Preparing & Preparing & Routing Routing

Grants.gov Grants.gov ProposalsProposalsHow to Prepare & Route Grants.gov-

Supported Proposals in Cayuse

Office of Grant & Contract Services6 September 2012

Table of Contents

• Funding Opportunities• Creating a Proposal• Proposal Summary• Electronic Routing & Approval• Tracking & Review• Cayuse Support

Finding, Downloading, & Managing Opportunities

Funding OpportunitiesFunding Opportunities

Table of Contents

• The Basics• Reviewing Opportunities• How to Retrieve Opportunities

The Basics

• An opportunityopportunity is a grant application package that is downloaded, completed, and routed for review prior to submitting to Grants.gov.

• New proposals can be built once the opportunity (e.g., FOA) has been downloaded into Cayuse 424.

• Before you start to build your proposal, you need to determine if the opportunity you are applying for has already been downloaded.

• To do this, you must go to the Opportunities Opportunities ListList.

The Opportunities Page

• Click on the OpportunitiesOpportunities tab.

• Cayuse displays a list of opportunities that have already been downloaded.

Searching Opportunities

• You can filter the list by using the Search BarSearch Bar.

OROR• You can sort the list by clicking on any of the

Column HeadersColumn Headers.

• Click on the icon for more information about the opportunity!

In Order to Retrieve an Opportunity

• If your opportunity has not been previously downloaded, you will need to retrieve it from Grants.gov.

• To do that, you will need to know either the Opportunity NumberOpportunity Number or the CFDA NumberCFDA Number.

• You can obtain the Funding Opportunity Number and/or the CFDA Number by going to www.grants.gov and using the Find Grant Find Grant OpportunitiesOpportunities link.

Retrieving Opportunities

• Click on the OpportunitiesOpportunities tab.

• Click on the Retrieve OpportunitiesRetrieve Opportunities button:

• A pop-up window will appear.

• Enter the Opportunity NumberOpportunity Number or CFDA #CFDA # into the respective fields.

• Click Retrieve OpportunitiesRetrieve Opportunities.

How to Create & Navigate a Grants.gov-submitted Proposal

Creating a ProposalCreating a Proposal

Table of Contents

• How to Create a Proposal• Navigating Your Proposal• Proposal Permissions• Autofill• Adding a Biosketch• Budgets

Creating a Proposal

• In OpportunitiesOpportunities, select the opportunity you want by clicking on the symbol.

• A pop-up window will appear.

In the Proposal Name bar, input PROP PROP [PI’s last name] [PI’s last name] [OGCS #] [OGCS #] [Sponsor][Sponsor]

To find the PI, type in the PI’s full or last name in the Search Search barbar and click Search for PI Search for PI

--OR----OR--Scroll through the Principal Principal Investigator listInvestigator list and click on the PI’s name

For Organization, select ABOR for ABOR for and on behalf of and on behalf of Northern Arizona Northern Arizona UniversityUniversity, if it isn’t the default organization

Select the Default Default IDC Rate IDC Rate you will be using

Select the # of # of Budget PeriodsBudget Periods (in years) you’re proposing for your project

For Validation Validation TypeType, select the Sponsor of your project.

Click Create Create Proposal Proposal when all the information is complete.

In the Proposal Name bar, input PROP PROP [PI’s last name] [PI’s last name] [OGCS #] [OGCS #] [Sponsor][Sponsor]

To find the PI, type in the PI’s full or last name in the Search Search barbar and click Search for PI Search for PI

--OR----OR--Scroll through the Principal Principal Investigator listInvestigator list and click on the PI’s name

For Organization, select ABOR for ABOR for and on behalf of and on behalf of Northern Arizona Northern Arizona UniversityUniversity, if it isn’t the default organization

Select the Default Default IDC Rate IDC Rate you will be using

Select the # of # of Budget PeriodsBudget Periods (in years) you’re proposing for your project

For Validation Validation TypeType, select the Sponsor of your project.

Click Create Create Proposal Proposal when all the information is complete.

Your Proposal• This should be your screen after clicking Create Create

ProposalProposal:

Navigating Your Proposal

• All forms are listed in the navigation navigation barbar on the left side of the screen.

• The check boxes control which forms are submitted electronically to the agency.

– Mandatory forms Mandatory forms are automatically checked and cannot be unchecked.

– Optional forms Optional forms can be checked to include in the proposal submission (i.e., Detailed vs. Modular Budget).

• The page numbers are linkslinks to the form pages.

Important Icons to Know

Proposal Information: Overview information about the current proposal. Quick Link to Proposal: Bookmark, Copy, or Send this link for easy future access to this proposal.

Proposal Permissions: Manage user access and permissions for this proposal. Routing & Approval: Create or manage this proposal’s routing chain OROR Approve or Retract Approval for this proposal. Submission: Validate and electronically submit this proposal, or retrieve submission information. Print: Generate a PDF version of the proposal for printing.

Validation and Error Tracking for your proposal. Cayuse 424 keeps a running total of all errors and warnings. As you correct errors and warnings, the running total decreases. This will be covered later. (This icon can be found at the bottom of the page.)

Before You Continue…

• Manage Proposal PermissionsProposal Permissions

• Appropriate proposal permissions must be granted to other users, who must have access to the proposal:

– The Principal Investigator (PI)– The Grant and Contract Administrator (GCA)– Reviewers

• To manage/add proposal permissions, click on the icon located on the top right of your proposal page.

Managing Proposal Permissions

• Click Add User/GroupAdd User/Group.• Enter the first namefirst name, last last

namename, or NAU user IDNAU user ID of the person you’re granting permission to.

• Select the user from your search results by clicking on their name.

• Click CloseClose.• Once the user is added, check

or uncheck permissions as desired.

• To return to the proposal page, click any of the page links to the left.

Note: Note: When you grant permissions to other users, they will receive an email notification. This email may be sent to their junk folder rather than their inbox. Be sure to notify them of the incoming email and, if it is not in their inbox, have them check their junk folder.

Autofill

• Using the Autofill Functionality:– Use the icon to autofill the fields.– Autofilled information is extracted from either the

Professional or NAU Institutional Profile(s).– If profile information changes during the proposal

preparation process, you can autofill again to import the most recent information.

– When you autofill certain sections, Cayuse 424 also autofills other logically-connected fields.

– When the proposal is created and displayed for the first time:• Applicant Organization data has already been autofilled.• Principal Investigator data has already been autofilled.

Using Autofill in Your Proposal

1. Locate the section of the proposal you would like to autofill (i.e., Authorized Representative – Box 19 on page 2 of the SF424 RR form).

2. Click on the icon.

Adding the Authorization Representative

3. Search for the person, whose information needs to be autofilled.

4. Highlight the person’s name in the search results box by clicking on it.

5. Click Add Authorization RepresentativeAdd Authorization Representative.

Autofill Complete!

• Notice the data has been autofilled into the section:

Performance Sites

• If you have already added a performance site (e.g., Northern Arizona University) when building your Professional Profile, you may find that the performance site information is already filled out.

Changing a Performance Site

• Although it is rare, sometimes performance sites need to be changed, as you may not be conducting the research on campus.

• If you need to change the main Performance Site, proceed to the next slide to learn how.

• If you need to add a Performance Site, click here.

Deleting the Performance Site

• To change the main performance site, first, you’ll need to remove the current main performance site.

• To remove it, click on the icon located in the top right corner of the Project/Performance Site page.

Deleting the Performance Site

• A little pop-up window will appear, asking if you want to remove the Performance Site from the proposal:

• Click OKOK.

• The Performance Site is now removed from your page:

Changing the Performance Site• Now, you have two options:

1.You may enter the Performance Site information manually, which will most likely be the best option.

2.You may click the icon and select your Performance Site, if it’s available.1. A window will pop up and you may only be able to see your active

Performance Sites. The list of active Performance Sites may include the Performance Site you need, so select the appropriate Site.

2. However, if the Sites on the list are not applicable to this proposal, click on Also show available Institutional ProfilesAlso show available Institutional Profiles.

3. A short list will appear. 4. Check the box next to whichever

Institute that applies.

Adding a Performance Site

• To add a Performance Site, click on the icon located in Other Sites Other Sites below the Project/Performance Primary LocationProject/Performance Primary Location:

Hard-Enter a Performance Site

• A pop-up window will appear:

• Check the box next to Also show available Also show available Institutional ProfilesInstitutional Profiles and see if the Performance Site that you would like to add is there.

• If not, click on Hand-enter a Performance Hand-enter a Performance SiteSite.

Enter the Site Information

• A second pop up window will appear.• Fill out the requested information and then

click Add Performance Site To ProposalAdd Performance Site To Proposal.

Performance Site is Selected

• You first pop-up window will change, showing the new Performance Site, selected and highlighted in green.

• Click CloseClose.

Your Additional Performance Site

• Your new, additional performance site can now be seen below Other SitesOther Sites.

Senior/Key Personnel

• Senior/Key Persons Page– 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.

Adding Senior/Key Personnel

1. Go to the SF424 RR Senior/Key Persons SF424 RR Senior/Key Persons page.

2. Click on the icon.

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Add Selected Key Personnel

3. Type in the full or last name of the person.4. Click SearchSearch.5. In the search results box, select the person you wish to

add.6. Click Add Selected Key PersonAdd Selected Key Person.

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How to Add Key Personnel

• A pop-up window will appear after adding the Senior/Key Person.

• Select the RoleRole of the Senior/Key Person.• Click CloseClose.• OGCS asks that you hard enter the salary information

on the RR Budget RR Budget section of the Proposal.• Click here to learn how to hard enter the Budget Salary.

Adding a Biosketch1. Go to the SF424 RR Key PersonsSF424 RR Key Persons page.2. Click the Expand Expand button ( ) on the Key Person

Profile and use the Add AttachmentAdd Attachment button to upload a Biosketch.

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Uploading a Biosketch

• The Attach BiosketchAttach Biosketch window enables you to attach the PDFPDF and source (Word, etc.) file from…1. The Professional Profile2. Another location using the BrowseBrowse button

Budget Concepts & Components, Detailed Budgets, Modular Budgets, and Subawards

BudgetsBudgets

Table of Contents• Budgets• Budget Concepts• Budget Components

– Salary– Fringe Rates– Indirect Costs– Budget Periods

• How To Create A Detailed Budget– Managing Budget Periods– Adding Key Persons– Managing Key Persons– Adding Other Personnel– Adding Equipment– Requesting Funds– Indirect Costs– Replicating Budget Data– Escalating Budget Data

• Cumulative Budget Page• How To Create A Modular Budget

Budgets

• Learn:– Basic budget concepts– How to use Cayuse to create:

• Detailed budgets• Modular budgets• Subawards

– Link to a subaward proposal– Import a subaward proposal– Export a subaward proposal

Budget Concepts

• Cayuse424 allows you to start building your budget at any point in the form set, including:

– SF424 RR Budget pages– Modular Budget page– Subaward Budget page

• Autofills Senior/Key Persons information, including salary, appointment type and fringe rate amount from their Professional Profiles.

• Performs budget calculations once salary, effort and other requested fund amounts are specified.

• Allows users to override auto-filled salary amounts if necessary.

• Performs cost replication and escalation for all budget categories on multiple budget periods.

Budget Components: Salary

• If Appointment Type is not entered into the Professional Profile, Cayuse 424 will not be able to auto-calculate salary on the budget pages.

• Salary for Principal Investigators is autofilled on the budget pages when the proposal is created (if applicable).

• Salary for Senior/Key Persons can be autofilled once they are added to the proposal.

• In the event salary data cannot be retrieved from the Professional Profile it can be manually entered into the appropriate field(s) on the budget pages.

Budget Components: Fringe Rates

• NAU Fringe Rates and Benefits are set in the NAU Institutional Profile.

• Default rates for individuals can be set once they are affiliated with an institution.

• Fringe rates specific to an individual can be added in their Professional Profile.

• Pertinent fringe rates are applied automatically to all salary calculations.

• Autofilled fringe rates can be overridden if necessary.

Budget Components: Indirect Costs

• Indirect Costs types/rates depend on the sponsor. Some sponsors will ask for the indirect cost rate, others will not.

• Indirect Costs types/rates are set in the NAU Institutional Profile.

• When you create a proposal, all indirect cost types/rates associated with NAU will be used as a basis for calculating the budget.

Budget Components: Budget Periods

• Up to ten budget periods can be specified.

• The number of Budget Periods can be changed once the proposal is created.

• When working with multiple budget periods, it is important to ensure that the correct data (e.g., months of effort, IDC rates, travel expenses, etc.) is input for all relevant budget periods; otherwise the proper calculations will not occur.

Set the Start & End Date

1. Click on RR BudgetRR Budget on the left-hand side of the screen.

2. Click on the calendar icons to set Start Date Start Date and End End Date Date of proposal.

– Cayuse 424 allows you to set and edit the period start and end dates in several places, including the SF424 RR Budget, Modular Budget and SF424 RR Face Page

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Manage Budget Periods

• Click the icon at the upper right corner of the screen.

1. The number of periods is pre-defined when you create the proposal. Edit if required.

2. Select Period Length Period Length using drop-down menu.

3. Click on calendar icon to set dates.

4. Click the Update Periods Update Periods button.

5. Cayuse 424 autofills start and end dates for all budget periods based on selections.

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Navigating Your Budget Periods

• Managing Budget Periods:– Use the Budget PeriodBudget Period drop-down menu or

navigation arrows to navigate, view and edit different budget periods.

Adding Key Persons

• Key Persons are generally added on the SF424 RR Key PersonsSF424 RR Key Persons page, however, you can also add them and edit the data on Section A Section A of the budget form.

1. Click the icon in Section ASection A to add a new person.

2. A pop-up window will appear.1

Add Key Person to Proposal Window

3. In the window, type the full or last name of the Key Person in the Search bar and select SearchSearch.

4. Click on the Key Person’s name in the search results box.

5. Click Add Selected Key Add Selected Key PersonPerson.

OROR

1. If you cannot find the person in search results, click on Create New Create New Professional ProfileProfessional Profile.

2. Another pop-up window will appear.

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Create New Profile

3. Enter the first and last name of the Key Person.

4. Click the Create New Profile Create New Profile button.

Steven

Maierson

Create New Key Person5. Fill out the Create New Key PersonCreate New Key Person profile.

6. Click Save Key PersonSave Key Person.

7. A Professional Profile will be created in addition to the Key Person being added to the Senior/Key Person Senior/Key Person page and Detailed Budget Detailed Budget page.

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Key Persons Fields

• Edit the Key Persons fields, if necessary.– If you hard-enter the salary for your key persons, the

system will insert a red starred star adjacent to the field.– Once a field has been overwritten the auto-calculated

number will no longer show in that field.

• To change the override the change, highlight the amount, delete it, and press the Tab key. This will make the original autofilled amount return.

Other Personnel

• In Section B: Other Personnel, manually enter:

– Number of Personnel– Role– Months– Requested Salary– Fringe Benefits

Indirect Cost Types

• (If applicable) Select Indirect Cost Type for Indirect Cost Type for Sections A and BSections A and B using drop down menu.

– The default indirect cost type from the NAU Institutional Profile will be auto-populated during proposal creation.

– Cayuse 424 applies the correct rate to Key/Senior Persons and Other Personnel and auto-calculates Funds Requested ($) Funds Requested ($) and Total Salary, Wage Total Salary, Wage and Fringe Benefits Fringe Benefits.

Equipment Description

1. Click New Equipment RowNew Equipment Row.

2. Enter Equipment ItemEquipment Item.

3. Enter Funds RequestedFunds Requested.

4. (If applicable) Select Indirect Cost TypeIndirect Cost Type using drop down menu (excluded set as default).

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Travel and Other Costs

• Sections D, E, F, and J: Funds– (If applicable) Select Indirect Cost TypeIndirect Cost Type using drop down menu.– The default indirect cost type from the NAU Institutional Profile will

be auto-populated during proposal creation.– Enter Funds Requested ($)Funds Requested ($) for each applicable line item.

Indirect Costs• In Section H: Indirect Costs (if applicable), select the Indirect Indirect

Cost TypeCost Type, using the drop down menu.

– The default indirect cost type from the NAU Institutional Profile is auto-populated during proposal creation.

– Once the appropriate indirect cost type is selected Cayuse 424 will automatically:

• Enter the indirect cost rate (%)– This may be a composite rate if the IDC rate is escalating

• Calculate the indirect cost base ($)• Update Funds Requested ($)• Autofill cumulative budget page

Replicating Budget Data

• If you are requesting funds for a specific budget line item(s) and would like to replicate that data on multiple budget periods, you can do so by following these steps:1. Click on the SF424 RR BudgetSF424 RR Budget page

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Replicating Budget Data

2. Enable the budget category you wish to replicate by clicking on the check box adjacent to the budget category.

3. Select the budget periods which you would like the replicated data to be copied to.

4. Click Replicate Starting Replicate Starting Budget Period Without Budget Period Without EscalationEscalation.– Cayuse will automatically

copy first period numbers for that budget category into any budget periods you specified.

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Escalating Budget Data

• If you are requesting funds for a specific budget line item(s) and would like to escalate that data on multiple budget periods, you can do so by following these steps:1. Click on the SF424 RR BudgetSF424 RR Budget page.

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Escalating Budget Data

2. Enable the budget category you wish to escalate by clicking on the check box adjacent to the budget category.

3. Select the budget periods that you would like to escalate.

4. Click Escalate Escalate Selected CategoriesSelected Categories.– Cayuse424 will

automatically escalate the budget category(s) into any budget periods you specified.

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Cumulative Budget Page

• The Cumulative Budget Cumulative Budget page displays totals for all categories and costs/expenses, etc., indicated in the detailed budget pages.

• Cumulative budget totals are calculated by the system and cannot be overridden. If you find an error, correct it on the source page and the cumulative budget number will automatically be updated.

How to Create a Modular Budget

• Modular Budgets are created in one of two ways:

1. Creating the detailed budget in Cayuse will automatically create a modular budget and round up to the nearest module.

2. Enter modular budget figures directly into the Modular BudgetModular Budget page.

The Page Where Documents are Routed for Inter-Campus Approval

Proposal SummaryProposal Summary

Table of Contents

• Proposal Summary• Investigator Data• Sponsor Data• Project Data• Project Administration• Compliance Data• Budget Data• Award Data• Export Control• Comments & Explanations• Documents

Proposal Summary

• The Proposal Summary page is a mandatory page that must be filled out before you route your proposal internally.

• It is an internal page that enables the chairs and deans of your department, and the director of Office of Grants & Contract Services to quickly review your proposal for approval before submitting it to Grants.gov.

Proposal Summary

• To navigate to the Proposal Summary page, simply click on SummarySummary in the left-hand menu bar.

• You will find this link towards the bottom of the menu.

Proposal Summary

• After clicking on SummarySummary in the left-hand menu bar, you will be taken to the Proposal Summary page.

The Proposal Summary: Section 1

• Fill out the following in the first section:

– Proposal Number: OGCS number assigned in your Early Proposal Notification Confirmation.

– Proposal Status should be selected as incompleteincomplete.

– Submission Method: Will it be submitted electronically or by courier?

– Submission Type: pre-application (pre-proposal), application (proposal), or a changed/corrected proposal (SPAR).

• Do not fill in Submission or Submitted By. That is something your GCA will handle.

Section 2: Investigator Data

• In Investigator DataInvestigator Data, review the preloaded information. If there are any errors, contact your GCA.

Section 2: Investigator Data

• In Investigator DataInvestigator Data section, answer the “yes/no” questions accordingly.

• When submitting a proposal, a COI form is always required.

Section 3: Sponsor Data

• Fill in the following information:– Agency– Proposal Type (e.g., Grant, Contract, Cooperative

Agreement, Other)– Sponsor Mechanism (the title of the RFP/opportunity)– Sponsor Type (e.g., Federal, State, Local, Private, Non-

profit, College/University, Foreign)– Sponsor (locate and select the sponsor in the dropdown

menu)

Section 4: Project Data

• Under Title of Project, enter the title of your proposal• Select Yes or No as to whether the proposal is a subcontract

– If Yes, enter the prime

• Select the Type of Proposal and Type of Agency• Select the Kind of Application you’re submitting• Lastly, select the Type of Project for your proposal

Section 5: Project Administration

• Continue onto the next section of the Proposal Summary: Project AdministrationProject Administration.

• “Who is responsible for this research?” You are going to type in the PI’s name.

• Next type in the Departmental Name• The Primary Dept. Contact would be the Business

Manager of your department or the equivalent of in your department.

Section 6: Compliance Data

• Simply select YesYes or NoNo to answer the questions

– If Yes, you will need to answer if the IACUC/IRB review is pending; enter the IACUC/IRB Protocol number, if you have it; and the Approval Date, if you have it.

– You will also need to provide an explanation if your project will involve any use of radioactive material, radiation production devices, etc.

Section 7: Budget Data

• Hard-enter the yearly and cumulative budget periods

• Answer if there will be any cost share involved

• Enter the direct and indirect costs of the yearly budget periods

• The total yearly costs and cumulative costs will auto-calculate.

Section 8: Award Data

• If you are submitting a continuationcontinuation, you will need to fill in the information in this section!

• If you are not submitting a continuation, you may continue to the next slide.

• Please input the Award NumberAward Number, Contract Contract NumberNumber, and the Date the project was awardedDate the project was awarded, if you know it.

• Also, fill out the first budget periodfirst budget period and the total total budget periodbudget period.

Section 9: Export Control

• Answer YesYes or NoNo to the questions asked in this section

• If you answer Yes to any of the questions, you will need to attach a document that explains the situation under DocumentsDocuments.

Section 10: Comments

• If you have any comments/explanations that you would like to add in regards to your proposal, it goes under this section.

The Documents Page

• After completing the Proposal Summary, you will need to continue onto DocumentsDocuments.

• Click on DocumentsDocuments on the left-hand menu bar, just below SummarySummary.

Documents to Upload

• In DocumentsDocuments, the Office of Grant & Contract Services asks that you upload the following in PDF format:

1. NAU Supplementary Information for Proposal Review2. COI Disclosure Form(s)*3. Budget**4. Budget Justification5. Project Summary/Abstract/Narrative

*COI forms already come in a PDF format, but you need to convert it to a non-fillable form. Go to Print and select Print as PDF for the Printer Option.

**The Budget needs to be uploaded as a PDF and as an Excel spreadsheet. To upload the Budget as an Excel spreadsheet, after selecting Add, simply upload the Excel version of your budget in the browser bar that reads “Source of PDF: (optional)”.

Attaching Documents

• On the Supporting Documents Attachment Supporting Documents Attachment PagePage, click the AddAdd button.

Upload Attachment Window

• A pop-up window will appear.• Click on the top Choose FileChoose File button

Browse for the Document

• Browse for the document• Click on it when you’ve located it• Click OpenOpen

Upload the Document

• The name of the PDF will be the title that appears for the Attachment NameAttachment Name.

• After browsing for the PDF copy of your form, click UploadUpload.

• The Supporting Supporting Documents Documents AttachmentAttachment page will refresh, showing the uploaded document as a PDF.

Building & Initiating the Routing Chain, Reviewing & Approving a Proposal, Retracting

Approval, and Things to be Aware of

Electronic Routing & Approval Electronic Routing & Approval Instructions & InformationInstructions & Information

Table of Contents

• Overview• Building the Approval Chain• Initiating a Routing Chain• Reviewing a Proposal

– Email Access for Proposal Review– Cayuse Access for Proposal Review

• Approving a Proposal• Retracting Approval in the Routing Chain• Printing/Saving the Proposal as PDF• Printing/Saving the Routing Chain as PDF• Things To Be Aware Of

Overview

• The “Routing and Approvals” feature in Cayuse 424 is designed to obtain sequential departmental and institutional approvals of grant application submissions.  This system is used for internal sign-offs on all applications, regardless of whether the actual submission will be made through Cayuse to Grants.gov or not.

• All proposals created in Cayuse will automatically generate a Proposal SummaryProposal Summary (containing most of the information necessary for pre-submission review) and a Routing ChainRouting Chain (the electronic pathway for obtaining pre-submission institutional approvals).

• NAU-specific information will be collected on the NAU NAU Supplementary Information for Proposal Approval and Supplementary Information for Proposal Approval and ReviewReview form (available on the OGCS website). PIs, co-PIs, Chair(s), Dean(s), and other authorized signers indicate their acceptance of the NAU certification statements (listed on the form) via the Cayuse electronic approval chain.

Overview

• Proposals that will be submitted to Grants.gov through Cayuse generate the electronic proposal. For all other proposals (PAFs), however, a full and complete electronic copy of the proposal must be uploaded as an attachment to the Cayuse application file. After internal routing and approval, the proposal will be submitted in accordance with sponsor instructions (e.g., through Cayuse to Grants.gov, through another electronic portal such as E-Grants, FastLane, by mail/FedEx, etc.).

• To allow us to provide electronic review of proposals, 4 additional attachments are required: 

1. NAU Supplementary Information for Proposal Review2. Conflict of Interest Form(s)3. Budget4. Budget justification5. Project Summary

• Link to OGCS Forms: http://research.nau.edu/funding/ogcs/forms.aspx

Required Persons in the Chain

• The default routing chain begin with the PI. In general, a routing chain will be set in the following order:

1. Principal Investigator (PI)2. Co-Principal Investigators (Co-PI), if applicable3. Grant and Contract Administrator (GCA)4. Department Chair(s)5. Dean(s)6. Grant and Contract Administrator7. Director, Office of Grant and Contract Services

• If you are working with co-PIs from a difference department, you must include the chairs and deans of their departments, as well as your own chair and dean.

• All routing actions within the Cayuse system are logged in the proposal’s Routing HistoryRouting History found in the Routing and ApprovalRouting and Approval section under Proposal ManagementProposal Management on the left side of the screen.

Finding “Routing & Approval”

• In Cayuse, open the form you wish to route.

• Click on Routing & Approval Routing & Approval on the left-hand menu bar.

Let’s Get Started!

• As you can see, the PI automatically appears first in the Routing Chain:

• Click on Edit Chain?Edit Chain?

Building the Chain

• You add or remove people using the or icons.

• Click the    icon belowbelow the last name entered to build a sequential chain.

Adding the Appropriate People• Type the person’s last name in the

search box then click on the SearchSearch icon

• Click the person’s name in the Search Results box to add them to the chain

• In the CommentsComments box, provide the information as to why that person is being added to the approval chain (i.e., Heather Byers – Co-PI)

– For Deans, Associate Deans, & Department Chairs: [Name] – [Title], [Department]i.e., Thomas Hoisch – Assoc. Dean, CEFNS

– For Grant & Contract Administrators: [Name] – GCA, OGCSi.e., Kerri Byrd – GCA, OGCS

– For Director of Grant & Contract Services:Wilma Ennenga – Director, OGCS

• Click the Add To ChainAdd To Chain button

Remember the List!

• The list of the required personnel is:

1. Principal Investigator (PI)2. Co-Principal Investigators (Co-PI), if applicable3. Grant and Contract Administrator (GCA)4. Department Chair(s)5. Dean(s)6. Grant and Contract Administrator7. Director, Office of Grant and Contract Services

• Remember to add their titles and departments in the CommentsComments boxes.

• You must include the chairs and deans of the departments of the co-PIs, too.

Initiating the Routing Chain• To initiate the routing chain for approval, click the

box next to your name as shown below. The page will refresh and a checkmark will appear.

• A pop-up window will appear. You may add a comment. Whether you do or not, click ApproveApprove.

Everything looks good!

What Happens Now?

• Once the PI checks the box, the next person in the Routing Chain will receive a notification email that there is something in Cayuse that requires his/her review.

• After that person has checked the box next to his/her name, the next person in the chain will receive a notification email and so on.

Reviewing/Approving Proposals

• If you are part of a routing chain for a proposal, and you have received an email notification that it is ready for your review and approval, there are two ways to access the proposal:

1. Click on the blue hyperlink within the Cayuse email notification

2. Log directly into Cayuse 424

• See following slides for detailed instructions.

Email Access for Proposal Review

1. Click on the blue hyperlinkblue hyperlink in the Cayuse email notification.

2. You will be redirected to the CAS LoginCAS Login page. Log in with your NAU user ID and passwordNAU user ID and password.

3. You will be immediately directed to the Proposal SummaryProposal Summary page.

Cayuse Access for Proposal Review

1. Log into Cayuse 424– Direct link: https://nau.cayuse424.com– Click on the running horse at the OGCS website:

2. Select the RoutingRouting tab.3. Select the proposal that is in need of your

review and approval.4. You will be automatically be directed to the

proposal.2

3

Approving the Proposal

1. Once you have reviewed the proposal information and attached documents, navigate to Routing & ApprovalRouting & Approval section on the lower left side of the screen under Proposal ManagementProposal Management.

2. Check the box next to your name.

1 2

Approving the Proposal

3. Once the box next to your name is checked, a CommentsComments box will appear for you to provide additional information about the approval to subsequent reviewers.

– Be advised to keep the comments professional as the comments become part of the history log and is viewable to everyone in the routing chain.

4. Click ApproveApprove.

Retracting Approval• Cayuse enables you to retract the approval of a proposal by

un-checking the box next to the person you wish to retract the proposal back to. 

• This will cause the proposal to be sent back for re-review and/or corrections.

• Once un-checked, a CommentsComments box will appear to provide information to the person the proposal is being sent back to.

– When a routing chain is started, the initiator (PI) can recall (cancel) the whole process by un-checking their box.

I noticed an error in the budget. Please recalculate and fix. Thanks.

Printing/Saving the Proposal as PDF

• To generate a PDF:1. Click the icon at the top right-

hand side of the proposal

2. Check all appropriate sections. You can select as many or as few sections as desired. To print the full proposal, click on the select select allall hyperlink.

3. Click Generate PDFGenerate PDF. This will generate a PDF of all selected sections. Save or print the generated PDF version if you wish.

– Notice that the include any include any attachmentsattachments box is automatically checked.  This allows for all attachment, including the uploaded attachments in the DocumentsDocuments section to be included in the PDF file.

Printing/Saving the Routing Chain

1. Right-click anywhere on the RoutingRouting page to bring up the menu

2. Select This FrameThis Frame and then Print Frame…Print Frame…

Printing/Saving the Routing Chain

3. When the Print window appears, select Adobe PDFAdobe PDF if you wish to save to your computer

4. Select OKOK if you wish to print

Things To Be Aware Of

• PIs should always review the Proposal SummaryProposal Summary page prior to initiating the approval routing. Although the Cayuse system does automatically populate most fields within the summary, it does not populate all. OGCS has created a Cheat Sheet for the Cayuse Project Summary and NAU Supplemental information for your reference. 

– The sheet is located on the OGCS website Information and Resources (beneath the Cayuse horse) Cayuse FAQ.

• AlwaysAlways use FirefoxFirefox as your browser when applying your electronic approvals. Though Cayuse will operate using the Internet ExplorerInternet Explorer browser, we have found that the attached documents will not always open using the IEIE browser.

How to Track Your Submission Status & Review the Status of Your Submitted Proposal

Tracking & ReviewTracking & Review

PI Tracking of Submission Status

• For proposals submitted through CayuseFor proposals submitted through Cayuse, a Grants.gov tracking number is generated showing the date and time of submission and the name of the submitter:

• OGCS will receive a series of emails from Grants.gov and the federal funding agency indicating the status of the submission.

• Receipt by Grants.Gov does not mean acceptance Receipt by Grants.Gov does not mean acceptance by the Sponsorby the Sponsor. Continue to review the proposal’s status until you receive confirmation that it has been accepted by the agency.

Reviewing Tracking Information

• For Cayuse/ Grants.Gov For Cayuse/ Grants.Gov submissionssubmissions, the Electronic Submission page contains:– Proposal Details.– Proposal Submission History.– Electronic Submission information.

• Once the proposal is open, click the icon located in the upper right hand of the Cayuse window.

• Click the icon next to Proposal Proposal Submission HistorySubmission History for submission status.

• Click the Grants.gov Tracking Grants.gov Tracking Number Number hyperlink to view current status of proposal.– A recently submitted proposal may

read “The agency has retrieved the proposal from the S2S portal.”

– An older proposal may read “S2S portal has purged this submission from its system,” especially if the due date is past and the opportunity is no longer available.

Cayuse Support

• For Help With Cayuse 424, You May…– Contact OGCS via email (ogcs@nau.edu) or call us at

extension 4880.– Refer to the Training Materials on the OGCS website:

http://www.research.nau.edu/funding/ogcs/index.aspx

– Go to the Cayuse Support website:http://support.cayuse.com