1. Slide 1 Cayuse424 Auto-Populate, Calculate, Validate UW-Madison’s solution to Grants.gov Welcome to Revised 1/10/07

2. Slide 2 Key Dates January 8: Earliest date for R01 submission (R21 submitted successfully on Jan. 8!) February 5: R01 submission deadline RSP recommends you have the proposal ready to submit 10 business days in advance due to bandwidth at Grants.gov and NIH Go to http://www.rsp.wisc.edu/cayuse Check often for updates and help

3. Slide 3 Cayuse: Making the “Whole Job” Easier SF 424 Forms completion Auto-Population Information entered once Form Filling simplified Budgets Automatic Calculation Easy Escalation Validation BEFORE submission

4. Slide 4 Cayuse: Making the “Whole Job” Easier Navigation Assistance with Attachments –Templates to assist in Research Plan completion Proposal Approval Submission

5. Slide 5 Key Concepts: Institutional Profiles Reusable information about the UW Reusable information about outside collaborating institutions, companies, etc. Initial set-up must be done in RSP, but is available from then on

6. Slide 6 Key Concepts: Professional Profile Your profile is automatically started when you login to the system with your NetID Reusable information about you Reusable information about outside collaborators Reusable information about PIs, administrators, etc.

7. Slide 7 Key Concepts: eRA Role The eRA Role list includes only those titles that are acceptable to NIH –Principal Investigator –Assistant –Administrative Official –Signing Official/“AOR”

8. Slide 8 Key Concepts: Proposals-Autofill A pencil icon means you can fill the fields from profiles You can re-Autofill if the profile information changes or you change your mind Autofill of certain sections fills other logically connected fields

9. Slide 9 Key Concepts: Saving By default, Cayuse saves your work automatically as you move from screen to screen in your proposal You may sometimes be prompted to save (e.g. when editing a profile) by clicking the blue “disk” icon at the top of your screen

10. Slide 10 Cayuse424: Before You Begin See the info on the RSP Web site at www.rsp.wisc.edu/cayuse –Use a recommended browser and enable pop-ups from Cayuse –Know your UW-Madison NetID –Know your opportunity number –Make sure you have an NIH Commons ID –Contact RSP about collaborators/subawardees –Optional: Download the research plan tools

11. Slide 11 Overview of What To Do in Cayuse424 1.Complete your professional profile – once 2.Download your opportunity 3.Start a proposal 4.Fill in the fields on each page (with auto- calculation, and auto-fill assistance) 5.Attach the research plan and other materials 6.Check the error messages and fix things 7.Route the proposal for review and approval 8.Check the status of your proposal During internal (UW) review/approval After submission to Grants.gov

12. Slide 12 Cayuse424 Don’ts Don't use the "back" button in the browser Don't cut and paste into the application –Special characters cause problems Don’t leave the client running overnight –Browser times out after 4 hours of inactivity –You can lose the last page of work

13. Slide 13 Logging into Cayuse424 Go to www.rsp.wisc.edu/cayuse www.rsp.wisc.edu/cayuse Click the “Log In” button Enter your NetID and password

14. Slide 14 What you see once you have logged in

15. Slide 15 Navigating Use tabs to move between sections without losing your place in the proposal Links underneath the tabs allow you to move back up one level Note the drop down list (this is used elsewhere)

16. Slide 16 Professional Profiles

17. Slide 17 Setting Up Your Professional Profile Information to complete a PIs profile: ► Contact information including address, phone, fax, and email ► Degrees ► Current Biosketch saved as a PDF ► NIH Commons ID ► “Role” in the commons ► Department and Division ► Position/Title ► Appointment type ► Fringe Benefit category You only need to enter this one time!

18. Slide 18 Setting Up Your Professional Profile Start by choosing the “Profiles” option on the Cayuse424 Overview page: ► Your profile was started when you logged in for the first time The information comes from the campus directory You can change the information but it will not change the campus directory

19. Slide 19 Setting Up Your Professional Profile Select “Professional Profiles” All individuals that you are going to include in your proposal as key personnel or significant contributors must create a professional profile Once they have entered this information in Cayuse424 and granted you access, you will be able to add the information to your proposal budget

20. Slide 20 Begin by selecting your profile from the list Setting Up Your Professional Profile

21. Slide 21 Confirm that the information in your profile is accurate and fill in any missing information The New Investigator box does not auto-fill into your proposal Click the degrees button to continue setting up your profile Setting Up Your Professional Profile

22. Slide 22 Attach a current Biosketch to your Profile by clicking on the Biosketch link and click on the green cross. There should be no blank spaces in the name of the Biosketch. Upload your current Biosketch as directed You can update your Biosketch at any time Setting Up Your Professional Profile

23. Slide 23 Benefits to including your Biosketches in your profile: You can store PDFs & source documents on the server for use in proposals and later edits Multiple Biosketches are allowed You can easily attach Biosketches to Senior/Key Persons page later on in the proposal You can provide access to your Biosketch to other users so they can include you on their applications Setting Up Your Professional Profile

24. Slide 24 Verify your contact information in this area and update where necessary Setting Up Your Professional Profile

25. Slide 25 Your eRA Role: Check Principal Investigator if you’ll be a PI on a proposal Check Assistant if you’ll be helping someone create a proposal Setting Up Your Professional Profile

26. Slide 26 Add in your department, division, and title Setting Up Your Professional Profile

27. Slide 27 Appointment Type: Enter a number of months for at least one appointment type Enter salary info, if you will be included in a proposal budget Fringe Worksheet: Delete all unneeded fringe rates from the fringe worksheet Setting up your Professional Profile

28. Slide 28 Permissions for the Professional Profile Key concepts: –You set the permissions on your profile –This controls: Who can see you in a pull-down list Who can auto-fill your info into a proposal … and a few other things

29. Slide 29 Key Information for PIs By default, who can see you? –Yourself and RSP If you want someone else to be able to see your profile: –Add the person to your permissions list –Give them “list, read, and autofill” rights –To be added to budget detail, you must complete the salary/fringe worksheet

30. Slide 30 More about Profile Permissions (2) By default, who can you see? –Yourself –People that you can route your proposal to, for review and approval –Diane Barrett – Assistant Director of Pre-Award Services, RSP (the AOR) If you want to see someone else’s info: –Ask them to add you to their permissions list, and to give you “list, read, and autofill” rights

31. Slide 31 Downloading Your Opportunity

32. Slide 32 Know Your Opportunity Number! From the Grants.gov “Find an Opportunity” screen:

33. Slide 33 Go to the Admin tab Click on Update Opportunity List Enter your opportunity number Click Retrieve Opportunities from Grants.gov Find your opportunity in the list To Download an Opportunity:

34. Slide 34 Watch out for Expired Opportunities The Opportunity List: –You can show or hide expired opportunities –The title of an expired opportunity starts with “(OBS)” meaning obsolete The Proposals List (coming up): –A yield sign indicates that the proposal uses an expired opportunity

35. Slide 35 Creating a Proposal

36. Slide 36 Security Refresh & New buttons Proposals you can see: –The proposals you created –The proposals that someone gave you permission to see (more later) Refresh New

37. Slide 37 Proposals: Create Step 6: Click on “Create Proposal” Step 4: Select the PI from the drop-down list Step 3: Add your working title Step 5: Choose the correct number of budget periods (usually years) Step 1: Is this the main award or a sub? Step 2: Choose the correct Funding Opportunity

38. Slide 38 Tips on Choosing your Proposal Name Not the same as your project’s descriptive title –For use within Cayuse424 only The name should contain: –The PI’s last name plus a descriptor, if necessary –The sponsor Example: BartlettPancreatic _ NIH

39. Slide 39 Proposals: Navigating The page numbers are links to form pages The checkboxes control which forms are submitted –Mandatory forms cannot be unchecked –Optional forms can be unchecked

40. Slide 40 Proposals: Navigating (2) Permissions Proposal Approval –Routing on campus Submission –Status –History –Note to Diane: this is a thunderbolt, not a “zorro thingy” Print Proposal The first three options are also available in the left navigation pane.

41. Slide 41 What is automatically filled in if your Professional Profile is completed: FOA Information Applicant Information EIN Type of Applicant Type of Application PI Contact Information Performance Site Human Subjects and Animal Welfare Assurance Numbers DUNS number Key Person budget info Authorized Representative

42. Slide 42 The 424 (R&R): Cover Page 5. Applicant Information will auto-fill 6. Person to be contacted: You must autofill this with Diane Barrett See next slide… Navigation on left side Remember to click on the pencil for auto-fill options

43. Slide 43 When you auto-fill the Person to Be Contacted, you will see this screen More info coming….

44. Slide 44 Scroll down… Notice that tabs stay on top 9: Add “National Institutes of Health” here. This is where you put the full title of your proposal

45. Slide 45 Scrolling, scrolling Use the calendars for the project dates 57 Errors/Warnings at this point: Don’t worry about this until you are finished with the proposal. Most will go away.

46. Slide 46 Key Personnel When you auto-fill a Key Person, this screen will pop up If you uncheck the box on the right next to the person’s name, they will not show up as a Key Person on the Cover Page If you uncheck the boxes on the right next to Budget periods, the Key Person will not show up in the budget for the years you have unchecked

47. Slide 47 Key Personnel By selecting the Role of the Key Person and adding the budget information here, it will auto-populate the budget This is one of the places you can attach the person’s Biosketch

48. Slide 48 Key Personnel You can also add the Biosketch here

49. Slide 49 Alphabetizing Key Personnel Cayuse will alphabetize your Key Personnel NIH has relaxed the rule about Other Significant Contributers being alphabetized under the others, but it is possible to do it anyway….

50. Slide 50 Other Significant Contributers In the drop-down box for Project Role, choose “Other (Specify)” In the Other Project Role Category, type “OSC” This will cause all of the Key Personnel to be alphabetized except the Other Significant Contributers. They will be alphabetized underneath the other Key Persons

51. Slide 51 Performance Sites Use the navigation on the left-hand side to go to SF424 RR Performance Sites You can add sites from the list of Collaborator Profiles by clicking on the “Add Site” button, then click on the pencil that appears. If you don’t see your collaborator, send an email to cayuse@rsp.wisc.edu and RSP staff will add it for you. You can free-type into the fields instead, but you will have to do it for each proposal

52. Slide 52 Upload Your Research Plan

53. Slide 53 Budgets

54. Slide 54 Budgets: Section A&B Note that you see only one budget period at a time Use the Budget Period Editor to set your budget dates

55. Slide 55 Budgets: Section A&B Use the auto-fill pencil to add the PI and any Key Persons. Remember that each Key Person must have granted you access to view his/her Professional Profile. Fill out the other budget categories as you normally would on this and the next screen (sections C,D, & E).

56. Slide 56 Budget: Section F-K The budget period is always at the top. The IDC Type will be pre- filled for all standard categories. If you add items (such as tuition remission), you must choose whether or not that expense is part of the indirect cost base or not. You will choose the IDC base under section H.

57. Slide 57 Budget: Escalation Escalate the budget by category by clicking the stairs and typing in the percentage of escalation that you wish You can also copy the budget from one period to another without escalating any year You have complete control over this

58. Slide 58 Cumulative Budget Section 4 of the budget contains your cumulative totals

59. Slide 59 Subawards

60. Slide 60 Two Ways to do a Subaward Identify the institution and create a complete subaward budget –Create the subaward proposal –Link the subaward proposal to your main proposal Just fill in the total direct and indirect costs for each budget period without spelling out any details

61. Slide 61 Subawards: With a Complete Budget For each collaborating institution, there must be an Institutional Profile –Contact RSP to have them set this up for you, if you haven’t already done so There must be a PI associated with the collaborating institution –This PI must have a Professional Profile –You can create the Professional Profile yourself, and associate it with the appropriate Institutional Profile –OR: Your collaborator can log into Cayuse; this is not recommended (unless you want to teach your collaborator how to use Cayuse) but contact RSP for details if you are interested

62. Slide 62 To get a Guest NetID Have your collaborator go to: –http://kb.wisc.edu/helpdesk/page.php?id=3772http://kb.wisc.edu/helpdesk/page.php?id=3772 –Follow the instructions –A guest account can be good for up to 31 days

63. Slide 63 Subawards: An Overview 1.Make sure the Institutional Profile exists 2.Create the PI’s Professional Profile and link it to the Institutional Profile 3.Create your subaward proposal a.Specify the correct PI (and institution) b.Budget period dates must match those of from the main proposal 4.Complete the budget for your subaward 5.Link your subaward proposal to your main, or prime, proposal

64. Slide 64 Subawards A subaward is developed in the same way as any other proposal, by clicking the green + sign on the Proposals tab Click the Subaward button on the budget type The number of budget periods must match the prime award periods

65. Slide 65 Subawards Note that the subaward navigation bar is limited to the Budget and Permissions Remember that Permissions must still be granted for others to see the subaward, including the PI if the PI wasn’t the creator The budget period dates MUST match the Prime proposal’s dates

66. Slide 66 Subawards Once the Subaward budget is complete, it is ready to be linked to the Prime’s budget Return to the Prime (your proposal) and go to the Subaward Budget page

67. Slide 67 Subawards: Add Budget Cayuse 424 automates the direct integration of the budgets of one or more subawards The green + will take you to a list of available proposals that are eligible to be attached

68. Slide 68 Subawards: Add Budget Link to the correct Subaward If the right one doesn’t show up, you haven’t been given permission by the creator

69. Slide 69 Subawards: Budget When you link a Subaward, the Subaward’s total costs (direct + indirect) for each of the budget years are added into Item F.5 (Subawards/ Contractual Costs) in the R&R budget

70. Slide 70 Subawards: The Other Way Forget the Institutional Profile, the PI’s Professional Profile, and the subaward proposal On the Subaward Budget page, click the Plus sign and create an unlinked subaward row: This allows you to simply insert the total direct and indirect costs into your budget. There is no budget-building template behind it.

71. Slide 71 Validations & Proposal Completion

72. Slide 72 Proposals-Validations Errors cause proposal rejection at Grants.gov or NIH Warnings will not stop your proposal, but may delay it at NIH The links are live - they take you to the field! Follow a few links and fix a few errors when you are close to being done

73. Slide 73 Proposal Completion Work your way through all of the necessary forms Attach all appropriate documents Correct the error messages by clicking on the links in the Errors/Warnings window Some fields are shared and reflect changes made in other places

74. Slide 74 Proposal Print (PDF) Server can generate a PDF of the entire proposal Follows the NIH print order

75. Slide 75 Proposal Summary The last form listed on the navigation bar Information from the rest of your application appears here Don’t touch it – except for the sponsor deadline, if you wish RSP does not use the rest of this information right now

76. Slide 76 What do do when you want to get out! If you log out while in the proposal, it will LOCK the proposal Back up until you see your proposal titles before logging out, and the proposal will not lock It works the same way with your Professional Profile

77. Slide 77 Collaboration – When several people want to work on the same proposal Key concepts: –For every proposal there is a set of permissions This controls who can see, edit, print, and/or delete your proposal (and a few other things) –If you create a proposal, you can do anything to it –No one else can see, or work on, your proposal until you give them permission to do so Exception: People in the Routing Chain (more later)

78. Slide 78 Changing the Permissions If you want someone else to be able to edit your proposal: 1. Go to the Permissions screen & click the green Plus Sign…

79. Slide 79 2. Add the person to the proposal’s permissions list By default, they’ll be able to see, edit, and print the proposal

80. Slide 80 More about Permissions and Locks If you need to edit someone else’s proposal: –Ask them to add you to the permissions list Only one person at a time can save changes –The proposal will be “locked” while someone else is using it Remember to always SIGN OUT!

81. Slide 81 Routing and Approval

82. Slide 82 This is not PureEdge! Proposals on Central UW Server You are not really routing – you are allowing access. PI Assistant Collaborators Dean’s office RSP

83. Slide 83 Back to your Professional Profile: The Routing Profile Select a Next Reviewer from the pick list in your Professional Profile Routing works as it normally does for your T-form You may also pick a delegate: someone who is authorized to do your functions in the Routing Chain This is your delegate, not your reviewer’s delegate!

84. Slide 84 Routing and Delegates If you are the delegate for a reviewer: –You can see all the same proposals –You receive all the same email messages –You can take all the same actions, on behalf of the reviewer: Edit the proposal, approve, reject, alter the routing chain

85. Slide 85 Key concepts: –Everyone has a default Next Reviewer –Your proposal’s default Routing Chain is constructed from everyone’s defaults Routing for Review/Approval

86. Slide 86 Initiating the Review Process Check the box next to your name –The next person in the chain gets an email message –The proposal shows up as HOT in the next person’s Warm/Hot list Once you have initiated the review process: –You (the PI) can still upload attachments for the science –The rest of the proposal is locked as soon as you log out

87. Slide 87 Routing: Reject and Recall To reject at your level, send it back to a previous person by un-checking that person’s box Initiators can recall a proposal by un-checking their own box

88. Slide 88 To add someone, click the Plus sign To delete someone, click the X sign You can rebuild the chain, using people’s defaults, from any point forward when it is in your control Changing the Chain

89. Slide 89 Routing: Security Reviewers take turns — sequentially Before it’s your turn, you can see everything that is on its way to you (but you can’t edit it) Once it’s your turn, you can edit the proposal while it is in your control Once you approve it: –The proposal goes to the next reviewer –You can no longer edit it –You can change your mind and remove your approval… up to the moment that the next reviewer approves it

90. Slide 90 Routing: History User actions & comments are logged and timestamped

91. Slide 91 For Reviewers: Warm/Hot List –Each user has their own list –Proposals at 0 steps away and with a star are waiting for your action

92. Slide 92 Summary: Permissions and Collaboration Profile permissions: Determine who can see your profile, see you in certain pull-down lists, and autofill your info into a proposal Proposal permissions: Determine who can see and/or edit a single proposal A delegate can act on behalf of another user in the Routing Chain

93. Slide 93 What to send to RSP in hard copy T-form Cover page (first 2 screens) Budget detail if non-modular Modular budget if modular Abstract

94. Slide 94 Proposals-Submitting Select Submission and see:

95. Slide 95 An AOR will Submit The Grant Tracking number comes from Grants.gov Use for corrected Applications (Federal Identifier)

96. Slide 96 Submit-History Successful submission results in a tracking number, which is a link to current grant status Clicking on it brings up a window RSP also receives emails from Grants.gov

97. Slide 97 Remember: Don't use the "back" button in the browser Don't cut and paste into the application –Special characters cause problems Don’t leave the client running overnight –Browser times out after 4 hours of inactivity –You can lose the last page of work

98. Slide 98 Support Browser issues – local tech support Otherwise: Check with a local research administrator or tech support person Check with your Dean's Office Send email to "cayuse@rsp.wisc.edu" Call Diane Barrett in RSP at 262-0252 Report any crashes (copy and send error log from window)

99. Slide 99 Extra Credit

100. Slide 100 Download and Install Research Plan Tools Go to www.rsp.wisc.edu/cayuse and follow the link at the top of the page

101. Slide 101 Senior/Key Persons Add as many as you need by using the plus sign and pencil as before If you have more than 8 (or 40), Cayuse automatically generates a PDF with the overflow and attaches it to your proposal With the click of a button, you can sort the key personnel Remember that most Key Persons require a budget entry

102. Slide 102 SFS424 RR Other Project Information This is where you add compliance and other information, as well as upload single documents if you wish: 6. Project Summary/Abstract 7. Project Narrative 8. Bibliography & References 9. Facilities & Other Resources 10. Equipment information 15. Other attachments