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. Use the arrow by the Sponsor text box for a drop down that will enable you to search by the prime sponsor. 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.
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 Hide this informa tion by clicking on the - button. SPS auto-fills the PAL with the name of the person who initialized the record. More on how to change that later. Internal tabs within the notebook Once a record has been created, the buttons, Save, Validate and Cancel will appear here.
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 found on 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_spo nsor.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 explanation Specific 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) 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. 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 another institution. 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.
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-clearancesand-protocols
Main Notebook Federal Info Tab Click the sign by Proposal Information for better viewing. Please complete Activities Outside US or International Collaborations for federal and nonfederal proposals. *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.
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-conflictinterest/agencies-and-sponsors-following-phs-fcoi See next page for information on the Admin / Salary checkbox. *Use Project Role dropdown to enter Duke and non-duke personnel project roles.
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 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 +. A change in the F&A rate should be explained here. You can cut and paste this information from the sponsor s proposal guide.
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 Yes, then all of the Clinical Trials Questions must be answered. If human subjects are to be used, Add Protocol. *Select Review Board Medical or Campus *Status will be pending. CRU = Clinical Research Unit This is used by School of Medicine and School of Nursing. Currently, Human Embryonic Stem Cells are very rarely used on Campus. 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