workspace and grants · 2020. 1. 28. · the workspace version is accomplished by adding the ca and...
TRANSCRIPT
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
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January 28, 2020
Agenda
• Welcome and Introductions• S2S versus Workspace• Workspace Navigation Demo• Resources
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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
(S2S)
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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
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• 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?
38
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.
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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
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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
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After you click Continue, click
Check your email for the code that will be sent from [email protected] enter the code in the field provided.
You are now have an account with Grants.gov.
Registration Cont’d
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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.
Registration Cont’d
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Creating a Workspace Application
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Creating a Workspace Application Cont’d
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Creating a Workspace Application Cont’d
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Creating a Workspace Application Cont’d
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Creating a Workspace Application Cont’d
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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.
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NIHBernadette Vallely (LL) Senior Contract Administrator [email protected] 617-324-7211Laureen Horton (L) Asst. Dir., Grant &Contract Administration [email protected] 617-253-3922Jamie Goldberg (L) Senior Contract Administrator [email protected] 617-253-6287Courtney Bensey Senior Contract Administrator [email protected] 617-324-7533Katelynn McPeake (*) Senior Contract Administrator [email protected] 617-715-2479
DOD ASSISTANCE (ARO/AFOSR/ONR)Michael P. Corcoran (LL) Assistant Director [email protected] 617-253-3906Laureen Horton (L) Asst. Dir., Grant &Contract Administration [email protected] 617-253-3922Mary A. McGonagle (L) Senior Contract Administrator [email protected] 617-258-8017Courtney Bensey (L) Senior Contract Administrator [email protected] 617-324-7533Marissa Clarkson (*) Senior Contract Administrator [email protected] 617-324-5382Jamie Goldberg (*) Senior Contract Administrator [email protected] 617-253-6287Nancy Sahagian (*) Asst. Dir., Grant &Contract Administration [email protected] 617-715-4295
DOD-CDMRPMichael P. Corcoran (LL) Assistant Director [email protected] 617-253-3906Laureen Horton (L) Asst. Dir., Grant &Contract Administration [email protected] 617-253-3922Courtney Bensey (L) Senior Contract Administrator [email protected] 617-324-7533Marissa Clarkson (*) Senior Contract Administrator [email protected] 617-324-5382Jamie Goldberg (*) Senior Contract Administrator [email protected] 617-253-6287Nancy Sahagian (*) Asst. Dir., Grant &Contract Administration [email protected] 617-715-4295Bernadette Vallely (*) Senior Contract Administrator [email protected] 617-324-7211
DOE ASSISTANCEMary A. McGonagle (LL) Senior Contract Administrator [email protected] 617-258-8017Michael P. Corcoran (L) Assistant Director [email protected] 617-253-3906Jamie Goldberg (L) Senior Contract Administrator [email protected] 617-253-6287Courtney Bensey (*) Senior Contract Administrator [email protected] 617-324-7533Nancy Sahagian (*) Asst. Dir.,Grant &Contract Administration [email protected] 617-715-4295Stacey Sullaway (*) Senior Contract Administrator [email protected] 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
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Research and Related (RR) SF424 Form
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RR SF424 Form Cont’d
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RR SF424 Form Cont’d
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RR SF424 Form Cont’d
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RR SF424 Form Cont’d
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RR SF424 Form Cont’d
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RR Personal Data Form
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RESEARCH & RELATED SENIOR/KEY PERSON PROFILE (EXPANDED)
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Project/Performance Site
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PHS 398 Research Plan
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RR Budget
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RR Budget cont’d
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RR Budget cont’d
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RR Budget cont’d
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Preview Grantor Validation
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Printing/Saving the Application
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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
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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
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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.
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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.
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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.
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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
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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
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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.
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Navigating a Workspace- Attachments tabUse this screen to quickly confirm if the required form attachments are present, as noted in the FOA.
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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.
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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.
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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: [email protected]
RA Hub: https://ras.mit.edu/education-and-career-resources/educational-offerings
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