SPS Step-By-Step

Click “Proposals” to access your Inbox, view or create new SPS records. Note: Utilities and Standard reference don’t appear at the department level.

Access your Inbox here.

Assign a delegate by clicking on the dropdown box beside your name.

Searching for a Proposal

To search for an existing proposal, use the fields on the left side of this page. Then select “Search”.

• To select the proposal you wish to open, click on “Go to” and select which page you would like to go to. • To make a copy of the selected record, click on “Proposal Actions”. (See next page.) • Creating a NEW record is addressed after Copy section.

Use the arrow by the “Sponsor” text box for a drop down that will enable you to search by the prime sponsor.

Creating a New Record by Copying

To copy a proposal, go to Proposal Actions and select the appropriate “copy feature.”

Creating a New Proposal

To create a new proposal, just click on “Create New.”

Program Project Grants (PPG) are complex grants usually associated with NIH Program or Center Grants. If you are new to SPS and your PI will be submitting a “P” series grant, please contact your assigned ORS Assistant Director for guidance.

Completing this one page will create a new SPS entry.

• An * means that information is required. You can always go back and change it or update it later.

• The Owning Duke Org will autofill. If you need to change the Org Unit to your center instead of the Duke PI’s org, do it on this page BEFORE Create is selected.

• If you make an error and need to change the Owning Org, the call your Assistant Director at ORS to have that done.

Notebooks and Tabs

Notebooks

Internal tabs within the notebook

Hide this information by clicking on the “-“ button.

Once a record has been created, the buttons, “Save”, “Validate” and “Cancel” will appear here.

SPS auto-fills the PAL with the name of the person who initialized the record. More on how to change that later.

Main Notebook – Sponsor Tab

Main Notebook – Sponsor Tab

Agency ID: This is the number that federal agencies assign to proposals. If funded, this becomes the award number. Leave blank for new proposals.

*Agency Due Date: Enter the sponsor’s proposal deadline foundon the FOA.

*Department Needs By: Addressed on the following page

Agency Routing #: Use for non-competing renewals or resubmission. Agency provides the number which links with previous submission.

CFDA#: Found on the FOA or Program Announcement. Applies to Federal flowthrough.

Has Prime Sponsor: Please refer to the tutorial at https://ors.duke.edu/sites/default/files/atoms/files/PRIME_Sponsor.pdf

Change of Grantee Institution: This is used when a PI transfers to Duke and brings their award with them.

Grants.duke: See the following pages for explanationSpecific solicitation: See the following pages for explanation

Modular: Yes/No * ARRA: Almost always “no.” Federal funding was cut.

Agency Sponsor Program: See the following pages for explanation

Department Needs By (required field)

Examples of why the Agency Due Date and the Dept. Needs By date can be different.

• The department needs proposal documents requiring ORS signature in order to submit before the sponsor’s deadline. (i.e. Duke is a sub to anotherinstitution. If Duke is a sub to UNC and UNC is submitting to NSF, UNC will need to have all necessary materials well before NSF’s deadline.)

• The PI may be traveling during the sponsor’s deadline and wants to submit the proposal before he/she is unreachable.• The PI has sponsor permission to submit later than the Agency Due Date.

The proposal must be routed to ORS five business days before the Department Needs By date.

Use the arrow button to populate “Needs By” with the same date as the agency due date.

Use the calendar button on the right to enter a date other than the sponsor’s deadline.

Main Notebook – Sponsor Tab: System-to-System - Solicitation

How to tell if a proposal will be submitted via GRANTS.DUKE (S2S)

Click “Yes”

Enter the Solicitation Number, then “tab”.

If the proposal cannot be sent S2S, then the warning that you see above will appear.

Click “OK” and then select the “No” radio button in response to the question, “Will this proposal be submitted via GRANTS.DUKE (S2S).”

NOTE: NSF is never submitted S2S, but enter the information as described below.

Solicitation: If the proposal is federal but not a system-to-system submission, enter the solicitation number and title. Often, non-federal RFAs will have no solicitation number. In that case, enter NA as the solicitation number and then enter the title. Example: Young Scientist Award, or Burroughs Travel Grant.

Main Notebook – Sponsor Tab: System-to-System

How to tell if a proposal will be submitted via GRANTS.DUKE (S2S)

Click “Yes”

Enter the Solicitation Number, then “tab”.

If the proposal can be sent S2S, then SPS will auto-fill the title.

NOTE: NSF is never submitted S2S.

If you select YES to this question, the following box will appear. Click the “i” to search for the specific NIH program and enter the acronym. This impacts how the proposal will sync with NIH Commons.

Main Notebook – Admin Tab

*Project Period – The Project Period and Budget Period will be the same for a one year project.

*Budget – Make sure that you use the current year.

*Owning Org – Make sure that the Owning Org is correct. If it needs to be changed, let your ORS Assistant Director know.

Face Page – This is a relic of when paper copies were sent. Ignore this.

Main Notebook – Activity Tab

*Activity (Dropdown) • Clinical Trial • Conference • Construction/Renovation • Equipment • Fellowship • Inst. Training Program • Institutional Support • Public Service • Research

*Cancer related?

*Involves the use of (dropdown) • Dry lab (research) • Wet Lab Research (bench) • Both Wet and Dry Lab (Inst.

Training Grants only)

Main Notebook – Clearances Tab

* Will this project send data or technologies out of the US? - If you answer “yes”, be sure to fill in the Federal Info Tab.

Will this project involve the use of 3b or 4 lasers? – If you answer “yes” to this, the proposal may have to go through additional safety and compliance review. Plan accordingly.

See ORS Clearances and Protocols page: https://ors.duke.edu/duke-clearances-and-protocols

Main Notebook – Federal Info Tab

Click the “–“ sign by Proposal Information for better viewing.

*Required

If “yes”, then specify each by its acronym. If you don’t know the acronym, go to http://ucsd.libguides.com/govspeak

The NSF Specific Information reflects the NSF Cover Page.

Please complete “Activities Outside US or International Collaborations” for federal and non-federal proposals.

Main Notebook – Summary of Work Tab

* Summary of Work can be typed in or attached.

Relevance/Project Narrative can be typed in or attached. Use for NIH and PHS projects.

Goals/Aims for Other Support can be typed in or attached.

Remember to save your work.

Personell Notebook – Roster Tab

Financial Conflict of Interest: Duke’s Financial Conflict of Interest Program https://ors.duke.edu/grants-contracts-and-compliance/conflict-interest

Agencies and Sponsors Following the PHS FCOI Regulations

https://ors.duke.edu/grants-contracts-and-compliance-conflict-interest/agencies-and-sponsors-following-phs-fcoi

*Use Project Role dropdown to enter Duke and non-Duke personnel project roles.

See next page for information on the Admin / Salary checkbox.

Personnel Notebook – Roster Tab - Admin Salary Checkbox

Use the Admin Salary checkbox, located on the Roster tab, to indicate when administrative/clerical duties are integral to the project. If the Admin Salary checkbox is selected, make sure those duties are clearly described in the budget justification because that will assist ORS with the review of your proposal.

Using the Admin Salary checkbox will also help with award set-up and post-award management of administrative salaries.

Uniform Guidance Communication: https://finance.duke.edu/research/forms-resources/ug/UG2-ClericalAdministrative.pdf

Personnel Notebook – Other Info Tab

Biosketch and Other Support can be typed in or attached.

Personnel Notebook – Workload Tab

This information is pulled from the salary worksheet.

This is used when the proposal is routed to another department so that people and effort can be reviewed.

Facilities Notebook – Performance Sites Tab

Information about a subcontract’s performance site can be added here.

Facilities Notebook – Facilities Description Tab

Facilities descriptions can be typed or attached PDF.

Getting to the Budget Notebook

To get to the Budget Notebook, select “Setup” or “View/Edit” from the dropdown menu.

Setup • Confirm F&A Rate• Cost share• Select budget categories or template

Budget Notebook – Budget Setup – Rules

A change in the F&A rate should be explained here. You can cut and paste this information from the sponsor’s proposal guide.

Use the dropdown box to choose the F&A Base.

• MTCD (default setting) • NRSA Individual • NRSA Institutional • NSF REU • NO Base • None • S/W • TDC

Make sure this page shows all budget periods. Add additional budget periods by selecting the “+”.

Budget Notebook – Cost Sharing

If cost sharing is required, click “Yes”.

Enter the required cost share % if it is included in the sponsor’s guidelines. Otherwise, enter “0” and make specific entries in the budget categories.

Budget Notebook – Setup – Templates Tab

One way to develop a budget template is to choose from the available Budget Templates using the dropdown box.

Dropdown Box Categories:

• CME Activity – Duke • Career Dev. Award (K) • Clinical Trial • Fellowship • Modular • Modular Award • NSF • PHS 2590 • PHS 389 • Pre-Award • SBR Clinical Trial • Training Grant

Choosing a preset template will autofill the “Selected Categories” box. If a category is not needed, select that category and remove it using the << button.

NOTE: Once selected categories have been saved, you must go to the Summary Budget page to remove them.

Budget Notebook – Setup – Templates Tab

If the proposal you are working with does not fall under the existing templates, build your own template by selecting from the “Available Categories”.

Choose the available categories needed and move them to “Selected Categories” using the >> button.

Move items on or off as needed.

Save your work!

Once selected categories have been saved, you must go to the Summary Budget page to remove them.

You have to make a template or you won’t have a summary budget.

Budget Notebook – View Salary - 2018

For multi-year grants, enter the first year salary.

If a PI is not seeking salary for a period, skip it.

Payroll clerk or SPOC can provide salary information. https://ors.duke.edu/who_to_call

PI should be able to provide effort information.

Budget Notebook – View/Edit – Budget Summary Tab

Salary and Fringe information auto-fill.

You will need to enter the costs for the categories. To remove a category, click the “x”. To add a category, go back to “Templates.” To enter amounts, click the pencil in each category. (See next pages.) Save your work!

Budget Notebook – Budget Summary Tab – Adding Other Category Costs

• For each category, click on the pencil then “+”. • Enter costs and descriptions for each year. • If you find that you do not need a category, delete it by using the “x” in front of the

name of the category.

Budget Notebook - Summary Budget Tab – Edit Category – Other Examples

These are examples of the information you may need to enter for each category.

After entering, remember to save your work.

Budget Notebook – Budget Summary – Amounts Entered

Once you have completed year one, save your work and then click on the “Inflate Budget” button.

Budget Notebook – Summary Budget – Showing 3% inflation

Now the screen shows that the budget has been inflated by 3%.

You can edit any budget category necessary.

Save your work!

Next, you will click on “Calculate F&A”.

Save your work!

Budget Notebook – Summary – Showing Calculated F&A

Budget Notebook – Income Tab

This tab is used for entities like Duke Performances or Conference Proposals with events that will require fees for attendance.

Budget Notebook – Justification Tab

Attach or type.

Protocols Notebook – IRB Tab

If human subjects are to be used, Add Protocol.

*Select Review Board – Medical or Campus*Status will be pending.

Currently, Human Embryonic Stem Cells are very rarely used on Campus.

If “Yes”, then all of the Clinical Trials Questions must be answered.

CRU = Clinical Research Unit – This is used by School of Medicine and School of Nursing.

If you answered “No” to the Human Subjects question at the top of the page, you must answer this question. If the proposed research involves human specimens or data, an explanation of why the application does not involve human subjects research must be attached in Grants.Duke if this is to be a S2S proposal.

Protocols Notebook – IACUC Tab

If “Yes” is selected, enter Protocol Information by clicking the “+”. You will need to enter the following information

When “Yes” is selected, the *Euthanasia Information box will appear.

Protocol Notebook – IBC Tab

If recombinant DNA is to be used, add protocol information by clicking the “+”.

If Carcinogenic or Biohazardous Materials will be used, please describe here.

Studies Notebook – List of Studies

Study level data is required only for NIH and AHRQ.

Validate All

Next step: Validate All

Validate All – Change the PAL

The PAL can be changed after Validate All has been selected. A box will appear; click on the magnifying glass to search for the correct PAL.

Validate All - Errors

All errors must be corrected before this proposal can be routed.

Go to each page and tab listed to correct errors.

Validate All – Warnings

An SPS record can be saved with a warning.

This warning regarding cost sharing is one that appears often.

Validate All – Lock and Route

Ready for routing.

Click Lock/Route