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Cayuse424 User Reference Manual

1. Science of Learning Centers 123TEST HRSA Test DE JCO1 07 C00002 TESTING UPGRADE IIPS2 _ ECA A E USS 08 02 Study of the United States Institutes for Student Leaders i7 Proposal Name For reference within Cayuse424 Principal Investigator Please select Organization Plaase select of Budget periods 4 Validation Type Create Proposal Cancel proposals You will be asked to name the proposal and assign it a validation type based on the funding agency and FOA rules 5 3 4 Selecting an Opportunity Proposals submitted through Grants gov except Subawards which are not submitted independently are all based on Funding Opportunities These various Opportunities often have different form pages Scroll through the Opportunity list and select the one you wish to use Subaward proposals do not require selecting an Opportunity 5 3 5 Naming the Proposal Your proposal name is the way the system will identify your proposal This 1s distinct from the title of your proposal which appears in field 11 DESCRIPTIVE TITLE OF APPLICANT S PROJECT on the face page of the SF424RR Your institution may have a naming convention for the proposal name Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 23 5 3 6 Select the Principal Investigator Scroll through the PI list and select the person who will be the PI on this proposal If there are multiple PIs select the one who will b
2. 5 4 12 Printing Proposals Proposal Printing is available from almost every form page The Print Icon can be found in the upper right corner You can print the current page all the pages everything including attachments or everything currently checked for inclusion in the submittal Printing results in a PDF from which you can print to paper if need be Note the proposal PDF is not an electronically submittable document by Grants gov standards and is intended for use at your institution 5 5 Managing Proposal Permissions Cayuse424 protects your proposals from prying eyes Other regular users cannot see a proposal unless you the proposal s creator grant them access to it Note the Admin users and possibly the AOR group depending on system configuration will also have automatic access to your proposal To share a proposal with one of your collaborators open it and then click on the permissions icon amp in the upper right corner Note that you will only be allowed access to the permissions if you already have Read Write access to the proposal or are SysAdmin Break Change Add Remove Permissions User Group User Group List Read Write Attach Delete Print Submit Lock Fe IS ne w Lg E we 5 5 1 Permission Types Proposal will appear in lists but Read permission is required to view it Change Allow User or Group Members to change security permissions for this Permissions proposal which can
3. in other words use the Professional Profile as intended Delete Users with this permission for a given profile can delete it Change Permissions Add User Group Remove User Group All powerful can modify permissions for the profile and hand out greater access to others Recommended Access Control Strategy If you want only a handful of users to access this Professional Profile then add them one at a time and assign them the desired permissions Of course once any sensitive professional profile data is autofilled into a grant proposal the usual care must also be taken to limit access to the proposal containing the sensitive data Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 20 5 1 4 Editing Professional Profiles At the root of the People link displays a list of the Professional Profiles to which you have access The list can be shortened and restricted alphabetically by using the letter icons near the top of the screen Overview Proposals Routing Institutions Reports Admin 535 Professional Profiles 535 Professional Profiles amp Able Boy Si Baggins Bilbo amp Baxter Patricia X Note that the bulk loading feature allows these Professional Profiles to be created automatically when the user login accounts are created Selecting a Professional Profile from the list will bring you to a screen with at least four links Name Degrees Demographics and Biosketches If the Professional Profile i
4. 595 Checkhst V1 1 here in element PHes96_Checkhsti http apply grants gowtorms PH5 3595 Checkhst V1 1 Form PH ae Checklist Name of element m error Programlncome If you are careful to correct any errors reported in this window you should not see these messages very often Instead you will see a window that looks like this Validate Proposal Results No problems detected Ok Once the proposal is clean and error ree you or your AOR can press the Submit button Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 56 8 3 4 Status After you have submitted a proposal use the Proposal Submission History link to get information about the status of the proposal Proposal Submission History Grants gov Tracking Number Date Time Submitter GRANTOOOSS167 Sum 23 Jan 2006 17 11 53 PST javan GRANTOOOSS1 24 Thu 26 Jan 2006 21 56 23 PST Scott If the status is either Success or Success with warnings then the proposal has been accepted by the agency and entered into their database A PDF image of the entire proposal including the research plan and Biosketches will be created and made available to the PI and signing official For proposals sent to NIH they will be notified via email that they need to logon to their Commons accounts to review and approve the PDF Email is not completely reliable and might be intercepted by a spam filter or meet some untimely fate so it may be prudent to contact the PI a
5. Cayuse424 v 3 2 User Reference Manual Draft Page 48 e The Next Reviewer if they did not have full access to the proposal is granted it This full access will be revoked after the Reviewer accepts or rejects the proposal Delegate s of the Next Reviewer will also have this access e Other Reviewers also have enhanced access until they have had their turn 7 2 1 Routing Approval To approve a proposal reviewers can click on a link in their Hot List which willtake Routing Warm Hot List them to the proposal where they can go over it with a fine tooth comb Once satisfied they simply click on the box next to their name and their turn is finished The expected events occur Proposal steps away Days old Demo Routing e Emails are sent Demo Routing os e The event is logged Proposals that may soon require action e Access Controls may be modified e The Hot List is modified 7 2 2 Routing Rejection The system has two flavors of Rejection e Recall This is performed by the PI by unchecking the Box next to her name This cancels the whole approval process and the proposal is back to the start Just like in the annoying board game Chutes and Ladders e Return This is performed by any Reviewer by unchecking the Box next to any name that has already approved the proposal In this manner the proposal can be sent back all or part of the way for an overhaul or quick fix It could be tweaked and re approved and be back on
6. Edit Chain gt button This takes you to a powerful screen shown below You can add or remove reviewers You can ask the system to generate an entire calculated chain based on the one you manually modified or on only part of the chain Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 46 J Edit Routing Chain Remove Insert Person Person Gd Auto build i Auto build People In The Chain start to finish Auto Build Chain Brown Emmett BTTFI Cayuse Software It is important to note that a user does not have to predict the entire chain of approval a priori A user just has to be able to advance the proposal to the next stop where that Reviewer will advance it to the correct next person Eventually the AOR or the AOR s Delegates will approve it and the proposal can be submitted by the appropriate person Routing status notification is part of the system accessible by clicking the Routing tab More about those features later 7 Edit Routing Chain Remove Insert Auto bald Chain Person Person Auto build People In The Chain start to finish Brown Emmett BTTF Cayuse Software Ka A SOR BOR Groupi Cayuse Software EI Le gt Bes builder L dE Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 47 In order for a proposal to get submitted an AOR must approve it so eventually an AOR must be on the chain Note that when the AOR has a
7. Ee 41 ACON ee 44 PUJ o m e eae 31 43 44 46 Sigil eh EE 41 GALER EN e ere tener nen ene 47 te E 46 E a tal EE 56 57 EE 56 Targeted Planned Enrollment 21 35 User Reference Manual il 5 USSrs Changing E EE 12 LITE tO PrO AS e e ee aa te aaa 12 EE EE 2 SE E E E Pe A 11 oea TU e 5 6 Validations PG OU CY tee E 57 Eege 27 62 EE 24 e E 57 A e ee O ee Ee A 27 NGI WE Oh eke eb ei ee ep ee 27 EE 27 EE 27 Other Federal Agencies 2 Pre submis SON 000 57 60 TPS ee ey ami e ayi 26 WED TE OWS ya e e tannin Deasieen 6 Cayuse424 v 3 2 User Reference Manual Draft Page 64
8. Federal research forms and supports Grant Mechanisms accepted by NIH and other agencies that use the SF424 and SF424 Research amp Related forms Cayuse424 not only contains all the forms necessary for the detailed budgets but budgetary computations are performed automatically Cayuse424 takes an onerous task and makes it faster more accurate and more pleasant to perform Everything you enter is stored and retrievable at a later date Cayuse424 Provides Key Business Support Our goal is to make your job easier We do this by adding features that help you reuse data generate validate and submit proposals Research Plan Support We can provide single document upload automatic partitioning into sections and followed by automatic attachment of the PDF sections to the proposal Budget Support Cayuse424 simplifies your budget development by performing the calculations of indirect costs Using the named indirect cost rates you provide which may change over time Cayuse424 automatically calculates your Indirect Cost base for up to four rates per budget period Cayuse424 also offers line item rate modification including exclusion Validation Cayuse424 includes an error warnings window which reminds you what fields need to be filled out The messages contain links which take you right to the field in question If you eliminate all the errors you have a good chance of getting your application accepted for review The pre submission valid
9. Other Federal This selects only the XML validations Grants gov Use this for any Agency Federal Agency not listed above Please note that you can easily change your validation type election from within a proposal it 1s not cast in stone After choosing the validation type click the Create Proposal button and you will be taken to the forms Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 24 SF424 RR 1 SF424 RR Performance Sites 1 SF424 RR Other Project Info 1 he SF424 RR KeyPersons 1 SF424 RR Budget 1 G 4 Modular Budget 1 ubaward Budget 1 PHS 398 Cover Page Suppleme 1 E PHS 398 Research Plan 1 PHS 398 Checklist 1 2 PHS 398 Cover Letter 1 Targeted Planned Enrollment 1 Inclusion Enrollment Report 1 Proposal Management Permissions Approval Electronic Submission 5 4 Editing Cayuse424 Proposals Once you ve created and named your proposal you ll see the face page on the right and a navigation window listing the form pages on the left To move from page to page in Cayuse424 click on the links on the left side of your screen The checkboxes indicate whether or not the form is included in the electronic submission package Note that only 1 person at a time may edit a proposal though multiple readers are allowed If you want more room for the right hand form window you can hide the
10. Popups allowed Cookies and Popups can often be configured on a site by site basis so you do not have to endure advertising for mortgage refinancing Some detailed instructions for configuring these options follow Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 6 3 1 3 FireFox 2 Go to Tools Options and click on the Privacy tab Either check the box Accept cookies from sites or click on the Exceptions button and enter the Cayuse424 URL z u O lt a amp Main Tabs Content Feeds Privacy Security Advanced e History Remember visited pages for the last 9 days Remember what I enter in forms and the search bar Remember what I ve downloaded Cookies Accept cookies from sites ge gt laa Private Data Always clear my private data when I close Firefox Ask me before clearing private data Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 7 Now click on the Content tab and either uncheck Block Popup Windows or click on Exceptions and enter the Cayuse424 URL Also check the Enable JavaScript box e am Content i ma w S Sei Main Tabs Content Feeds Privacy Security Advanced Mi Block pop up windows a Exceptions W Load images automatically Exceptions Mi Enable JavaScript Ga Advanced wi Enable Java Fonts amp Colors Default font Times H Size 16 B r Advanced Colors F
11. for proper identification POF andlor source documents can be uploaded as appropriate Attachments 1 no pdf no SE Remove no pdt no src Remove no pdt no src Remove no pdf no src Remove no pdf no src Remove no pdt no src REMOVE no pdf no src Remove no pdt no src Remo no pdt no src Remove ho pdf no Src Remove di A 4 5 D te D J 0 Upload the documents fill out the Summary page and then route your proposal See screen shot next page Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 51 Proposal Summary Proposal Number Sponsor Deadline Submission Method Electronic INVESTIGATOR DATA PROJECT DIRECTOR PRINCIPAL IN YESTIGATOR CONTACT INFORMATION P oi Prefix First Name Middle Name Last Name Suttix Joe Subcontractor ee Position Title er Organization sak Sub Department D SY Division IT SY streetl f3 Main Street Streetz City Madison County bae ii State Wisconsin sl Zip Code aaa Country United States of America xl First Budget Period Effort Phone 234567890 Calendar Academic Summer Fax 23456781 R K necBcayuse com Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 52 8 Submitting Proposals Electronically 8 1 Steps in the Preparation and Submission Process The proposal forms are completed within Cayuse424 The required PDFs must be generated and attach
12. in a proposal locate and click on the corresponding autofill pencil You will then be able to select any name from the profile list by checking the box to the left of the name Please note that this depends on Professional Profiles being set up ahead of time for the individuals such as PI and Signing Official that you are adding to the proposal The Autofill window is a very powerful feature It is context sensitive and shows up in various places within the grant preparation interface where information from Professional or Institutional Profiles may be flowed into the current proposal Using Autofill you can simultaneously add a person to both the Key Persons page and the budget Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 25 5 4 2 Entering Text You can use the lt Tab gt key to move from field to field or click on a field and start typing Use lt Shift gt lt Tab gt to move to the previous field Work your way down the page entering data as appropriate Item 11 is for the official Title of this proposal In Cayuse424 each proposal has an official title and also a Proposal Name which is what gets listed on the Proposals page You may edit either title or name as you would any other text Note NIH does not accept Greek or other special characters in the Descriptive Title of Applicant s Project field and it is limited to 81 characters Finish filling the fields on this page and click on the 2 link on
13. location in the proposal Cayuse424 expects a single PDF file with the required section headings and page breaks As with the Biosketch PDFs the PDF must omit Header and Footer information complying with NIH requirements Of course you may do it the hard way by attaching each section yourself if you wish See Attaching the Research Plan 4 1 Creating a Research Plan PDF The exact procedure you follow to generate your PDF depends on your word processor operating system and PDF generation capabilities The goal is always the same produce one PDF with e Section headings that follow the NIH naming conventions e page breaks at the section headings e no page headers or footers Cayuse424 can upload this single Research Plan PDF detect the section automatically split it into separate sections and correctly attach them to the proposal While the standard page limits for the Research Plan are still in effect NIH realizes that splitting the Plan into these several PDFs can result in the total number of PDF pages exceeding the opportunity page limit This is acceptable to NIH but you are strictly limited in the amount of text Once you have generated your PDF file it can be viewed or printed with Adobe Acrobat Reader a program freely available from Adobe 4 1 1 Windows If you are using Word 2007 then you do not need the Cayuse PDF printer You can download and install the Save As PDF feature from Microsoft and use it to gene
14. other hand unlinking a worksheet row is equivalent to deleting it since worksheet rows are proposal specific place holders Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 44 7 Routing Approval 7 1 Overview Incremental Routing for Proposal Approval or Submission Incremental Routing is built on the premises that e participants know where a proposal should go next e the actual route taken often varies by proposal e automatic predefined routing is a noble but impractical goal Cayuse424 routes a proposal for approval according to a routing chain which is established for each proposal The chain can be edited and or built from scratch within a proposal It also can be built automatically based in the Routing Profiles see section 8 1 1 below of the PI and other relevant approvers Since users can usually identify the next person that needs to approve a given proposal it is sufficient that they be able to do this easily Routing participants are notified visually within the application and via email when it is their turn to Review a proposal Consequently routing participants need email addresses in their user logon record and in their Professional Profile Institutional Associations These Professional Profiles must be visible to users read access who might want to use them as a reviewer In the case of a Dean that might be everyone A user might have two Professional Profiles one for Routing pu
15. the left hand side to go to page 2 Note that since you are submitting electronically you do not need actual signatures in those fields where they are requested For Item 16 the Estimated Project Funding fields don t type directly into the top field We ve designed Cayuse424 to calculate and fill this total based on what you enter on your budget pages We suggest that you use the budget pages instead so that these fields will contain accurately calculated values based on the budgetary information you have entered elsewhere They will also update automatically if you change any other value See Budget Calculations for more details Note if you do overwrite any calculated field the red asterisk will appear and the field will not update automatically 5 4 3 Errors Warnings If you click on the lt Errors Warnings gt button near the bottom a window will display a list of Errors and Warnings This list is very helpful for completing your proposal properly prior to submission Don t be discouraged by the number of Errors they are easy to find and they disappear quickly 3 Errors 4 Warnings MIA Error SF424rr 1 5 An Organizational DUNS number for the Applicant Information must be provided Error SF424rr 1 5 The Organizational GUNS number must be at least 9 characters Error RF Budget pgi topl The Organizational DUNS number must be supplied Warning Other Project Info 9 CV The Facilities Attachment is missing Is this intentiona
16. 2 ae e 21 Proposals Listing Copying Trans KO N asi 34 PLOPOSAIS sepura e 24 Corrections NIR 60 Maani eegenen 12 Ee et eee 18 Opportunity 13 15 25 29 PS SING RE 34 DOWN LOA eessen 13 FENG TS RTC MN e 27 SelecL NY seen 25 A AN E 24 Organization Ae EE E MM e 34 SCLECTING eessen 26 Nel TG EE 25 Other Project Information 30 35 Permissions 32 Other Significant Add Remove User Group 32 EE E 23 30 57 attach document E 33 EE 29 37 63 Bed Eeer 33 Password Change Permissions seese 32 EE 11 Eet 32 EDE Eeer als aa eer ota amini 33 a ei dap a adasi 16 l E aa N 32 WO LOTTANO eege geg edegeggeg 34 EEN 33 e li e e 64 l EE 32 Performance EE 30 SDI PREMON IO e 34 PErmLuss ions Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 63 EE 32 EE EE 32 See IG EE 32 EE 60 STOU EEN 56 57 Sid Gita alnar ON E EE 46 Padio EE 64 Se E 13 E E E 5 16 27 e ele pi e Rane ne GM eee A 34 ALE poge LIMIE e 16 Resources ard Kel al 13 EE 5 48 58 AOR ee E 52 PO RO ely ee ge 32 Go PA Gi Sb 160 ee 52 DENGO EO eeh 48 50 53 Generi Proposa Eain 54 EE GE e denis ale dalla 51 Next Reviewer 48 49 52 53 eege 52 ROJEC TP On ee 52 EE 52 Review amp Approval 49 58 Routine Melli 13 48 49 51 52 ROUEING POET enoro 48 49 Senlor key Per s nme si 30 oE KE e akde e Gla e delili e 5 6 Cayuse Inc SUNOS Wel i CS
17. Administration functions User Group List Sort e Key Person Autofill adding editing personnel data A 1 2 Research Plans The PDF bookmarking utility is now part of the Exploder The software detects the absence of bookmarks and adds them before exploding the Research Plan into sections The Research Plan PDF must e Not contain headers or footers NIH rule e Section headings start on a new page NIH Rule e Use the NIH section heading nomenclature PDFs that meet these conditions are automatically bookmarked and exploded The Exploder also now allows Research Plan sections to be out of order A 1 3 Escalate Replicate The Indirect Cost type selections for budget categories are now replicated along with the budget A replicate choice was added to the escalate dialog on the Key Person Autofill dialog The Indirect Cost type names can have special characters once again like A 1 4 Submission e We integrated the new Grants gov proposal status types into the submission status checker e Cayuse 424 now allows multiple DUNS Certificates per Cayuse 424 instance Customers who have multiple DUNS numbers can submit from a single instance e We added the ability to target multiple submission portals so users could have their choice of Grants gov servers and the accompanying PDF generation e To support submissions to CDMRP we added the capability of attaching an XML file to the SF424 RR Face page A 1 5 Validations The validations fo
18. For instance routing may be turned off in your system and the Routing tab not displayed 3 3 1 Proposals Use the Proposals tab to Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 12 e Create a new proposal e Create a Subaward e Edit an existing proposal or Subaward 3 3 2 Routing The Routing tab lists proposals that need your attention for routing purposes If you are not currently on a routing chain the list may be empty The listed proposals are hot links to the real proposals 3 3 3 Professional Profiles People The People tab contains Professional Profiles with reusable information about personnel for use in your proposals You may easily affiliate Personnel with Institutions saving time later on Use the People tab to e Create Edit a professional profile e Link a professional profile to an institutional profile e View a professional profile 3 3 4 Institutional Profiles Institutions The Institutions tab contains one or more Institutional Profiles with reusable information about institutions for use in your proposals There may be information about multiple institutions or possibly only the primary one 3 3 5 Reports The Reports tab contains a simple report on submitted proposals and another report listing Profiles that have no linked user accounts 3 3 6 Preferences Use the Preferences tab to e Change your password e Change your email address e Edit your Save preferences e Download Opportunit
19. KE z Cayuse424 Version 3 3 User Reference Manual Draft Cayuse424 User Reference Manual Copyright 2005 2008 Cayuse Inc All rights reserved No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any language in any form by any means without the prior written consent of Cayuse Inc Information in this manual is subject to change without notice and does not represent a commitment on the part of the vendor Trademarks Microsoft and Windows are registered trademarks of Microsoft Corporation Apple and Mac are registered trademarks of Apple Computer Corporation All other product names are copyright and registered trademarks tradenames of their respective owners Cayuse Inc Suite 654 10700 SW Beaverton Hillsdale Hwy Beaverton OR 97005 4742 503 297 2108 Voice 503 297 0414 Fax Revised February 6 2008 Check www cayuse com for updates to both manual and software Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page ii w Table of Contents ee 4 What is in the Cayuse424 User Reference Manual 5 User SS CAS Daens nastiness nag ting edo de Sect etal 6 Beil WD e 6 32 RT SCD EE 11 5 5 Cayuse424 Mam Men QVyerview Pasa sadna al al a ll Mee a a 12 IA HESE 14 Rese arch E EE 15 Ac Creatine a Research Plan PDE E 15 PE ee een ER 17 Dak IPUOTESSION All Erol ile Same ekinden kabem T RS 17 gt gt Manac Me BS Ke N Selale l
20. OOL ee sin aa eer 36 38 MANAGING seess 23 Bia E E o E E 36 BEE DEE 24 e eke e eebe eege 36 Bi See Cr bi e YEME dedets 63 Document Preparation e Xi lt lt e NY MEME ME 6 E gt GE MEMELERE GOLE MARCA 13 CONT ENE AT LON ei ala i n ana 6 E et li enli ii 13 EE 6 Dele E e e e E 13 Budget Periods 26 37 42 45 O si ini e 29 42 61 FG AG OL e 37 e SEN 20 Budgets e ane ee aa ee ee 12 51 53 60 COM EN EEN 31 Changing Email 12 detailed 4 31 36 37 40 41 45 46 EG 19 DSS NSS E 36 Errora arnineos 29 MOGUL AL ees 31 36 46 Ee 57 63 PHS Oa TG EE 31 36 EE 63 SUD AWAL nee 31 43 44 46 TEEN 63 Button SE icon gees ee eee ene all ee 63 SE EE 64 SEN 63 SSES BEER eebe 63 Pe Oats E 36 37 Fringe Benefits Calendar Mont h nneren 30 NOt EE 20 Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 62 KEEN EE 20 Inclusion Enrollment Report 3l Ino Vect e sins 36 37 44 45 47 LAS LEE ON eege 18 19 20 23 42 64 Institutional Association PrOtes sional Profr iS smono 21 Persone ni 13 18 23 31 57 64 Principal Investigator SE 26 Professional Profiles 13 18 19 20 21 23 28 30 31 41 48 52 53 Erir e Bere e 20 eebe 22 Institutional Preferences 53 SE Een 2 Institutional Eeer 13 SES i LE E AA E EA E A AA 23 Key Person 20 23 28 30 31 37 41 46 eae 57 61 PSS EE 21 We ECTS OF SUDOO RE geste 35 EE EE 21 KE AN PRS eC atte e vee G R eye ve eyes 22 Professional Profiles EE 2
21. Professional Profile Profile New General Personal Information Name b Degrees e H Prefix Demographics Blocketches First 0 Institutional Associations P Middle Last Prof ile Suffix MIH Commons ID Enter the name and add other available information for the PI on this proposal Please note that it is critical to have the NIH Commons ID included in the profile if you are the PI for a proposal Follow the link to Degrees and enter that information Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 17 5 1 1 The Biosketch Biosketches are created external to Cayuse424 using the word processor of your choice Note also that all NIH Biosketches can now be up to four pages long Other federal agencies may have different limits on the length of the Biosketch Biosketches d As with other information in a Professional Profile attaching one or more Biosketches here Name pdf sw Delete will allow them to be easily associated later Pharmacy yest es with grant proposals Physiology es ke You can optionally store both Biosketch source documents and the resulting PDFs in Cayuse424 for easy access safekeeping and assignment to Proposals Multiple Biosketches are allowed for each Professional Profile Click on the Biosketch link and you ll see an empty place that could contain a list of Biosketches To add a Biosketch click the F and enter a good identifying name such as Clinical Emph
22. Worksheet to which you can add a row or rows ad hoc without a detailed Subaward behind it and fill in the cost numbers manually The important numbers will flow from the table to the detailed budget and to the Modular budget if in use where the Subaward IDCs are excluded for determining the direct cost modules Worksheet rows are useful for what if scenarios placeholders and for flowing numbers into your Modular budgets For example the Grants gov schema limits a Prime to explicitly attaching only up to ten Subawards if your proposal exceeds this limit then create Worksheet rows for the Subs over the limit so that you can calculate costs correctly You would also attach the Subaward details as part of the Budget Justification To add a new Worksheet row use the oP Worksheet ROW button at the top of the Prime s Subaward Budget and then once the new row is created scroll down and fill in cost data Worksheet rows are listed on the Subaward Budget Attachments Form just like actual Subawards but because they don t correspond to proposals they do not appear as clickable links Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 43 R amp R SUBAWARD BUDGET ATTACHMENT S FORM Instmuctans On this form you can link to R amp R Subaward Budgets for your grant applicatan Complete the subawardes budgets in accordance with the RAR budget instructions Linked Subaward Names f HF Create Subaward 1 a Link Subaward SP Work
23. al akyl Ba ayi a ak lee al e ime 21 Io POPO E 22 34 Edine Cayuse Op Sa EE 25 Manasme Proposal EES ehn ee 29 gt IMA ACTS ai e E EE 31 5 6 JEE Sch St EE SS Do EE 52 Propane Budo EE 33 Ol Modular ve Detailed BUGS CIS ee tee Eed 33 6 2 Cayuse424 Automated ee E 33 Diet EE 34 64 Direct Cost Escalation Eege 37 6 Proposals Will SUDA W EE 38 ROLE ADD E 45 7 1 Overview Incremental Routing for Proposal ApprovalorSubmission 45 7 2 Aerer fr e 48 Zo TROUUNS CONN UTA ON eraan 49 yel Genene Proposals Ale Wee 50 Submitting Proposals Flectronceallw 53 8 1 Steps in the Preparation and Submission Process 33 8 2 Guidelines for Proposal Preparation when ElectronicallySubmit ng 53 8 3 Using Cayuse424 to Submit Electronically kemalin aka dalan ka dl G ba ei lila 54 Whats New 1 Version EE 58 E e E EE 60 EE Ee 62 Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page iii 1 Preface Cayuse424 allows you to complete Federal grant applications faster more easily and with greater accuracy than ever before It does so in a friendly familiar fashion by helping you fill out the forms on your computer screen and reusing the information you enter saving you time Prepared proposals can be submitted electronically through the Grants gov portal Cayuse424 is a web based application specifically designed for preparing managing and submitting grant applications It contains many
24. al data Like many Cayuse424 pages the calculations have been automated for you Simply enter your enrollment numbers into the proper categories and totals will appear on the side and at the bottom For further information see Human Subjects in the Instructions If you want this form included in your submission enter the appropriate information and check the inclusion checkbox for this form in the navigation window For foreign populations click the radio button at the top of the form If you need multiple enrollment tables you can generate one PDF yourself outside of the system and upload it using the lt Override gt button 5 4 11 Inclusion Enrollment Report This is an NIH form which should be submitted with PHS NIH clinical research proposals that are Annual Grant Progress Reports Competing Supplement proposals or Competing Continuation proposals involving the collection of new or additional clinical data It includes automated calculations See Human Subjects in the Instructions for further information If you want this form included in your submission enter the appropriate information and check the inclusion checkbox for this form in the navigation window For foreign populations click the Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 28 radio button at the top of the form If you need multiple enrollment tables you can generate one PDE yourself outside of the system and upload it using the lt Override gt button
25. asis You ll then be able to navigate to the Biosketch in PDF format on your computer and upload it into Cayuse424 If you d like to you can also load the source document used to make the PDF so everything is stored in one place A later section presents detailed information and suggestions for managing Biosketches 5 1 2 Link the Professional Profile to an Institution Note You should create your Institutional Profiles first so that you can assign your Professional Profiles to institutions as you create them Creating Institutional Profiles happens i Brown Company in the Institutions tab and is discussed in the Cayuse System Ear re Administration Manual 1 Institutional association oe Inst association nickname After you ve optionally added a Biosketch to this Profile eRA Role create an Association between the PI and an Institutional Depts Division Title Profile that s right click the GF An association is a link Contact Info between an individual and their place of employment If the Salary and Fringe Worksheet Professional Profile is external to your organization you will first need to create an Institutional Profile If you d like to have a nickname for the association go ahead and put that in Enter the appropriate Contact Info and then click eRA Role Best Practices The nickname can be used in different ways The most common usage is to distinguish among multiple appointments of a single indivi
26. ated solutions but also enters those numbers into the appropriate fields on all applicable pages Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 33 In order to perform the necessary calculations Cayuse424 has fields which accept only certain types of information Most percentage and currency fields allow you to enter only numbers Percentages must be entered in this format XY Z To display 10 5 simply enter 10 5 When entering dollar amounts to display 10 00 you would enter a value of 10 Similarly to display 10 99 you would enter 10 99 In certain places there are special fields which will accept either dollar amounts or percentages An example includes the Fringe Benefits column in Budget pages In the Fringe Benefits column entering 63 5 would yield 63 50 entering 63 5 would yield a dollar amount equal to 63 5 of the Salary Requested A calculated field derives its information from fields such as those described above Values in these fields are automatically calculated while you are filling in the form and are recalculated each time you enter data into a related field In many calculated fields you are permitted to overwrite the calculated values In those fields where overwriting IS permitted a red asterisk will appear next to the field indicating that you have over written it Note If you overwrite a calculated field the information in that field will not be updated when you change the information i
27. ation step ensures that your proposal conforms to Grants gov standards Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 4 2 What is in the Cayuse424 User Reference Manual The Cayuse424 user reference manual orients administrators project team members and users to Cayuse424 Major sections and content provided are User Start Up What users need to know to prepare their desktops to use the Cayuse424 web application how to log on change their password specify user preferences and download Cayuse424 tools that will support the creation of their Research Plan and the generation of PDFs that are required by Grants gov to be uploaded to the grant proposal before submission Opportunity Describes how to download a federal contracting agency s opportunity into Cayuse424 Research Plan Describes how to use Cayuse424 to create and attach a Research Plan either from scratch or from an existing document that meets the formatting requirements of NIH and other participating agencies Build How to use Cayuse424 to creating a new grant proposal select the funding opportunity complete the required form set create and attach PDFs of the Research Plan and other requires documents to the grant proposal Budget Describes special features and use the Cayuse424 budget facility for detailed modular and Subaward budgets Routing Approval An overview of proposal Routing and Approval support which can be used for e f
28. ayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 19 List Read Write Autofill Delete Change Permissions Add User Group Remove User Group E E FI The current default policy is that the Professional Profile creator is the only user who can access it AORs subject to system configuration may also have automatic access In the configuration pictured above the group user has been explicitly assigned permissions to the Professional Profile and consequently all users can read and Autofill this particular Profile Ben is the only one who can edit it and has far more options than the other users Access Control on Professional Profiles comes in various varieties List Users with this permission for a given profile can only note the existence of a Profile They may not look at or modify the data A user with only List access to a professional profile can see that it exists but cannot see into it If they want more access they must appeal to a user or SysAdmin with greater access who can elevate their status Read Users with this permission for a given profile can look at all the data They may not modify the data If they want Write access they must appeal to a user with greater access who can elevate their status Write Users with this permission for a given profile can modify all data Autofill Users with this permission for a given profile can autofill data from the profile into grant proposals
29. ayuse424 v 3 2 User Reference Manual Draft Page 54 Representatives AORs that the proposal is ready This is done by using the lt Proposal Approval gt button Once the AOR has determined the forms are ready for submission to Grants gov they can approve and lock the forms so the data cannot be altered When they do an e mail will be sent to the PI and others if desired notifying them of the AOR approval While they will not be able to modify the data in the forms they will still be able to change the attachments such as the Research Plan They will also be able to submit the proposal when they are ready to do so if so configured For more details read the chapter on Routing 8 3 3 Submission When a proposal is error free and approved by the AOR it can be submitted to Grants gov Go to Manage Proposals Electronic Submission Note the presence of both the validate proposal and submit buttons Note Each institution has its own rules and settings governing who may submit proposals Be sure you are aware of your local rules 3 Electronic Submission Submission https Jatwa grants gov 446 app s2s server services ApplicantintegrationsoapPort Target To submit this proposal electronically press the button below Please be prepared to wait for the submission to complete before continuing work on this proposal Your submission will be recorded in the Proposal Submission History above Validate Proposal Fun final validation c
30. base You may use only four of the named rates in a given budget year plus the excluded rate If the ICRM ever changes you can update the proposal s copy of the indirect costs by re AutoFilling the organizational information either at field 5 on the face page or at the top of a Subaward budget Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 34 You can exclude individual categories within the Other Direct Costs section Do this by choosing excluded in the pull down of any category you wish to exclude The amount will still be included in Direct Cost calculations but not as part of an Indirect cost base In the proposal the default rates can be overridden by choosing different rates from the pull downs for each budget category The totals for C Equipment Descnptons each rate are summarized in Section H Cayuse Inc Indirect Costs GETT EEEEEESEEEEIESEEESEE Type of Indirect Cost A Set az Default Ca Mew Indirect Cost Type Please enter percentage for each period belay Rate 56 0 E Rate 56 5 a Entry 1 Period Start Date U 01 2004 Entey 2 Period Start Date o7 01 2007 Ga Hew Date and Rate Default Indirect Cost Type for Budget Page Items A Senior Key Person and B Other Personnel Indirect Cost Type Default Total Salary Wages and Fringe Benefits A B Resgarch ka Indirect Cost Type Default Total Equipment excluded se D Travel Indirect Cost Type D
31. be sure to set it 3 2 4 Link User to Profile On the Preferences tab you will find a link for linking your user account to a Professional Profile This is vital for routing and generally useful for Cayuse424 usability You should set up your Professional Profile first 3 2 5 Set User Preferences These preferences govern automatic saving of data If you do not want autosave then you can change the preferences but we do not recommend this 3 3 Cayuse424 Main Menu Overview The Overview tab is the first screen you see when you open Cayuse424 It offers you a choice of proposals profiles system information reports and resources for client use Cayused24 Mozilla Firefox E DU x File Edit View History Bookmarks Tools Help Overview Proposals Routing People Institutions iN Reports Preferences Welcome Emmett Brown doc signout POs Welcome to Cayuse424 vah i Proposals Routing Professional Profiles Institutional Profiles its Reports o Preferences 3 Resources Clicking on any of these links will bring you to the corresponding activity Please also note the navigation tabs across the top of the window These correspond to the links in the Main Menu although several of the tab names are shortened to conserve screen space Note The choices offered to you depend on your security level your access permissions to objects in the system and the preferences set in your system
32. config into the address bar 2 Type dom max_script_run_time into the filter 3 double click on the listed entry 4 Change the value to 60 5 about config Mozilla Firefox File Edit View Go Bookmarks Tools Help lt a Si F SC E E about config Filter dom ma 2 Preference Name Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 9 Enter integer value Ei dom max_seript_rum_tine 4 SCH 3 1 4 Internet Explorer 6 x For IE click on Tools Internet Options and the Privacy tab Use the Sites button to add the Cayuse424 URL to the list of sites allowed to set cookies If you are blocking pop ups then use the Settings button to add Cayuse424 to the list of sites that are allowed to use Popups EP General Security Privacy Content Connections Programs Advanced Settings e Move the slider to select a privacy setting for the Internet ZG ZONE High Blocks cookies that do not have a compact privacy policy Blocks cookies that use personally identifiable information without your explicit consent Dies Import Advanced Default Pop up Blocker Prevent most pop up windows from appearing DN i Block pop ups lt 17 gt Settings UK Cancel Internet Explorer 7 xFor IE 7 click on Tools Internet Options and the Privacy tab Use the Sites button to add the Cayuse424 URL to the list of sites allowed to set cookies If you are blocking pop ups then use th
33. dual A consistent institutional approach to nicknames is helpful especially for a large institution ERA role Since the current Profile is for the PI select Principal Investigator then continue on to the next sections entering Department Division Title and Contact Info In the Salary and Fringe Worksheet enter the Salary amount and Appointment Type for the PI The Employee ID field is optional and may be used to link Cayuse424 data with your other campus systems Fringe Benefits information is available from the Institutional Association You can import what you need by clicking Import Institutional Rates and selecting from the list You can import as many categories as you need If this individual has unique characteristics you can add a local row and fill in a percentage or dollar amount Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 18 If there are dollar amounts entered in pr the Fringe Worksheet percentages will be calculated once the salary has Salary Appointment type been entered If percentages were Employee 1D 12 used then the total fringe can be An calculated immediately Months Salary Calendar fz D opong If you are using Cayuse424 ina Academic collaborative setting with other users you can control access to Summer sensitive information such as salary Fringe Worksheet contained in the Professional Profile Import Institutional Rates Best Practice If a collaborat
34. e Settings button to add Cayuse424 to the list of sites that are allowed to use Popups Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 10 Internet Options III General Security Privacy Content Connections Programs Advanced settings a Select a setting for the Internet zone Medium Blocks third party cookies that do not have a compact privacy policy Blod pthird party cookies that save information that can to contact you without your explicit consent icts first party cookies that save information that e used to contact you without your implicit consent kees ilinin Pop up Blocker il Prevent most pop up windows from appearing dl Turn on Pop up Blocker 3 2 User Set Up 3 2 1 Log On The login screen should contain a Welcome message unique to your organization It may also contain information relating to system Welcome to our Cayuse4241 maintenance If the system 1s under maintenance you will be denied access and should receive an advisory to that effect Username Password changing your password First time users often need to change their passwords _ Enter Cayuse de4 3 2 2 Change User Password On the Preferences tab you will find a link for Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 11 3 2 3 Change User Email On the Preferences tab you will find a link for changing your email Email is especially important for routing so
35. e the contact PI Selecting a PI when creating a proposal is optional you can also add or change the PI later while filling out the proposal 5 3 Select the Organization Scroll through the Organization list and select the primary institution for this proposal Choosing the organization when creating a proposal is optional you can also add or change the organization later while filling out the proposal 5 3 8 Budget Periods Click the appropriate number to indicate how many Budget Periods will be requested in the current proposal Some grant mechanisms like an S10 only have a concept of a project period and no budget periods In this situation choose for budget periods Selecting some number of budget periods is required when creating a proposal but this selection can easily be changed later when filling out the proposal 5 3 9 Validation Types Cayuse424 always runs the validations based on the XML schemas for the forms This dropdown selects the other sets of validation rules to be applied to a proposal Cayuse424 currently supports seven choices Runs all the NIH validations NIH Opt out This is shorthand for opting out of limited validations If your FOA is listed on the Opt out page at NIH you should choose this option which uses an alternative set of some NIH validations For an explanation see the web page at NIH This HHS agency uses a subset of the NIH validations NSF Weis Nation sews Fn pops
36. ed steps 3 and 4 Biosketches are prepared and attached A Research Plan is prepared and PDF s generated The proposal is checked with the pre submission validater The proposal is reviewed and approved internally for submission The proposal is submitted either by the AOR or by another user with AOR permission The status of the proposal submission is checked For NIH and related agencies the official PDF grant image on the NIH Commons is approved on line by the SO SSeS eS 8 2 Guidelines for Proposal Preparation when Electronically Submitting You should be aware of some guidelines for electronic submission 8 2 1 Page Headers Page Numbers Bah For electronic submission to NIH you do not need to supply page numbers You only need them if you are also planning on generating a paper copy For electronic submission NIH requires us to strip off page numbers so their software can supply them Likewise for headers Other agencies may want the page numbers 8 2 2 Budgets You can submit only one budget Do not check both Modular and Detailed 8 2 3 Subawards Subawards can only be submitted with Detailed budgets Modular budgets may use the results of both Subawards and or Subaward worksheet rows you just cannot send them to Grants gov In other words the Subaward attachment page inclusion checkbox must be unchecked 8 2 4 Project Title If you plan to submit this proposal electronically NIH requires that you spell out Gre
37. efault Total Travel Research F Other Direct Costs Indirect Cost Type Default 1 Materials and Supplies Research ze Cayuse424 v 3 2 User Reference Manual Draft Page 35 Note If you elect to type Indirect Cost Rate or Base data manually into Section H be certain that a Type is selected in the left hand column This is essential for a successful electronic submission F Other Direct Costs Indirect Cost Type Funds Requested 3 1 Materials and Supplies 2 Publication Costs excluded e 3 Consultant Services excluded e 4 ADP Computer Services MTDC bh Subawards Consortium Contractual ER Costs Allocated IDC Base excluded 8 Equipment or Facility RentalUser excluded Fees T Alterations and Renovations Total Other Direct 11 240 Costs G Direct Costs Funds Requested Total Direct Costs A thru F 11 240 H Indirect Costs Indirect Cost Type Indirect Cost Rate Indirect Cost Base Funds Requested 43 74 6 000 2 624 Total Indirect Costs Cognizant Federal Agency Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 36 6 4 Direct Cost Escalation Rates Replication and escalation of detailed budgets 1s performed with a few clicks provided you set the default Default Escalation Rates for Budget Items rates in your Institutional Profile Default Rate These rates are inherited by the A Senior Key Persons 3 an proposal when you directly or B Other Per
38. ek and other special characters in the Title of Project field Note that agencies differ in the acceptable length of the Title 8 2 5 Biosketches Each Biosketch must be electronically transmitted to the NIH as a PDF Note that Biosketches are required by NIH for all Key Personnel and all Other Significant Contributors See Biosketch Agencies differ in the allowable length of the Biosketches Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 53 8 2 6 The Research Plan The electronic packaging specified by the NIH requires that the research plan be submitted as many separate PDF files each containing a specific section Cayuse has simplified this task for you See Research Plan 8 2 7 Enrollment Tables For electronic submission if the inclusion checkboxes for the enrollment tables are checked Cayuse424 will generate PDFs from our versions of these forms and attach them to the correct locations at the time of submission or printing If you wish to use your own versions of these forms you can upload the PDFs using the buttons on the Research Plan page 8 2 8 Cover Letter A cover letter may be attached to the electronic submission as a single PDF The single PDF may contain multiple pages 8 3 Using Cayuse424 to Submit Electronically Cayuse424 provides an Electronic Submission page which 1s displayed by clicking the lightning bolt K icon This page is used to initiate and monitor activities associated wi
39. eriod structure and validation type To create a Subaward from within a primary proposal open the Prime and use the left side links to navigate to the form called Subaward Budget Near the top of the Subaward Budget page you should see three buttons for creating and linking Subawards Example Prime Proposal R amp R SUBAWARD BUDGET ATTACHMENT S FORM Instructions On this form you can link to R amp R Subaward Budgets for your grant application Complete the subawardee budget s in accordance with the R amp R budget instructions Linked Subaward Names oP Create Subaward 4 nF Link Subaward 4 np Worksheet Row E 1 My new subaward proposal Click the Create Subaward button This will bring up a simple window asking you to name the Subaward and specify the applicant Organization These choices can be easily changed later ca Create New Subaward Proposal Name For reference within Cayuse424 Organization Please select Create Proposal Cancel Clicking lt Create Proposal gt will result in the creation of a new Subaward proposal already linked to Prime within which you are operating To open view the new Subaward you can use the main proposals list or click on its linked name on the Prime s Subaward Budget page or else use the Subaward tab when you have the Prime open Note The Subaward tab appears at the top of Cayuse424 just to the right of the Proposals tab wheneve
40. fice of Sponsored Projects or Research Services We support this activity You can either manually calculate and enter the modular budget figures directly into the Modular form yourself or enter the numbers in the detailed SF424 RR Budget form and let them flow automatically into the Modular budget You must select either a modular or a detailed budget using the inclusion checkbox found in the left Side Navigation of the proposal workspace Also note that you cannot submit detailed Subaward budgets with a Modular budget So do not check the Subaward inclusion checkbox if you have the Modular checked If you do we will warn you again If you re submitting a Modular proposal and you have already determined the annual direct costs in 25 000 modules go to the Modular Budget Page and enter those amounts The total will appear on Face Page 2 Be sure to separate out any Subaward Indirect Costs and enter them in the appropriate field Modular proposals usually have a certain dollar amount introduced by the rounding up process from the actual to the module We refer to this amount as the slush To automatically apply an Indirect Cost rate to the slush select a default rate for Modular Budget Rounded Direct Costs on the Institutional Profile s screen for Indirect Costs 6 2 Cayuse424 Automated Calculations One of Cayuse424 s most popular features is the way it takes the raw numbers you type in and not only creates subtotals totals and calcul
41. foi 2006 16 17 DDT Announcement By default expired opportunities are not displayed If the Opportunity forms are not completely supported then a warning icon will appear next to it Opportunity Number Title Comp ID LFDA Opens Closes Retiieved fy APP S25 RR Wo R amp R Version 2 Test 00 000 2006 01 01 zone 1 31 z2 007 03 27 Opportunity abc aw ty APP S25 TEST RR R amp R Form Family Version 1 0 00 000 2004 10 25 2OO8 12 31 2007 03 27 13 37 Ei Unsupported SF424 Form Family Version 00 000 2005 10 25 2009 12 31 2007 03 27 Opportunity 1 0 13157 7 This opportunity uses forms that Cayusedi4 does not currently support SF424 Form Family Version 00 000 2005 10 25 2008 12 31 2007 03 27 2 0 13 37 The SysAdmin user can delete the Opportunity If the opportunity is expired then an hourglass icon will appear next to it while obsolete opportunities are denoted by a warning icon Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 14 4 Research Plan Unlike other Agencies NIH requires that the research plan be submitted as many separate PDF files each containing specific document sections However to get a Research Plan with consistent styles footnotes and bibliography the best approach is to prepare it as one document In fact NIH encourages you to do so The Cayuse424 approach is for e you to produce one PDF e upload one PDF e explode the PDF into sections e attach each section to the correct
42. h is the principal benefit of this feature 5 6 3 Copying Transforming Proposals If you are working with an expired Opportunity marked by an hourglass icon EM in the far left column you need to transform the proposal into the new version of the Opportunity before you can submit it Click on the duplicate icon e and click on the lt Copy gt button On the next dialog choose transform and select the new Opportunity that you are copying the data into Choose copy if you simply want to create a duplicate of your proposal in the same opportunity 5 7 Uploading PDFs Completed proposals consist of many parts Form Pages Biosketches Research Plan and miscellaneous Attachments 7 Research Plan Attachments 5 7 1 Attaching the Please atach applicable sections of the research plan below Research Plan Seu Ee mo gtt are SacvAitachorent POF with DOP mars Ok something Uke H e e To attach and automatically et will be split up nig separate gelmeni aed sed fo OU pn the oftacbrmepnte Deini explode the Research Plan go to the Research Plan page and click on the extra attachment field at the top of section 2 This field is labeled Composite PDF You may upload both the PDF and the original word processing document if you wish Only the PDF gets submitted with the proposal but the source document can be uploaded for safekeeping and possible subsequent Upload attachment revision Mame reoured Uploading a correct De
43. hecks recommended submit to Grants qov Before submitting a proposal always validate it Doing so will save significant amounts of time and frustration as the generated proposal is checked for valid XML data and for illegal special characters that may have been inadvertently introduced If the XML is not valid a window will appear that deciphers the cryptic XML error messages produced by Grants gov and point you to the source of the problem Here is an example Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 55 Validate Proposal Results Proposal Does Not Conform To Grants Gov Requirements The proposal has 34 errors L 113 Expected element ApplcationType http apply grants gowtorms PHS396_ Checkhst V1 1 instead of IsChangeOtPDPlm mhttp apply grants gowtorms PHss96_Checkhst V1 1 here in element PHes96_Checkhsti http apply grants gowtorms PH5 3595 Checkhst V1 1 Form PH ae Checklist Name of element m error IsChangeOtPDPI 2 14 Expected element ApplcationType http apply grants gowtorms PHS396_ Checkhst V1 1 instead of IsChangeOtnstitution http apply grants gowtorms PH5 595 Checkhst V1 1 here in element PHes96_Checkhsti httpapply grants gowtorms PHS33s Checkhst V1 1 Form PH ae Checklist Name of element m error sChangeOtinstitution A 15 Expected element Applcation ype http apply grants gowtorms PHSs96_Checkhst V1 1 instead of Programlncome bttp apply grants gowtorms PH5
44. his page is where the 424R amp R forms collect information on Human Subjects Vertebrate Animals etc If you have questions about any of these sections contact your Sponsored Programs office 5 4 6 Senior Key Personnel If you created Professional Profiles for other personnel you can Autofill their information in this section and add them to the budget at the same time W Regular Joe Demo U A Biosketch Role Y Budget toggle all Budact Cal Acad Sum Cal Acad Sum Reg Fringe Funds uget salary Salary Salary Months Months Months Salary Benefits Requested prd i 60 000 N A N A 2 00 N A N A 110 000 2 800 prd 2 160 000 N A N A 2 00 N A N A 110 000 2 800 budget periods Wi W 2 Click the lt Add Edit KP gt button and select the profile of the desired person or persons if they exist Otherwise the info may be typed in directly You may add as many Key Persons and Other Significant Contributors as necessary Cayuse424 will automatically create PDF attachments if you have more than eight or forty for the expanded version For each Key Person you must also add a Biosketch PDF which you can upload directly or copy from the Professional Profile You should also specify a role and you can enter and escalates their requested salary The Type of Appointment Base Salary and Fringe rates will appear here and all you ll need to enter is their Calendar Months Effort or their Academic Summer Salary and effort The interface allows y
45. ide what level of access you want to give to users You can remove individual access rights that you don t want a particular user to have Note that the AORs subject to system configuration may have visibility to all proposals in the system 5 5 3 Remove Permissions Once a user or group has been added to a proposal you can determine how much access to provide If it is no longer approriate for a user to have any access then they can be removed from the proposal enirely To remove a user from a proposal begin as before on the Si Permissions page Locate the name user you want to remove in the security list and click on the R just to the left of the name The name will no longer appear as a User with Access and the user will no longer be able to see your proposal in the main list Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 30 5 6 Managing Proposals 5 6 1 Deleting Proposals You can delete a proposal by clicking on the delete icon M next to it The proposal is currently not purged from the system only hidden The SysAdmin user can resurrect a deleted proposal if you made a mistake 5 6 2 Surrendering Access If you are not the owner of a proposal you can revoke your access to it Only do this if you are sure that you no longer need access because you will have to contact the proposal owner if you need to reacquire access If you remove your access the proposal no longer appears in your list of proposals whic
46. ies from Grants gov if you have permission 3 3 Resources Use the Resources link to download e Latest Documentation e Release notes s Getting started Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 13 3 4 Opportunities The responsibility for downloading the Opportunities 1s configurable so you may not have access to this feature Visit the Preferences tab and click on Update 424 Opportunity List This screen displays the current list of available Opportunities and search fields for obtaining more To retieve Grants gov opportunites please specify one of the following values Opportunity Number SE CFDA _Retrieve Opportunities from Grants gov 43 Opportunities Showing 6 Keyword filter Show expired opportunities C pportunity Number Tite Comp ID CEDA Opens Closes Retieved PA SS ROS ROS System to System Program 93 389 O4fiif2006 12 30 2007 09 01 2006 16 14 POT Announcement PA SS ROS ROS Systerm to System Program WERSIOHW 2 93 359 O6f 23 2006 12 30 2007 0Sr0ir2006 16 14 POT Announcement PA 55 R03 ROS System to System Program WERSION 24 93 389 08 03 2006 2 30 2007 o9fo1f2006 16 14 PDT Announcement PA 55 R13 Ris System to System Program WER SION 26 osfosf2o06 12 30 2007 o9foi 2006 16 17 DDT Announcement PA SS RLS R13 System to System Program osfoi 2006 12 31 2007 09 01 2006 16 17 POT Announcement PA SS RIZ R13 System to Systerm Program WERSION 2 O6f 23f2006 12 30 2007 o9
47. ile Types Configure how Firefox handles certain types of files Manage Et Cayuse424 also depends on an override of the default value for the Enable JavaScript Advanced setting Raise or lower windows The installation default value is unchecked Cayuse424 depends on the value checked Allow scripts to v Move or resize existing windows Ei Raise or lower windows iv Disable or replace context menus Hide the status bar W Change status bar text 7 Cancel K emi iz o a Alternatively type about config in the address input Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 8 click Go type flip in Filter input toggle value to true close tab or window Edit View History Bookmarks Tools Help qF AN E Gh L about config ip Getting Started EA Latest Headlines Trac Tickets Filter flip Show All Preference Name Status Type Value R dom disable_window_flip default boolean true You may get a dialog from FireFox about JavaScript that looks like this Warning Unresponsive script E i 9 f 4 script on this page may be busy or it may have stopped L responding You can stop the script now or you can continue to see if the script will complete You should generally press Continue but to avoid this message you should preemptively increase the timeout to 60 seconds To do this 1 Type about
48. ime budget yourself 6 5 1 Creating Subawards Before creating a Subaward you should have an Institutional Profile for the subcontractor and Professional Profiles for the subcontracting Key Personnel with Institutional Associations Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 38 You can use partially filled out Institutional Profiles for Subaward institutions You will need at a minimum an Organization name a DUNS number and at least one named IDC rate with a start date established for the rate not the proposal Please note that the DUNS number of the Subaward organization must differ from that of the prime or Grants gov will reject the proposal Cayuse424 supports creating Subawards in two ways either stand alone or from within an existing primary proposal It is up to you which way you choose either will work fine A general rule of thumb is that if you already have access to the Prime proposal it is slightly simpler to create a Subaward from within the Prime If the Subaward is being created before the Prime proposal or if you don t have access to the Prime then you can create the Subaward independently and subsequently link attach it to the Prime 6 5 1 1 Creating a Stand alone Subaward A Subaward proposal cannot be submitted independently of a Prime so ultimately a Subaward cannot be stand alone However it is possible to create a Subaward independently from any Prime with the intention
49. l Warning Other Project Info 10 J v J The Equipment Attachment is missing Is this intentional Warning RR Budget K BIJ CV A Budget Justification is missing Is this your intention Each message contains a lot of information This example Error SF424rr 1 5 An Organizational DUNS number for the Applicant Information must be provided means The problem is on the SF424RR form page 1 item 5 SF4241r 1 5 It will be detected by Grants gov as opposed to being agency specific and The DUNS number is missing Notice the links in the messages If you click on the link you Il be taken to the field in question even if it is on another page Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 26 There are some Opportunities for which the standard validations do not apply For these Opportunities identified in the FOA use the pull down next to the Errors button to apply a different set of validations NIH currently maintains a list of these Opportunities 5 4 4 SF424 RR Performance Sites You can AutoFill the information for additional performance sites from your list of Institutional Profiles Click on the lt Add Site gt button to add as many sites as you need to the system If you have eight or more sites the overflow will be printed to a PDF and auto attached If a particular performance site has not yet been entered into Cayuse424 add it by clicking the green 5 4 5 Other Project Information T
50. lculated field the information in that field will not be updated when you change the information in other related fields This can cause your final values to be wrong Use caution when overwriting calculated fields Checkbox field A checkbox field operates like an On Off switch When On it appears as a box with an A in it when Off it appears empty To mark a checkbox click it with your mouse You cannot move into it by using the Tab key Some checkboxes are also radio buttons Currency field A currency field allows you to enter only numbers To display 10 00 you would enter a value of 10 To display 10 99 you would enter 10 99 Forms Most of us associate a form with a printed document with blank spaces to be filled in such as an application for employment A Cayuse424 electronic form is essentially the same except that before it is filled in the form starts out on a computer screen rather than on paper Field A field is a blank space or area on a form where you may enter information or data Each field on a Cayuse424 form has been designed to accept certain types of data and to handle those data in a specific way General Field General Fields accept any type of data letters numbers special characters punctuation or a mixture thereof Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 60 Institution An institution has an entry in the Institutional profile database which includes enough inf
51. ls and Supplies excluded ei Publication Costs excluded ei Consultant Services excluded k ADPiComputer Services excluded gt Subawards ConsortiunvCortractual Costs gt Allocated IDC Base excluded Equipment or Facility Rental User Fees excluded el Alterations and Renovations idei el excluded ei excluded ei excluded Total Other Direct Costs Note that you can use this field even if you do not use the Subaward page Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 42 6 5 3 Subaward Key Persons If you need to add a Subaward key person to the Prime proposal go to the Senior Key Persons page and Add Edit a Key person If you uncheck the budget period boxes then the Person will only be added to the Key Persons page ej Jh Brown Emmett Bio ae Biosketch Role Y Budget toggle all budget periods if Z 3 6 5 4 Keeping a Prime and Its Subawards in Sync If the budget data changes in one of the Subaward budgets you will be warned in the Prime s Validations window and also will see a refresh icon Ei to the left of the Subaward s name when you re navigate to the Prime s Subaward Budget Attachments Form page Clicking the refresh icon will synchronize by bringing the changes from the Subaward into the Prime 6 5 5 Using Subaward Worksheet Rows The table can also operate as a Subaward
52. mo Research Plan will PRE e egen L TimeTravel pc Browse result in Source of PDF ontional L TimeTravel dac Browse alaadi e the addition if DH needed of PDF bookmarks marking the start of each top level section display of a Feedback window listing the found and known section headers attachment of known sections on the Research Plan Page attachment of Bibliography on the Other Project Information Page attachment of Commercialization Plan on the SBIR Page when appropriate Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 31 You may upload the PDF as many times as you need to but be aware that each upload overwrites the previous uploaded PDF and the attached sections derived from it Some sections Targeted Planned Enrollment Inclusion Enrollment Letters of support and the Appendix Outp ut from SES UploadAttachmentAction 5 8 Letters of Support Uploading the attachment was successful These come from extramural Breaking apart the research plan succeeded sources You may upload them The following recognized bookmarks were found and used to create the to the Research Plan page and associated research plan sections check the inclusion box You Title can use the lt Append gt button Introduction to Specific Aims if you have separate PDFs of Background and Significance several letters of support This Preliminary Studies concatenates the PDF to the Research Design and Methods isti
53. n other related fields This can cause your final values to be wrong Use caution when overwriting calculated fields 6 2 1 Budget Continuation Pages For some proposals the space provided on the detailed budget pages for Senior Key Persons and Equipment is insufficient to include all the necessary entries To address this issue we ve added the ability to enter an arbitrary number of line items If you exceed eight forty Key Persons or ten items of Equipment Cayuse424 will generate and attach pre formatted continuation pages which contain the overflow data The total will reflect all the line items 6 2 2 Budget Period Editor Next to every date field is an icon for the i Budget Period Editor Click on this to set all dates It can also be used to copy budget periods from another proposal to coordinate between Prime and Subaward budgets 6 3 Indirect Costs The Cayuse424 Indirect Costs Rate Matrix ICRM in the Institutional Profile was designed to help you calculate the indirect costs that need to be requested in your budget If you use the ICRM Cayuse424 will accurately calculate costs based on the parameters you have entered The ICRM permits you to enter Named Indirect Cost Rates that can vary over time Note that each rate must have a start date You can then designate one of these default rates for each budget category The ICRM includes an implicit rate of excluded which serves to exclude items from any indirect cost
54. navigation window by clicking the minus sign to its left Doing so will also open a smaller drop down navigation window near the top of the screen You can unhide the navigation window by clicking on the plus sign On the top above the form window you ll notice a box displaying the name you gave to this proposal In Cayuse424 each proposal has a proposal title and also a Proposal Name which is the name you see listed You may edit title or name as you would any other text The boxes or spaces you need to fill in are called fields Some fields are formatted for text others for dates or numbers Date fields like Item 2 are formatted to display MM DD YYYY as Grants gov requires To fill Date fields either use the calendar tool provided or type the date in manually entering all four digits for the year e g June 5 2007 should be entered as 6 5 2007 The Applicant Identifier field is not required to be filled in Usually it is for a number or name created by you or your organization not by Grants gov or the sponsoring agency Later e mails from Grants gov and or the agency may use this Identifier when referring to your submission 5 4 1 Autofill On several places on your Face Page e g SF 424 RR 1 and through out your proposal you ll see the Autofill button If you click on this button Cayuse424 will autofill information from a Professional or Institutional Profile into your proposal To fill a particular spot or role
55. nd AOR via alternate methods and ask them to check their Commons accounts Once approved the PDF will be sent on to reviewers 8 3 5 Corrections In the event an NIH proposal is flawed the proposal may be corrected in Cayuse424 and the corrected proposal submitted You may perform multiple corrections until the SO has signed off or until you run out of time or patience To correct a submitted proposal use Cayuse424 to edit and change fields You must change the Type of Application field to Changed Corrected Application and copy the last Grant Tracking Number into the Federal Identifier field In all other aspects submitting a Correction is identical to submitting an original proposal Likewise reviewing the status of a Correction is identical to reviewing the status of an original proposal When this happens the SO will again be notified by email to review the corrected official PDF You may correct a correction so the review and final approval process may involve transmitting multiple corrections Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 57 A What s New in Version 3 3 A 1 1 Performance The performance enhancements not only improve the user experience in many cases they improve the performance of the entire system We have increased performance in the following key areas e All Proposal List query and sorting e Opportunity List sorting e Proposal and Profiles Permissions User Group List Sort e
56. ne PDE if Protection of Human Subjects existing 1 any Inclusion of Women And Minorities Inclusion of Children i Data and Safety Monitoring Flan 5 9 Appendix Vertebrate Animals Consortium Contractual Arrangements You may attach up to ten PDFs Resource Sharing Plan s in this section although for E NIH you should follow the new guidelines regarding the content of the appendices Bibliography amp Reterences Cited Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 32 6 Preparing Budgets One of the most tedious parts of applying for research funds 1s preparing the budget Cayuse424 has many features to make this process less painful Topics covered in this section are Modular vs Detailed Budgets Cayuse424 Automated Calculations Budget Continuation Pages Indirect Costs Rates Direct Costs Escalation Subawards Although Cayuse424 automates much of the number crunching make sure to follow the NIH instructions specific to your funding opportunity 6 1 Modular vs Detailed Budgets Modular proposals are the most common form of proposal submitted However they are only appropriate for proposals meeting certain criteria and some institutions submit almost no modular proposals at all NIH doesn t require a detailed budget for Modular proposals only a basic Budget Justification page which is attached to the proposal as a PDF However you may need to prepare a detailed budget for yourself or your of
57. o appear you must enter it on the Proposal Summary page Proposals People Institutions Reports Admin Welcome All Proposals i GF Proposal GF Subaward 47 47 Proposals lw Include Submitted Proposals ilter View days back 3 months D t Proposal i Modified Deadline 0618 BP RR NSF tes 2007 11 16 0618 BP RR NSF Brown Emmett ao whe aka ak 2007 11 08 Test the New NIH Adobe based RO1 detailed Harker Christian 2007 11 26 2009 01 01 Brown Emmett 2007 11 08 I 2 I 2 I o I 2 I I 2 Priest Benjamin 2007 11 20 Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 22 5 3 2 Opening an Existing Proposal At the root of the Proposals tab can be found a list all of the proposals available to you whether they are proposals you have created yourself or proposals to which someone has given you access see 5 5Managing Proposal Permissions To open an existing proposal simply click on its name in the proposals list Note that if you have access to many proposals retrieving and displaying the list of proposals can be time consuming If you limit the list of proposals by using the Days Back filter you will experience dramatic speed ups in the display of this list 5 3 3 Creating a New Proposal F At the root of the Proposals tab use the SF Proposal button to create new grant Create New Grant Proposal Budget type project Generic Opportunity 05 509
58. of linking later To create a Subaward independently navigate to the root of the Proposals tab Proposals All Proposals and click on the SF Subaward button You Il be asked to name the Subaward specify the PI and Institution and establish the number of Budget Periods PI and Organization Institution are optional of budget periods is required but any of these choices can be easily changed later ci Create New Subaward Proposal Name For reference within Cayuse424 Organization Please select of Budget periods i j4 af Validation Type NIH Create Proposal Cancel Supplying the requested information and clicking lt Create Proposal gt will create and open a new Subaward proposal A Subaward is similar to any other Cayuse424 proposal except that it cannot be submitted independently instead it must be linked to a Prime as described below in section 7 1 7 2 In the main proposal list this new proposal will be listed as type Subaward Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 39 6 5 1 2 Creating a Subaward From Within a Prime Proposal While it is easy to create a Subaward independently of a Prime this may not be the most natural sequence If you already have access to the primary proposal then a simpler procedure is to create your new Subaward from within the Prime This way the new Subaward is automatically linked to the Prime and inherits the Prime s budget p
59. or is external to your institution you may i Geste Entry Factor Gr need to make an Institutional Profile d Jm Gu t for that Institution Key Persons and 4 collaborators external to your 3 organization may appear in a base Fringe Rate B EES Subaward budget or on a Key e Rate Total EN Persons page If the external Institutional Profile is completed the first time you will save time later on Some institutions limit who can create an Institutional Profile In this case please contact your system administrator for further information Once you ve entered all the Profile info for the PI do the same for any other personnel you ll be including on this grant If you completely fill out the Professional 7 Institutional Fringe Rates Profiles you will save time filling out the proposals as you will be able to AutoFill most personnel data Selected Institutional Rates apply to this Professional Profile 5 1 kK Professional Profile Apply Fringe Category Entry Rate Access Control PI 7000 00 Some Institutions may want to limit eee access to the data displayed on this screen For instance Salary may be a data element that should be Ortho distributed on a need to know basis EE Cayuse 424 provides Access Control for Profiles Assistant The Cayuse424 interface for managing Access Control is labeled Permissions and can be reached by clicking the Si icon in the upper right corner of the main screen C
60. ormation to allow submission of proposals by that institution This information can be AutoFilled into proposals If you are submitting proposals with multiple budgets you may need multiple institutional profiles Percentage A percentage field allows you to enter only numbers Percentages must be typed using this format XY Z Personnel Cayuse424 contains a professional profile database which includes enough information to add a person to a proposal This information can be AutoFilled into proposals Radio Buttons Radio buttons are groups of two or more mutually exclusive checkboxes Selecting one option automatically deselects all other options in the group For example Item 2 of the PHS 398 has Yes and No radio buttons To select an option from a group of radio buttons click it with your mouse User A Cayuse424 user has a Cayuse424 login and password A user can create and modify proposals A user may also have a record in the Cayuse424 Professional Profile database Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 61 C Index E 16 Changing AOR 32 48 49 50 51 52 53 56 58 59 E E 12 60 63 EE eege 11 ee bare aileler era gt gt E DE EE 49 58 CPUC Ca EEN 31 32 36 57 EE hee 35 61 Costs EEN TV DS RR 30 EE 36 38 POE Osea M 21 22 28 30 41 53 61 HN Sie E E 40 Base a e e e 30 elo e ein 36 37 44 45 47 Biosketches EE EE 31 57 AtEACRING ssssseserierereererrereerereren 19 24 DR
61. ou to enter in decimal months as shown above or percent effort In either case the calculation of Funds Requested will be correct You can mix them you can use both decimal months and percent effort Once you ve entered that value the Requested Salary will automatically fill in If need be you may enter different amounts here instead by typing them in Likewise for Fringe Benefits you can enter the number either as XY Z or as a dollar amount by not using a sign After you move to the next field the correct dollar amount will appear If you enter 12 5 under Fringe Benefits it will be calculated as 12 50 If you enter 12 5 it will be calculated as 12 5 of the Salary Requested Note that you can AutoFill information for all five budget years Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 27 5 4 7 Other Significant Contributors If you have Other Significant Contributors OSC choose the role Other and then enter either OSC or Other Significant Contributors in the Other Project Role Category field When you press the sort icon the OSCs will be sorted separately from the regular Key Personnel 5 4 8 Budget Pages There are four types or sets of budget pages for the SF424R amp R the SF424 R amp R budget pages the detailed budget the Modular Budget the Subaward budget and the Construction budget SF424C For Modular and Detailed you must select one of these two budget types for each p
62. proposals open the appropriate Professional Profile and click on the Biosketch link then on the CH 5 2 2 Viewing Biosketches 9 Biosketches F To view a complete listing of a Profile s Biosketches from a Profile page click on the ar l e zi Biosketch link These may be opened in the re x appropriate program Word or Acrobat Reader ES 1 Pharmacy yes Physiology bes t yes t x 5 2 3 Deleting Biosketches To delete a Biosketch from a Professional Profile click on the 4 icon 5 3 Proposals 5 3 1 Listing Proposals The proposals list has several features worth describing e The list is sortable by column just click on the column heading o If you click on the Proposal column Subawards will sort next to either above or below their Prime proposal assuming they are linked to one Note that the View days back filter can separate a Subaward from its Prime based on modification dates e Subawards are designated by the blue triangle B o Hovering over the triangle will display the name of the Prime proposal e Submitted proposals and Subawards are labeled with a lightening bolt ma e Important For all users the View days back filter is important to the performance of the list and the system Setting the filter to a reasonable limit allows the software to use an optimized query and return and display less data Changing this filter results in fresh list of proposals e If you want a deadline date t
63. r NIH SC1 SC2 SC3 and U34 mechanisms were added along with other minor changes mandated by NIH Improvements to the AHRQ validations were also added Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 58 A 1 6 Single Sign On In addition to Pubcookie support Cayuse24 has a generalized SSO model that can be adapted to many authentication systems Please contact Support if you are interested in this functionality Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 59 B Glossary These terms are frequently used throughout the manual AOR An AOR is an Authorized Organizational Representative They either submit the proposal themselves or authorize someone else to do it In this version of Cayuse424 there is a group called AOR who have this authority Breadcrumb A Breadcrumb is a horizontal chain of links providing the user with context and possibly navigation to any of the links in the chain See Hansel and Gretel Calculation field A calculation field derives its information from one or more other fields Calculated fields are automatically computed while you are filling in the form These fields are recalculated each time you enter data into a related or linked field Many of the calculated fields permit you to overwrite their calculated entries In those fields where overwriting 1s permitted a red asterisk will appear next to the field indicating that you have over written it If you overwrite a ca
64. r you are viewing a Prime proposal which has at least one linked Subaward Subaward Overview Proposals Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 40 6 5 2 Attaching Subawards Unless you created your Subaward proposal from within its destined Prime it must subsequently be linked or attached to the Prime proposal This linkage results in the Subaward being listed at the top of the Prime s Subaward Budget and in the Subaward tab and also in the Subaward s total costs flowing into the Prime s budget as described below To link an existing Subaward to a Prime proposal open the Prime and navigate to the Subaward Budget Attachments Form Subaward Budget using the links on the left hand side Clicking 7 Link Subaward will bring up a list of Subaward proposals that are eligible to be attached to this proposal To be Eligible a proposal must e Be created with Budget Type set as Subaward e Not already be linked to another prime proposal When a proposal is linked as a Subaward the Subaward s total costs direct indirect for each of the budget years are added into Item F 5 Subawards Consortium Contractual Costs in the R amp R budget This Subaward Indirect cost is added to the Direct Cost to obtain the Total Cost for each budget period On the Subawards page a table has been added to show how the Prime amortizes its own Indirect Costs for administering each Subaward over
65. rate your PDF Alternatively you can use Adobe Acrobat to produce the PDFs if you have it Other options include CutePDF Writer freeware and other technologies mentioned by Grants gov Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 15 4 1 2 OSX On OS X you can use the lt Save as PDF gt button on the print dialogue to generate a PDF Because the Exploder upload software now adds bookmarks to the PDFs you no longer need to use the addbookmarks utility Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 16 5 Building Proposals 5 1 Professional Profiles Every proposal submitted to Grants gov comes from an Institution and involves Personnel from that institution and perhaps others In a proposal large sections are about the Principal Investigator PI and the applicant institution Subsequent pages will present additional information about the PI and other personnel This same information is used over and over by people preparing grant proposals Cayuse424 allows you to enter this common information just once and reuse in any number of proposals A Professional Profile contains as much or as little information as you decide to enter about each person on your proposal The more information you put into the Profile the less work you ll have to do directly on the forms Here is a newly created Professional Profile 533 Professional Profiles Profile New i Permissions a
66. result in complete control Add Remove Allow User or Group Members to add remove a User or Group permission User Group from this proposal Allow User or Group Members to upload attachments to this proposal Controls permission to print proposal Submit Allow User or Group Members to electronically submit Proposal to Grants gov Break Lock Allow User or Group Members to take write access away from another user who is in the Proposal Use with caution as this can incur loss of their Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 29 Permission Meaning unsaved changes 5 5 2 Give Permissions Open a proposal and navigate to the Permissions page using the icon Add Security Principal To provide Users or Groups access to this Proposal click on the table below When finished you may close this window Type Group or Username Profile Name G user admin department aor Brad_s Role4 SO ChrisG s sba ddf 5 ES EGG cdi di bi Click on SF Add user group A window will pop up listing available users and groups Click on the name s of the user s or group to which you wish to give access The names you click on will then appear in the permissions list for the proposal where their access can be tuned as appropriate Once users have been given sufficient access to a proposal they will be able to see it listed open it and if they have Write access edit the proposal As owner you must dec
67. roposal where they appear You may freely navigate to any page within a budget year or across budget years Use the pull down menu in the upper right portion of the main form window to visit other budget year pages Numbers entered on the budget pages are used to calculate other numbers and totals As you enter your data you may notice that other totals are updating The Subaward Budget page is somewhat different Data are not entered directly there but links to Subawards are established All budgetary info from Subawards will then be integrated into the calculations within the prime proposal All of these pages are discussed in great detail in section 6 of this manual Preparing Budgets If you have any questions about what information should be entered for particular fields see NIH s Instructions or the instructions from the relevant agency 5 4 9 PHS 398 Pages Information which was historically entered on certain pages of the PHS398 forms 1s now captured on three forms whose names begin with PHS 398 Much of the information will have been entered automatically by the AutoFill process based on the Institutional and Professional Profiles but you will need to upload a Cover Letter if one is being sent 5 4 10 Targeted Planned Enrollment This is an NIH format page which must be submitted with all new PHS NIH clinical research proposals or with Competing Continuation proposals involving the collection of new or additional clinic
68. rposes and one for research purposes In anticipation of Reviewers being unavailable the ability to designate Delegates to act in their stead is available Delegates can see routed proposals their Reviewer sees and get the same notifications as the reviewer does both email and in the system In its simplest form routed proposals go straight from the preparers to the AOR s who either submit the proposal themselves or grant permission to the preparers to submit it 7 1 1 Routing Profiles Depending on the approval and ree submission process at your institution Routing Profile Routing Profiles may be pre configured This is done with Cayuse424 Next Reviewer Professional Profiles which have a subsection devoted to routing Mo Next Rewiewer If the Next Reviewer of someone with a 0 Delegates Professional Profile 1s static this can optionally be specified in the Routing Profile subsection of the Profile this Please select Add Delegate information will be used to automatically assemble that part of the Routing Chain when routing is enabled within a proposal Add a delegate In some cases the Next Reviewer for all preparers may be the AOR Or perhaps it will always point to their Department Chair It is easy to imagine a hierarchy like this Preparers gt Department Chairs gt Deans gt AORS gt submit Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 45 However there are usually exceptions to e
69. s associated with an Institution additional links will be displayed You may edit this info as needed If one of your people changes institutions or appointments you can easily delete modify their institutional association If they have a joint appointment you can add a second association 5 1 5 Deleting Professional Profiles If you see a delete icon next to the name when viewing editing a Professional Profile then you can delete the profile by clicking on the icon You may not have the ability to delete a Professional Profile as this is controlled by the Profile security settings Note when it is deleted a profile is not purged from the system only hidden The SysAdmin user can resurrect a deleted profile if necessary 5 2 Managing Biosketches Biosketches are required to be attached to grant proposals for all Key Personnel and all Other Significant Contributors Each Biosketch must be electronically transmitted to Grants gov as a PDF In Cayuse424 you have the option of storing the Biosketches both PDFs and source documents in the Professional Profiles for safekeeping easy access and assignment to proposals Alternatively Biosketches may be attached directly to a proposal As mentioned above you may use any approach to producing your Biosketch PDFs Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 21 5 2 1 Attaching Biosketches To save a Biosketch in the document repository for later automatic use in
70. ser or SysAdmin e Link to Institutional Association Professional Profile o Automatically done by the bulk loader otherwise by user or SysAdmin 7 3 3 Professional Profile Configuration e Salary or other sensitive Institutional Association information can be omitted if the Institutional Association is used only for Routing e Two Professional Profiles can be used with those who have separate roles as Reviewer and PI e Institutional Associations in the Professional Profile have a new Routing Profile o Optional selection of default Next Reviewer o Without a default Next the current Reviewer must choose the Next Reviewer e Optional selection of Delegates o Multiple delegates allowed 7 3 4 AOR Configuration In the current system you should choose one user to be the AOR and all other AORs who approve submissions should be Delegates to the AOR The AOR and the Delegates should all be in the AOR group but only the AOR should have the eRA role in their Institutional Association set to AOR only SysAdmin can set this This setting means that this AOR profile will e Autofill into the AOR section in the proposal e Carry the submission authority along with any Delegates Without approval from a user linked directly or indirectly to the AOR Institutional Association a proposal cannot be submitted unless you have chosen to configure the system in this fashion 7 4 Generic Proposals and Routing A generic Proposal can be used to s
71. sheet Row a 1 My naw subsward proposal 2 Another now supawand KE 3 Here is a worksbesat row Subaward IDG Ceiling 25 000 P rwi 1 Period 2 IDC Base Total eer Subaward Direct Costs 74 666 9 434 Subaward Indirect Costs i Allocated to IDG basa 25 000 l 25 000 T Ti 7 A j EO e aa Subaward Direct Costs 14 875 19 834 Subaward Indirect Costs Allocated to IDC base 14 875 10 125 25 000 ap 7 l i keng werd Subaward Direct Costs 100 zuu Subaward Indirect Costs Allocated to IDE base o w 200 300 Total Supaward Direct Costs BO 641 79 768 Total Subaward Indirect Costs E Total Subaward Costs BO 641 79 768 169 409 39 975 10 325 50 300 Total Allocated to IDC Base Warning A worksheet row is not a substitute for a Subaward Neither Grants gov or NIH can extract information implied in a worksheet row For instance NIH needs to know what the Indirect Costs are for the subcontract in order to check your proposal against funding limits NIH can only get this information if you fill out a subcontract 6 5 6 Unlinking a Subaward from a Prime The S icon to the left of each linked Subaward is a button allowing you to unlink a Subaward from the current Prime should that ever be desired Unlinking a Subaward does not delete it Unlinked Subawards can be re linked to this or another suitable Prime Note On the
72. sonnel 3 o D indirectly AutoFill the applicant D Travel 2 Oo organization E Participant Trainee Support D vo These default rates can be over ridden at the proposal level by invoking escalation on a per user F Other Direct Costs Materials and Supplies 2 Din basis or across a configurable set of mmm te 25 o budget categories You can choose Consultant Services 3 Ya some or all of the budget categories 1 ADP Computer Services 2 on and either a subset or all of the budget periods to replicate and escalate Click on the S icon to bring up the escalation dialog Qi Budget Replication or Escalation Enabled Budget Category Rate E A Senior Key Persons 3 B Other Personnel 3 D Travel 2 Aan mm F 1 Materials and Supplies 2 BP 1 BP F 2 Publication Costs 25 BeginEnd W lw FA Consultant Services FA ADP Computer Services 2 __ Equipment or Facility Escalate Selected Categories F 6 BER RentalUser Fees F T Alterations and Replicate Starting Budget Period Without Escalation Renovations F B Other 1 Cancel F 9 Other 2 S i S S s z F 10 Other 3 select all unselect all Note that if you make alternative choices for the indirect cost types these choices will be replicated in outlying years Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 37 In Key Person Autofill you have the option of escalating salaries individually Click on the escala
73. te icon to bring up the escalate salary dialog W Regular Joe Demo U a Biosketch Role Budget toggle all T Budget Cal Acad Sum Cal Acad Sum Reg Fringe Funds TS Salary Salary Salary Months Months Months Salary Benefits Requested prd 1 160 000 N A N A 2 00 N A N A 110 000 2 800 prd 2 160 000 N A N A 2 00 N A N A 110 000 2 800 If you take the trouble to escalate salaries on a case by case basis then you want to exclude replication escalation do not check the enabled box for the personnel section if you do a budget wide escalation budget periods v 1 i 2 Qi Key Person Budget Escalation Senior Key Persons Rate 3 BP 1 dp Begin End v wi Escalate Key Person Over Selected Budget Periods Cancel 6 5 Proposals with Subawards Proposals often involve one or more Subawards Cayuse424 automates the direct integration of the budgets of multiple Subawards non modular into a Prime proposal by letting you link n Subaward proposals A Subaward is essentially a simplified proposal which consists of only a detailed budget In Cayuse424 a Subaward is a primitive proposal type and is not based on any specific Grants gov Opportunity Preparing each Subaward as a separate sub proposal allows the use of Institutional Profiles and Indirect Cost rates specific to the Subaward organization This approach is different from the PureEdge approach where you must integrate the Subaward budget numbers into the pr
74. th electronic submission To submit electronically all aspects of a proposal must conform to Grants gov and agency requirements In addition to the correct form and Profile data the Research Plan and Biosketch es must be formatted properly These documents must be broken into specific separate sections and converted to PDFs which are then integrated with the data from the forms Cayuse424 provides everything necessary for you to accomplish these tasks Here is an overview of the typical steps for preparing and electronically submitting a proposal Each step is described in greater detail in a later section To be sure you are ready for electronic submission visit the NIH websites on Preparing and Applying 8 3 1 Validation Validation is composed of three main parts e Field level e Agency Business rules e Pre submission The first occurs at data entry time as you complete each field The second is also performed primarily as you work As you fill out the fields the number of errors displayed on the errors tab will diminish Obviously you should not submit until the error count is zero without good reason Correct any outstanding problems and then run the pre submission validation see below 8 3 2 Internal Review amp Approval Once the person responsible for preparing the proposal believes the budget and other form pages are ready for review full or partial they can alert the Authorized Organizational Cayuse Inc C
75. the lifetime of the Subaward The Subaward IDC ceiling limits the amount of Subaward costs for which a Prime may claim Indirects over the life of the Subaward Note that you can override the calculated amounts for each Allocated to IDC base in case you need a different calculation Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 41 R amp R SUBAWARD BUDGET ATTACHMENT S FORM Instructions On this form you can link to R amp R Subaward Budgets for your grant application Complete the subawardee budget s in accordance with the R amp R budget instructions Linked Subaward Names ne Create Subaward GF Link Subaward HF Worksheet Row E 1 My new subaward proposal 2 Another new subaward Subaward IDC Ceiling 25 000 IDC Base Total Gate Subaward Direct Costs subaward Indirect Costs Allocated to IDC base Subaward 2 Subaward Direct Costs subaward Indirect Costs Allocated to IDC base Total Subaward Direct Costs Total Subaward Indirect Costs Total Subaward Costs o 89 541 I 79 568 169 109 Total Allocated to IDC Base 39875 10 125 The Prime s Indirect Costs on the Subaward will be added to the Indirect Base for one of the named rates that you specify This will happen on page 3 of the detailed budget in an extra field designed for this purpose Here is a fragment from page 3 Budget Period 1 Other Direct Costs Indirect Cost Type Funds Requested 5 1 Materia
76. tore and route for approval any proposal for any sponsor that can be composed of digital artifacts attachments A generic Proposal can be thought of as a folder containing the proposal It includes a routing sheet and summary data about the proposal To create a Generic Proposal with only a Summary and Documents attachment page check the Generic radio button in the Create Proposal dialog Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 50 G Create New Grant Proposal Budget type Project Genesic Subaward For reference within Cayuse 424 Proposal Name Show Generic Principal Investigator Create Proposal Cancel This results in a proposal composed merely of a few pages as shown in proposal the image of the Navigation window The Summary page has room for Summary typical information you would find on a routing form Sponsor dates Documents budget summary compliance etc etc See the following excerpt or look in any proposal Proposal Management Permissions The Proposal itself PureEdge PDF doc files etc is stored on the La Approval documents page which looks like this Supporting documents upload area You can upload any miscellaneous supporting documents here so they can be sent through routing and approval You can include full proposals such as non federal proposals that do not use the Cayused24 forms Please be sure to provide all documents with appropriate file names
77. track 7 2 3 AOR Approval Once the AOR has determined the forms are ready for submission to Grants gov they can approve the proposal for submission After the AOR approves the proposal chain members including the preparer are notified In some organizations only the AORs submit proposals In this case the AORs can proceed with submission of the approved proposal Other users would find the lt Submit gt button grayed out If your system 1s configured to let others submit after AOR approval then the preparer would now have access to the lt Submit gt button 7 3 Routing Configuration In order to participate in routing users must have email addresses Reviewers must have Professional Profiles with an Institutional Association in order to be added to routing chain When a user has a Professional Profile they must establish a linkage between their user record used for login and their Professional Profile This helps with accountability and notification In some systems this is done automatically Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 49 7 3 1 System Configuration e Routing On Off o Off implies that the approval happens outside of the system Who submits is configurable o On exposes Routing functions e Who Submits after approval is configurable in Institutional Preferences o AORs or AORS Pls 7 3 2 User Configuration e Email address for user o Automatically done by the bulk loader otherwise by u
78. turn they could modify the chain For instance they could insert someone before themselves and it would no longer be their turn though they would get their turn over again When the chain is modified or not click on the lt Close gt button and you will be back on the routing page Note that on the routing chain page you are notified when an AOR is on the chain or not Routing Chain x dL Edit Chain Begin Brown Emmett BTTF Cayuse Software ie AOR BOR Group Cayuse Software End ZS An AOR is on the routing chain but has not yet approved this proposal The proposal will not be submittable until an ASR has approved the proposal 7 2 Initiating Routing To start the routing process you simply click on the box next to the PI s name like so Routing Chain x ob Edit Chain Begin Brown Emmett BTTF d Cayuse Software ie AOR BOR Group Cayuse Software This causes several events to take place e Email is sent to the next person on the routing chain that an approval action has taken place e The Routing Event is logged on the Routing Management Page e An entry is added to each routing chain membere Routing Hot List which includes how may Reviewers are ahead of you e The PI s access rights to the Proposal forms are curtailed Attachments such as the Research Plan can be modified but not the form data or the budget Routing History _type date time comments Cayuse Inc
79. ull blown approval routing of NIH proposals e routing of Non NIH proposals PureEdge Proposals or any proposal with digital artifacts e simple notification of submission status and submission authority Submit Describes how to submit grant proposals to funding agencies via Grant gov how to determine the status of your proposal and for NIH how to make any required corrections to your submitted proposal Appendices e Whats New in Version 3 3 e Client Resources what they are and where to find them e Glossary Cayuse Inc Cayuse424 v 3 2 User Reference Manual Draft Page 5 3 User Start Up 3 1 Web Browsers To successfully login and use your version of Cayuse424 you may need to configure a few items in your current browser or perhaps even install a new browser 3 1 1 Supported Browsers The supported browsers are Internet Explorer 6 SP 2 Windows Internet Explorer 7 Windows FireFox 2 2 0 0 3 Windows OS X FireFox is a free download available at http www mozilla com firefox Upon navigating to the Cayuse424 site for the first time your browser may prompt you to accept or decline a certificate verifying the authenticity of the Cayuse424 server You can choose to view the certificates details if you like Accept the certificate permanently and you will proceed to the Cayuse424 login screen 3 1 2 Browser Configuration Here are the main configuration items for your browser e JavaScript On e Cookies enabled e
80. very standard routing practice so we have designed the system to be dynamic the routing chain may be modified along the way If it is desired to always choose the Next Reviewer at the time routing is initiated the selector in relevant Routing Profiles should be left at No Next Reviewer Again the automatic selection of Next Reviewer based on the value set in the Professional Profile can easily be overridden in a proposal as needed 7 1 2 Review amp Approval Since the system is configured to limit submission authority to Authorized Organizational Representatives AORs the proposal preparer must seek approval from the AOR group to electronically submit the proposal Once the preparer of the proposal believes the budget and other form pages are ready to submit they can alert the AORs that the proposal is ready for their review This is done by clicking on the lt Manage Routing gt button E which takes you to a view of the routing chain Pi Proposal Approval 7 Routing Chain dL Edit Chain Begin Brown Emmett BTTF Cayuse Software End ZS There is no AOR on this routing chain The proposal will mot be submittable until an AOR has been added to the chain and has approved the proposal 7 1 3 Routing Chain The routing chain is built at proposal creation and consists of at least the PI on the proposal The chain can be longer if Next Reviewers have been specified To manually modify the chain click on the lt

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