1 module 4: start build. objectives 2 welcome to the cayuse424 start build module. in this module...

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Module 4: Start Build

Objectives2

Welcome to the Cayuse424 Start Build module.In this module you will learn how to use Cayuse424

to start building a new grant proposal.

Start Build Activities3

Start Build activities involve: Setting up a Professional Profile Creating a New Grant Proposal Completing the Form Set (non-Budget)

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Professional Profiles

Basic Concepts5

Professional Profiles capture and store data about Principal Investigators, Key Personal, Other Significant Contributors, AORS, Signing Officials, etc.

Before you create a grant application you must set up a Professional Profile for the Principal Investigator who is named in the grant.

Basic Concepts6

Cayuse424 provides the ability to create Professional Profiles quickly and easily.

Information stored in the Professional Profile is autofilled into the grant proposal once that individual is named as a PI, Senior/Key Person or Authorized Rep.

Profiles stored in Cayuse424 can be shared with others and used multiple times.

Multiple profiles can exist for one individual.

Basic Concepts7

After you create a profile for the PI you must then set up Professional Profiles for all Key Personnel and Other Significant Contributors named in the grant proposal if a profile has not already been created for them (this can be done after you create the proposal).

Creating a Professional Profile8

To create a Professional Profile, login to Cayuse424 and click People.

Click on the icon.

Creating a Professional Profile9

Creating a Professional Profile10

Enter First and Last Name Click the Create New Profile button

Creating a Professional Profile11

Complete the following fields: Name Degrees

Enter Degrees (three maximum, separated by commas). If NSF application, fill out NSF Degree Type and Degree Year

Demographics

Creating a Professional Profile12

Biosketches: A Biosketch is required for all Key Personnel and Other Significant

Contributors. Biosketches can be added at any time prior to the electronic submission of

the proposal. To upload a Biosketch, click icon.

Creating a Professional Profile13

Biosketches: Type in a name for the Biosketch and click Next Click Browse to locate PDF version of Biosketch you’ve previously created. Click Next. Repeat for Source (Word) version of Biosketch (optional). Click Done.

Creating a Professional Profile14

A PDF and source version of the Biosketch are now stored on the server for use in proposals and later edits.

Multiple Biosketches can be created and stored in each profile.Once Biosketches are stored they can be easily attached to the

proposal on the Senior/Key Persons page.

Creating a Professional Profile15

Once the basic profile information is entered, the Professional Profile must be affiliated with an institution.

This is achieved by linking the Professional Profile to an Institutional Profile.

Once an individual (Profile) is associated with an institution, basic institutional information (e.g., fringe rates) can be autofilled into that individual’s Professional Profile.

Creating a Professional Profile16

Institutional Affiliation: To affiliate the Professional Profile with an institution, click the icon.

Creating a Professional Profile17

Select the Institution the individual’s Professional Profile is affiliated with using the drop down menu.

Creating a Professional Profile18

The Profile is now linked to an institution. Default information in that Institution’s Profile can now be autofilled into the

Professional Profile. Click the hyperlink to display each section of the profile.

Creating a Professional Profile19

Contact Info: Contact Info for the affiliated institution is displayed. You may edit autofilled information, if required, and complete remaining contact

fields.

Creating a Professional Profile20

eRA Role: Click appropriate box to indicate eRA Role.

Creating a Professional Profile21

Department/Division/Title: Enter as appropriate.

Salary/Appointment Type: Enter Employee ID (optional), Appointment Type (months), and Salary

If Salary/Appointment type is not entered, Cayuse424 will not be able to autofill and auto-calculate salary on the budget pages.

Creating a Professional Profile22

Creating a Professional Profile23

Salary and Fringe Worksheet: Base Fringe Rate and Fringe Rate Total from the Institutional Profile can be imported by clicking on

the Import Institutional Rates button. To add additional Fringe Rates click New Row and follow system prompts.

Creating a Professional Profile24

Routing Profile: Used when “Routing” is turned on. Next Reviewer: Used when PI requires a specified individual to be the next reviewer during

the routing process. Next reviewer can be changed or disabled. Add Delegate: Used to specify a delegate when PI is unavailable to review proposal(s).

Delegates have all review powers of PI. Multiple delegates can be added. Any delegate can be removed.

Creating a Professional Profile25

Managing Professional Profile Permissions: Go to the Professional Profile whose permissions you wish to manage. Click the Permissions icon to manage that profile’s permissions.

Creating a Professional Profile26

Managing Professional Profile Permissions: Once a Professional Profile is established, permissions must be specified. The creator of a Professional Profile is automatically granted all permissions associated with

using that profile. The profile creator can share the profile with other users by granting appropriate permissions Permissions can be changed or removed.

Creating a Professional Profile27

Grants you the ability to:

List

Read

Read/Write

Autofill

Delete

Allow the “User” to view a profile on the Professional Profiles list.

Allow the “User” to read the details of a profile.

Allow the “User” to add, change or delete information on a Professional Profile.

Allow the “User” to Autofill the Professional Profile onto an application.

Allow the “User” to delete a Professional Profile.

When checked, this permission:

Creating a Professional Profile28

Change Permissions

Add User/Group

Remove/User Group

Allow the “User” to change security

permissions on a Professional Profile.

Allow the “User” to add other users to the Professional Profile

Allow the “User” to remove a user or group.

When checked, this permission:

Grants you the ability to:

Creating a Professional Profile29

Managing Professional Profile Permissions: To grant permission(s) to other Cayuse424 users click Add user/group

Creating a Professional Profile30

Managing Professional Profile Permissions: Scroll down and click G (user)

Creating a Professional Profile31

Managing Professional Profile Permissions: G (user) represents a group that includes all Cayuse424 users. Default permissions are added that allow all users to:

See the Professional Profile on a list. Read the contents of the profile. Autofill contents from the profile into their grant proposals.

You may unclick default permissions as desired.

Creating a Professional Profile32

Managing Professional Profile Permissions: You can grant individual users specific permissions regarding the Professional Profile.

Click Add user/group Scroll and select an individual user Once the user is added, check or uncheck permissions, as desired

Creating a Professional Profile33

Managing Professional Profile Permissions: You can change permissions at any time by clicking or un-clicking the check

boxes. You can also delete user(s) from your permissions by clicking adjacent to

the user’s name.

Creating a Professional Profile34

Now that the profile is established the individuals Cayuse424 user name must be linked to the profile. To do so: Click Preferences or Admin tab (if applicable) Click Link User to Profile.

Scroll down to locate User Account

Click User Account

Select User Profile

Cayuse424 reports a

successful link.

Creating a Professional Profile35

Creating a Professional Profile36

Once you have established a Professional Profile for the PI to be named in the grant proposal, you are ready to create a new grant proposal.

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Create New Grant Proposal

Create New Proposal38

To create a new Grant Proposal: Click Proposals tab. Click New Proposal button.

Create New Proposal39

Indicate Budget Type.Select the Opportunity.

Type internal Proposal Name.Select Principal Investigator

using the drop-down menu.

Create New Proposal40

Choose # of Budget PeriodsSelect Validation Type using drop-down menu. This setting

determines which agency validations will be used on the form set.

Create New Proposal41

When you click Create Proposal Cayuse424 creates the SF424 form set required by the opportunity.

All forms are listed in the navigation bar on the left of the screen.

Create New Proposal42

The page numbers are links to form pages.

The checkboxes control which forms are submitted electronically to the agency. Mandatory forms are automatically

checked and cannot be unchecked. Optional forms can be checked to include

in the proposal submission (e.g. Detailed vs. modular budget pages).

Create New Proposal43

Naming Your Proposal: Give some thought to how you name your proposal. Consider appropriate

conventions that will make your proposal easy to locate once your inventory of proposals grows.

Your Contracts and Grants Office may suggest a naming convention. Once you name your proposal, you can easily rename it by clicking on the

name field and typing in a new title.

Managing Proposal Permissions44

Proposal Permissions are separate and distinct from Professional Profile permissions.

As soon as you create your new proposal, you should manage your proposal permissions.

Click the icon at the top of the proposal.

Managing Proposal Permissions45

Whoever creates the proposal is given full permissions.Only the proposal creator can grant permission(s) to other

users.

Managing Proposal Permissions46

Appropriate proposal permissions must be granted to other users who must have access to the proposal.

Typically, that includes: Principal Investigators Research Administrators Reviewers

Managing Proposal Permissions47

When checked, this permission: Grants you the ability to:

List

Read

Read/Write

Attach

Breaklock

Allow the “User” to see the proposal in a list of proposals.

Allow the “User” to read the contents of a proposal.

Allow the ability to add, change or delete information on a proposal.

Allow the “User” the ability to attach documents to the proposal

Allow the “User” to gain write access while another user is in the proposal

Managing Proposal Permissions48

When checked, this permission: Grants you the ability to:

Delete

Print

Change Permission

Remove User Group

Allow the “User” to delete a proposal.

Allow the “User” to print the proposal.

Allow the “User” to change security permissions on a proposal.

Allow the “User” to add other users to the proposal.

Allow the “User” to delete other users from the proposal.

Submit Allow the “User” to submit a proposal to Grants.gov.

Add User Group

Managing Proposal Permissions49

To grant permission to another user to have access to your proposal: Click Add user/group. Scroll down the user to whom you wish to

grant permission(s). Click their user name. Add additional users, as required, then

close the Add user group or role window.

Managing Proposal Permissions50

Default permissions for proposals are: list, read, write, attach, break lock and print.

You can modify the default permissions assigned to any user any time by checking or un-checking the appropriate box.

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Cayuse424 Features that Support Completion of the Form Set

Navigating the Form Set52

To navigate the form set: Use the left navigation panel

Click page numbers to display the page.

Navigating the Form Set53

Or click the minus sign to close the left navigation bar, then,

Use the drop down menu to navigate form set.

Icons

Various icons appear throughout the Cayuse424 web application.

Hover your cursor over an icon to determine its function.

Click on the icon and Cayuse424 will respond with prompts, forms changes, etc. to support performance of the activity.

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Validation and Error Tracking55

When you create a new grant proposal Cayuse424 asks you to specify the “validation type”, i.e., the agency validation criteria to use to detect errors in your proposal.

The default validation type is NIH. If your proposal is not being submitted to NIH, you can reset the validation type to

the appropriate agency once the proposal has been created using the drop-down menu.

Once reset, that agency’s validation rules will be applied to the proposal to identify errors and warnings.

Validation and Error Tracking56

Cayuse424 keeps a running total of all errors and warnings. Click on Errors/Warnings to display details. When you click on the field description hyperlink Cayuse424 will display the

page on which the error occurs and highlight the field. As you correct errors and warnings, the running totals decrease.

Validation and Error Tracking57

Errors are fatal. Any proposal that is submitted with errors will be rejected by Grants.gov or the granting agency.

Warnings are not fatal; but be sure if you are submitting a proposal with warnings that you have determined the warning will not cause the proposal to be rejected or delayed by the granting agency.

Autofill58

Anytime you see the pencil icon, you can click it to autofill corresponding fields. The autofilled information is sourced from either the Professional or Institutional

Profile(s). If profile information changes later in the proposal preparation process, you can

autofill again to import the most recent information. When you autofill certain sections Cayuse424 autofills other logically-connected

fields.

Proposal Lock Feature59

When you are working in a proposal, all other users who have access will see the icon adjacent to that proposal when they log-on to Cayuse424 and click their Proposal tab .

The icon signifies that the proposal is locked. Only persons who you have granted permission to “break lock”

can access your proposal in read and write format.Persons without the break lock authority can still open up the

proposal in read-only format; but they will not be able to enter data or add attachments.

Proposal Lock Feature60

In this example, user: Kirk, Rice has permission to break open a locked proposal. Phil, Jones does not have permission to break a lock; but can still open it in read-

only format.

Proposal Lock Feature61

To open a locked proposal, the authorized user who requires access (jcolley) clicks on the proposal name (locked by Prost, Yona).

The proposal is opened in read-only format. Locked status is displayed and indicates who locked the proposal. Users who are not authorized to break the lock can review the entire proposal in read-

only format.

Proposal Lock Feature62

Proposal Lock Feature63

Users who are authorized to break the lock can do so by clicking the lock icon at the top of the opened proposal and responding to the system prompt.

Proposal Lock Feature64

The proposal is now open in read/write format. When someone with authority breaks a lock, who ever has locked the proposal is notified and is

then locked out. At that point, any data the previous users has not saved will be lost. Open locks with caution. It is best to communicate with the user who has locked the proposal

before breaking a lock.

Copy/Transform Proposal65

The Copy/Transform feature allows users to: Create a duplicate copy of an existing proposal;

or Transform data from an existing proposal into a

new grant proposal for a different opportunity. Once copied or transformed the new

proposal can be renamed, edited and submitted electronically to Grants.gov.

Copy Proposal66

To copy an existing proposal, click the icon adjacent to the proposal you wish to duplicate.

Copy Proposal67

Click Copy Proposal.

Copy Proposal68

Select Duplicate for Copy Type.

Confirm Opportunity Details.

Rename proposal if desired, otherwise Cayuse424 will autofill copy and old title.

Click Copy.

Copy Proposal69

Note both the original and a copy are now in your proposals list. Click Copy version to open. Rename and edit data as appropriate.

Transform Proposal70

To transform an existing proposal into a new grant proposal for a new opportunity, click the icon adjacent to the proposal name.

Transform Proposal71

Select Transform for Copy Type.

Select new Opportunity for which you are repurposing the old proposal.

Rename proposal if desired, otherwise Cayuse424 will autofill copy and old title.

Click Copy.

Transform Proposal72

Transformed proposal (S10)

Original proposal (RO1)

The original proposal remains on your proposal list. The repurposed proposal is added to the list.

Transform Proposal73

Data from the original proposal is automatically copied into the SF424 form set required for a S10 Opportunity.

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Completing the Form Set (Non-Budget)

SF424RR: Page 175

When the form set is displayed for the first time: Applicant Organization has

been autofilled. Principal Investigator has been

autofilled.Complete the forms

remaining fields: Click the icon to autofill

person to be contacted.

SF424RR: Page 276

Use autofill to complete Authorized Representative section.

Attach, if necessary: Pre-application Project

Congressional Districts

Use Cayuse424 to add Additional Performance Sites Click icon

SF424RR: Performance Sites77

SF424RR: Performance Sites78

Respond to the system prompt.

SF424RR: Performance Sites79

Site #1 is added.

SF424RR: Performance Sites80

If adding a new site, complete form manually. If adding a site with a pre-existing Institutional Profile, click autofill icon.

SF424RR: Performance Sites81

Select site to be added using the drop-down menu.

SF424RR: Performance Sites82

Click Autofill “Performance Site 1”.

SF424RR: Performance Sites83

Site information is autofilled onto form. Repeat to add additional sites.

SF424RR: Other Project Information84

Click appropriate boxes and complete form

Attach: Project Summary/ Abstract Project Narrative Bibliography and References Cited Equipment Other Attachments (up to 10)

SF424RR: Key Persons85

Cayuse424: Provides the ability to add/autofill/edit and delete Senior/Key Persons. Allows you to add as many Senior/Key Persons as you need. Handles the overflow (8 or 40) by auto-generating an overflow PDF and

attaching it to the proposal. Provides a sort button that automatically alphabetizes the final list. Autofills senior/key persons and salary information on the budget pages

when you add them on the SF424 Key Persons page.When you add Senior/Key Persons from other institutions, you

must affiliate them with their respective Institution(s) before adding them to the grant proposal.

SF424RR: Key Persons86

To add Senior/Key Person Click Add/Edit KP.

SF424RR: Key Persons87

Scroll down Key Persons Autofill Window and select person you wish to add.

SF424RR: Key Persons88

The Autofill Window displays all information currently stored for that individual.

SF424RR: Key Persons89

In the Autofill Window you can:

Edit Role. Define Budget Periods during

which Key Person will be named in the grant. By checking or un-checking the Budget Period boxes you can control whether or not the name and salary information autofills onto the budget page.

Edit Salary info. Enter Months (effort).

SF424RR: Key Persons90

Once you enter Months, Cayuse424 auto-calculates Required Salary, Fringe Benefits and Funds Requested.

Using the Autofill Window is a quick and easy way to enter salary and effort for all budget periods; however, you can also input this information manually directly onto individual budget pages for each budget period. (see BUDGET module for details).

SF424RR: Key Persons91

91

You can also escalate the key person’s salary on the Autofill Window.

Click the icon and follow the system prompts.

SF424RR: Key Persons92

92

Enter escalation Rate if different from the institution’s default rate.

Check all budget periods to which the escalation applies.

Click Escalate Key Person Over Selected Budget Periods.

SF424RR: Key Persons93

93

Salaries are escalated per specifications.

When done editing, click Close Autofill Window.

SF424RR: Key Persons94

Key Person contact information is added to the Key Persons page.

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• Key Person/Salary (including escalation) is autofilled on the Budget page.

• Adding Key Persons “On-the-Fly”• Quickly create a Professional Profile from within the proposal

• Click on Add/Edit Key Person• Click on Create New Key Person

SF424RR: Key Persons95

• Adding Key Persons “On-the-Fly” (cont.)• Fill out form and click Save• A Professional Profile will be created in addition to the Key Person being added to the

Detailed Budget page and Key Person page

SF424RR: Key Persons96

SF424RR: Key Persons97

Once you have added all key persons, click the Sort/Senior/Key Persons icon to alphabetize your list.

SF424RR: Key Persons98

Attach Biosketch(es) Principal Investigator Senior/Key Persons

Click Add Attachment and follow system prompts.

SF424 RR Budget Pages99

Refer to the Cayuse424 BUDGET training module for detailed instructions on how to complete the SF424 RR Budget pages.

PHS398 Cover Page Supplement – Page 1100

Complete form. Use autofill when available. Edit any autofilled information,

if necessary.

PHS398 Cover Page Supplement – Page 2101

Complete if Human Embryonic Stems Cells will be used in the proposed project. Click Yes. Enter Cell Line Information,

using the drop down menu.

PHS 398 Research Plan102

Refer to the Cayuse424 SCIENCE training module for detailed instructions on how to create the Research Plan.

Refer to the Cayuse424 COMPLETE BUILD training module for detailed instructions on how to upload the Research Plan to the proposal.

PHS 398 Checklist Page 1103

Complete as appropriate. Click check boxes to change Investigator

or Institution. Once checked, fields will allow data entry.

PHS 398 Checklist Page 2104

If program income is expected during the grant period, check Yes.

Once checked, fields will allow data entry.

Complete appropriate fields.

If no income is expected, leave blank.

PHS 398 Cover Letter105

If the PHS 398 Cover Letter is marked for inclusion (i.e., the box on the navigation bar is checked), attach the Mandatory Cover Letter.

Click Add Attachment. Follow-up system prompts.

Targeted/Planned Enrollment106

Enter if appropriate. Cayuse424 will:

Automatically calculate the totals. Upload this form in PDF format to the Research Plan

page of the grant proposal.

Inclusion Enrollment Report107

Enter if appropriate. Cayuse424 will:

Automatically calculate the totals. Upload this form in PDF format to the Research Plan

page of the grant proposal.

Enrollment Forms108

When you complete either or both of the enrollment forms, they are automatically attached to the Research Plan but are not automatically included in the electronic submission to Grants.gov.

Click the checkbox(s) on the navigation bar to include the form(s) in your electronic submission.

Enrollment Forms109

There may be occasions when you have completed the enrollment forms separately; or you have multiple pages of each enrollment form.

When this is the case you may override the generated attachment and attach your own document(s).

To do so, click Override.

Enrollment Forms110

Click Browse to locate the PDF files. Repeat for source file. Click Upload.

Enrollment Forms111

The form has successfully been uploaded. Unclick the inclusion box to ensure your

uploaded forms are submitted, rather than the generated form.

Enrollment Forms112

You can cancel this action and use the auto-generated attachment. To do so: Click Revert.

Enrollment Forms113

Click Delete to remove your attachment.

Enrollment Forms114

The generated attachment(s) is inserted. Make sure the inclusion box is still checked to

ensure that the generated attachment will be included in your electronic submission.

Conclusion115

This concludes the Start Build module.In this module you learned how to:

Create Professional Profiles Create a new grant proposal Use Cayuse424 features and functions to complete the (non-

budget) SF424 RR form set.