Use the Budget Period Editor to set your budget
dates
Note that you see only one budget period at a time
55
Budgets Section AB
Use the auto-fill pencil to add the PI and any
Key Persons. Remember that each Key Person must
have granted you access to view his/her
Professional Profile. Fill out the other budget
categories as you normally would on this and the
next screen (sections C,D, E).
56
Budget Section F-K
The budget period is always at the top. The IDC
Type will be pre-filled for all standard
categories. If you add items (such as tuition
remission), you must choose whether or not that
expense is part of the indirect cost base or
not. You will choose the IDC base under section
H.
57
Budget Escalation

• Escalate the budget by category by clicking the
  stairs and typing in the percentage of escalation
  that you wish

You can also copy the budget from one period to
another without escalating any year You have
complete control over this
58
Cumulative Budget
Section 4 of the budget contains your cumulative
totals
59
Subawards
60
Two Ways to do a Subaward

• Identify the institution and create a complete
  subaward budget
• Create the subaward proposal
• Link the subaward proposal to your main proposal
• Just fill in the total direct and indirect costs
  for each budget period without spelling out any
  details

61
Subawards With a Complete Budget

• For each collaborating institution, there must be
  an Institutional Profile
• Contact RSP to have them set this up for you, if
  you havent already done so
• There must be a PI associated with the
  collaborating institution
• This PI must have a Professional Profile
• You can create the Professional Profile yourself,
  and associate it with the appropriate
  Institutional Profile
• OR Your collaborator can log into Cayuse this
  is not recommended (unless you want to teach your
  collaborator how to use Cayuse) but contact RSP
  for details if you are interested

62
To get a Guest NetID

• Have your collaborator go to
• http//kb.wisc.edu/helpdesk/page.php?id3772
• Follow the instructions
• A guest account can be good for up to 31 days

63
Subawards An Overview

• Make sure the Institutional Profile exists
• Create the PIs Professional Profile and link it
  to the Institutional Profile
• Create your subaward proposal
• Specify the correct PI (and institution)
• Budget period dates must match those of from the
  main proposal
• Complete the budget for your subaward
• Link your subaward proposal to your main, or
  prime, proposal

64
Subawards

• A subaward is developed in the same way as any
  other proposal, by clicking the green sign on
  the Proposals tab
• Click the Subaward button on the budget type
• The number of budget periods must match the prime
  award periods

65
Subawards
Note that the subaward navigation bar is limited
to the Budget and Permissions Remember that
Permissions must still be granted for others to
see the subaward, including the PI if the PI
wasnt the creator The budget period dates MUST
match the Prime proposals dates
66
Subawards

• Once the Subaward budget is complete, it is ready
  to be linked to the Primes budget
• Return to the Prime (your proposal) and go to the
  Subaward Budget page

67
Subawards Add Budget

• Cayuse 424 automates the direct integration of
  the budgets of one or more subawards
• The green will take you to a list of available
  proposals that are eligible to be attached

68
Subawards Add Budget

• Link to the correct Subaward
• If the right one doesnt show up, you havent
  been given permission by the creator

69
Subawards Budget

• When you link a Subaward, the Subawards total
  costs (direct indirect) for each of the budget
  years are added into Item F.5 (Subawards/
  Contractual Costs) in the RR budget

70
Subawards The Other Way

• Forget the Institutional Profile, the PIs
  Professional Profile, and the subaward proposal
• On the Subaward Budget page, click the Plus sign
  and create an unlinked subaward row

This allows you to simply insert the total
direct and indirect costs into your budget. There
is no budget-building template behind it.
71
Validations Proposal Completion
72
Proposals-Validations

• Errors cause proposal rejection at Grants.gov or
  NIH
• Warnings will not stop your proposal, but may
  delay it at NIH
• The links are live - they take you to the field!
• Follow a few links and fix a few errors when you
  are close to being done

73
Proposal Completion

• Work your way through all of the necessary forms
• Attach all appropriate documents
• Correct the error messages by clicking on the
  links in the Errors/Warnings window
• Some fields are shared and reflect changes made
  in other places

74
Proposal Print (PDF)

• Server can generate a PDF of the entire proposal
• Follows the NIH print order

75
Proposal Summary

• The last form listed on the navigation bar
• Information from the rest of your application
  appears here
• Dont touch it except for the sponsor deadline,
  if you wish
• RSP does not use the rest of this information
  right now

76
What do do when you want to get out!

• If you log out while in the proposal, it will
  LOCK the proposal
• Back up until you see your proposal titles before
  logging out, and the proposal will not lock
• It works the same way with your Professional
  Profile

77
Collaboration When several people want to work
on the same proposal

• Key concepts
• For every proposal there is a set of permissions
• This controls who can see, edit, print, and/or
  delete your proposal (and a few other things)
• If you create a proposal, you can do anything to
  it
• No one else can see, or work on, your proposal
  until you give them permission to do so
• Exception People in the Routing Chain (more
  later)

78
Changing the Permissions
If you want someone else to be able to edit your
proposal 1. Go to the Permissions screen click
the green Plus Sign
79
2. Add the person to the proposals permissions
list
By default, theyll be able to see, edit, and
print the proposal
80
More about Permissions and Locks

• If you need to edit someone elses proposal
• Ask them to add you to the permissions list
• Only one person at a time can save changes
• The proposal will be locked while someone else
  is using it
• Remember to always SIGN OUT!

81
Routing and Approval
82
This is not PureEdge!
PI
RSP
Proposals on Central UW Server
Assistant
Deans office
You are not really routing you are allowing
access.
Collaborators
83
Back to your Professional Profile The Routing
Profile

• Select a Next Reviewer from the pick list in your
  Professional Profile
• Routing works as it normally does for your T-form
• You may also pick a delegate someone who is
  authorized to do your functions in the Routing
  Chain
• This is your delegate, not your reviewers
  delegate!

84
Routing and Delegates

• If you are the delegate for a reviewer
• You can see all the same proposals
• You receive all the same email messages
• You can take all the same actions, on behalf of
  the reviewer
• Edit the proposal, approve, reject, alter the
  routing chain

85
Routing for Review/Approval

• Key concepts
• Everyone has a default Next Reviewer
• Your proposals default Routing Chain is
  constructed from everyones defaults

86
Initiating the Review Process

• Check the box next to your name
• The next person in the chain gets an email
  message
• The proposal shows up as HOT in the next persons
  Warm/Hot list
• Once you have initiated the review process
• You (the PI) can still upload attachments for the
  science
• The rest of the proposal is locked as soon as you
  log out

87
Routing Reject and Recall

• To reject at your level, send it back to a
  previous person by un-checking that persons box
• Initiators can recall a proposal by un-checking
  their own box

88
Changing the Chain

• To add someone, click the Plus sign
• To delete someone, click the X sign
• You can rebuild the chain, using peoples
  defaults, from any point forward when it is in
  your control

89
Routing Security

• Reviewers take turns sequentially
• Before its your turn, you can see everything
  that is on its way to you (but you cant edit it)
• Once its your turn, you can edit the proposal
  while it is in your control
• Once you approve it
• The proposal goes to the next reviewer
• You can no longer edit it
• You can change your mind and remove your
  approval up to the moment that the next reviewer
  approves it

90
Routing History

• User actions comments are logged and timestamped

91
For Reviewers Warm/Hot List

• Each user has their own list
• Proposals at 0 steps away and with a star are
  waiting for your action

92
Summary Permissions and Collaboration

• Profile permissions Determine who can see your
  profile, see you in certain pull-down lists, and
  autofill your info into a proposal
• Proposal permissions Determine who can see
  and/or edit a single proposal
• A delegate can act on behalf of another user in
  the Routing Chain

93
What to send to RSP in hard copy

• T-form
• Cover page (first 2 screens)
• Budget detail if non-modular
• Modular budget if modular
• Abstract

94
Proposals-Submitting
Select Submission and see
95
An AOR will Submit

• The Grant Tracking number comes from Grants.gov
• Use for corrected Applications (Federal
  Identifier)

96
Submit-History

• Successful submission results in a tracking
  number, which is a link to current grant status
• Clicking on it brings up a window
• RSP also receives emails from Grants.gov

97
Remember

• Don't use the "back" button in the browser
• Don't cut and paste into the application
• Special characters cause problems
• Dont leave the client running overnight
• Browser times out after 4 hours of inactivity
• You can lose the last page of work

98
Support

• Browser issues local tech support
• Otherwise
• Check with a local research administrator or tech
  support person
• Check with your Dean's Office
• Send email to "cayuse_at_rsp.wisc.edu"
• Call Diane Barrett in RSP at 262-0252
• Report any crashes (copy and send error log from
  window)

99
Extra Credit
100
Download and Install Research Plan Tools
Go to www.rsp.wisc.edu/cayuse and follow the link
at the top of the page
101
Senior/Key Persons

• Add as many as you need by using the plus sign
  and pencil as before
• If you have more than 8 (or 40), Cayuse
  automatically generates a PDF with the overflow
  and attaches it to your proposal
• With the click of a button, you can sort the key
  personnel
• Remember that most Key Persons require a budget
  entry

102
SFS424 RR Other Project Information
This is where you add compliance and other
information, as well as upload single documents
if you wish 6. Project Summary/Abstract 7.
Project Narrative 8. Bibliography
References 9. Facilities Other Resources 10.
Equipment information 15. Other attachments