Instructions: This guide will walk you through the creation and submission of a NSF FastLane proposal. In the mygrant section we will guide you through all the required fields. There are many fields that will not need to be completed. A PDF of the entire FastLane proposal will need to be attached to the mygrant document before submission for approval routing. Step One: Create your Proposal in NSF FastLane If you are new to NSF FastLane or would like help in creating the FastLane proposal, please view the NSF FastLane guide at: HTUhttp://tinyurl.com/a465rbcUT H Step Two: Create your mygrant Record Skip to the end of this document for a HTUsummary versionut H of the mygrant steps. Accessing mygrant Log on to mygrant at: HTUhttps://mygrant.ors.hawaii.edu/UT H Please contact the ORS Helpline if you do not have access into the system. Starting a mygrant Record From the Help tab, click on Create Proposal. 1
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Proposal Tab The Proposal tab consists of 10 required fields. These fields need to be completed before saving. Provide a brief summary of the proposal to help you locate it in the future (e.g., New NSF Seamount Proposal). Note the Document Number (Doc Nbr) of your proposal in order to search for it in the future. Select the Proposal Type from the drop down menu. UTypes of Proposals- Continuation- A proposal to continue an existing award. New- Not proposed to this sponsor previously. Post-Award Action- Select this type in order to route modification documents or modifications to an award for already awarded proposals. Preliminary (non Grants.gov)- A proposal in advance of submission of a full proposal. Renewal- A proposal for the next competitive funding cycle. For example, if an award for a five-year project has ended, a submission for a renewal might request funding for years six through ten. Revision- When the sponsor has requested a revision to the scope of work or budget in response to the original proposal. Supplemental(non-Grants. Gov)- A proposal to add work and budget to an existing award. Do not select this type for Grants.gov S2S submissions. Task Order- Project funded under a master agreement. 3
Select the appropriate Activity Type for this project. Enter the proposed Title of the project. Enter the Sponsor Code "02400X" for NSF. Enter or Pick the Start Date of the project. Enter or Pick the End Date of the project. 4
Open the Sponsor & Program Information Folder by clicking on. You can minimize folders by clicking. To show or hide all the folder on the current tab use the right corner. buttons located in the upper Enter the date the proposal is due to the sponsoring agency. Select Receipt as the Sponsor Deadline Type for NSF proposals. Open the Organization / Location folder. 5
Look up the Primary Performance Site by selecting the magnifying glass. This will take you to the Location Search. Location Search: 1. Enter the street address number and the room number of the location where you will be performing the project. Example: If you are searching for Rm. 301 in the POST Bldg, enter 1680 301. 2. Click Search. 3. Click on Return Value to select the location. This will return you to the Proposal tab and the Primary Performance Site location will be populated. If you cannot locate the Primary Performance Site, don't worry, we can add it for you. Please submit an "Add Performance Site" request from the "Help" tab. In the meantime, so you can continue entering your proposal, please search for and use Organization ID "001601". You will be able to change this when we provide you with the new site ID. 6
Click Save when you return to the Proposal tab to save your proposal. If there are no errors, the message will appear in the top left corner of the Proposal tab. If there are errors, a message such as will appear. At the top of the folder(s), you will be able to see the errors that must be fixed in order to save the document. Each field that needs attention will be marked with an errors listed. icon. Address each of the You have completed this tab. Continue to the next section: Key Personnel tab. 7
Key Personnel Tab The Key Personnel tab contains several required areas. Here is where you indicate who the essential people (e.g., PI, Co-I, Key Person) are in your proposal and provide information about them. You are required to have a Principal Investigator. Click on the Key Personnel tab. Click on the magnifying glass icon to go to the Person Search. 8
Person Search: 1. Enter the first name, last name or UH user name to search for the person you would like to add. 2. Click Search. 3. Your results will display on the bottom. Find the correct person and click return value. If you cannot locate a person, don't worry the ORS Helpline can help. Please send a request to add the person by sending an email to HTUhelpline@ors.hawaii.eduUT H. Please include the name of the person and any other information you would like to include. If this is a non-uh person, please provide the name of the organization the person is affiliated with. 9
The person you selected will appear in the Person field. Select the Proposal Role from the drop down menu (Co-Investigator, Key Person or Principal Investigator.) Click Add Person and additional folders will appear. On the folder labeled with the person's name, Click on will appear. and five (5) sub-folders Click on next to Unit Details. Check if the unit displayed is correct for this proposal. If not, select another unit. For non-uh employees on your proposal, please enter the unit code "EX0001" and click. To select another unit - 1. Click on the 2. In the Search screen, enter the name of the department or keyword. 3. Locate the unit in the results below and click on Return Value. 4. On the line where the new unit is displayed, click on. 10
Click on next to Key Personnel Certifications (Incomplete). to Answer the nine (9) questions in this sub-folder. To answer, click on the circle next to the correct answer, then click at the bottom of the page. Once this is done, the status will change to Complete. In the Combined Credit Spilt folder, divide the RTRF allocation by percentage between the key people on the project. Then, for each person on the project, decide the percentage each of their units will be allocated based on 100% of the person's allocation. (e.g., Andrew and Mike are the only Key People on their proposal. They decide to split the RTRF 75% and 25%, respectively. Since Andrew only has one unit, he allocates 100% of his portion (75%) to his unit. Mike has two units and decides to split his allocation 50% and 50% between them.) 11
RTRF stands for Research and Training Revolving Fund. This is where the costs collected by the F&A cost rate (indirect costs) go. In the Recognition column, assign the % Effort to be used on this project for each person. Since the effort is based on an individual's total work time, the Investigator Total does not need to total to 100%. As with the RTRF allocation, divide your % Effort between your units. The Unit Total is required to total 100%. (e.g., Andrew decides that he will be using 50% of his Effort for this project. Since Mike is busy with other projects and teaching, he will not spend much time working on this project. He decides to assigns only 10% of his Effort. Andrew then assigns 100% of his Effort to his one unit. Since this is a Physics project, Mike allocates 100% his portion to his Physics department and 0% to his other.) Please take into account the Effort reported on all other activities you are doing (other projects, teaching, etc.) You have completed this tab. Continue to the next section: Special Review tab. 12
Special Review Tab The Special Review tab is where you note all the requirements for your project that need special approval, e.g., animal, human subjects, diving, watercraft, pathogens, radioactive, rdna, export controls, lobbying, intellectual property, etc. If your project does not have any of the items that require a Special Review, please skip to the Custom Data tab. Add a Special Review- 1. Click on the Special Review tab. 2. Select the type of review required from the drop down menu. 2. Select the Status of the approval. 3. If applicable, enter the Protocol Number, Dates, Exemption #, and Comments. 4. Click. 5. Click. Repeat this process for each item that requires review. 13
For Proposals that have a UNOLS form: The proposal includes a UNOLS Ship Time Request, and the National Science Foundation and the University-National Oceanographic Laboratory System, of which UH is a member organization, will provide guidance on which of the federallysupported UNOLS research vessels will be available for this project. At the time that determination is made, if the vessel scheduled is not the University of Hawaii vessel R/V Kilo Moana (which is on the UH list of insured and inspected vessels), then we will obtain confirmation from the operator that the vessel is insured and operated in compliance with University of Hawaii guidelines. You have completed this tab. Continue to the next section: Custom Data tab. 14
Custom Data Tab The Custom Data tab contains seven (7) questions that require an answer. Click on the Custom Data tab. Review the list of special programs and enter "Y" for Yes and "N" for No if your proposal's RFP/Solicitation/Announcement has any of these requirements. UFor s U- Enter Y for RCR Required (Responsible Conduct of Research). The remaining fields are most likely N. Details on each of these special programs can be found at: Hhttp://www.ors.hawaii.edu/files/UH_Institutional_QuestionsmyGRANT.pdf 15
Click Save. You have completed this tab. Continue to the next section: Abstracts and Attachments tab. 16
Abstracts and Attachments Tab The Abstracts and Attachments tab contains two required areas. This is the location for you to attach a PDF of your full NSF FastLane proposal. At this point, the science portion of the FastLane proposal does not have to be final. Click on the Abstracts and Attachments tab. Proposal Attachments Click next to Proposal Attachments folder. In the Attachment Type field, select Sponsor Application Package. For Status, select Complete. 17
In the File Name field, browse for and select the entire FastLane PDF as a single attachment. Add a short Description of the file. Click the Add button. Repeat, as necessary, using different Attachment Types for your other attachments. If a document needs to be updated (such as the Fastlane proposal), click the Replace button, choose a file, and click the Add button and Save button. Internal Attachments Attach the RFP, any document regarding a sponsor limitation on the F&A rate and if there are non-uh Co-PIs, commitment letters here. Click next to Internal Attachments folder. Select the Attachment Type. In the File Name field, browse for and select your file. Click Add. Repeat as needed. 18
Abstracts A project summary abstract is required. Click next to Abstracts folder. In the Abstracts Type, select the Project Summary. Copy and paste or type a brief (100 words or less) unscientific summary in the Abstract Details field. Click the Add button. You have completed this tab. Continue to the next section: Questions tab. 19
Questions Tab The Questions tab contains 30 questions that must be completed. Some questions require an explanation based on your answer. For more information on the questions asked please visit: HThttp://www.ors.hawaii.edu/files/UH_Institutional_Questions-myGRANT.pdf Click on the Questions tab. To make completing this tab easier, Click. Read and answer each of the questions. If required, supply a Review Date and/or Explanation. You have completed this tab. Continue to the next section: Budget Versions tab. 20
Budget Versions Tab The Budget Versions tab is where you will input a summary budget for your proposal. A detailed budget is not required. Click on the Budget Versions tab. Enter a name for your budget. (e.g., "Budget 1"). Click Add. Click Open. 21
Budget Document You are now in the Budget Document. You may notice that the tabs along the top are different. You can always return to the proposal by clicking. Parameters Tab The Parameters tab is the main tab for the Budget Document. Most of the time, this is the only tab you need to complete for your budget unless you have F&A limitations or Cost Sharing. Enter the Total Cost Limit if specified by the sponsor. Adjust the Unrecovered F&A Rate Type and F&A Rate Type if the rate for your project is not the UH negotiated rate. Please attach proof of sponsor limitation or waiver as an Internal Attachment in the Abstracts and Attachments tab. For more info about rates please visit: HThttp://www.ors.hawaii.edu/index.php/ratesT 22
Select if the project work will be performed on campus or off. Default is on campus. In the Budget Periods sub-folder, for each year (as applicable) provide the Direct Cost (same as TSP if no IDC), F&A Cost (i.e., IDC), Unrecovered F&A [if IDC limited to below typical; do NOT list when IDC is not allowed (e.g., RJVAs)], and Cost Sharing. Click on Recalculate to see the totals computed. Click Save. If your proposal doesn't contain Cost Sharing or a reduced F&A rate, skip down to the Parameter tab. Only complete the following Cost Sharing and Unrecovered F&A sections if your proposal has Cost Sharing or uses a different F&A rate from the UH negotiated rate, respectively. 23
Distribution & Income Tab Cost Sharing Click on Show next to the Cost Sharing folder. Enter 100% in the Percentage field for each budget period. In the Source Account field, since researchers may not know the actual Cost Sharing account, please type in "Required by Sponsor" for every year. Click Save. Unrecovered F&A 24
Click on Show next to the Unrecovered F&A folder. Enter NA (or account as known) as the Source Account for each year. If not already populated, enter the Amount for each budget period. Click Save. Parameters Tab Select Complete in the Budget Status drop down menu and check the Final? box. Click on Save to check for errors. Click Return to Proposal when finished with the budget. You have completed this tab. Continue to the next section: Permissions tab. 25
Permissions Tab The Permissions tab allows you to grant people access to view or edit your proposal. This is not required but may be useful for you in creating your proposal. You may want to add your Fiscal Administrator and Grant Specialist to the document as Viewers. Your assigned Grant Specialist may be found at: HTUhttp://www.ors.hawaii.edu/files/GrantandContractSchoolAssignments.pdfUT H Click the next to the *User Name field. In the Search screen, search for the person to whom you wish to provide access. Click. 26
In the Full Name column, you may see not found. You may ignore this. In the Role column, select the role you would like the person to have. Click Add, then Save. Repeat as needed. You have completed this tab. Continue to the next section: Proposal Actions tab. 27
Proposal Actions Tab Click on the Proposal Actions tab. Click Show on the Data Validation sub-folder to open the menu. Data Validation Folder Click on Turn on Validation. Any existing errors will appear under Validation Errors. Click on Show next to the error to reveal details about the error. 28
Click on the Fix button to go to the location where the error needs to be corrected. Route Log Folder The Route Log shows the approval process of your proposal. This is the location to check the approval status after you have submitted your proposal. Review the sections in the Route Log for more information on the following: The Actions Taken section records the history of all actions taken on the document. The Pending Action Requests section shows who currently needs to approve the document before it moves to the next level. The annotation column lists the role of the approver in the workflow. The Future Action Requests section shows the people that still need to approve it. This section takes 1-2 minutes to load. Check this section to ensure all necessary approvers are used. 29
Ad-Hoc Recipients Folder The Department Chair, FA, and Dean/Director for all departments of Key Personnel outside of the PI's department must be added to the mygrant record. Click the in the *Person lookup field. Search for the person and Return Value when the person is located. Click the Add button. You have completed this tab. Continue to the next section: Submission. 30
Submission Once your proposal is complete and no errors appear when you turn on Data Validation, you are ready to submit the proposal for approval routing. In NSF FastLane, Allow SRO Access to allow ORS to review & submit your proposal. In the Proposal Actions tab, click on the Submit button. You may receive a pop-up box asking if you want to receive additional approval requests. Click No to avoid having to approve this proposal additional times in the approval process. To follow the progress in the approval workflow, go to the Route Log in the Proposal Actions Tab. UIf you made changes to your NSF FastLane proposal, please replace the original PDF copy you attached previously to the mygrant document before ORS approval. Congratulations! You have completed your proposal and submitted it for approval. Once your mygrant document is approved by the people in your route, ORS will review and approve your document and submit your proposal in NSF FastLane. 31
Copy to New Document Folder During the review process that follows your proposal submission, it may be necessary to copy your proposal and resubmit it for approval. To do this, please follow the instructions below. 1. If for any reason you need to make a copy of this document, you may do so here. Check the box next to Budget, if you would like to copy the budget. 2. Check the box next to Attachments, if you would like to copy the attachments. 3. Select the Lead Unit from the drop down menu. 4. Click on Copy Proposal. 5. In the new proposal, all of your data is carried over from the original proposal. 6. Make the required changes as instructed by your FA or ORS. 7. Mark all attachments as "Final". 8. Mark budget as "Final" and "Complete". 9. Answer the UH Proposal Person Certification for each person. 10. Follow Submission instructions as before. 32
Summary of mygrant steps Login at HThttps://mygrant.ors.hawaii.eduT Click Create Proposal. Proposal tab 1. Add a Description for the document (e.g., new Seamount Proposal). 2. Select the Proposal Type, Activity Type, and Project Title. 3. Enter the Sponsor Code "02400X" for NSF. 4. Enter Project Start and End Date. 5. Enter Sponsor Deadline Date and Type. 6. Search for and add a Primary Performance Site. a. If a site is not found, please submit a "Add Performance Site" request found on the "Help" tab. 7. Click Save. Key Personnel tab 1. Search for key people of your project. a. If not available, send email to ORS Helpline (HThelpline@ors.hawaii.eduTH)with their info. 2. Select their Proposal Role. 3. Add the person to your proposal. 4. Complete the Key Personnel Certifications for each person. 5. Complete the RTRF Credit Split. a. Total of RTRF must be 100% for both personnel and by the people's units. 6. Complete the Recognition section. a. Use % Effort. Total by people will not equal 100%. Total of people's units must equal 100%. Special Review tab Complete only if your project includes items that need special approval (e.g., animal, human subjects, diving, watercraft, etc.) 1. Select the Type and Status. a. If applicable, enter Protocol Number, Dates, Exemption #, and Comments. 2. Click Add, then Save. Custom Data tab 1. Enter Y or N for each of the special programs. a. NSF proposals will have a Y for RCR. 2. Click Save. 33
Abstracts and Attachments tab 1. Add Proposal Attachments a. Select Attachment Type. b. Select File. c. Change Status to "complete". d. Enter a description. e. Click Add. f. Repeat. 2. Add Internal Attachments a. Select Attachment Type. b. Select File. c. Click Add. d. Repeat. 3. Add Abstract a. Select Abstract Type "Project Summary" b. Enter 100 word or less unscientific summary in Abstract Details. c. Click Add. Questions tab 1. Read and answer each of the questions. a. If required, supply a Review Date and/or Explanation. Budget Versions tab 1. Enter a name for your budget (e.g., my budget or budget 1) 2. Click Add and Open Budget Document a. Parameters Tab i. If applicable, enter Total Cost Limit and adjust the Unrecovered F&A Rate Type and the F&A Rate Type. ii. Select if the project work will be done On or Off campus. Default is On Campus. iii. In the Budget Periods table, enter the Direct Cost, F&A Cost, Unrecovered F&A, and Cost Sharing. iv. Click Recalculate, then Save. b. Distribution and Income tab i. If your proposal does not have Cost Sharing or a lower F&A rate than the UH negotiated rate skip this tab. ii. Open the Cost Sharing folder if your proposal has Cost Sharing. 1. In the Percentage field, enter 100% for each budget period. 2. In the Source Account field, enter "Required by Sponsor" for each period. 3. Click Save. 34
Permissions tab iii. Open the Unrecovered F&A folder if your proposal has a different rate than the UH negotiated rate. 1. In the Source Account field, enter "NA" for each period. 2. If not already present, enter the Amount for each period. c. Parameter Tab i. Change Budget Status to "Complete" and mark as Final. ii. Click Save and click Return to Proposal button. Add your FA or ORS Grant Specialist to help review your document prior to submission to approval routing. 1. Search for the user. 2. Select "Aggregator" as the Role. 3. Click Add, then Save. 4. Repeat. Proposal Actions tab 1. Data Validation folder a. Click turn on validation button. b. Fix any errors that are found. 2. Route Log folder a. Review the people scheduled to review your proposal. 3. Ad-Hoc Recipients folder a. Add the Department Chair, FA, and Dean/Director for all departments outside of the PI's department. i. Search for person. ii. Click Add. iii. Repeat. 4. Submit a. Click Submit. i. If you receive a pop-up box asking about receiving additional requests, click N. b. In NSF FastLane, Allow SRO Access to give ORS the ability to submit your proposal. 35