workspace and grants · 2020. 1. 28. · the workspace version is accomplished by adding the ca and...

Research Administration Practices (RAP) Sessions

Workspace and Grants.gov

Presented by:

Cindy Matheson – Senior Fiscal Officer, Research Laboratory of ElectronicsIan Cariolo – Senior Research Administration Support and Education Specialist, Vice President for Research

Research Administration Practices (RAP) Sessions - Workspace and Grants.gov 1

January 28, 2020

Agenda

• Welcome and Introductions• S2S versus Workspace• Workspace Navigation Demo• Resources

Proposal Submission Methods

Paper & Email

DLC prepares proposal in sponsor required format

DLC creates development proposal in KC PD Module & submits proposal for MIT

review

RAS reviews & approves in KC; provides cover letter for DLC to send with proposal

to sponsor

Proposal sent to sponsor

Sponsor System

DLC prepares proposal in Sponsor specific system (example NSF Fastlane, NASA NSPIRES, Proposal Central for some

Foundation and other Sponsors). DLC allows “AOR” or “SRO” access when done

DLC creates development proposal in KC PD Module, uploading Sponsor Specific system document(s) & submits proposal

for MIT review

RAS reviews in both KC and Sponsor Specific systems; OSP approves in KC, generating KC Institute Proposal # and most often approves and submits in

Sponsor system (like Fastlane and Proposal Central), unless DLC approves in

Sponsor system (like NSPIRES)

WorkspaceDLC user creates or is invited to a

Grants.gov workspace proposal; prepares proposal in Workspace and allows “AOR”

or “SRO” access when done

DLC creates development proposal in KC PD Module, uploading Workspace

document(s) MIT requirements & submits proposal from MIT review

RAS reviews in both KC and Workspace; RAS approves in KC, generates KC Institute

Proposal # and submits Workspace.

DLC creates a KC PD, completes MIT & sponsor requirements

DLC routes KC PD for internal approval

RAS approves KC proposal & submits S2S

KC Non S2S Proposals KC S2S Proposal

Grants.GovSystem to System

Advantage of KC S2S?• Auto population of administrative and budgetary information on the Grants.gov forms

Advantages of Workspace?• Allows several users/administrators to simultaneously access and prepare proposal forms• Content Validation• Ability to check if the Grantor Agency will see any errors (eRA Commons, for example)• Forms will always be current• May use KC to create detailed or summary budget

Workspace Overview At MIT, DLCs may submit federal proposals with

System to System (S2S) OR Workspace

• Workspace is a portal created by Grants.gov for submission of proposals for federal funding. It is outside of and notconnected to Kuali Coeus.

• Though the majority of federal funding opportunities can be applied for through KC for System-to-System (S2S)proposal submission, on occasion there are some that either do not allow for it or KC isn’t programmed for thatparticular solicitation’s form. KC is programmed for virtually any standard federal funding type, but it is not possibleto program for all sponsor requirements. For example, there are some sponsors that require an older form versionthat KC no longer supports, or a special type of form that will not allow for S2S submission.

What exactly IS Workspace and when should it be used?

Workspace Overview cont’d

It is indeed! • The principles are largely the same where personnel are named, a budget is created, content added/uploaded, and

RAS needs to be granted access through the application to view and approve. The Workspace version isaccomplished by adding the CA and sponsor Liaison as Participants.

• And like FastLane, the entire proposal will need to be downloaded and added as an attachment to the KC proposal(still the system of record).

Is Workspace comparable to NSF FastLane?

Advantages (so far) of using Workspace – more detailsSponsors add requirements in forms that differ from KC pre-programmed method.

FOA instructions can be supported in Workspace forms. Campus users that have had to use Workspace opt to use Workspace again (RLE).

Forms included in FOA’s that are not available in KC. Workspace opportunity is directly available. Forms can be worked online or offline. Additional users, such as Subaward institution, can enter their own data in Workspace.

Easier explanation of Form instructions. FOA Instructions directly relate specifically to the form fields in Workspace. (WYSISYG). Forms can be re-used

New form versions support. As soon as the forms are available in GG to sponsors, they are available in Workspace.

Sponsor Validations NIH web services provide all the eCommons validation checks BEFORE submitting. Possibly more sponsors will provide web service validations in the future.

First-time users must register to create a Grants.gov account by visiting

https://www.grants.gov/

You will then be brought to the form page at: https://apply07.grants.gov/apply/register.faces

Registration

Complete the form as indicated. Required fields

are denoted by an asterisk. For Username, your

Kerberos name is recommended.

*Note on password creation: Choose a password that contains at least eight

characters, a lowercase and uppercase letter, a number, a special character

(such as ! $ _ #), and no words than can be found in a dictionary.

When complete, click Continue.

Registration Cont’d

After you click Continue, click

Check your email for the code that will be sent from DoNotReply@grants.govand enter the code in the field provided.

You are now have an account with Grants.gov.

Choose Add Organization Applicant Profile, enter MIT’s DUNS Number 001425594, and

then your job title.

Click Save to complete the profile creation process. This action sends your request to the RAS team that reviews and grants the Workspace role of Workspace Manager.

Once approved, you are then ready to either be added to or

create a Workspace.

Creating a Workspace Application

Creating a Workspace Application Cont’d

Adding Participants and AOR*

As Participants are added to the Workspace, they will receive an email from

Grants.gov directly informing the individual of their addition to the proposal.

*Authorized Organizational Representative = RAS staff authorized to submit.

Research Administration Practices (RAP) Sessions - Workspace and Grants.gov17

NIHBernadette Vallely (LL) Senior Contract Administrator bvallely@mit.edu 617-324-7211Laureen Horton (L) Asst. Dir., Grant &Contract Administration laureena@mit.edu 617-253-3922Jamie Goldberg (L) Senior Contract Administrator jrgold@mit.edu 617-253-6287Courtney Bensey Senior Contract Administrator cbensey@mit.edu 617-324-7533Katelynn McPeake (*) Senior Contract Administrator mcpeak01@mit.edu 617-715-2479

DOD ASSISTANCE (ARO/AFOSR/ONR)Michael P. Corcoran (LL) Assistant Director mcorcor@mit.edu 617-253-3906Laureen Horton (L) Asst. Dir., Grant &Contract Administration laureena@mit.edu 617-253-3922Mary A. McGonagle (L) Senior Contract Administrator mam@mit.edu 617-258-8017Courtney Bensey (L) Senior Contract Administrator cbensey@mit.edu 617-324-7533Marissa Clarkson (*) Senior Contract Administrator mclarkso@mit.edu 617-324-5382Jamie Goldberg (*) Senior Contract Administrator jrgold@mit.edu 617-253-6287Nancy Sahagian (*) Asst. Dir., Grant &Contract Administration nsahag@mit.edu 617-715-4295

DOD-CDMRPMichael P. Corcoran (LL) Assistant Director mcorcor@mit.edu 617-253-3906Laureen Horton (L) Asst. Dir., Grant &Contract Administration laureena@mit.edu 617-253-3922Courtney Bensey (L) Senior Contract Administrator cbensey@mit.edu 617-324-7533Marissa Clarkson (*) Senior Contract Administrator mclarkso@mit.edu 617-324-5382Jamie Goldberg (*) Senior Contract Administrator jrgold@mit.edu 617-253-6287Nancy Sahagian (*) Asst. Dir., Grant &Contract Administration nsahag@mit.edu 617-715-4295Bernadette Vallely (*) Senior Contract Administrator bvallely@mit.edu 617-324-7211

DOE ASSISTANCEMary A. McGonagle (LL) Senior Contract Administrator mam@mit.edu 617-258-8017Michael P. Corcoran (L) Assistant Director mcorcor@mit.edu 617-253-3906Jamie Goldberg (L) Senior Contract Administrator jrgold@mit.edu 617-253-6287Courtney Bensey (*) Senior Contract Administrator cbensey@mit.edu 617-324-7533Nancy Sahagian (*) Asst. Dir.,Grant &Contract Administration nsahag@mit.edu 617-715-4295Stacey Sullaway (*) Senior Contract Administrator sullaway@mit.edu 617-324-7210

Sponsor Liaison Assignments (LL) = Lead Liaison (L) = Liaison (*) = Credentialed CA

Adding Participants Cont’d

Address:Research Administration Services77 Massachusetts Avenue NE18-901Cambridge, Massachusetts 02139-4307

You must add one participant with AOR* status.Add your RAS Contract Administrator as a participant if they are not the lead liaison.

*Authorized Organizational Representative = RAS staff authorized to submit proposals on behalf of MIT.

Please use this list, or refer to the RAS website for staff listing by sponsor for updates.https://ras.mit.edu/about-ras/staff/by-sponsor

Research and Related (RR) SF424 Form

RR SF424 Form Cont’d

RR Personal Data Form

RESEARCH & RELATED SENIOR/KEY PERSON PROFILE (EXPANDED)

Project/Performance Site

PHS 398 Research Plan

RR Budget

RR Budget cont’d

Research Administration Practices (RAP) Sessions - Workspace and Grants.gov31

RR Budget cont’d

Preview Grantor Validation

Printing/Saving the Application

Complete and Notify AOR

RAS will wait for receipt of the KC proposal before it will review the Workspace proposal in Grants.gov.

When complete:1. Download the Workspace form(s)2. Upload in KC as a single attachment3. Route KC proposal for approvals

When complete with no validation errors, the Workspace Manager may “Complete and Notify AOR” in the Workspace – this sends email notification to the RAS Contract Administrator and Liaison(s) that the Workspace is ready for review.

Complete and Notify AOR Cont’d

The Workspace “Complete and Notify AOR” action sends email to notifications to the listed AOR’s.

What’s next? RAS accessing the Grants.gov Workspace

• Subject line includes Workspace ID Number• Recipients include AOR’s, GG POC’s, and cc’s the

workspace owner.• Content includes:

• hyperlink opens Grants.gov login page –this is not a direct link to the Workspace

• Sponsor Agency, FON/FOA ID, & otherspecifics of this submission

Use the link and/or login to Grants.gov to search & open this workspace.

Searching for a Workspace

1. Enter the Workspace ID number and click Search button for the most efficient search of ONE submission.2. You can search by part of the Application Filing Name – see next slide3. You can search by Workspace Owner (best used in combination with 4 & 5)4. You search by status (use in combination with the activity dates in #5)5. Use the date range tool to limit the search and speed up your results.

Searching for a Workspace

This search by Application Filing Name used the KC proposal number between asterisks for a wildcard search - with good results!Click “Manage” to open this Workspace.

Navigating a Workspace- overview• Header contains the Status Bar, and Application Specifics.• Tabs provide users with details of the submission• Action Panel displays available actions based on status & role

Navigating a Workspace-forms tabThis is where the users entered data, form by form. Use this view to confirm if the form has passed the validations, and the last updated timestamp.You do not have to download each form to view them… Use the next tab – View Application

Navigating a Workspace-View Application tabThis is where the “All Form” or single form Grant Image (print/preview) is maintained. Use this screen to download the full application package, using the sponsor's “Image” if available. You’ll want to ensure the date of the image was created after the last update on the Forms tab.

Navigating a Workspace- Attachments tabUse this screen to quickly confirm if the required form attachments are present, as noted in the FOA.

Navigating a Workspace- Activity tabThis screen lists every action taken – where, when, and who did it….Use this view to verify if someone did what you asked them to following a review.

Navigating a Workspace- Details tabThis screen tracks the submission status after approval, updating with GG and Agency Tracking ID.

The Actions > Details hyperlink opens anther screen confirming the submission of forms and attachments.

Navigating a Workspace- Details tab-cont’d.The Actions > Details hyperlink opens another screen confirming the submission of forms and attachments.

Resources - Questions – Help

GRANTS.GOV

• Workspace Overview - https://www.grants.gov/web/grants/applicants/workspace-overview.html

• Register - https://apply07.grants.gov/apply/register.faces

• Applicant FAQs - https://www.grants.gov/web/grants/applicants/applicant-faqs.html

RAS Lists• Contract Administrators - https://ras.mit.edu/about-ras/staff-directory• Liaisons - https://ras.mit.edu/about-ras/staff/by-sponsor

Research Administration Support: ra-help@mit.edu

RA Hub: https://ras.mit.edu/education-and-career-resources/educational-offerings

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