Proposal Development in KC

Proposal Development in KC

Learning Objectives Learn how to: Practice your skills:
Create a Grants.gov (S2S*) proposal Review and approve a proposal Create a summary proposal Copy a proposal Process a Change/Corrected Grants.gov application Practice your skills: Create a Grants.gov proposal and submit it for approval Create a summary proposal and submit it for approval Budget Development in KC Budget development will not be covered in this class *S2S = System-to-System

General information about Proposals in KC
All faculty and administrators will be given the Proposal Creator role OSP or BC should be notified when a proposal development document is being prepared for submission; include the proposal number in the communication Individuals will need Adobe Reader to view .pdf files in KC Colleges/Departments are encouraged to determine Internal processes for proposal creation prior to go-live In eTransmittal, users select the View History and/or View Routed eTransmittal buttons to display status information

General information about Proposals in KC (continued)
Proposal Development documents have three sections that can be edited simultaneously by multiple people – Proposal, Attachments, and Budget KC includes a status box, located in the upper right hand corner of every document, with relevant summary information: Document Number Initiator Sponsor, and if it is being submitted via Grants.gov Proposal Status Creation Date PI In eTransmittal, users select the View History and/or View Routed eTransmittal buttons to display status information

Creating a Grants.gov Proposal in KC

Current State Process Draft eTransmittal / Notify OSP
Download Grants.gov package Draft budget Send budget to OSP for review Review feedback, make changes Complete eTransmittal with attachments Route for approvals Complete Grants.gov package Send Grants.gov package to OSP for review Review feedback, make changes Approval granted OSP submits proposal to Grants.gov OSP receives notification from Grants.gov OSP sends notification to PI and administrator

New Process - KC Create Proposal Development (PD) doc / Notify OSP
Link Grants.gov opportunity Assign proposal permissions Add Key Personnel Draft budget* OSP when budget is ready for review Complete PD document, with attachments Perform data validation Submit for approval OSP reviews the PD document Review feedback, make changes** Approval granted OSP submits proposal to Grants.gov Notification from Grants.gov transmitted to KC *Budgeting will be covered in Budget Development course **May require re-routing the PD document

Key differences in process
No downloading forms packages / double entry of information Grants.gov forms are automatically populated with data entered into the KC proposal KC validates proposals for the specific opportunity selected to ensure that the required data, forms, and attachments are included, prior to submission Status updates from Grants.gov are transmitted electronically to MSU and displayed in the S2S area of the proposal There are fields that OSP cannot edit once the proposal has been routed (e.g. budget, dates)

Create the Proposal Researcher tab Unit tab
Click the Create Proposal link, located in the proposals channel Unit tab Click the Create Proposal icon, located in the preaward channel

Required Fields to Save the Document
There are 7 required fields that must be entered in order to create and save a Proposal Development document. Two ways of saving within a Proposal Clicking Save Button Clicking on another tab (referred to as an implicit save) The lead unit drives other behavior, including routing, in the system so it cannot be changed once the document is saved. However, the document can be copied and, at that point, a new lead unit can be selected. We will show you how to copy proposals later in the presentation. Selecting TBN allows you to continue working on the proposal. There is a validation error to ensure this is changed before the proposal is submitted. KC Support phone number and address is listed later in the presentation

Proposal Type Proposal Type Used when… Award Revision Gathering approvals for award revisions and creating revised budgets Continuation Submitting Grants.gov non-competing applications for an additional funding/budget period within a previously approved project period (typically used by USDA) New New proposal submission No Money Agreement Routing an agreement for approval that does not include awarded funds (e.g. cost share agreement) Pre-Proposal A pre-application or Letter of Intent is required by the sponsor and the requirements of the pre-application must have institutional approval (e.g. cost share). Also used for pre-proposals submitted through Grants.gov Renewal A new application requesting additional funding for a period subsequent to what was provided by the current award Hi Laura – please include definitions for these; I checked with the PWG and they asked me to have you fill them in. (They did not have any documents that outlined when these would be used.)

Proposal Type, cont. Proposal Type Used when… Research Gift Funds are transferred to MSU without any valuable consideration or compensation to the donor. Gifts of more than $5,000 for the support of research should be routed through a PD document Resubmission Resubmitting a previously unfunded proposal Revision Submitting Grants.gov changes to financial award obligations, competing revisions, non-competitive administrative supplements, and NIH transfer applications Task Order Submitting a proposal or receiving an award under a master agreement

Lead Unit Generally, the lead unit is the unit responsible for the proposal submission Typically, associated with the PI, although not required Options appearing in the dropdown list are unit(s) that the individual has been granted access to create proposals for (based on access provisioning / ARMs) Once saved, cannot be changed!

Activity Types Types include: Construction Education/Instruction Fee for Service Fellowship Public Service Research Student Services Drive the default F&A Rates used in the budget More about that in the Budget Development in KC course Laura: Marc asked if there was any need to talk about where clinical trials went or why we reduced the number of activity types so much or do we just wait for this question and answer in class? Please let me know what, if anything, you would like me to add to address Marc’s question. Thanks!

Project Title If the title is unknown you can use a “.” to pass the validation. Remember to change it! Sponsor If the sponsor is not listed, select To Be Named as the sponsor and to request that the sponsor be added Using To Be Named allows you to continue working on your proposal, but will prevent you from submitting the proposal for approval Project Start Date Project End Date The lead unit drives other behavior, including routing, in the system so it cannot be changed once the document is saved. However, the document can be copied and, at that point, a new lead unit can be selected. We will show you how to copy proposals later in the presentation. Selecting TBN allows you to continue working on the proposal. There is a validation error to ensure this is changed before the proposal is submitted. KC Support phone number and address is listed later in the presentation

Proposal Permissions

Proposal Permissions Allows the individual creating the proposal to grant permission to create, modify, or view information in the proposal Assigning roles will permit others to interact with the specific proposal they are added to; it does not impact other documents in KC Proposal roles can be granted, changed, or removed To assign proposal permissions: Click on the Permissions tab Type in the MSU net id or perform a lookup to find the person being granted a role Select the role Click Add

Proposal Roles Aggregator
Automatically assigned to the individual that creates the proposal; Full access to add/edit/delete data and attachments, answer investigator certification questions, submit or delete the proposal Narrative Writer Can add/edit/delete proposal data and attachments and view budgets Budget Creator Can add/edit/delete proposal data and budgets and view attachments Viewer Can view proposal data, attachments, and budget Delete Proposal Can delete the proposals that are in progress (proposals that have been submitted for approval cannot be deleted) Discuss the difference between document-level roles and system roles – note that people/roles will be included because they were assigned the role at the system level, because of the business processes within their department/unit. Other roles are listed in the system, but will not typically be used at MSU

Proposal Permissions At least one person should be assigned as the Aggregator, in addition to the person creating the proposal Narrative Writer is the recommended permission to assign the PI(s) Viewer is the recommended permission to assign research administrators outside of the lead unit that have faculty collaborating on the proposal PLACEHOLDER - Will change the roles appearing in Red. Per Laura: For proposal permissions, we’ll want to run this by RASIC, I’m guessing they may rather suggest all PI’s have the Narrative Writer role rather than Aggregator. Also, for interdisciplinary proposals I’m not sure what role they’ll want other units to have. It may be a viewer role or the budget creator role rather than aggregator. This may not be decided until October/November, but we’ll let you know ASAP!

Change or remove roles Remove individuals – click delete and answer the confirmation question Change roles – click edit role, uncheck the current role assignment, check next to the appropriate role, and save Unassigned removes permission, without removing the person making it easier to reassign a role if things change (as they sometimes do!) The system requires at least one aggregator and will prevent the removal of the person/role if there is only one individual with the aggregator role

Complete the Sponsor & Program Information
Mention that Sponsor Name autopopulates from the required fields for saving a document panel.

Complete the Sponsor & Program Information
Click show on the Sponsor & Program Information panel The following fields appearing in bold should always be completed, when applicable; those not bolded do not need to be completed: Sponsor Deadline Date Sponsor Deadline Type Prime Sponsor ID NSF Science Code Sponsor Div Code Anticipated Award Type Agency Routing Identifier Opportunity Title Sponsor Deadline Time Notice of Opportunity CFDA Number Opportunity ID Sponsor Proposal ID Does this proposal include Subawards? Sponsor Program Code Previous Grants.gov Tracking ID Mention that Sponsor Name autopopulates from the required fields for saving a document panel.

Performance Site Location(s)
Discuss Applicant Org and Performing Organization; the system auto-populates default information into these fields once the proposal has been saved the first time.

Indicates where the work will be performed May be required for some Grants.gov proposals To add a Performance Site Location: Click on the lookup icon Enter the search criteria Click search Click return value for the desired location Click add Click show on the Congressional Districts subpanel Select the applicable State from the dropdown (or 00 if foreign) Enter the number portion only in the District Number field (e.g. 008) Discuss Applicant Org and Performing Organization; the system auto-populates default information into these fields once the proposal has been saved the first time.

The Performance Site Location and Other Organization subpanel are very similar, however they pull address information from different tables in KC We recommend subrecipients be entered on the Other Organization subpanel rather than the Performance Site Location The steps to add an Other Organization are the same as adding a Performance Site Location Contact if the organization is not found in the Performance Site Locations or Other Organization search Always use the lookup to search and return the Performance Site Location; typing the information prevents the system from populating the address and may lead to errors when you try to print the Performance Site Location form

Add Keywords, if applicable
If the proposal includes international activities, add the country/countries where the international activities are taking place Other programmatic keywords are optional and can be added at the discretion of the PI(s) Adding programmatic keywords are beneficial for reporting purposes Please note that if you have a proposal involving international activities, you will also need to answer “yes” to the international activities question in standard proposal questionnaire.

Add Keywords, if applicable
To add a keyword: Click on the lookup icon Enter the search criteria Keyword Code field includes categories of keywords (e.g. entering *country* will yield the list of countries) Description is the Keyword field Click search Click the checkbox next to the keyword(s) Click the return selected button Contact if you would like to have a new keyword added Please note that if you have a proposal involving international activities, you will also need to answer “yes” to the international activities question in standard proposal questionnaire.

Link the Grants.gov opportunity
S2S tab only becomes active when a federal sponsor is selected Note that the sponsor refers to the sponsor that MSU is receiving funds from (not to be confused with the prime sponsor.)

Link the Grants.gov opportunity
To attach the Grants.gov opportunity Click the S2S tab Click the S2S Lookup icon Select Grants.gov as the S2S Provider Enter the Opportunity ID and/or CFDA number The Opportunity ID and CFDA number must be entered exactly as identified in the solicitation. Wildcard searches do not work in these fields. Click search Click the return value link for the desired opportunity Note that the sponsor refers to the sponsor that MSU is receiving funds from (not to be confused with the prime sponsor.)

S2S Subpanels Opportunity subpanel – contains the following:
Information about the linked Grants.gov opportunity Including a link to the Instruction Page Submission Type should be selected as follows: Application (default) – first submission of this package Preapplication – for pre-proposals or letters of intent Change/Corrected Application – resubmitting a corrected proposal package S2S Revision Type Only applicable when the Proposal Type is Revision

S2S Subpanels Submission details
Contains the status information from Grants.gov; populated once the proposal has been submitted Will reflect any changes in status from Grants.gov

Select the Grants.gov forms
Click show on the Forms subpanel Review the forms, check the boxes in the Include column to add optional forms Mandatory – forms that must be included in the proposal and will (if Yes) be included automatically Include – forms that are not required for all proposals, but may be conditionally required – based on the sponsor’s solicitation and the project being proposed Desc – notes whether the forms are included in the PD document (available) or will need to be downloaded separately from Grants.gov The application will run validations based on the forms included to ensure that required information on each form has been entered in the system. You may miss it (hey we’re human!) but the validation process won’t – more on that later.

Unsupported Grants.gov Forms
There are a few forms that are not widely used by Grants.gov and not directly supported in the application, but can be completed outside the system and uploaded in the proposal Mandatory Desc Action Yes KC will automatically include these No Check to include, if needed Upload using User Attached Forms Upload using User Attached Forms, if needed

Upload Grants.gov (User-Attached) forms, if necessary
Download the form from the Grants.gov website Note that only the .pdf forms marked with an asterisk can be used Fill out the form according to the sponsor’s instructions and save it on your computer or network drive Click show on the User Attached Forms subpanel Enter a description Click the choose file button, select the completed form, and click choose Click the add button The system will validate that the required information has been completed on the form; an error will be given if any required information is missing on the form You will need to complete this form outside of KC and save it on your computer, first. Once uploaded to KC, the form will be included in the transmission to Grants.gov when the proposal is submitted. User Attached Forms are ONLY attached in this section of the proposal and not on the Abstracts and Attachments tab

Add Key Personnel Ex.Non-employees as PIs: newly appointed faculty that would want to submit a proposal before their official appointment date. Note that you will have to contact the support group to get the individual added in the system; they will have to add the unit(s) manually. – Lisa - This may be solved if they get a new well-known group for Future Faculty into the IDM. Will have to keep track of the progress of this.

Add Key Personnel Add Personnel Select the Proposal Role
Click on the Key Personnel tab Click the Employee or Non-Employee lookup icon Enter desired search criteria and click search Click return value next to the desired individual Select the Proposal Role PI, Co-Investigator, Key Person When Key Person is selected, type in the specific role that the individual will be serving in the Key Person Role field Key Persons are not included in the credit split or routing by default, however, you can add them by clicking on “Add Unit Details” In most cases Key Persons will not have to complete the Investigator questions, however, they can be added if necessary (e.g. Mentors for fellowship applications) Click the add person button Ex.Non-employees as PIs: newly appointed faculty that would want to submit a proposal before their official appointment date. Note that you will have to contact the support group to get the individual added in the system; they will have to add the unit(s) manually. – Lisa - This may be solved if they get a new well-known group for Future Faculty into the IDM. Will have to keep track of the progress of this.

Add Key Personnel: NIH Process is the same as other sponsors, but the roles are slightly different PI/Contact: The PI serving as the point of contact for the proposal Multiple PD/PI: Select Co-Investigator as the Proposal Role (the system will display a Multiple-PI checkbox); check the Multiple-PI checkbox This system will perform a check upon validation or submission to ensure that the PHS Multiple PI Leadership Plan is included Co-Investigator: Select Co-Investigator as the Proposal Role and do not check the Multiple-PI checkbox

Add Key Personnel: NIH continued
Add the eRA Commons Name (required) Click show on the individual’s panel Click show on the Person Details subpanel Enter the individual’s eRA Commons User Name in the field provided Assign individuals serving as other significant contributors (as defined by NIH) the Key Person role (per instructions on the last slide) Once added: Check the Other Significant Contributor’s checkbox Click Save

Non-employees as Key Personnel
Select Key Person as the Project Role when the Co-Investigator or PD/PI is a non-employee Enter “Co-Investigator” or “PD/PI” as the Key Person Role Non-employees are not included in the credit split or routing Non-employees do not have to complete the Investigator questions Contact if the individual is not included in the Non-employee lookup. Common non-employees added as Co-I’s are those from subrecipient locations; Investigator certifications in this case are included in the Subrecipient Commitment form

Key Personnel – Grants.gov order
Order of the panels is the same as on the Grants.gov forms – use the green up/down arrows to change the order, if necessary Default order is grouped first by role (PI, Co-Investigators, Key Persons) and alphabetically by first name within the role groupings Additional PD/PIs and Co-Investigators added as Key Persons should be moved so that they are listed after the PI Common non-employees added as Co-I’s are those from subrecipient locations. Adding them as a key person ensures that they do not appear in the Combined Credit Split panel.

Proposal Person Certification Questions
MSU employees with ‘investigator’ roles (PI, Co-I, Multi-PI) must answer Proposal Person Certification questions Can be answered by the investigator prior to routing or during review/approval (Incomplete) changes to (Complete) once the questions are answered and saved Note that the disclaimer statement for Key Personnel Certification is one statement with qualifiers for different types of Key Personnel.

Proposal Person Certification Questions – Opt in for Key Persons
Occasionally, individuals listed as Key Persons may need to answer the certification questions To include certification questions for key persons, click show on the Certify subpanel, then click the include certification questions button

Combined Credit Split The Combined Credit Split panel is where MSU will identify: F&A Allocation credit Post Award (bookkeeping) Unit credit Space credit PI Profiles will load into the F&A Allocation column Values in the Combined Credit Split panel (across investigators and units) must add up to 100%.

Combined Credit Split Panel
Credit is distributed both across investigators, and between the units they are appointed in Investigator Line Unit Line(s)

F&A Allocation – Investigator’s Unit(s)
F&A Allocation between units is populated by that individual’s PI Profile. Pre-populated by PI Profile

F&A Allocation – Investigators
Credit must be entered (distributed) among the investigators listed on the project Investigator lines must total 100%

Assigning the Book Keeping Unit
Assign 100% to the Post Award Unit responsible for managing the award Assign 100% to the investigator that is associated to the unit (typically the PI)

Assigning the Book Keeping Unit
To pass validations all investigators must have 100% entered in a Unit line (only 1 Investigator line will have 100%).

Assigning Space Credit
Space credit is assigned in the Space column

How to identify if an Investigator has space credit when added to a proposal
In the Unit Details tab, the Profile Name identifies that the person has space credit as well as the unit that should receive the credit

Assigning Space when there is no space credit
When there is no Space credit, the amounts entered in the Space column must match what is in the F&A Allocation column

Assigning Space when one PI receives Space Credit
The one PI with space credit must enter 100% in the Investigator line and in the Unit line that is receiving the credit

An entry must be made in a Unit line for all Investigators so the Unit Totals will calculate to 100%

The Unit Total for all Investigators and the Investigator Total all equal 100%

Assigning Space when more than one PI receives Space Credit
Enter 100% in the Unit line that is receiving space credit for all investigators receiving space credit

Divide 100% by the # of Investigators receiving space credit and enter that amount on their Investigator lines

An entry must be made in a Unit line for all Investigators so the Unit Totals will calculate to 100%

The Unit Total for all Investigators and the Investigator Total all equal 100%

Unit & Central Administration Contacts
Click Sync All button to load contact information for administrators associated with the lead unit listed on the proposal You may add or delete unit contact information where applicable

Special Review Activities requiring special institutional review should be noted on the Special Review tab

Special Review Types of special reviews that, if applicable, should be identified at the proposal stage include: Human Subjects Animal Use International Activities Additional Space/Renovations Export Control – if review is required at the proposal stage URO – if inclusion in the URO is determined at the proposal stage

Note Special Reviews Select the Special Review Type
Select the Approval Status If Human Subjects approval has not been applied for, select Approval Status of Pending (this will populate the Grants.gov forms appropriately) Complete other fields, if applicable Protocol Number Application Date Approval Date Expiration Date Exemption # (used only for Human Subjects) Add comments, if desired Click Add

Upload Attachments The Abstract & Attachments tab will contain documents required for the completion of the proposal development document, such as the narrative, budget justification, biosketches, etc. The Notes subpanel is where reviewers will be able to add and read notes related to the proposal

Upload Attachments Three types of attachments:
Proposal – documents relating to the overall project; e.g. Narrative, Budget Justification, etc. Personnel – documents relating to key personnel named on the project; e.g. biosketches, current & pending support, etc. File format should be in pdf The Proposal and Personnel subpanels are used for Grants.gov attachments only File names must be unique File names and/or descriptions must be free of special characters

Upload Attachments Internal – documents relating to MSU business policies or practices in support of the project; e.g. space plan, cost share commitment letter, subrecipient commitment letter, etc. Summary proposals will include all of the attachments in this subpanel (including summary, scope of work, budget, etc.) Can include file formats other than pdf (e.g. Excel, Word, etc.)

Adding Attachments Click on the Abstracts & Attachments tab
Click show on the applicable panel Select the Person Personnel Attachments only Select the Attachment Type Click the Browse button by the File Name field Select the file from your desktop and click open Select the status of the attachment Proposal Attachments only Type a description The description field is required if Other is selected as the Attachment Type, otherwise it is optional Complete any other fields, if desired Click Add Faculty members can continue to perfect their narrative and other documents while the proposal is being routed – we will go through that in greater detail a bit later in the presentation. Leaving the attachment status as “incomplete” may be a good way to signify that that attachment is still a placeholder/draft document

Abstracts Used for text-based documents To add a text-based document:
Documents should be attached, unless the sponsor solicitation specifically designates that project abstract and other documents be submitted in a text-based format Rarely, if ever, required To add a text-based document: Click show on the Abstracts panel Select the Abstract Type Type or paste the information into the Abstract Details field Click add

Add Notes Notes can be added to the proposal in the Notes panel
Can be viewed by anyone that has access to the proposal Can be deleted by the note author, while “In Progress” Do not flow to the Institutional Proposal or Award This is where notes will be added during the route for approval process Enter the Note Topic Suggest using “Review Comment” if the note was added while reviewing the proposal in-route Type the note into the Note Text field Click Add Both the note topic and note text are required when adding Notes. Notes can be a good place to convey information to reviewers, for example “Cost Share is being funded by Dr. X’s Faculty Start-up Account” (Now you can see why it is good that the notes cannot be changed or deleted.)

Enter Voluntary Cost Share, if applicable
Only completed when voluntary cost share is committed in the proposal Click the Custom Data tab Click show on the Proposal panel Enter a note related to the voluntary committed cost share If both voluntary and required cost share is included, quantify the amount that is voluntary and the amount that is required Click save or navigate to another tab

Answer Proposal Questions
Every proposal will contain a standard set of questions that must be answered; these are included in the Standard Proposal Questionnaire Additional questionnaires may be required, depending on content of the proposal (i.e. Grants.gov questionnaires)

Questionnaire functionality
KC has intelligent questionnaire functionality – that is, the questions presented are based on the data in the proposal and/or how other questions are answered Human Subject = Yes – other questions related to clinical research will appear More information…provides links to MSU policies or additional information (context) to help answer the question Clicking Less Information…closes the additional information again, returning users to the normal view

Proposal Actions Includes important actions such as: Data Validations
Printing proposal forms or the full proposal package Copying the proposal into a new Proposal Development document (instructions included later in the presentation) Viewing the route log Engaging data validation can be useful when an someone inherits a proposal – say, from a sick colleague - that needs to be finished; it can provide a quick way of evaluating the amount of work that remaining. However, we do not recommend that you leave it on while building a proposal – each time you click the save button, it will bring you back to the Data Validation panel…which many users find quite annoying!

Data Validation Can be turned on/off any time during the development process Includes Errors and Warnings Errors –prevent the proposal from being routed for approvals and must be fixed Warnings – indicate potential data issues; does not prevent the proposal from being routed for approval General Categories Validation errors & warnings Grants.gov errors Unit business rule errors & warnings (specific to MSU) Engaging data validation can be useful when an someone inherits a proposal – say, from a sick colleague - that needs to be finished; it can provide a quick way of evaluating the amount of work that remaining. However, we do not recommend that you leave it on while building a proposal – each time you click the save button, it will bring you back to the Data Validation panel…which many users find quite annoying!

Engaging Data Validation
Click on the Proposal Actions tab Click show on the Data Validations panel Click the turn on validation button Click show in each error/warning category to show the specific error/warning Click the Fix button KC will take the user to the tab/panel where the error/warning is located (some limitations) Once the user addresses the issue and clicks the save button, the user will be brought back to the Data Validation panel Data validation will automatically engage when printing Grants.gov forms or when the proposal is submitted Limitations: When the error is related to a missing Grants.gov attachment, the fix button takes the user to the S2S tab even though the missing form is one that should be uploaded in the Proposal Attachments area. (This issue happens because of the way that the Grants.gov schema is; we are not able to correct this in KC until Grants.gov corrects it in the schema.)

Data Validation Limitations
When the error is related to a missing Grants.gov attachment, the fix button takes the user to the S2S tab even though the missing form is one that should be uploaded in the Proposal Attachments area This limitation exists because of the way Grants.gov codes the forms/errors; we are not able to correct for this locally

Submitting the Proposal for Approval
Only individuals with the role of Aggregator can submit the proposal KC will automatically route the document to the required approvers, based on the information contained in the proposal and institutional practices and policies Once submitted, the proposal becomes read-only preventing further changes/modifications, except: Notes can be added by anyone on the route path Attachments can be replaced OSP and BC can make limited edits – notifications are automatically sent when this occurs

Replacing Attachments
Draft attachments can be used during approval routing and replaced before the proposal is submitted to the sponsor Draft or placeholder attachments must be uploaded prior to submit Documents cannot be added, only replaced Aggregators, Narrative Writers and OSP/BC/CGA may replace attachments

Replacing attachments
Proposal Attachments – click edit Personnel & Internal Attachments – click replace Choose updated file Update the status (Proposal Attachments only) Click save Oliva, Lisa Vader, Darth

Replaced Attachments Notification will be generated, alerting individuals that have already approved the document that an attachment has been replaced Notification message can be edited before sending, if desired

Proposal Routing (Nodes)
Project Investigator(s) Department(s) College(s) Actions in each node must be taken before the proposal will proceed to the next node Special Approvers, if applicable Specialized unit(s), if applicable Specialized units include: OPB – space/renovations HRPP – human subjects IACUC – animal usage Advancement – Sponsor type = Foundations Office of Sponsored Programs / Business Connect / Contract & Grant Administration

Reviewing the Proposal
Locate the proposal via the Action List or Notification link Individuals will receive an notification letting them know that they have a pending action Notifications can be turned off in users action list preferences (this is shared with KFS) Click on the document number link to open the proposal and begin reviewing the content The document will open, displaying the Proposal Summary Tab, which contains most of the information that reviewers need to assess Additional information about this can be found in the Reviewing and Approving a Proposal job aid PI/Co-I: Answer proposal certification questions* Located on the Key Personnel tab, Investigator panel, Proposal Person Certification subpanel Principal investigators and Co-Investigators only *Can be answered prior to routing as well The Reviewing and Approving a Proposal job aid is located on the project website under support materials and includes instructions on accessing the proposal, what information should be reviewed and where it can be located in the proposal, and how to take action on the document.

Approving the Proposal
Review the disclaimer statement located at the bottom of the Proposal Summary page Disclaimer statement contains qualifiers for the different types of individuals approving the project Click on the desired approval action Approve/Disapprove buttons – located on the Project Summary and Proposal Actions tabs Reject Button – located on the Proposal Actions tab Approvers that appear in multiple nodes can elect to opt out of future approval requests for a given proposal If elected the system will include the approval at all nodes

Approval Actions Action Description Approve
Indicates agreement with the information provided Disapprove Indicates that the proposal should not be submitted to the sponsor Requires the approver to add a comment indicating why the proposal was disapproved Locks the document so that no further edits/actions can be taken Acknowledgement request sent to previous approvers Reject Indicates that additional information or corrections are required before approval can be granted Requires the approver to add a comment indicating what information needs to be added/corrected Returns the document to the initiator, allowing edits to be made Additional information on Proposal Routing and Approval is provided in the Reviewing and Approving a Proposal job aid; this document in located on the project website under support materials and includes instructions on accessing the proposal, what information should be reviewed and where it can be located in the proposal, and how to take action on the document.

OSP/BC/CGA Approval Actions
Review the proposal OSP/BC can perform limited updates in the proposal, should there be an error that does not impact the scope or budget of the project (e.g. a typo in the title) KC automatically generates a notification message to the initiator stating that a correction has been made Approval Action

OSP/BC Submission Actions
Submit to Sponsor Generates the Institutional Proposal Submit to S2S Submits the proposal to Grants.gov Only applicable to Grants.gov proposals Action is taken by OSP

Grants.gov Post Submission Status
Status transmitted to KC and displayed on the S2S Tab > Submission Detail panel Status’ transmitted every 20 minutes Click refresh for the most recent update (optional) Typical updates include: Submitted to Grants.gov, Received by Agency, Agency Tracking Number Assigned, Accepted / Rejected by Grants.gov, and, Funded/Not-Funded

Section Exercise Please use the handouts provided to build and submit a Grants.gov proposal

Preparing and Routing a Summary Proposal in Kuali Coeus
Since we already covered how to create a proposal in the Grants.gov section in detail, we will cover what sections of the proposal need to be completed for proposals that are not being submitted via Grants.gov

Summary Proposals Used for all proposals except those being submitted via Grants.gov Proposal information is contained mainly in attachments rather than entered in KC It is necessary to enter a minimal amount of data in KC to support routing, approval, and reporting While it is recommended that the budget be developed using the KC budget tool, it is not required The current Salary Budget Builder will be replaced by the KC budget tool For more information on budgets in KC, please attend the Budget Development in KC class

New Process - KC Create Proposal Development (PD) doc / Notify OSP or BC Link Grants.gov opportunity Assign proposal permissions Add Key Personnel Draft budget* OSP or BC when budget is ready for review Complete PD document, with attachments Perform data validation Submit for approval OSP or BC reviews the PD document Review feedback, make changes** Approval granted OSP/BC approves PD document Notification from Grants.gov transmitted to KC *Budgeting will be covered in Budget Development course **May require re-routing the PD document

Key Differences No interaction with the S2S tab (skip it!)
Budgets can be prepared on spreadsheets, with minimal data entered into KC This topic is covered in the Budget Development in KC course All documents uploaded in the Internal Attachments section Only complete the Standard Proposal Questionnaire

Section Exercise Please use the handouts provided to build and submit a summary proposal

Proposal Search

Proposal Search – Researcher tab
All My Proposals – opens doc search function with the following data filled in: Document type (ProposalDevelopmentDocument) Initiator (MSU NetID of the individual that is currently logged in) Limitations Only lists the proposals that were initiated by the individual logged in; does not include proposals that were initiated by someone else Only action is to open the document (opens in edit mode if the proposal is in progress and the user has permission to edit)

Proposal Search – Unit tab
Preaward Channel, Proposal Development Lookup – opens the proposal document lookup function Limitations – no pre-filled search criteria, results list limited to 50 Advantages – can click the copy link directly from the search results, saving a few clicks; more search criteria to use to narrow down the results

Copy a Proposal

Reasons you may choose to copy a proposal
Create a template proposal Options provided to copy various sections of the proposal (e.g. you do not have to copy the entire body of work) Change the lead unit Only permitted when individual is appointed in or has permission to create proposals in multiple units Calculate a revised budget at the JIT phase Submit a proposal that is similar to one already submitted Submit a revised proposal Templates can be a way to reduce time/effort if you have a PI or group of investigators that submit similar proposals (consistent sponsor, same group of investigators, credit splits, etc.)

Copy Process Search for the proposal you wish to copy Select the Components to include* Click the copy link Click Copy Proposal Select the Lead Unit Alternately, you can Click on the Proposal Actions tab and then Click show on the Copy to a New Document panel in any open proposal. * Do not include the attachments if changing the Grants.gov opportunity in the new proposal – doing so may cause validation issues and render your newly copied proposal unusable

Copying the Proposal Creates a new proposal development document, copying the data from the original proposal Copy options Include the budget; final version or all versions Include the attachments Change the lead unit (if you have proper permissions) Include responses to the proposal questionnaires You can make a copy of a proposal that is in any status (in progress, being routed for approvals, approved, submitted to the sponsor, disapproved, etc.)

Things to check in a copied proposal
Grants.gov Opportunity and Forms – both the opportunity and form selections (including User Attached Forms) are copied to the newly created proposal Permissions - original proposals permissions are copied to the newly created proposal Questions - responses to questions are copied to the newly created proposal, when selected Responses to Proposal Certification Questions do not copy over Attachments – all proposal, personnel, and internal attachments are copied to the newly created proposal, when selected Status changes to Incomplete in copied proposal Budget – implications covered in the budget development class Remember, the attachment status can be changed to Complete all at once, if desired

Grants.gov Change/Corrected Applications

Change/Corrected Grants.gov applications
Submitted to make corrections to the original proposal submission, such as: errors and/or warnings from a post submission system (e.g. eRA Commons) replace an incorrect version of an attachment Steps for completing a Change/Corrected Application: Copy the Proposal Development document from the original submission Following the instructions for how to Copy a Proposal The system will present a validation error if the federal identifier is not detected, either by the inclusion of the Sponsor Proposal ID or alternative methods, which differ depending on the type of application. (More on that in the next few slides)

Enter the appropriate identifier so Grants.gov can link the original application to the change/corrected application Grants.gov tracking ID should be used in change/ corrected applications for new submissions Sponsor Proposal ID is preferred if this is for a Continuation, Resubmission, Renewal or Revision

Select Change/Corrected Application as the Submission Type on the S2S tab Make the desired changes to the proposal Change the status of the attachments to Complete Route the proposal

For more information Additional educational/support materials are available at: education-and-resources KC Support - (517) or Please note that first point of contact for questions will be your OSP proposal team or, based upon your sponsor, Business Connect, as it is now, but you may contact the help desk directly to add sponsors, keywords, organizations, or non-employees to the system or have technical questions.

Thank you for your attendance and participation!
Questions??? Thank you for your attendance and participation!

Support Materials available:
The following materials are available at to aid you proposal preparation: Job aids Short cut to Creating a Grants.gov proposal Grants.gov User attached forms Modifying Proposal Permissions Entering Key Personnel Distributing F&A and Space Credit and Assigning a Post Award Unit Noting special reviews in Proposal Development Documents

The following materials are available at to aid you proposal preparation: Job aids (continued) Reviewing and Approving a Proposal Copy a proposal Creating a Grants.gov Change/Corrected Application Preparing a Summary Proposal Creating and Updating PI Profiles

The following materials are available at to aid you proposal preparation: Videos Creating and Saving a proposal Using the shortcut for creating a grants.gov proposal Assigning Proposal Permissions Adding Keywords to a Proposal Uploading S2S user attached forms Adding Key Personnel to a Proposal Distributing Credit & Assigning Book keeping Unit

The following materials are available at to aid you proposal preparation: Videos (continued) Noting special reviews Uploading attachments: proposal, personnel, internal Completing Proposal Questionnaires Engaging Data Validation Reviewing and Approving a Proposal (faculty only) Copying a proposal

Proposal Development in KC

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