Office of Research

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Office of Research Sponsored Programs

• Grants.gov

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What is Grants.gov?

• Grants.gov is the Federal governments solution
  for a "one stop shop" for finding and applying
  for funding. It provides a consistent electronic
  submission process for all agencies.
• Grants.gov has already or will replace federal
  agency-specific proposal submission systems that
  have grown in recent years, most notably NSF's
  FastLane, DOE's IIPS, and NASA's NSPIRES.

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A Note of Thanks

• Kristin Nagle in RSP who developed the original
  set of training slides.
• Linda Johnson in LS who developed a great set of
  slides on how G.gov works, and also developed the
  flyer we are using across campus.
• Mark Sweet, for all of his help on the IT end,
  and for his work with the NIH Commons Working
  Group.
• Grad School IT and DoIT for their support!

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Why Now?

• Grants.gov has been in the works for several
  years, but many of the agencies thought it wasnt
  stable enough for large submissions, so were
  using it on a limited basis.
• To encourage the agencies, OMB tied the agencies
  federal appropriations to their use of
  Grants.gov.
• Suddenly, it works just fine!

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What We Will Cover

• How to download the application package
• How to work with the forms
• How to route the forms
• What happens after RSP submits the file to
  Grants.gov

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Registration

• No, no!
• The University is registered. No individual must
  register with Grants.gov, even though the
  instructions make it look that way!
• All that is required by UW applicants is to use
  DUNS 161202122 on their application forms.
• The FIND portion of Grants.gov does NOT require
  registration.

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Features of the SF424 (RR) (cont.)
A Quick Glossary

• An FOA is a Funding Opportunity Announcement.
  This is the Grants.gov term for all requests for
  application (formerly RFP/RFA).
• The SF424 (RR) is the set of standard forms used
  across all agencies. This stands for Standard
  Form 424 (Research Related). We usually just
  call it the 424.
• Each of the forms is referred to as a component.

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Features of the SF424 (RR) (cont.)
A Quick Glossary

• Agencies construct application packages using
  components of the 424 for each FOA. Each
  application package will include all of the forms
  required for that particular solicitation. You
  must use the application package that is specific
  to the solicitation you are responding to.
• Read the application instructions! Youd be
  surprised how many different ways there are of
  filling out these standard forms. The FOA will
  indicate which components are required and which
  are optional.

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Features of the SF424 (RR) (cont.)
The SF424 (RR)

• SF424 (RR) Standard Components include
• RR Application cover component
• RR Project/Performance Site Location (s)
• RR Other Project Information
• RR Senior/Key Person
• RR Budget
• RR Personal Data
• RR Subaward Budget Attachment Form

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How Does It Work?

• Grants.gov incorporates a specific software
  package called PureEdge.
• When using the PureEdge software, you are using
  the downloaded software on your hard drive.
• It looks like a web browser environment. It isnt!

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How Does It Work?
The PureEdge file is rather like a manila file
folder with the label already printed and a group
of mandatory, blank, forms inside. When you
download the correct folder from the Grant.gov
web site, it is like opening the folder, filling
out all the forms, and closing the folder to pass
it off to the next UW office
Application-Specific Forms
Appl-Specific label/info
Some of these forms will ask you to upload/attach
pdf documents (science, biosketch, etc.)
PureEdge file
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How Does It Work?
As you work on it, this PureEdge folder file
resides on a local computer, not at
Grants.gov! It is a stand-alone file, not a
database record like NSF Fastlane proposal files.
Your Computer
Grants.gov server
PureEdge file
To involve other UW staff, the file must be
sent/shared in some manner from one person/office
to the next.
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Grants.gov and the 424 RR

• Enough Already!
• What Does It Look Like?

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And then
First, you must find the funding opportunity you
seek and download it onto your hard drive.
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And then
If you download to a network, the filename
changes each time you save, even though it has
asked if you wish to overwrite. Look for 1
extensions.
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Downloading the Application

• Use Internet Explorer!
• When you download the application instructions,
  use the Save As utility under File on your pc
  screen.
• READ THE ENTIRE THING! Agency instructions on
  filling out the applications are not consistent!
• When you download the application package, it may
  open to the Header Page automatically. You must
  then use the Save button on the application
  header page itself to rename and save the file.
  SAVE TO YOUR HARD DRIVE!

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Filename

• When you download, rename the file as follows PI
  last name_agency acronym.xfd
• Eventually you will have more than one file with
  the same name. E.g, Smith_NIH. Thats ok. Just
  add a relevant date (040506) or keyword to
  maintain unique naming.
• RSP will add the PALS number when it
  arrives Barrett_DOE_18726.xfd
• This naming convention will help RSP track the
  proposal confirmation emails.

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Downloading the Application
This is what the icon looks like on your desktop

• The program in your Start Menu is ICS Viewer.
• The Software is called PureEdge.
• The file extension is .xfd.

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Saving the File

• As you work on the file, save it often.
• When you save, PureEdge will ask you if you want
  to Overwrite.
• EVEN IF YOU SAY YES, IT MAY NOT HAVE
  OVERWRITTEN!!!!!

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Saving the File

• Check the location (e.g. Desktop or Network
  Folder) you THOUGHT you saved and then overwrite
  in to make sure you dont have duplicate versions
  saved.
• You may end up with

• The version is the most recent. Delete the old
  and rename the version to PI_AGENCY.xfd

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Header Page
This is the Header Page. The information about
the particular solicitation will be filled in
automatically.
IT LOOKS LIKE YOUR BROWSERBUT YOURE NOT
WORKING ONLINE!
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Header Page
Use the UW filing name convention as the
Application Filing Name PI last name_agency.
Agency Instructions take precedence. Read the
application instructions!
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Header Page
To view a form and begin work, select the form
you want and click Open Form.
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Header Page - Completed Documents
All mandatory documents must be completed and
moved to the Mandatory Completed Documents for
Submission side.
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When You are Done, Finished, Thats It

• You will upload the completed file to a secure
  server. An email is sent to your deans office
  telling them that it is there. Route a t-form and
  hard-copy as usual. Keep a copy of the uploaded
  application locally in case changes are needed.
• The deans office checks your proposal. When it
  is acceptable, they notify RSP, who downloads the
  application to an RSP server.
• RSP submits when the t-form is received.

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Upload your proposal
Fill in the information and attach your completed
PureEdge application.
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You remember this part.
The PureEdge file is like a manila file folder
with the label already printed and a group of
mandatory, blank, forms inside. The PIs job is
to download the correct folder from Grants.gov,
open and fill out all the forms, close the folder
and pass it off to the next UW office
Application-Specific Forms
Appl-Specific label/info
Some of these forms will ask you to upload/attach
pdf documents (science, biosketch, etc.)
PureEdge file
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So, if..
Routing

PureEdge file
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For a busy deadline
Principal Investigators
Departmental Administrator
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And then . . .
And Then
Departmental Administrators to Deans Offices
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and then . . .
And Then
All the Deans offices on campus
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AAHHHHRRRRGGGGG!
At RSP.
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This is Why We Need a Naming Convention

• RSP receives at least four e-mails regarding each
  submission
• First confirms receipt by Grants.gov.
• Second confirms validation by Grants.gov.
• Third confirms receipt by Sponsor.
• Subsequent emails from Sponsor regarding tracking
  through the Sponsors system (e.g. NIH Commons,
  DOE IIPS) or contact information.

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Then What?

• Stick around! Grants.gov may validate the receipt
  of a proposal only to have the agency business
  rules reject it because of errors. RSP needs to
  be able to find you.
• How can you tell when all is well?
• Check PALS by using the Search function for the
  PI name.
• Please do not call RSP and ask!

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Quick Tips

• START EARLY! Not new data, just new forms, so
  youll get through it, only slower. Route your
  completed proposal several days in advance.
• Use Internet Explorer.
• When naming PureEdge files, follow the UW naming
  convention (PI LAST_AGENCY.xfd).
• When naming attachments, dont use spaces,
  hyphens, special characters, or long file names.
  NIH attachments must be uneditable pdf.

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Quick Tips

• Be sure and read both the agency solicitation AND
  the Grants.gov instructions. We have seen
  numerous mismatches.
• PureEdge is only a file, not a website. You need
  to save the file to your hard drive BEFORE you
  begin entering info in the file.
• Complete the 424 (RR) first. It populates other
  components.
• The file does not automatically save. You have to
  click on to save the data entered.

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Need Help?

• Your deans office can help you. Call or email
  there first!
• RSP can help you.
• Email preaward_at_rsp.wisc.edu
• Call 262-3822 and tell the receptionist that you
  need grants.gov help.

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You Havent Had Enough Yet?
A Quick Look at the SF424 RR Components
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SF424 (RR) Cover Component Page 1
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SF424 (RR) Cover Component Page 2
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Project/Performance Site Locations
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Other Project Information

• Includes information on involvement of Human
  Subjects, Vertebrate Animals, Environmental
  Impact, Foreign Involvement
• Includes separate PDF attachments for
• Project Summary/Abstract
• Project Narrative
• Separate component developed for Research Plan
• Bibliography References
• Facilities Other Resources
• Equipment resources

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Other Project Information
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Senior/Key Personnel

• Captures personal profile information on the
  PD/PI, Key Personnel, and Other Significant
  Contributors
• Captures structured data for 8 individuals (PI
  and 7 others)
• More than 8 - information is provided in an
  attachment (not structured data, just text)
• Biosketch is attached for each person
• Same data requirements exist however, page
  limits slightly change to just 4 pages
• Eliminating the 2 page limit for subsections

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Senior/Key Person Profile
NIH requires Commons ID here!
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Budget Sections A B

• Personnel separated into 2 sections
• Senior/Key Person
• Allows 8 as named individuals structured data
• gt 8 information is provided in an attachment (not
  structured data, just text)
• Other Personnel
• Postdocs, Grad Students, Undergrads captures
  only
• Some Agencies have had to make a business process
  change from percent effort to person months

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Budget Sections AB
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Budget Sections C - E

• C. Equipment
• Allows itemization of up to 10
• More than 10 total dollars are inserted in line
  11 however, the details are provided in an
  attachment
• D. Travel
• RR separates out Domestic Foreign
• This will not change any NIH policy/practice. We
  will continue to award as a single category
• E. Participant/Trainee Support Costs
• Will not be used by NIH unless specifically noted
  in an announcement
• Tuition Remission will continue to included in
  section F. Other Direct Costs

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Budget Sections C-E
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Budget Sections F - K

• F. Other Direct Costs
• Itemizes Supplies, Publication Costs,
  Consultants, ADP/Computer Services, Consortium
  Costs, Equipment or Facility Rental/User Fees,
  Alterations Renovations
• Have included agency-specific instructions to use
  this section to also account for patient care
  costs tuition remission
• G. Total Direct Costs (A F)
• H. Indirect Costs
• I. Total Costs
• J. Fee
• K. Budget Justificationa PDF text attachment

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Budget Sections F-K
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Budget General Notes

• Applicant prepares a detailed budget for every
  budget period
• There is no summary budget page
• A detailed Cumulative budget is system-generated
  after upload to Grants.gov

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Subaward Budget Attachment Form

• Used for detailed budget from any consortium
  grantee
• Allows up to 10 separate budget attachmentsone
  for each consortium grantee
• Applicant sends the RR budget component to the
  consortium grantee for completion it is returned
  to the applicant applicant attaches it in this
  component
• Applicant still needs to include the total costs
  for all consortiums in their own detailed budget,
  Section F.5

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(No Transcript)
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Need Help?

• Your deans office can help you. Call or email
  there first!
• RSP can help you.
• Email preaward_at_rsp.wisc.edu
• Call 262-3822 and tell them you need grants.gov
  help.

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Office of Research Sponsored Programs

• Grants.gov