FastLane Proposal Preparation

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Welcome !
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FastLane Proposal Preparation

• For Faculty and Staff
• Using NSFs FastLane

Vanderbilt University Division of Sponsored
Research VUMC Office of Research
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FastLane Presentation Overview

• Introduction
• System Requirements
• VU / VUMC Contacts
• Logging in to FastLane
• Fill in on-line Forms
• Create PDF files
• Submitting the Proposal
• VU Internal Review
• Additional Help
• Other FastLane Features

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What is FastLane?

• An interactive real-time system used to conduct
  NSF business over the Internet
• Prepare and Submit Proposals
• Monitor Proposal Progress
• Submit Annual and Final Progress Reports and
  Requests
• Other Administrative Functions

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Vanderbilt and FastLane
Important Dates
ALL Annual and Final Progress Reports
October 1, 1999 .

• ALL PROPOSALS

October 1, 2000 .
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What Do I need to Use FastLane?

• To be registered in FastLane (through SRO)
• Web Browser
• Netscape 3.0 or above
• MSIE 4.01 or above
• Software to create .pdf files
• Adobe Acrobat 3.0 or higher (recommended)
• Aladdin Ghostscript
• Adobe Reader
• Newest Version

SRO DSR (University Central) or OR (VUMC)
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Where Do I get PDF Software?
You can get it several ways

• Buy the program from an outside vendor for full
  price
• Buy the program from the VU bookstore with an
  educational discount
• Buy a site license from ACIS with an educational
  discount

ACIS web address http//www.vanderbilt.edu/acis
/license/
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How do I register in FastLane?
Send the following information to your SRO

• PI First Name, Last Name, Middle Initial, Suffix
  (e.g., Jr., Sr.)
• E-mail Address
• Social Security Number
• Email to your SRO Contact will get the
  quickest results.

• Department Name
• Degree Type and Degree Year
• Business Phone
• Fax Number

NSF will send a confirmation e-mail when you are
registered
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Who is my SRO Contact?
University Central

• John Childress- Anthropology, Chemistry,
  Economics and Business Administration, Geology,
  Mathematics, Physics and Astronomy, Political
  Science, Psychology, Sociology , VIPPS, Graduate
  School and Computer Center
• Michele Codd - Peabody, Law, Divinity, Owen,
  Classical Studies, English, Fine Arts, French and
  Italian, Germanic and Slavic, History,
  Philosophy, Religious Studies, Spanish and
  Portuguese, Blair, and Library
• Carol Hachey - Engineering and Biological Sciences

V U M C

• Elaine Barnes - School of Medicine, School of
  Nursing

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How Do I get To FastLane?
You can get to Fastlane through the DSR or OR
Homepage
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DSR FastLane Homepage
The DSR Fastlane web page has a direct link to
the Fastlane website And links to NSF Special
Advisories, FAQs, Help, and tutorials
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FastLane Website- Logging In
ALWAYS check the Advisories before you begin- it
may change what you are required to do
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FastLane Website- Logging In
Click on Proposal Preparation to Log in to start
or edit a proposal
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Logging In as the PI or CoPI

• When working on a proposal as a PI or CoPI,
  complete only the left side of the Proposal
  Preparation screen.
• Enter
• Last Name (case insensitive)
• SSN - no spaces or dashes
• FastLane Password

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What if Im Not the PI?
What the PI/CoPI Must Do Before a non-PI Can
Access the Proposal

• Initiate a Proposal and Assign It A Proposal PIN
• Provide the temporary Proposal Number and
  Proposal PIN to those who need access to work on
  proposal

Anyone registered in Fastlane can work on a
proposal if they have the temporary proposal
number and the proposal PIN - however, they
cannot start a proposal nor submit it for
institutional review.
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Login for Other Authorized Users

• If you are working on someone elses proposal,
  and youre not the PI or Co-PI, complete both
  sides of the screen.
• Enter
• Your Last Name
• Your SSN
• Your FastLane Password andProposal
  ID number
• Proposal-specific PIN (assigned by the PI)

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PIs First Screen is PI Information

• Each time a PI logs into proposal preparation,
  the first screen that appears is the PI
  Information screen.
• To edit this information, click on Edit PI
  Info.You must be logged in as the PI to get this
  screen.
• To begin work on a proposal, click on Prepare
  Proposal

Navigation Tips- always use the Fastlane Go Back
button to return to a previous page
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Proposal Action Page
Start a new proposal Access ongoing
proposals
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Proposal Action Page
Additional Functions

• Navigation Bar allows the user to go directly to
  any section of the system
• Save as Template Saves the proposal as a
  template for future use
• Proposal PIN assign a PIN to allow others to
  work on the proposal
• Allow SRO Access Allows SRO to view,edit, submit
  proposal to NSF

VERY IMPORTANT Do This Early
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Allow SRO Access

• The Principal Investigator releases the proposal
  for review by selecting the proposal on the
  FastLane Proposal Actions page and clicking the
  Allow SRO Access button.

• There are 3 options
• View
• View/edit
• View/edit/submit

SRO will receive an Email advising that the PI
has given SRO access only if you select
View/edit/submit.
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Allow SRO Access

• If you choose View or View/edit, call SRO to let
  us know you are preparing a Fastlane application.

• The PI can continue to work on the proposal
  until it is released/submitted to NSF by SRO.
• Proposals will not be released by SRO to NSF
  until it is advised to do so by the PI.

Do not wait until the last minute to release the
proposal- additional time may be required to
review or submit it!!
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FastLane Proposal Guidelines

• ALL FastLane proposals must follow the
  instructions contained in the NSF Grant Proposal
  Guide NSF 01-2
• UNLESSModified by instructions
  contained in an NSF Program Announcement

NSF 01-2 is updated annually
Please read Program Announcements carefully- they
may have additional Fastlane instructions!
http//www.nsf.gov/pubs/2001/nsf012/toc.html
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Forms Preparation Page
Forms will be filled in online or uploaded as PDF
files
Each form is listed with the last date
saved Click the Go button next to the form to
work on it
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Forms List
These forms CANNOT be uploaded as PDF files
These forms CAN be uploaded as PDF files

• Information About Principal Investigators/Project
  Directors (NSF Form 1225)
• List of Suggested Reviewers Reviewers Not to
  Include
• Cover Sheet (NSF Form 1207)
• Table of Contents(NSF Form 1359)
• Summary Proposal Budget (NSF Form 1030)

• Project Summary
• Project Description
• References Cited
• Biographical Sketches
• Budget Justification
• Current and Pending Support (NSF Form 1239)
• Facilities, Equipment Other Resources (NSF Form
  1363)
• Supplementary Documentation

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On Line FormsCover Sheet
YOU MUST DO THE COVER SHEET 1ST

• The Fastlane Cover Sheet is divided into 4
  sections
• Awardee/Performing Organization
• Program Announcement / Solicitation No.
• NSF Unit Consideration
• Remainder of Cover Sheet
• Click on the Go button to complete each section
• In the above order

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On Line Forms Cover Sheet
Program Announcement NSF Unit must be selected
Before you can fill in the remainder of the Cover
Sheet
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On Line Forms Cover Sheet
The Co-PIs (4 max) must be entered on the Cover
Sheet before you can put them on other forms
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On Line Forms Budget Pages
Select a budget year then click on Create,
Edit or Copy Click on Budget Justificaton to
enter it
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On Line Forms Budget Pages
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What if were only a subcontractor?
Get the following information from the lead
institution

• Proposal Pin and ID (if we are entering data)
• Which Fastlane forms to be completed online
• What additional documents to be submitted
• Their deadline for receiving information

Access their Fastlane proposal and complete
required forms (unless the lead institution is
going to enter the data)
Budget Forms- You must select Vanderbilt from the
list of organizations before completing the
budget forms
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What if we have subcontracts?
Give the following information to your
subcontractors

• Proposal Pin and ID (if they are entering data)
• Fastlane forms to be completed online
• Additional documents to be submitted
• Your deadline for receiving information

They access our Fastlane proposal and complete
required forms
Budget Forms- They select their organization
from the list, then complete the forms
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PDF Files- Fastlane Instructions

• Use Adobe Acrobat Distiller (3.0 or higher) or
  GhostScript (not discussed in this presentation)
• Add Fastlane PDF Job options file to Adobe
  Acrobat http//www.fastlane.nsf.gov/attachA.htm
• Embed fonts into the PDF file
• Create the PDF file on the same machine where the
  original document was created

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How Do I Convert Files to PDF ?

• Create the document in your word processor (e.g.
  Word, Word Perfect)
• Convert it to pdf using Adobe Distiller
• Save it as a pdf file direct conversion not
  possible with some software

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Acrobat Distiller
This is the Gray Screen of WaitIt can take a
while for the PDF file to be created
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How Do I Upload a PDF File ?

• On the Fastlane form page choose Browse
• Select the file from your computer
• Click on Transfer PDF file to upload the file to
  Fastlane

The same process is used for all PDF uploads
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MAC- Converting Files to PDF
MACs and PCs use the same procedure to distill
files but the screen looks different
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MAC- PDF Printer Settings
Select Save as File
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MAC- PDF Files
Set Format to PostScript Job Set Font
Inclusion to All
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MAC FastLane Job Options
The Fastlane PostScript Job Options file must be
downloaded and added to Adobe Acrobat
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MAC Distiller Shots
The Distiller Status bar indicates when the file
has been created
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MAC Distiller Shots
A postscript file and a PDF file are created
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Printing Forms
You can get to the Print Menu from any Navigation
Bar
Forms can be Printed individuallyorYou can
Print Entire Proposal

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Release Completed Proposal
Click on the CHECK button to assure that all
required forms have been completed The Principal
Investigator releases the proposal for final
review and submission clicking the Allow SRO
Access button
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Allow SRO Access
When the proposal is complete and ready to be
submitted, click on-
view, edit, submit
An e-mail message will be sent to your SRO
administrators advising that the PI has given SRO
submit access
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Allow SRO Access contd

• Proposals can be released to SRO anytime during
  proposal development
• The PI can continue to work on the proposal until
  it is released/submitted to NSF by SRO
• Proposals will not be released by SRO to NSF
  until it is advised to do so by the PI

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Internal VU Approval

• SRO must receive the signed VU Proposal
  Transmittal Form before the proposal can be
  released to NSF.
• Information included with Transmittal Form must
  match what is in Fastlane
• This approval can be obtained at any time prior
  to the proposal due date.

Dont Wait Until The Day The Proposal Is Due!
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Internal VU Approval contd

• VU Proposal Transmittal Form / Attachments
• The FINAL budget (all years cumulative)
• NSF Cover Sheet with page 2 - signed by PI and
  Co-PIs
• VU Conflict of Interest Form (see SRO Website)
• VUMC ONLY Current and Pending Support pages
• Other required documents to be mailed to NSF
• Other review documents required by department
  chair or Dean

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SRO Submits the Proposal

• SRO releases/submits the proposal to NSF after
  confirmation from PI
• Technical content cannot be modified after
  release/submission
• NSF assigns a proposal number and creates a
  unique Cover Sheet containing the number

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Planning is Key to FastLane Success
No PDF Software
In Crisis Mode
Is not registered
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Fastlane Help
Download the complete Fastlane Instructions from
the Fastlane Web site
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Fastlane Help
Additional help and Current Advisories are
available from the NSF Fastlane web site and
the DSR Fastlane web page
Call your SRO contact for any additional questions
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Other Fastlane Features

• Proposal Status
• Revise Negotiated Budgets
• No-Cost Extensions
• Progress Reports
• Final Reports

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Proposal Status

• After submission, the PI can
• Track the proposal through the NSF review
  process
• Get updates on the status of Continuing Increments

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Revise Negotiated Budgets

• PI and NSF Program Officer negotiate budget for
  fundable proposals
• PI enters revised budget in FastLane and releases
  it to SRO
• SRO releases it to NSF after it has been approved
  by PIs Department Chair and Dean coming soon!

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No-Cost Extensions

• PI prepares on-line in Fastlane
• Releases to SRO
• SRO releases to NSF after Department Chair and
  Dean approval

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Project Reporting System

• Annual and Final project reports must be
  submitted via FastLane.
• PIs submit all Annual and Final Progress Reports.
  

SRO is not involved in the submission of reports
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In Conclusion..