Bringing Home the Bacon: Grant Writing Basics Unit 7 Grant Submission

Bringing Home the Bacon: Federal Grant Writing Basics Unit 1: Finding grant opportunities 1/4/18 Unit 2: Funding announcements 1/11/8 Unit 3: Go/No Go process 1/18/18 Unit 4: Cross-functional teams 1/24/18 Unit 5: Grant development timeline 2/1/18 Unit 6: Application key components 2/8/18 Unit 6A: Budget narrative 2/15/18 Unit 6B: Proposal narrative 2/22/18 Unit 6C: Performance measures 3/1/18 Unit 6D: Work plan 3/8/18 Unit 6E: SF424 & 424A 3/15/18 Unit 6F: Abstract & commitment letters 3/22/18 Unit 7: Submitting the grant 3/29/18 All of the presentations are posted in the e-Colorado “Grant Writing Basics” Team Room

Unit 7: Grant Submission Competencies: Participants will learn: How to use Workspace to manage, write and submit grant applications

What is Workspace? Workspace is an online tool to write, organize, and submit federal grant applications Most federal agencies no longer allow hard copy grant submissions Most federal grants must be submitted through Workspace Workspace is a fairly intuitive system, but it can be a bit confusing the first time you use it Online training modules are available

Getting Started in Workspace To set up your Workspace and apply for a grant: Sign into Grants.gov Go to the funding announcement If you haven’t already printed out the announcement, write down the name of the Funding Opportunity Number Click on the “Package” tab Click on “Apply” NOTE: You may get a pop up window that asks you to sign into Workspace may require you to sign in a second time

Setting Up Workspace Click on “Create Workspace” to bring up the set up page Enter the funding announcement number Enter the name of the grant Click on “Create Workspace” to create and save your new Workspace

Workspace Tabs Forms – Default view Lists all of the forms that included in the package Participants List of everyone with access to the Workspace Allows you to add additional users Activity Summary of all actions Details Summary of the funding announcement

Forms Tab – Managing Forms Preview Application Forms Single PDF with all of the mandatory and optional forms Check Application Validates the application If the validation fails, an error list appears Sign and Submit Delete Used to delete the Workspace if you decide not to apply

Application Package Forms Include in Package Checklist of forms included in the package Mandatory forms cannot be unchecked Form Name Links to each form, including sub-forms Requirement Shows whether the form is mandatory or optional Form Status Shows the status of the form (no action, in progress, passed, locked) Last Updated Date/Time Locked By Identifies who locked the form

Application Package Forms - Actions Lock – form is in use or has been locked to prevent changes Download – download a fillable PDF version of grant form to review or complete offline Upload – upload the completed PDF form into the application Reuse – enables you to reuse the form for another grant Webform – online version of the grant form

Speaking of Forms… Not all grant forms have a web version. If a Webform isn’t listed, download and use the PDF version instead The PDF forms and Webforms are linked, and automatically update each other Webform Autosave saves information as you type However, Workspace isn’t updated until you click the “Save” button Use “Check for Errors” to validate the form Each form must be “Passed” in order to submit the application The SF424 pre-fills fields on some of the other forms This feature can save time and avoid mistakes Complete the SF424 first

Attachments Attachments that are required or requested generally do not count towards the page limit Do not include attachments that are not requested All documents must be saved as .doc, .docx, .xls, .xlsx, .rtf, or .pdf File names must be unique, descriptive and contain 50 characters or less Use only standard characters (A-Z, a-z, 0-9, and underscores) File names must not include special characters, periods, blank spaces or accent marks You may use an underscore between words in the file name

Uploading Attachments Open the appropriate Webform “Project Narrative Attachment” “Budget Narrative Attachment” “Attachments” Abstract, Work Plan, Letters of Commitment, Negotiated Indirect Cost Agreement, Project/Performance Site Location(s), etc. Links embedded in the SF424 Enter the name of the attachment Upload the attachment from your computer

Submitting the Application Make sure all of the forms are complete and correct Make sure all of the attachments are correct and uploaded Download and print a copy of the full application Make sure all of the forms are unlocked Click “Check Application” Click “Sign and Submit” Wait until you receive confirmation and your tracking number before closing the window

What Happens Next? Pop Up Confirmation Message Grants.gov Tracking Number Time and date of Receipt Link to track the status of the grant application Print it out Series of email messages: Grants.gov Submission Receipt Grants.gov Submission Validation Receipt for Application Notification that the Grantor retrieved your application

What if You Aren’t Funded? Draft a letter for the EDO to request a copy of the evaluators’ comments Use the information to help improve your next grant proposal Notify your team and partners Start looking for the next new funding opportunity

What if You are Funded? Notify WDP Management Provide a copy of the letter and Notice of Award to Finance Review the letter and Notice of Award: Are any modifications required? Does the funder require any additional information? Review WDP Procedure 14-05, Grant Design, Development, and Implementation Procedures Request a copy of the evaluators’ comments to help improve your next grant proposal

? Marie Valenzuela Marie.Valenzuela@state.co.us (303) 318-8751