GrantsGov Overview Training by kqC0O3

 at UMB
         Last updated: June 29, 2006

            Prepared by: Janet Simons
                      Dawn R. Wilkins
                 Jeanne Galvin-Clarke
  Office of Research and Development

What is
   Web-based electronic system that provides a
    simple, unified electronic storefront for
    interactions between grant applicants and the
    Federal agencies that manage grant funds
   Data transfer via a common portal
   Main goal is to provide a single, secure and
    reliable location for finding and applying for
    Federal grant funds online

What is driving this change?
   The Federal Financial Assistance Management
    Improvement Act of 1999 (Public Law 106-107) and
    the President's Management Agenda have been
    driving Federal Agencies to
       Simplify Federal financial assistance application
       Improve coordination and consistency among Federal
        grant-making agencies
   The Program is one of 24 Federal cross-
    agency E-Government initiatives focused on
    improving access to government services via the
What does this mean for us?
   New instructions, new forms, new software
   Start earlier on preparation and routing
   “Our viability as a research institution and as
    individual investigators depends upon
    successfully meeting this requirement.” (Dr.
    Bruce Jarrell)

NIH Transition
 submission already required for
       R13 (conference grants)
       R15 (AREA)
       S10 (Shared Instrumentation)
       R03 (Small grants)
       R21, R33, R34 (Exploratory/Developmental Grants; Clinical Trial
        Planning Grants)
   See NIH Transition Plan for schedule
   February 1, 2007 - R01 applications
   Once a mechanism transitions to, paper
    submissions are no longer permitted for that mechanism

Getting Started with
   DO NOT register on or in CCR - the
    University is registered as an institution
   ORD staff are registered as Authorized
    Organizational Representatives (AORs)
   Faculty applying for NIH grants must register in NIH
    eRA Commons
       Contact Colin Hunter ( to get
        logins for NIH eRA Commons, NSF FastLane
   The PI will also need a login for the web-based
    routing form
       PIs may request username and login online via the link at:
Getting Started
   Download PureEdge Viewer - free via the website
       The Grant Application Packages can only be
        viewed with PureEdge Viewer
       Mac/Non-Windows users will also need to purchase
        Windows emulation software (recommended) or install the
        Citrix client application to access the free Citrix server
   Ensure that you have software to create PDF files
    (to convert from Word or other applications to PDF)

A quick introduction to

  Grant                                     Federal
Application                                 Agency

      Submitted by                 Application
      ORD via                      retrieved from
      web interface
                                   by Agency
Find and Apply
   Try the “Find Grant Opportunities” function on -
       Do not use the CFDA# to search for NIH funding
   For NIH grant announcements, we recommend the
    NIH website:
   HINT: The NIH now refers to the general,
    investigator-initiated program opportunity as the
    “PARENT” - eg “Parent R03”

Find and Apply (continued)
   You must download the Grant Application Package
    for a specific Funding Opportunity Announcement,
    and save it on your computer for completion.
   The Grant Application Package is specific to a given
    Funding Opportunity Announcement
       For example, the Grant Application Package downloaded
        from an R03 Program Announcement may not be used for
        an R21 application.
   Also download the Instructions as well as a copy of
    the Funding Opportunity Announcement. Follow
    any links within these documents for additional
What is a
“Grant Application Package”?
   The Grant Application
    Package is comprised of documents
    (forms) containing data entry fields and
    fields for attachments
   The Grant Application Package is a
    PureEdge application file which has an
    .xfd extension

The Grant Application Package
   The Grant Application Package can only be
    viewed using the PureEdge Viewer
   The Grant Application Package is saved on
    your hard drive or server. Re-save as you
    add information (similar to working with a
    Word document - save early and often!)
   When you Save, be sure that you are
    “overwriting” the same file, to avoid creating
    multiple copies in various places.
A quick introduction to the
Grant Application Package
   The next slide is a screen-shot of what you see when you open the
    PureEdge file, identifying the specific Funding Opportunity
    Announcement, and the required and “optional” documents for that
   Fields in Yellow are mandatory fields in
   The yellow field called “Application Filing Name” on the next slide is
    to be used for our internal tracking purposes and appears in emails and status tables. Please include the PI last
    name as part of this field.
   To open a document (form), highlight the form name and then click
    the open form button.
   Then, complete fields and add required attachments. Be sure to
    look for a “Next” button because some forms have more than one
   You will create attachments in Word or similar applications.
    Once they are final, convert the attachment to a pdf format
    (more on this later).
   We recommend using file names for your pdf attachments
    relevant to the application section, eg, “ProjectSummary.pdf”
    or “BudgetJustification.pdf”
   Upload attachments to the Grant Application Package. Be
    sure to “save” the Grant Application Package as you add
   Once you have added an attachment, your pdf file name will
    appear in the field and the “Delete Attachment” and “View
    Attachment” buttons will be activated. You should then be
    able to open and view your pdf file, or delete it and upload the
    correct or updated pdf file.
Ready to Submit
   As you complete forms, move them from the box
    marked “Mandatory Documents” or “Optional
    Documents” to the corresponding “Completed
    Documents” box.
   Click the “Check Package for Errors” button -
    PureEdge will tell you if you missed any of the
    Yellow fields.
       However, it will not check for requirements of the funding
        agency or the specific Funding Opportunity

                 Ready to Submit
Submit button will
become activated
after the following
steps have been

•All Mandatory Fields
have been completed
•All Mandatory
Documents have been
completed and moved to
the Completed box
•All applicable Optional
Documents have been
completed and moved to
the Completed box
•Check Package for
Errors button has been
clicked and reveals No
Ready to Submit
   Electronic submission through means
    that PIs no longer submit the application to NIH or
    other Federal agencies: this is now ORD’s
   The School of Medicine has implemented a grant
    routing policy - other schools have similar policies
       Grants to Dean’s Office 9 business days before the
       Grants in FINAL form to ORD by 7 business days before
        the deadline

Submission Timeline
The next slide depicts the review and submission timeline.
   Provide to ORD the FINAL version of the Grant Application Package at least
    7 business days before the deadline (follow your School policy).
   ORD reviews within 3-4 days (this anticipates heavy volume of applications,
    eg major NIH deadlines)
   ORD notifies PI and/or department if corrections need to be made
   ORD submits the application via - this is the official date/time of
    application receipt (unless a changed/corrected application is submitted)
 receives, validates
   Agency retrieves, validates
   Errors identified by or Agency must be fixed and the application
   ORD submits changed/corrected application - this then becomes the official
    date/time of application submission.
   Submission of a changed/corrected application must occur before the
    Agency deadline unless the Agency has provided different information
    about corrected applications.
Submission Timeline
  FINAL Grant Application Package to ORD
                          3 to 5 days

                  Proposal                        Deadline
                  submission       Retrieval

Routing (or, how does ORD get
the PureEdge file?)
   Use the UMB web-based routing form
       Complete and “submit” the form. The PI will receive an
        emailed PDF of the routing form, with signature lines
   Print out the emailed PDF routing form and attach
    (hard copy) the budget and a DRAFT of the
    proposal to obtain signatures
   Upload the FINAL completed PureEdge file (Grant
    Application Package) to the existing routing form
   Email your ORD contact person to advise that the
    FINAL file has been uploaded for ORD review.
The Big Picture
        Routing form &
      print-out of budget,
         draft proposal       Routing for

PI/Dept prepare
  application                 ORD           ORD submits
                                                             review/           receipt/
    forms &                  review          application
                                                            validation       error check
routing form is
                               Upload to             Resubmission, when required
                               Routing Form
       PureEdge Grant

Save form data and send PDF: instructs the program to send
Routing Form pdf to PI and other contact person to be printed
out for routing.

            Screen shot of routing form
Click on View Routing Forms to access an
existing routing form. Then, click on “Upload

Upload the Budget in the first field, and the PureEdge
Grant Application Package in the next field
In Review
   ORD accesses the uploaded PureEdge file via its database,
    and opens each form and attachment for review
       This takes 60-90 minutes per application
   ORD reviews, as usual, the budget and administrative parts of
    the application, focusing on agency requirements. ORD
    verifies that attachments are in PDF format.
       The BUDGET should be supplied as an Excel spreadsheet, to
        provide detail to the Dean’s Office and ORD not included in the
        Grant Application Package, and to allow ORD to verify the
        budget information in the application.
   ORD notifies the PI and administrator of any concerns.

In Review
   ORD can make minor corrections to data in the form
   ORD cannot correct or change the content of PDF
   If substantive changes are needed, such as revised
    PDF attachments, ORD may request that an
    updated PureEdge file with the necessary
    corrections be provided to ORD.
       Upload the corrected PureEdge file to the existing routing
        form, and email ORD to advise that the file is available.
       ORD requests that you give the revised PureEdge file a
        new file name (such as “SmithR03Version5.xfd”)
   ORD submits the application through
   A confirmation page is provided on the
    website, then a series of email messages are
    sent by and usually from the
    agency as well, to confirm receipt and
    validation by and the agency.
   ORD forwards emails to the PI and
   An application with an ERROR will not go forward
    for review
   Applications with Errors must be corrected and
    resubmitted via prior to the agency
   Warnings may be important or minor - review and
    correct as required. Applications with Warnings will
    go forward for review. Corrected/changed
    applications must be resubmitted via
    prior to the agency deadline.
       Most Warnings have been minor and have not required
NIH’s Most Common Errors
   Missing PI’s Commons User ID on the Senior/Key
    Person form, “Credential” field
   PDF issues
       NIH only accepts attachments in PureEdge or PDF format.
        Do not submit attachments in other formats such as
        Microsoft Word, Word Perfect, etc.
       Do not put special characters in file names.
       Disable all security features in the PDF document.
       Do not send PDF documents with editable fields (fields that
        can be changed).
Review in NIH eRA Commons
   If an application has no Errors, NIH assembles a PDF file
    from the data and attachments transmitted via and
    posts the pdf document in eRA Commons.
   NIH allows 2 business days for the PI and Signing Official
    (SO) to review the application in eRA Commons, during which
    time the SO may reject the application.
       This option should be used if the PI or SO determines that
        warnings should be addressed.
       A changed/corrected application must be submitted within the
        two day viewing window.
       Per NIH on 6/29/06, “business days” means “weekdays” and
        includes holidays
   If no action is taken within the 2-day period, the application
    will automatically move forward in the NIH review process.
Notes on checking the assembled
application (NIH - eRA Commons)
   Log on to Commons ( )
   Click the Status tab, then click on “e-applications” on the left
   If the application is acceptable to the PI, notify ORD - no further
    action is necessary in Commons.
   Only the AOR/SO (ORD Contract Officer) has the ability to “reject”
    the application within the two business days to address warnings or
    if the assembled application in eRA Commons does not correctly
    reflect the submitted application package due to system issues with
    eRA Commons or (i.e. some part of the application was
    lost during the submission process or did not transfer correctly).
   NIH states that applicants will not be penalized for NIH or system issues.
Rejecting in NIH eRA
Commons and Resubmitting
   If the AOR/SO rejects the application before the
    submission deadline, a changed/corrected application
    can be submitted to within the two-day
    viewing window.
   If the AOR/SO rejects the application after the
    submission deadline for some reason other than
    system issues, a changed/corrected application can be
    submitted to but it will be subject to the NIH
    late policy and may not be accepted. A cover letter will
    need to be attached to the application package,
    explaining the reason why the application is late.

Other Agencies
   ORD currently recommends that if an agency
    does not have a validation/verification
    process (as do NIH and NSF), the
    PI/department should contact the Agency
    Program Office to verify that the application
    with all required components was received.


               Contact your ORD
               Contract Officer or:

   ORD website
 Customer Support website
   NIH eRA Commons website
   NIH - Avoiding Common Errors


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