Update on Electronic Grant Submission and Process for Foreign ...

2006 NIDA International Forum

Electronic Grant Electronic Grant Submission and Submission and

Foreign InvestigatorsForeign Investigators

Mark R. Green, Ph.D.Mark R. Green, Ph.D.

Deputy DirectorDeputy Director

Office of Extramural AffairsOffice of Extramural Affairs

National Institute on Drug AbuseNational Institute on Drug Abuse


The Peer Review Process

Summary Statement


Over 75,000 applications submitted in FY2005

Your application is here.

Why transition to electronic Why transition to electronic receipt?receipt?



Eliminates the burden of paper-based data collection Resulting efficiencies may allow NIH to shorten the

cycle from application receipt to award Electronic submission creates a comprehensive

repository of data that can be mined by knowledge management and other tools

Electronic validations improve data quality Savings of >200,000,000 pieces of paper/year

(estimated) and countless hours of human effort

Reductions of scanning, printing, and data-entry costs

Grant image is clearer and in color


Why transition? It’s the Why transition? It’s the law…law…

Public Law (PL) 106-107 Federal Financial Assistance Management

Improvement Act of 1999 Improve the effectiveness and performance of Federal

financial assistance programs Simplify Federal financial assistance application and

reporting requirements Improve the delivery of services to the public

President’s Management Agenda (2002) “Agencies to allow applicants for Federal Grants

to apply for, and ultimately manage, grant funds online through a common web site, simplifying grants management and eliminating redundancies . . .”


What is Grants.gov? What is Grants.gov?

The Federal government’s single, online portal for any person, business, or State, Local and Tribal government to to electronically:electronically: Find Grant Opportunities Apply for Grants


What is Grants.gov? What is Grants.gov?

A cross-agency initiative involving 900 grant programs 26 grant-making agencies Over $350 billion in annual

awards


NIH’s Transition NIH’s Transition StrategyStrategy

NIH will transition by individual research program/funding mechanism (e.g., R21 and R03 e-submission began June, 2006)

NIH will announce plans to transition mechanisms in NIH Guide for Grants and Contracts (e.g., R01 start e-submission February 1, 2007)


NIH’s Transition NIH’s Transition StrategyStrategy

Funding Opportunity Announcements will be posted in Grants.gov “Apply”, generally 2 months before the submission date Posting announcement allows

downloading of application package and the ability to start working on the application

“Open” date is the first date the completed application can be submitted to Grants.gov


2005AUG SEP OCT NOV DEC JAN FEB MAR

NIH Timeline:Submission of Grant Applications through Grants.gov

Using SF424 Family of Grant Application Forms

Post SBIR/STTR and R13/U13 Announcements on Grants.gov

Post R15 Announcements on Grants.gov

Submit SBIR/STTR via Grants.gov (12/1/05)

Submit R13 & U13 via Grants.gov (12/15/05)

Submit R15 viaGrants.gov (2/25/06)

2006


Submit R36 via Grants.gov (2/17/06)


2006

NIH Timeline:Submission of Grant Applications through Grants.gov Using SF424 Family of Grant Application Forms (cont.)

Submit R01 via Grants.gov (2/1/07)

Submit all Mechanismsvia Grants.gov

Submit R03, R21 & R33 via Grants.gov (6/1/06)


Post NRSA (T&F), Careers & ComplexGrants Announcements on Grants.gov

APR FEB MARMAY JUN JUL AUG SEP OCT NOV APRDEC JAN MAY JUN JUL AUG SEP

2007

Abbreviation/Mechanism Key:AREA/R15 Academic Research Enhancement HTS/X01 High Throughput ScreeningNRSA National Research Service AwardR01 Research Project Grant ProgramR03 Small Grant ProgramsR13/U13 Conference Support R21/R33 Exploratory/ Development ResearchR36 Research Dissertation Grant ProgramSBIR/STTR Small Business Research


Electronic Submission Website at:http://era.nih.gov/ElectronicReceipt/


Electronic Receipt: How it Electronic Receipt: How it worksworksApplying for Grants at Grants.gov:Applying for Grants at Grants.gov:

After finding the grant opportunity on Grants.gov or After finding the grant opportunity on Grants.gov or NIH Guide:NIH Guide:

Step 1Step 1: Download the grant application package. : Download the grant application package. (PureEdge Software required to view-available for free on (PureEdge Software required to view-available for free on website)website)

Step 2Step 2: Complete the application.: Complete the application.

Step 3:Step 3: Submit the application to Grants.gov. Submit the application to Grants.gov. Processed through Authorized Organizational Processed through Authorized Organizational Representative (AOR)Representative (AOR)

Step 4Step 4: Track the status of the application package : Track the status of the application package you are notified it has been retrieved by NIH on you are notified it has been retrieved by NIH on the NIH Commons –the NIH Commons –2 day window to check.2 day window to check.


Applying for Grants (cont.):Applying for Grants (cont.):

Step 5:Step 5: eRA software checks the application against eRA software checks the application against NIH business rules; budget, page limits, required NIH business rules; budget, page limits, required data.data.

Step 6:Step 6: If the application passes NIH rules, SF424 If the application passes NIH rules, SF424 (R&R)- grant image appears on Commons(R&R)- grant image appears on Commons

Applicants have 2 days to view the imageApplicants have 2 days to view the image If acceptable, nothing needs to be done; the If acceptable, nothing needs to be done; the

application will be processed.application will be processed. If there is a problem the SO rejects the If there is a problem the SO rejects the

application in Commons, makes changes and application in Commons, makes changes and resubmits via Grants.gov (Principal resubmits via Grants.gov (Principal Investigators should view image too, but Investigators should view image too, but authority to reject is with SO)authority to reject is with SO)

Electronic Receipt: How it Electronic Receipt: How it worksworks


Applying for Grants (cont.):Applying for Grants (cont.):

Step 7Step 7: If application does not pass NIH rules, : If application does not pass NIH rules, errors and warnings are listed.errors and warnings are listed. WarningsWarnings do not stop processingdo not stop processing Errors Errors must be fixed and application must be fixed and application

resubmitted to Grants.govresubmitted to Grants.gov

Step 8Step 8: Applications without errors proceed to : Applications without errors proceed to the referral process where Institute and the referral process where Institute and review committee assignments are made.review committee assignments are made.

Electronic Receipt: How it Electronic Receipt: How it worksworks


Finding a Funding Finding a Funding OpportunityOpportunity


Preparing for Submission – Preparing for Submission – Two RegistrationsTwo Registrations

Grants.gov Applicant institutions must complete one time only

registration Good for electronic submission to all Federal

agencies Detailed instructions at:

http://grants.gov/GetStarted Grants.gov registration requires institutions to:

Obtain a Data Universal Numbering System (DUNS) number

Register in Central Contractor Registry (CCR) Registration not required to find funding

opportunity or download application package, only to submit completed application

It is critical for institutions to begin this registration process at least 4 weeks before applications are due!


eRA Commons

Applicant institutions must complete one-time only registration.

PI’s must work through their institutions to register

It is critical for institutions & PI’s to begin this registration process at least 4 weeks before applications are due!

Preparing for Submission – Preparing for Submission – Two RegistrationsTwo Registrations


Preparing for Submission - Preparing for Submission - TechnologyTechnology

An institution must be able to complete required fields

Download PureEdge Viewer from Grants.gov site for direct submission --Note: Mac users must currently use a PC emulator to work with PureEdge forms or;

Establish an electronic system that allows the institution to submit to Grants.gov using system-to-system (XML) data stream

Can be created by institution OR Institution can establish an agreement with a

commercial Service Provider

PDF generator software is required for either approach for attachments (e.g., cover letter, appendices) . (Grants.gov lists some available tools and software http://www.grants.gov/assets/PDFConversion.pdf.


I have heard that Grants.gov is not I have heard that Grants.gov is not MacintoshMacintosh compatible. What do I do if I compatible. What do I do if I use only a Macintosh?use only a Macintosh?

Grants.gov is aware of the issues facing Macintosh Grants.gov is aware of the issues facing Macintosh users who apply for Federal grants electronically. users who apply for Federal grants electronically. Grants.gov is proud to partner with NIH (National Grants.gov is proud to partner with NIH (National Institutes of Health) to launch Citrix server Institutes of Health) to launch Citrix server availability for all users. availability for all users. Non-Windows users will Non-Windows users will be able to download and complete the be able to download and complete the PureEdge forms using a free Citrix serverPureEdge forms using a free Citrix server. Non-. Non-Windows users are also able to submit completed Windows users are also able to submit completed grant applications via the Citrix environment.grant applications via the Citrix environment.

For details, please visit For details, please visit http://http://www.grants.gov/MacSupportwww.grants.gov/MacSupport


I have heard that Grants.gov is not I have heard that Grants.gov is not Macintosh compatible. What do I do if I use Macintosh compatible. What do I do if I use only a Macintosh?only a Macintosh?

Applicants can also use service providers (see Service Applicants can also use service providers (see Service Providers) for a platform independent solution.Providers) for a platform independent solution.

Cayuse Inc. http://www.cayuse.comCayuse Inc. http://www.cayuse.com Click CommerceResearch.clickcommerce.comClick CommerceResearch.clickcommerce.com Clinical Tools http://www.healthproposal.net Clinical Tools http://www.healthproposal.net eRA Software Systems http://www.gams.orgeRA Software Systems http://www.gams.org Formatta Corp http://www.formatta.com/about/partners/nih/Formatta Corp http://www.formatta.com/about/partners/nih/ iMedRIS Data Corporationhttp://www.imedris.com/ iMedRIS Data Corporationhttp://www.imedris.com/ InfoEd International http://www.infoed.org/InfoEd International http://www.infoed.org/ Research & Management Systems Research & Management Systems

http://www.ramscompany.com/grantseralanding.htmlhttp://www.ramscompany.com/grantseralanding.html

Disclaimer Note: Disclaimer Note: Information contained on this Service Providers Information contained on this Service Providers webpage neither constitutes nor should be inferred to be an webpage neither constitutes nor should be inferred to be an endorsement or recommendation by the National Institutes of endorsement or recommendation by the National Institutes of Health.Health.


Frequently Asked QuestionsFrequently Asked Questions

I am an applicant who lives outside the U.S. I am an applicant who lives outside the U.S. and am unable to access the Central Contract and am unable to access the Central Contract Registration (CCR) site. What should I do?Registration (CCR) site. What should I do?

A few countries may have trouble accessing the CCR A few countries may have trouble accessing the CCR website. The applicant should contact the CCR website. The applicant should contact the CCR support directly if they find this to be the case. The support directly if they find this to be the case. The CCR support center is open 24 hours and can be CCR support center is open 24 hours and can be reached via email at reached via email at [email protected] [email protected] or by or by phone at 888-227-2423 (this number may not work phone at 888-227-2423 (this number may not work from abroad) or 1-269-961-5757. Please email the from abroad) or 1-269-961-5757. Please email the NIH Electronic Submission mailbox at NIH Electronic Submission mailbox at [email protected] if you [email protected] if you encounter this issue, so NIH can track the encounter this issue, so NIH can track the prevalence of this occurrence. prevalence of this occurrence.


Frequently Asked QuestionsFrequently Asked Questions

Are International Organizations required to Are International Organizations required to hold a DUNS and register in Grants.gov?hold a DUNS and register in Grants.gov? Yes.Yes.

Some of the data fields in the 424 (R&R) do Some of the data fields in the 424 (R&R) do not really apply to foreign organizations. How not really apply to foreign organizations. How will this be handled?will this be handled?

For some of the data, special instructions for foreign For some of the data, special instructions for foreign organizations are included in the Application Guide.organizations are included in the Application Guide.

What about the foreign institutions that do not What about the foreign institutions that do not have zip codes or state designation, which are have zip codes or state designation, which are required fields in the electronic application. required fields in the electronic application. What do they do? What do they do?In Grants.gov the field is large enough to include In Grants.gov the field is large enough to include postal codes. At NIH, foreign addresses are postal codes. At NIH, foreign addresses are accepted.accepted.


Where to go for HelpWhere to go for Help

General information on Electronic Submission and the SF424 (R&R): http://era.nih.gov/ElectronicReceipt

Forms transition and questions on NIH’s overall plan for electronic receipt: NIH GrantsInfo.gov or [email protected] or phone: 301-435-0714

eRA Commons registration and post submission questions on Commons functionality Support Page: http://era.nih.gov/commons/index.cfm Help Desk: [email protected] or: 1-866-504-9552 301-402-

7469

Grants.gov registration and submission questions Visit: http://www.grants.gov/CustomerSupport Grants.gov Customer Service: [email protected] or 1-800-518- or 1-800-518-

4726 4726


Potential Unique Potential Unique International IssuesInternational Issues

Limited, slow, and/or costly Internet Limited, slow, and/or costly Internet Access-Access---Possible 3 service providers have been Possible 3 service providers have been identified that would provide services (not including identified that would provide services (not including registrations) to foreign institutions at costs ranging registrations) to foreign institutions at costs ranging from $200-$400—not settled.from $200-$400—not settled.

Difficulty with registration-Difficulty with registration---for legal reasons for legal reasons service providers cannot provide the required service providers cannot provide the required institutional and investigator registrations required institutional and investigator registrations required to submit applications , institutions will need to to submit applications , institutions will need to provide the web-based registrations that include: provide the web-based registrations that include: DUNS number (Institution), NCage number DUNS number (Institution), NCage number (Institution), Central Contractor Registration (Institution), Central Contractor Registration number (annual Institution), Grants.net registration number (annual Institution), Grants.net registration (Institution), NIH Commons (PI and Institution)(Institution), NIH Commons (PI and Institution)


Communication, training, and Communication, training, and outreach is primarily outreach is primarily conducted via the Webconducted via the Web

Deadlines may be difficult to meet–Deadlines may be difficult to meet– will will have same deadlines as domestic institutions, but have same deadlines as domestic institutions, but NIH will closely monitor problems.NIH will closely monitor problems.

Potential Unique Potential Unique International IssuesInternational Issues

Update on Electronic Grant Submission and Process for Foreign ...

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