1. The Grants.gov Online Grant Submission Portal November 8, 2017
WORKSPACE
The Grants.gov Online Grant Submission Portal
November 8, 2017
Why are we all here:
Small hype on Workspace but lots of hype on legacy packages being retired – Talk more about that later in the slides
We wanted to bring together a group of interested individuals to introduce the resources and share your questions or comments.
Numerous online resources, written in notices and video tutorials available for users – GCO will create a central repository on our website for all these resources.
Series of 5 Youtube videos that will serve at the resource for any MCW applicants that will use Workspace to apply
Ask questions after the video clips as needed and there is lots of time build in at the end for questions
At the end of each video there is a prompt to use the blue question mark icon for more information – This is a link directly to the Grants.gov prepared resources.
Hand outs are for use during dialogue today.

2. New standard for preparing and submitting grants to the federal government.
Open environment that allows teams to collaborate to complete application forms.
2 methods to complete forms
Complete online webforms
Download individual pdf form, complete, save, upload into Workspace
*Bonus* REUSE Copy previous forms and paste into new editable webforms
Video: Introducing Workspace Functionality
What is Workspace?
New standard for non-NIH at MCW that allows teams of people to assemble to complete the forms needed to complete an SF424.
Start with a intro on the multiple ways to complete the forms.
Lots of new roles – What do they mean and which one do I need?
First Video - 6 phases of workflow are outlined on the timeline side of the handout

3. What Role do I need? Time line outlines the Workspace work flow
Role based access levels let you know who is needed to completed each action
Video: User Roles & Access Levels in Workspace
Manage Workspace
Requires a Grants.gov account – Create independently
Must request the Manage Workspace role from GCO
Workspace Owner
Applicant user who creates the Workspace is automatically assigned the Workspace Owner role
Other Participants
Added by Workspace Owner
Must have a Grant.gov account
Timeline outlines the Workspace work flow and access levels
Anyone who wants to participate in a Workspace needs to create a Grants.gov account
If you require the Manage Workspace role you will have to contact GCO with a request to have this added to your Grants.gov account
We have created a link on our Website to allow this request to be submitted quickly
We are not putting boundaries around who can have this role but would ask the you only request this role be added to the Grants.gov account of individuals who will use the functionality.

4. User Roles & Access Register on Grant.gov – Anyone
Are you a participant? or
Do you require the Manage Workspace role?
Send a request to GCO asking for the Manage Workspace Role be added to your existing Grants.gov account here.
These resources created by Grants.gov can be used at a glance to determine what roles and access is required for actions required in Workspace
Also on the handout.

5. Adding Participants
User with Manage Workspace role can add Participants
Add a Participant first, then assign access. Edit access to complete forms is optional.
Complete list of Grants.gov users will be available if you search by username. Or search within your organization using the search by first and last name function.
Slide 1 – Search for participants using first or last names. You can search inside and outside MCW.
Check add if you find the individual’s profile that you would like to allow access to your Workspace.
Slide 2 – Confirmation screen in the Manage Workspace Participants tab – Shows the complete list of participants in the Workspace and their access level.
Slide 3 – How to add from within Applicant Org or How to add a participant by Username

6. Make sure you have the Manage Workspace Role
Make sure you have the Manage Workspace Role. If you should be a participant in another workspace – the owner a request to join their Workspace
Locate your grant opportunity in Grants.gov. Determine if this opportunity is compatible in Workspace
Click Apply
Sign up to be notified about changes to the opportunity
Enter the application filing name
Click the Create Workspace
Begin managing your Workspace
Getting Started
Read step by step instructions here.
Video: How to Create a Workspace on Grants.gov
This slide starts the video clip resource as well as written step by step guidance resources
Easiest if you login to Grants.gov first
Discuss compatibility – 99% of opportunities in Grants.gov are compatible now. All will be compatible in the near future.
Filing name is the title and should be used to make sure that 2 individuals that have the Manage Workspace role do not open a Workspace for the same application.

7. Complete the application
Fill out a Webforms in a Web Browser
Click form’s webform link
Use the jump to function
Edit forms and use the save button
Check for errors
Decide if the form should be locked to other users
Individual PDF Form
Click download link – Decide if you want to lock the form
Save the PDF to your computer
Fill out the form – Save – Check for errors
Upload the form to the Workspace
*Bonus* Reuse Forms
Search for the desired Workspace form
Select the form
Complete the application
Video: Completing Forms in Workspace
Read instructions here to complete Workspace Package

8. Edit WebForms
Complete webform option uses similar functionality as eBridge.
Complete questions on the page
Lock when complete
Use Preview Application function to view complete PDF
Next 3 slides are actual slides from a demo of Workspace online.
This slide is a screen grab of the different options to complete and upload forms that are required or optional in the application.
Status will show when a form is being edited using the In Progress indicator.

9. Webforms Left Navigation
When completing the webform there is ‘jump to’ option functionality built into each page. Use the list located on the Left Navigation of the page to:
Pre-view all questions on the page
Easily locate your question without continuous scrolling.
Screen shot of the online webform option
Highlight the left navigation
Red star indicates the SF424 validation built into the page but does not include the sponsor validation.

10. Reuse Workspace forms
Completed this form in another Workspace? Return to the Workspace, copy the form and paste it into your new Workspace.
The form is pasted into an editable webform in your new Workspace. Your team will be able to edit the pasted info to update it as needed.
Search for previously completed form from another workspace to reuse

11. Submitting a grant using Workspace
When is the application ready to submit?
When all forms have been:
Completed
Check for errors
Upload final docs
Then take these actions:
Check Application - All forms must be in the Past Status
Complete and notify AOR – Not optional at MCW.
The final PDF that is created using the Preview Application Forms should be attached in eBridge and routed to GCO for review.
AOR will login to submit the final application once GCO review is complete
GCO Analyst will forward all confirmation s
Submitting a grant using Workspace
Video: How to Submit a Federal Grant Application in Workspace
Written Guidance: Submit a Workspace Package
Discuss MCW operational preferences.
Discuss validation opportunities
Last half of the video walks through the duties of the GCO analyst to submit your application to Grants.gov
The Workspace Manager should not reopen the Workspace for edit unless GCO analyst is consulted. AOR will not resubmit the application simply because edits were made and the revised application is ready to submit. Please refer to MCW policy for rejecting and resubmitting applications.

12. Create PDF of SF424 Attach in eBridge to route to GCO for review
Highlight the tab were you can generate the final PDF of the SF424 to attach in eBridge.

13. Workspace at MCW Retirement of PDF package
2018 – Legacy packages no longer available for download
eBridge – Assist – Workspace
NIH
Federal Non-NIH
Start using Workspace right away – Mandatory on 1/1/2018. If you have an application due after 1/1/2018, please DO NOT Download a legacy PDF grant application package. Your application will be submitted using Workspace!

14. Loads of Resources Use the Federal resources available!
GCO can be an additional resource if you have a specific question or are having trouble with interpretation. Check out the Workspace resources on our website!
Community Blog
Hotline help
Workspace Webinar - Getting Started with Grants.gov Workspace: Become a Workspace Wizard *Includes a Demonstration of Workspace