grants.gov manual for macintosh users first step in utilizing the grants.gov system is to download...

Georgia Institute of Technology Office of Sponsored Programs Submitting a Proposal via Grants.gov for Macintosh Users

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Grants.gov Manual for Macintosh Users April 11, 2006 V 1.02 Special Thanks to the Office of Research Administration at University of Maryland and in particular Vonnie Perkins, eRA Program Manager for sharing the MAC screen shots and manual with us! This workbook also contains information and original material from the PHS’ Grants.Gov application Guide SF 424 (R&R) which can be found at http://grants2.nih.gov/grants/funding/424/index.htm as well as the Grants.gov manual found at www.grants.gov .


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The purpose of this handout is to assist with the preparation of applications submitted via the

grants.gov system.

The Federal Financial Assistance Management Improvement Act of 1999, also known as Public Law 106-107 (P.L. 106-107), was enacted on November 1999. The purposes of the Act are to (1) improve the effectiveness and performance of Federal financial assistance programs, (2) simplify Federal financial assistance application and reporting requirements, (3) improve the delivery of services to the public, and (4) facilitate greater coordination among those responsible for delivering services. Grants.gov was developed in response to PL 106-107.

Reminders:

• The Office of Sponsored Programs submits the final proposal application to Grants.Gov • The application is a package of forms that have to be completed. It is NOT web based. • Use Internet Explorer • You need to enable cookie support and pop-ups • Complete the SF 424 R&R form first as it populates other forms. • The file does NOT automatically save. You have to click on SAVE to save the data entered.

• Registration of GTRC & GTARC are completed in Grants.Gov.

• If necessary, register the PI in other electronic systems you may need. [An example is NIH’s eRA Commons (Contact Nadia Zitman at [email protected] or 404-894-6944 for assistance or contact your contracting officer for assistance.)]

• Find a Funding Opportunity Announcement (FOA) using the Grants.gov “Apply” feature that reflects use of the SF424 (R&R) forms and electronic submission through Grants.gov.

• Download Citrix client or Windows Emulator (see Appendix for Emulator Instructions) (For MAC Users, the application package must be downloaded prior to downloading the Citrix Clients.)

• Download PureEdge Viewer (or possible upgrade)

• Download the associated Application Package from Grants.gov.

• Complete the appropriate application components, including all text (PDF) and PureEdge attachments. Upload all attachments into the appropriate application component.

• Email the file to the Contracting Officer you are working with on the application. The completed application should be reviewed through the Office of Sponsored Programs.

• The Submit button becomes active only after all mandatory elements of the grant application package have been completed including attachment of forms and mandatory fields. DO NOT submit via Grants.gov

• When you’ve completed your application and saved all the information. Then simply

email the file as an attachment to the Contracting Officer in Sponsored Programs who will be submitting the proposal. (NOTE: DO NOT “Zip” the file attachment – email systems will strip the attachment assuming there is a virus!)

o Remember an OSP routing form needs to be completed and our deadlines for an

electronic submission are:


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• Proposals to be submitted electronically need to be ready for release to the sponsor 5 days prior to the submission deadline.

• Follow the agency guidelines as each has slightly different requirements.

Grants.Gov The URL for grants.gov is www.grants.gov. The system can be utilized for both finding funding as

well as submitting an application via grants.gov to a specific federal agency.

The first step in utilizing the grants.gov system is to download the PureEdge Viewer (or upgrade if necessary). Note: GTRC is registered; PI/PDs do not need to register with the system. The application will be submitted by the Office of Sponsored Programs’ Contracting Officer who is a registered user for grants.gov


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General Information

Download PureEdge Application package and directions to your Macintosh first. You will need to create a folder in your DOCUMENTS folder or in MY DOCUMENTS and save them in there. NOTE: If you have Adobe Acrobat 6.0 installed on your machine, it will try to open the PureEdge file and you’ll get an error message. Just close Adobe.

The Citrix client is for systems running OS X only. Make sure that you have your Macintosh configured to add the extensions to the file names

(Example: doc, pdf, xfd, etc.) Attaching files to the PureEdge application package: You will not be able to view the files once

you have attached them because you are connected to the server at Grants.gov/NIH and they don’t have Adobe or Word installed. If you try to view your Adobe documents they open in Notepad and are garbled. Word docs open in Wordpad. Your files are there and are correct.

Once you are connected to the Citrix server, SAVE your file often!! If you mistakenly close the Internet Explorer window, you are disconnected from the server and will lose your information if you haven’t been saving it to your hard drive.

Downloading the Application If you do not know the CFDA Number or the Funding Opportunity Number, use the FIND GRANT OPPORTUNITIES section to assist you.

Begin by Clicking on the third link in the image below under Apply for Grants. It is labeled “Download Application Package.”


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From the screen with the Download Application Viewer screen simply click on the link in the left hand column that says “Download Application Package.”

Below is the Download Application Package Screen. You will already need to have searched for the funding opportunity that you are applying for. Simply key in the CFDA number or Funding Opportunity Number into the text field and click on “Download Package”

Some opportunities maybe have multiple listings, simply select the one that you want and click the download link.


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You should key in your email in the text field in case any changes or modifications are made to the application so that you can receive an update regarding those changes. (See email notice below) The next steps involve downloading both the instructions for the solicitation and downloading the application package. Be sure to save the application to your desktop (or where ever you want it saved) and then run the application from your computer and not through your browser. Be sure to download the Application Instructions, too!

An email notice regarding a change in a funding opportunity that had been previously downloaded… (This is not the same CFDA number as the example we have been using).


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Installation of Citrix Client The Citrix Client and Connection File (for OS X) Go to http://citrix.com/English/SS/downloads/details.asp?dID=2755&downloadID=3250&pID=186 to download the Citrix client. Save the application on your hard drive. Also locate the PEClientCitrix.ica file on http://www.grants.gov/assets/PEClientCitrix.ica and save it to your hard drive. This is the connection file that you will need later. IMPORTANT: Close Internet Explorer before installing the Citrix Client file. Locate the Citrix client file (MACICA_OSX.dmg) on your hard drive. Double click on it and follow the defaults for the installation. Then locate your Citrix connection file (PEClientCitrix.ica). Double click on it. You may see the window below. If so, just click OPEN and it should connect you to the server at Grants.gov/NIH.

Once the client connects you should see the warning message below. Just click OK.


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Opening and Completing the PureEdge Application File Once you have logged on, the Internet Explorer application opens. You may see one of the windows below.

From whichever window you see, select FILE from the menu bar. Then choose OPEN. You will see the window below. Click on the BROWSE button.


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The Look In window appears. Click on the drop down icon (triangle) in the LOOK IN box. You may see a window similar to the one below appear. Just click OK.

Clicking on the drop down triangle will give you a list of options. If you saved your file in the DOCUMENTS folder, select C$ on ‘Client’ (C:) by double clicking it. This is

your Macintosh hard drive. You will then see a window similar to the one below. Click on the drop down box next to FILES OF TYPE and select ALL FILES. Then double click on the folder called DOCUMENTS. If you saved your file in the MY DOCUMENTS folder, then select that instead of C$ on ‘Client’ (C: . Then browse your MY DOCUMENTS folder for the file folder you created for the grant application file.


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Open the folder you created for the PureEdge file and you should see a file with an XFD extension. Double click on it to open it.

This will open the file to the cover page of the PureEdge application. Please note that the settings for your connection to their Citrix server have the screen resolution set for 800 x 600. You will need to set the image size to 75% to be able to see the entire form on your monitor.


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Completing the Application Package

Instructions for completing the specific application package are listed at the bottom of the screen (2 in blue). Use the scroll bar to move up and down the application package. Each Grants.gov application package has a cover page that lists all forms necessary to complete the package (3). Forms are divided into two groups – mandatory and optional. The cover page also acts as the central point from which you will navigate through completion of all forms. Field level help is available within the PureEdge Viewer. Simply click on the symbol at the top of the form that looks like and arrow and a question mark ? to turn it on (or off). (4)

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When you select a funding opportunity in Grants.gov Apply, verify that the information shown in the Grant Application Package screen corresponds to the funding opportunity for which you wish to apply. Grants.gov auto-populates the following information:

• Opportunity Title • Offering Agency • CFDA Number • CFDA Description • Opportunity Number • Competition ID • Opportunity Open Date • Opportunity Close Date • Agency Contact


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Completing the Application Package (Continued) Begin the application by populating the field “Application File Name” with text. Since the field name needs to be unique, we suggest that you begin with your last name and then the title of your project. Use an underscore in between your last name and the title you want for proposal. For example, Powell_My NIH Proposal Title. Spell check is available within each form (1). You can save your application at any time by clicking the Save button at the top of the screen (2). Note: If you choose to save your grant application package before you have fully completed it you will receive an error message. This error message is used to warn the applicant that the grant application is not yet completed. Click OK and you will be able to save your grant application package and complete it at another time. How a title should look… Last Name of PI and then an “_” (underscore) and then the title of the proposal.

To open any form, click on it (1) and then click the Open Form button (2). We are opening the SF 424 (Research & Related) from. You should begin with the SF 424 R&R as it populates some of the other forms.

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Click on the Next button to complete the rest of the forms. There may be a number of screens to click thorough before the form is completed.

The yellow highlights are the mandatory fields that must be populated in order to complete the form. As you complete the mandatory sections, the yellow highlights will disappear.

When you are finished entering the data in any of the forms, click the Close Form button. Your work will be temporarily saved. Note: In order to save your complete application package, you must click the Save button on the application cover page.


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NOTE: This is an example. Your information should populate the appropriate fields. Click on the NEXT button for this screen.


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Once all data have been entered, click the “Close Form” button at the top of the form. You will be returned to the Grant Application Package screen. From this main screen, click on the form/document that you have just completed, and then click the => button. This will move the form/document to the Completed Documents box. To remove a form/document from the Completed Documents box, click the form/document name to select it, and then click the <= button. This will return the form/document to the Mandatory Documents or Optional Documents box.


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Attaching a File

To attach a file to your application, simply click on the Add Attachment button. This will bring up a dialog box. Simply, find the file you want to attach. In this case, we are looking on the desktop for my project summary file. After the file is attached, you may view the file. If you want to make changes to the file, be sure to make the changes on the file on your desktop and delete and then replace the file with the modified one. Some folks have encountered problems by making changes while viewing the file (and the changes are not saved within PureEdge). NOTE: Follow Agency specifics… Some agencies require PDF files while others do not!


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The document (SF 424 R&R) has now moved from the Mandatory Documents box to the Mandatory Completed Documents for Submission box. All Mandatory Documents must be moved to the Mandatory Completed Documents for Submission box in order to submit your application. (This process of completing the form and then moving it to the completion box must be done for all mandatory forms)

• All mandatory fields (yellow highlights) in all mandatory forms have been completed and moved to the mandatory completed documents for submission

• Optional forms have been completed and moved to the Optional Completed Documents for

Submission.

• The Save button has be clicked AFTER all documents have been moved to the completed documents section (both the mandatory and the optional – if applicable)


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R&R Budget Component

Completing Budget Periods 2-5 If funds are being requested for more than one budget period, you must complete a separate detailed budget for each year of support requested. To navigate to screens for the next budget period, click the “Next Period” button at the top of the 3rd budget screen (Sections F through K). You must complete all the required information (i.e., those fields that are highlighted and noted with an “*”) before the “Next Period” button is activated. If no funds are requested for a required field, enter “0.” Note the Budget Justification is also a required item and must be attached before the “Next Period” button is activated.

Once all data have been entered, click the “Close Form” button at the top of the form. You will be returned to the Grant Application Package screen. From this main screen, click on the form/document that you have just completed, and then click the => button. This will move the form/document to the Completed Documents box. To remove a form/document from the Completed Documents box, click the form/document name to select it, and then click the <= button. This will return the form/document to the Mandatory Documents or Optional Documents box.

The budget for Grants.gov is a traditional federal budget. Budget Period 1 equates to Year 1 Budgets. Use the gray buttons to navigate the budget fields. The mandatory fields are highlighted in yellow. The SF424 must be populated before beginning this form. (You will not be able to complete this form.) Use the budget wizard to assist with completing the budget section. The URL is http://www.osp.gatech.edu/budgetwizard.shtml.


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Simply key in the text and the amounts for the budget. Click on the Next button to continue onto the next budget screen.


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Proposal Submission The Submit button becomes active only after all mandatory elements of the grant application package have been completed including attachment of forms and mandatory fields. That means you’ve completed the forms and moved them into the section entitled “Completed Documents for Submission.” There is a “Check Package for Errors” button to assist you with the preparation of this proposal, too. DO NOT submit it directly through Grants.Gov! When you’ve completed your application and saved all the information. Then simply email the file as an attachment to the Contracting Officer in Sponsored Programs who will be submitting the proposal.

Continue populating the form with your budget information. If you have more than one year, click on the Next Period. Note: ALL yellow fields need to be completed including the Budget Justification before you can launch the next budget period. The system will calculate your cumulative budget for you.

Be sure to upload your budget justification to the budget section.


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(NOTE: DO NOT “Zip” the file attachment – email systems will not allow for the file to be mailed assuming that it contains a virus!) Remember an OSP Routing Form needs to be completed and our deadlines for an electronic submission are:

• Proposals to be submitted electronically need to be ready for release to the sponsor 5 days prior to submission deadline.

• The application must have “zero” errors in order for OSP to submit the application. Follow the agency guidelines as each has slightly different requirements. This is a generic workbook. Agency requirements may differ from this requiring additional information or slightly different forms.