2. Learning Objectives
Learn how to:
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
2
Budget development will not be covered in this class
*S2S = System-to-System
3. 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
3
Colleges/Departments are encouraged to determine
Internal processes for proposal creation prior to go-live
4. 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:
4
Proposal Status
Creation Date
PI
Document Number
Initiator
Sponsor, and if it is being
submitted via Grants.gov
6. Current State Process
6
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
7. New Process - KC
7
Create Proposal
Development (PD)
doc / Notify OSP
Link Grants.gov
opportunity
Assign proposal
permissions
Add Key
Personnel
Draft budget*
Email 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
8. Key differences in process
8
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)
9. Create the Proposal
Researcher tab
Click the Create Proposal link, located in the
proposals channel
Unit tab
Click the Create Proposal icon, located in the
preaward channel
9
10. 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) 10
11. 11
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
Required Fields to Save the Document
1. Proposal Type
12. 12
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
Required Fields to Save the Document
1. Proposal Type, cont.
13. 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!
13
Required Fields to Save the Document
2. Lead Unit
14. 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 14
Required Fields to Save the Document
3. Activity Types
15. 4. Project Title
If the title is unknown you can use a “.” to pass the
validation. Remember to change it!
5. Sponsor
If the sponsor is not listed, select To Be Named as the
sponsor and email KCHelpDesk@msu.edu 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
6. Project Start Date
7. Project End Date
15
Required Fields to Save the Document
17. 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
17
18. 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)
18
Other roles are listed in the system, but will not typically be used at MSU
19. Proposal Permissions
At least one person should be assigned as the
Aggregator, in addition to the person creating
the proposal
19
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
20. 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!)
20
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
22. 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:
22
• 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
24. Performance Site Location(s)
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)
Click add 24
25. 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 KCHelpDesk@msu.edu if the organization is not
found in the Performance Site Locations or Other
Organization search
25
Performance Site Location(s)
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
26. Add Keywords, if applicable
26
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
27. 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 KCHelpDesk@msu.edu if you would like to have
a new keyword added
27
28. Link the Grants.gov opportunity
28
S2S tab only becomes active when a federal
sponsor is selected
29. 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
29
30. 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
30
31. 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
31
32. 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
32
33. 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
33
Mandatory Desc Action
Yes Yes KC will automatically include these
No Yes Check to include, if needed
Yes No Upload using User Attached Forms
No No Upload using User Attached Forms, if needed
34. 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
34
User Attached Forms are ONLY attached in this section of
the proposal and not on the Abstracts and Attachments tab
36. Add Key Personnel
Add Personnel
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 36
37. 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 37
Add Key Personnel: NIH
38. 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:
• Click show on the individual’s panel
• Click show on the Person Details subpanel
• Check the Other Significant Contributor’s
checkbox 38
39. 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 KCHelpDesk@msu.edu if the individual
is not included in the Non-employee lookup.
39
40. 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
40
41. 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
41
42. 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
42
Proposal Person Certification
Questions – Opt in for Key Persons
43. Combined Credit Split
43
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%.
44. Combined Credit Split Panel
Credit is distributed both across investigators,
and between the units they are appointed in
Investigator Line
Unit Line(s)
45. 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
46. F&A Allocation – Investigators
Investigator lines must
total 100%
Credit must be entered (distributed) among the
investigators listed on the project
47. 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)
48. 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%).
50. How to identify if an Investigator has
space credit when added to a proposal
50
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
51. 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
52. 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
52
53. Assigning Space when one PI receives
Space Credit
An entry must be made in a Unit line for all
Investigators so the Unit Totals will calculate to
100%
53
54. Assigning Space when one PI receives
Space Credit
The Unit Total for all Investigators and the
Investigator Total all equal 100%
54
55. 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
55
56. Assigning Space when more than one
PI receives Space Credit
Divide 100% by the # of Investigators receiving
space credit and enter that amount on their
Investigator lines
56
57. Assigning Space when more than one
PI receives Space Credit
An entry must be made in a Unit line for all
Investigators so the Unit Totals will calculate to
100%
57
58. Assigning Space when more than one
PI receives Space Credit
The Unit Total for all Investigators and the
Investigator Total all equal 100%
58
59. Unit & Central Administration Contacts
59
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
61. 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
61
62. 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
62
63. 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
63
64. Upload Attachments
Three types of attachments:
1. Proposal – documents relating to the overall project;
e.g. Narrative, Budget Justification, etc.
2. Personnel – documents relating to key personnel
named on the project; e.g. biosketches, current &
pending support, etc.
64
File names must be unique
File names and/or descriptions must be free
of special characters
The Proposal and Personnel subpanels are used
for Grants.gov attachments only
File format should be in pdf
65. Upload Attachments
3. 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.)
65
66. 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 66
67. Abstracts
Used for text-based documents
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 67
68. 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
68
69. 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
69
70. 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)
70
71. 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
71
72. 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
72
73. 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)
73
74. 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
74
75. 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
75
76. 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
76
77. 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
77
78. Replacing attachments
Proposal Attachments – click edit
Personnel & Internal Attachments – click replace
Choose updated file
Update the status (Proposal Attachments only)
Click save
78
Oliva, Lisa
Oliva, Lisa
Vader, Darth
Oliva, Lisa
79. 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
79
80. Proposal Routing (Nodes)
80
Project Investigator(s)
Department(s)
Specialized unit(s), if applicable
College(s)
Office of Sponsored
Programs / Business Connect /
Contract & Grant Administration
Actions in each
node must be
taken before the
proposal will proceed
to the next node
Special Approvers, if applicable
81. Reviewing the Proposal
Locate the proposal via the Action List or Notification link
Individuals will receive an email 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 81
82. 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
82
83. Approval Actions
83
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
• Acknowledgement request sent to previous approvers
84. 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
84
85. 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
85
86. 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 86
89. 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
89
90. New Process - KC
90
Create Proposal
Development (PD)
doc / Notify OSP
or BC
Link Grants.gov
opportunity
Assign proposal
permissions
Add Key
Personnel
Draft budget*
Email 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
91. 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
91
94. 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)
94
95. 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
95
97. 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
97
98. Copy Process
98
Search for the
proposal you
wish to copy
Select the
Components
to include*
Select the
Lead Unit
Click the
copy link
Click
Copy
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
99. 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
99
100. 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 100
102. 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:
1. Copy the Proposal Development document from the
original submission
• Following the instructions for how to Copy a Proposal
102
103. 2. 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
103
Change/Corrected Grants.gov applications
104. 3. Select Change/Corrected Application as the
Submission Type on the S2S tab
4. Make the desired changes to the proposal
5. Change the status of the attachments to Complete
6. Route the proposal
104
Change/Corrected Grants.gov applications
105. For more information
Additional educational/support materials are
available at:http://ra-project.vprgs.msu.edu/user-
education-and-resources
KC Support - (517) 355-2000 or
KCHelpDesk@msu.edu
105
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.
107. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-resources
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
107
108. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources 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
108
109. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources 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
109
110. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources 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
110
Hinweis der Redaktion
Budget Development in KC
In eTransmittal, users select the View History and/or View Routed eTransmittal buttons to display status information
In eTransmittal, users select the View History and/or View Routed eTransmittal buttons to display status information
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 email address is listed later in the presentation
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.)
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!
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 email address is listed later in the presentation
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.
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!
Mention that Sponsor Name autopopulates from the required fields for saving a document panel.
Mention that Sponsor Name autopopulates from the required fields for saving a document panel.
Discuss Applicant Org and Performing Organization; the system auto-populates default information into these fields once the proposal has been saved the first time.
Discuss Applicant Org and Performing Organization; the system auto-populates default information into these fields once the proposal has been saved the first time.
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.
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.
Note that the sponsor refers to the sponsor that MSU is receiving funds from (not to be confused with the prime sponsor.)
Note that the sponsor refers to the sponsor that MSU is receiving funds from (not to be confused with the prime sponsor.)
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.
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.
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.
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.
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
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.
Note that the disclaimer statement for Key Personnel Certification is one statement with qualifiers for different types of Key Personnel.
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
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.)
Clicking Less Information…closes the additional information again, returning users to the normal view
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 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!
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.)
Specialized units include:
OPB – space/renovations
HRPP – human subjects
IACUC – animal usage
Advancement – Sponsor type = Foundations
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.
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.
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
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.)
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.
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.)
Remember, the attachment status can be changed to Complete all at once, if desired
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)