Proposal Development in KC classroom presentation

1. Proposal Development
in KC
1

2. Learning Objectives
Learn how to:
 Create a Grants.gov (S2S*) proposal
 Review and approve a proposal
 Create a summary proposal
 Copy a proposal
 Process a Change/Corrected Grants.gov application
Practice your skills:
 Create a Grants.gov proposal and submit it for approval
 Create a summary proposal and submit it for approval
2
Budget development will not be covered in this class
*S2S = System-to-System

3. General information about Proposals in
KC
 All faculty and administrators will be given the
Proposal Creator role
 OSP or BC should be notified when a proposal
development document is being prepared for
submission; include the proposal number in the
communication
 Individuals will need Adobe Reader to view .pdf
files in KC
3
Colleges/Departments are encouraged to determine
Internal processes for proposal creation prior to go-live

4. General information about Proposals in
KC (continued)
 Proposal Development documents have three sections
that can be edited simultaneously by multiple people –
Proposal, Attachments, and Budget
 KC includes a status box, located in the upper right hand
corner of every document, with relevant summary
information:
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 Proposal Status
 Creation Date
 PI
 Document Number
 Initiator
 Sponsor, and if it is being
submitted via Grants.gov

5. Creating a Grants.gov
Proposal in KC
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6. Current State Process
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Draft eTransmittal
/ Notify OSP
Download
Grants.gov
package
Draft budget
Send budget to
OSP for review
Review feedback,
make changes
Complete
eTransmittal with
attachments
Route for
approvals
Complete
Grants.gov
package
Send Grants.gov
package to OSP
for review
Review feedback,
make changes
Approval granted
OSP submits
proposal to
Grants.gov
OSP receives
notification from
Grants.gov
OSP sends
notification to PI
and administrator

7. New Process - KC
7
Create Proposal
Development (PD)
doc / Notify OSP
Link Grants.gov
opportunity
Assign proposal
permissions
Add Key
Personnel
Draft budget*
Email OSP when
budget is ready for
review
Complete PD
document, with
attachments
Perform data
validation
Submit for
approval
OSP reviews the
PD document
Review feedback,
make changes**
Approval granted
OSP submits
proposal to
Grants.gov
Notification from
Grants.gov
transmitted to KC
*Budgeting will be covered in Budget Development course
**May require re-routing the PD document

8. Key differences in process
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 No downloading forms packages / double entry of
information
 Grants.gov forms are automatically populated with
data entered into the KC proposal
 KC validates proposals for the specific opportunity
selected to ensure that the required data, forms, and
attachments are included, prior to submission
 Status updates from Grants.gov are transmitted
electronically to MSU and displayed in the S2S area
of the proposal
 There are fields that OSP cannot edit once the
proposal has been routed (e.g. budget, dates)

9. Create the Proposal
 Researcher tab
 Click the Create Proposal link, located in the
proposals channel
 Unit tab
 Click the Create Proposal icon, located in the
preaward channel
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10. Required Fields to Save the Document
 There are 7 required fields that must be entered
in order to create and save a Proposal
Development document.
 Two ways of saving within a Proposal
• Clicking Save Button
• Clicking on another tab (referred to as an implicit save) 10

11. 11
Proposal Type Used when…
Award
Revision
Gathering approvals for award revisions and creating revised
budgets
Continuation Submitting Grants.gov non-competing applications for an additional
funding/budget period within a previously approved project period
(typically used by USDA)
New New proposal submission
No Money
Agreement
Routing an agreement for approval that does not include awarded
funds (e.g. cost share agreement)
Pre-Proposal A pre-application or Letter of Intent is required by the sponsor and
the requirements of the pre-application must have institutional
approval (e.g. cost share). Also used for pre-proposals submitted
through Grants.gov
Renewal A new application requesting additional funding for a period
subsequent to what was provided by the current award
Required Fields to Save the Document
1. Proposal Type

12. 12
Proposal Type Used when…
Research Gift Funds are transferred to MSU without any valuable consideration or
compensation to the donor. Gifts of more than $5,000 for the
support of research should be routed through a PD document
Resubmission Resubmitting a previously unfunded proposal
Revision Submitting Grants.gov changes to financial award obligations,
competing revisions, non-competitive administrative supplements,
and NIH transfer applications
Task Order Submitting a proposal or receiving an award under a master
agreement
Required Fields to Save the Document
1. Proposal Type, cont.

13.  Generally, the lead unit is the unit responsible for
the proposal submission
 Typically, associated with the PI, although not required
 Options appearing in the dropdown list are
unit(s) that the individual has been granted
access to create proposals for (based on access
provisioning / ARMs)
 Once saved, cannot be changed!
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Required Fields to Save the Document
2. Lead Unit

14.  Types include:
 Construction
 Education/Instruction
 Fee for Service
 Fellowship
 Public Service
 Research
 Student Services
 Drive the default F&A Rates used in the budget
 More about that in the Budget Development in KC
course 14
Required Fields to Save the Document
3. Activity Types

15. 4. Project Title
 If the title is unknown you can use a “.” to pass the
validation. Remember to change it!
5. Sponsor
 If the sponsor is not listed, select To Be Named as the
sponsor and email KCHelpDesk@msu.edu to request
that the sponsor be added
 Using To Be Named allows you to continue working on
your proposal, but will prevent you from submitting the
proposal for approval
6. Project Start Date
7. Project End Date
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Required Fields to Save the Document

16. Proposal Permissions
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17. Proposal Permissions
 Allows the individual creating the proposal to grant
permission to create, modify, or view information in the
proposal
 Assigning roles will permit others to interact with the
specific proposal they are added to; it does not impact
other documents in KC
 Proposal roles can be granted, changed, or removed
 To assign proposal permissions:
 Click on the Permissions tab
 Type in the MSU net id or perform a lookup to find the
person being granted a role
 Select the role
 Click Add
17

18. Proposal Roles
Aggregator Automatically assigned to the individual that creates the
proposal; Full access to add/edit/delete data and attachments,
answer investigator certification questions, submit or delete
the proposal
Narrative Writer Can add/edit/delete proposal data and attachments and view
budgets
Budget Creator Can add/edit/delete proposal data and budgets and view
attachments
Viewer Can view proposal data, attachments, and budget
Delete Proposal Can delete the proposals that are in progress (proposals that
have been submitted for approval cannot be deleted)
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Other roles are listed in the system, but will not typically be used at MSU

19. Proposal Permissions
 At least one person should be assigned as the
Aggregator, in addition to the person creating
the proposal
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Narrative Writer is the recommended permission to
assign the PI(s)
Viewer is the recommended permission to assign
research administrators outside of the lead unit
that have faculty collaborating on the proposal

20. Change or remove roles
 Remove individuals – click delete and answer
the confirmation question
 Change roles – click edit role, uncheck the
current role assignment, check next to the
appropriate role, and save
 Unassigned removes permission, without removing
the person making it easier to reassign a role if things
change (as they sometimes do!)
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The system requires at least one aggregator and will prevent
the removal of the person/role if there is only one individual with
the aggregator role

21. Complete the Sponsor & Program
Information
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22. Complete the Sponsor & Program
Information
 Click show on the Sponsor & Program
Information panel
 The following fields appearing in bold should
always be completed, when applicable; those
not bolded do not need to be completed:
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• Sponsor Deadline Date
• Sponsor Deadline Type
• Prime Sponsor ID
• NSF Science Code
• Sponsor Div Code
• Anticipated Award Type
• Agency Routing Identifier
• Opportunity Title
• Sponsor Deadline Time
• Notice of Opportunity
• CFDA Number
• Opportunity ID
• Sponsor Proposal ID
• Does this proposal include
Subawards?
• Sponsor Program Code
• Previous Grants.gov Tracking ID

23. Performance Site Location(s)
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24. Performance Site Location(s)
 Indicates where the work will be performed
 May be required for some Grants.gov proposals
 To add a Performance Site Location:
 Click on the lookup icon
 Enter the search criteria
 Click search
 Click return value for the desired location
 Click add
 Click show on the Congressional Districts subpanel
 Select the applicable State from the dropdown (or 00 if
foreign)
 Enter the number portion only in the District Number field
(e.g. 008)
 Click add 24

25.  The Performance Site Location and Other Organization
subpanel are very similar, however they pull address
information from different tables in KC
 We recommend subrecipients be entered on the Other
Organization subpanel rather than the Performance Site
Location
 The steps to add an Other Organization are the same as
adding a Performance Site Location
 Contact KCHelpDesk@msu.edu if the organization is not
found in the Performance Site Locations or Other
Organization search
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Performance Site Location(s)
Always use the lookup to search and return the Performance Site
Location; typing the information prevents the system from populating
the address and may lead to errors when you try to print the
Performance Site Location form

26. Add Keywords, if applicable
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 If the proposal includes international activities, add the
country/countries where the international activities are
taking place
 Other programmatic keywords are optional and can be
added at the discretion of the PI(s)
 Adding programmatic keywords are beneficial for reporting
purposes

27. Add Keywords, if applicable
 To add a keyword:
 Click on the lookup icon
 Enter the search criteria
• Keyword Code field includes categories of keywords (e.g. entering
*country* will yield the list of countries)
• Description is the Keyword field
 Click search
 Click the checkbox next to the keyword(s)
 Click the return selected button
 Contact KCHelpDesk@msu.edu if you would like to have
a new keyword added
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28. Link the Grants.gov opportunity
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 S2S tab only becomes active when a federal
sponsor is selected

29. Link the Grants.gov opportunity
 To attach the Grants.gov opportunity
 Click the S2S tab
 Click the S2S Lookup icon
 Select Grants.gov as the S2S Provider
 Enter the Opportunity ID and/or CFDA number
• The Opportunity ID and CFDA number must be entered
exactly as identified in the solicitation. Wildcard searches do
not work in these fields.
 Click search
 Click the return value link for the desired opportunity
29

30. S2S Subpanels
 Opportunity subpanel – contains the following:
 Information about the linked Grants.gov
opportunity
• Including a link to the Instruction Page
 Submission Type should be selected as follows:
• Application (default) – first submission of this package
• Preapplication – for pre-proposals or letters of intent
• Change/Corrected Application – resubmitting a
corrected proposal package
 S2S Revision Type
• Only applicable when the Proposal Type is Revision
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31. S2S Subpanels
 Submission details
 Contains the status information from Grants.gov;
populated once the proposal has been submitted
• Will reflect any changes in status from Grants.gov
31

32. Select the Grants.gov forms
 Click show on the Forms subpanel
 Review the forms, check the boxes in the
Include column to add optional forms
 Mandatory – forms that must be included in the
proposal and will (if Yes) be included automatically
 Include – forms that are not required for all
proposals, but may be conditionally required –
based on the sponsor’s solicitation and the project
being proposed
 Desc – notes whether the forms are included in
the PD document (available) or will need to be
downloaded separately from Grants.gov
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33. Unsupported Grants.gov Forms
 There are a few forms that are not widely used
by Grants.gov and not directly supported in the
application, but can be completed outside the
system and uploaded in the proposal
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Mandatory Desc Action
Yes Yes KC will automatically include these
No Yes Check to include, if needed
Yes No Upload using User Attached Forms
No No Upload using User Attached Forms, if needed

34. Upload Grants.gov (User-Attached)
forms, if necessary
 Download the form from the Grants.gov website
 Note that only the .pdf forms marked with an asterisk can be used
 Fill out the form according to the sponsor’s instructions and save
it on your computer or network drive
 Click show on the User Attached Forms subpanel
 Enter a description
 Click the choose file button, select the completed form,
and click choose
 Click the add button
 The system will validate that the required information has been
completed on the form; an error will be given if any required
information is missing on the form
34
User Attached Forms are ONLY attached in this section of
the proposal and not on the Abstracts and Attachments tab

35. Add Key Personnel
35

36. Add Key Personnel
 Add Personnel
 Click on the Key Personnel tab
 Click the Employee or Non-Employee lookup icon
 Enter desired search criteria and click search
 Click return value next to the desired individual
 Select the Proposal Role
 PI, Co-Investigator, Key Person
 When Key Person is selected, type in the specific role
that the individual will be serving in the Key Person Role
field
 Key Persons are not included in the credit split or routing by default,
however, you can add them by clicking on “Add Unit Details”
 In most cases Key Persons will not have to complete the Investigator
questions, however, they can be added if necessary (e.g. Mentors
for fellowship applications)
 Click the add person button 36

37.  Process is the same as other sponsors, but the
roles are slightly different
 PI/Contact: The PI serving as the point of
contact for the proposal
 Multiple PD/PI: Select Co-Investigator as the
Proposal Role (the system will display a
Multiple-PI checkbox); check the Multiple-PI
checkbox
• This system will perform a check upon validation or
submission to ensure that the PHS Multiple PI Leadership
Plan is included
 Co-Investigator: Select Co-Investigator as the
Proposal Role and do not check the Multiple-PI
checkbox 37
Add Key Personnel: NIH

38. Add Key Personnel: NIH continued
 Add the eRA Commons Name (required)
 Click show on the individual’s panel
 Click show on the Person Details subpanel
 Enter the individual’s eRA Commons User Name in
the field provided
 Assign individuals serving as other significant
contributors (as defined by NIH) the Key Person
role (per instructions on the last slide)
 Once added:
• Click show on the individual’s panel
• Click show on the Person Details subpanel
• Check the Other Significant Contributor’s
checkbox 38

39. Non-employees as Key Personnel
 Select Key Person as the Project Role when the
Co-Investigator or PD/PI is a non-employee
 Enter “Co-Investigator” or “PD/PI” as the Key Person
Role
 Non-employees are not included in the credit split or
routing
 Non-employees do not have to complete the
Investigator questions
 Contact KCHelpDesk@msu.edu if the individual
is not included in the Non-employee lookup.
39

40. Key Personnel – Grants.gov order
 Order of the panels is the same as on the
Grants.gov forms – use the green up/down
arrows to change the order, if necessary
 Default order is grouped first by role (PI, Co-
Investigators, Key Persons) and alphabetically by first
name within the role groupings
 Additional PD/PIs and Co-Investigators added as Key
Persons should be moved so that they are listed after
the PI
40

41. Proposal Person Certification
Questions
 MSU employees with ‘investigator’ roles (PI, Co-I, Multi-
PI) must answer Proposal Person Certification questions
 Can be answered by the investigator prior to routing or
during review/approval
 (Incomplete) changes to (Complete) once the questions are
answered and saved
41

42.  Occasionally, individuals listed as Key Persons
may need to answer the certification questions
 To include certification questions for key
persons, click show on the Certify subpanel,
then click the include certification questions
button
42
Proposal Person Certification
Questions – Opt in for Key Persons

43. Combined Credit Split
43
 The Combined Credit Split panel is where MSU will
identify:
 F&A Allocation credit
 Post Award (bookkeeping) Unit credit
 Space credit
 PI Profiles will load into the F&A Allocation column
 Values in the Combined Credit Split panel (across
investigators and units) must add up to 100%.

44. Combined Credit Split Panel
 Credit is distributed both across investigators,
and between the units they are appointed in
Investigator Line
Unit Line(s)

45. F&A Allocation – Investigator’s Unit(s)
 F&A Allocation between units is populated by
that individual’s PI Profile.
Pre-populated
by PI Profile

46. F&A Allocation – Investigators
Investigator lines must
total 100%
 Credit must be entered (distributed) among the
investigators listed on the project

47. Assigning the Book Keeping Unit
 Assign 100% to the Post Award Unit responsible
for managing the award
 Assign 100% to the investigator that is
associated to the unit (typically the PI)

48. Assigning the Book Keeping Unit
 To pass validations all investigators must have
100% entered in a Unit line (only 1 Investigator
line will have 100%).

49. Assigning Space Credit
 Space credit is assigned in the Space column
49

50. How to identify if an Investigator has
space credit when added to a proposal
50
In the Unit Details tab, the Profile
Name identifies that the person
has space credit as well as the unit
that should receive the credit

51. Assigning Space when there is no
space credit
 When there is no Space credit, the amounts
entered in the Space column must match what is
in the F&A Allocation column

52. Assigning Space when one PI receives
Space Credit
 The one PI with space credit must enter 100% in
the Investigator line and in the Unit line that is
receiving the credit
52

53. Assigning Space when one PI receives
Space Credit
 An entry must be made in a Unit line for all
Investigators so the Unit Totals will calculate to
100%
53

54. Assigning Space when one PI receives
Space Credit
 The Unit Total for all Investigators and the
Investigator Total all equal 100%
54

55. Assigning Space when more than one
PI receives Space Credit
 Enter 100% in the Unit line that is receiving
space credit for all investigators receiving space
credit
55

56. Assigning Space when more than one
PI receives Space Credit
 Divide 100% by the # of Investigators receiving
space credit and enter that amount on their
Investigator lines
56

57. Assigning Space when more than one
PI receives Space Credit
 An entry must be made in a Unit line for all
Investigators so the Unit Totals will calculate to
100%
57

58. Assigning Space when more than one
PI receives Space Credit
 The Unit Total for all Investigators and the
Investigator Total all equal 100%
58

59. Unit & Central Administration Contacts
59
 Click Sync All button to load contact information
for administrators associated with the lead unit
listed on the proposal
 You may add or delete unit contact information
where applicable

60. Special Review
60
 Activities requiring special institutional review
should be noted on the Special Review tab

61. Special Review
 Types of special reviews that, if applicable, should
be identified at the proposal stage include:
 Human Subjects
 Animal Use
 International Activities
 Additional Space/Renovations
 Export Control – if review is required at the proposal stage
 URO – if inclusion in the URO is determined at the
proposal stage
61

62. Note Special Reviews
 Select the Special Review Type
 Select the Approval Status
 If Human Subjects approval has not been applied for, select
Approval Status of Pending (this will populate the Grants.gov
forms appropriately)
 Complete other fields, if applicable
 Protocol Number
 Application Date
 Approval Date
 Expiration Date
 Exemption # (used only for Human Subjects)
 Add comments, if desired
 Click Add
62

63. Upload Attachments
 The Abstract & Attachments tab will contain documents
required for the completion of the proposal development
document, such as the narrative, budget justification,
biosketches, etc.
 The Notes subpanel is where reviewers will be able to
add and read notes related to the proposal
63

64. Upload Attachments
 Three types of attachments:
1. Proposal – documents relating to the overall project;
e.g. Narrative, Budget Justification, etc.
2. Personnel – documents relating to key personnel
named on the project; e.g. biosketches, current &
pending support, etc.
64
File names must be unique
File names and/or descriptions must be free
of special characters
The Proposal and Personnel subpanels are used
for Grants.gov attachments only
File format should be in pdf

65. Upload Attachments
3. Internal – documents relating to MSU
business policies or practices in support of the
project; e.g. space plan, cost share
commitment letter, subrecipient commitment
letter, etc.
• Summary proposals will include all of the
attachments in this subpanel (including summary,
scope of work, budget, etc.)
• Can include file formats other than pdf (e.g. Excel,
Word, etc.)
65

66. Adding Attachments
 Click on the Abstracts & Attachments tab
 Click show on the applicable panel
 Select the Person
 Personnel Attachments only
 Select the Attachment Type
 Click the Browse button by the File Name field
 Select the file from your desktop and click open
 Select the status of the attachment
 Proposal Attachments only
 Type a description
 The description field is required if Other is selected as the
Attachment Type, otherwise it is optional
 Complete any other fields, if desired
 Click Add 66

67. Abstracts
 Used for text-based documents
 Documents should be attached, unless the sponsor
solicitation specifically designates that project abstract
and other documents be submitted in a text-based
format
 Rarely, if ever, required
 To add a text-based document:
 Click show on the Abstracts panel
 Select the Abstract Type
 Type or paste the information into the Abstract Details
field
 Click add 67

68. Add Notes
 Notes can be added to the proposal in the Notes panel
 Can be viewed by anyone that has access to the proposal
 Can be deleted by the note author, while “In Progress”
 Do not flow to the Institutional Proposal or Award
 This is where notes will be added during the route for
approval process
 Enter the Note Topic
 Suggest using “Review Comment” if the note was added while
reviewing the proposal in-route
 Type the note into the Note Text field
 Click Add
68

69. Enter Voluntary Cost Share, if applicable
Only completed when voluntary cost share is committed in
the proposal
 Click the Custom Data tab
 Click show on the Proposal panel
 Enter a note related to the voluntary committed cost share
 If both voluntary and required cost share is included, quantify the
amount that is voluntary and the amount that is required
 Click save or navigate to another tab
69

70. Answer Proposal Questions
 Every proposal will contain a standard set of questions
that must be answered; these are included in the
Standard Proposal Questionnaire
 Additional questionnaires may be required, depending
on content of the proposal (i.e. Grants.gov
questionnaires)
70

71. Questionnaire functionality
 KC has intelligent questionnaire functionality – that
is, the questions presented are based on the data in
the proposal and/or how other questions are
answered
 Human Subject = Yes – other questions related to
clinical research will appear
 More information…provides links to MSU policies or
additional information (context) to help answer the
question
71

72. Proposal Actions
 Includes important actions such as:
 Data Validations
 Printing proposal forms or the full proposal package
 Copying the proposal into a new Proposal Development
document (instructions included later in the presentation)
 Viewing the route log
72

73. Data Validation
 Can be turned on/off any time during the
development process
 Includes Errors and Warnings
 Errors –prevent the proposal from being routed for
approvals and must be fixed
 Warnings – indicate potential data issues; does not
prevent the proposal from being routed for approval
 General Categories
 Validation errors & warnings
 Grants.gov errors
 Unit business rule errors & warnings (specific to MSU)
73

74. Engaging Data Validation
 Click on the Proposal Actions tab
 Click show on the Data Validations panel
 Click the turn on validation button
 Click show in each error/warning category to show the
specific error/warning
 Click the Fix button
 KC will take the user to the tab/panel where the
error/warning is located (some limitations)
 Once the user addresses the issue and clicks the save
button, the user will be brought back to the Data Validation
panel
 Data validation will automatically engage when printing
Grants.gov forms or when the proposal is submitted
74

75. Data Validation Limitations
 When the error is related to a missing Grants.gov
attachment, the fix button takes the user to the S2S
tab even though the missing form is one that should
be uploaded in the Proposal Attachments area
 This limitation exists because of the way Grants.gov
codes the forms/errors; we are not able to correct for
this locally
75

76. Submitting the Proposal for Approval
 Only individuals with the role of Aggregator can submit
the proposal
 KC will automatically route the document to the required
approvers, based on the information contained in the
proposal and institutional practices and policies
 Once submitted, the proposal becomes read-only
preventing further changes/modifications, except:
 Notes can be added by anyone on the route path
 Attachments can be replaced
 OSP and BC can make limited edits – notifications are
automatically sent when this occurs
76

77. Replacing Attachments
 Draft attachments can be used during approval
routing and replaced before the proposal is
submitted to the sponsor
 Draft or placeholder attachments must be uploaded
prior to submit
• Documents cannot be added, only replaced
 Aggregators, Narrative Writers and OSP/BC/CGA may
replace attachments
77

78. Replacing attachments
 Proposal Attachments – click edit
 Personnel & Internal Attachments – click replace
 Choose updated file
 Update the status (Proposal Attachments only)
 Click save
78
Oliva, Lisa
Oliva, Lisa
Vader, Darth
Oliva, Lisa

79. Replaced Attachments
 Notification will be generated, alerting individuals
that have already approved the document that
an attachment has been replaced
 Notification message can be edited before sending, if
desired
79

80. Proposal Routing (Nodes)
80
Project Investigator(s)
Department(s)
Specialized unit(s), if applicable
College(s)
Office of Sponsored
Programs / Business Connect /
Contract & Grant Administration
Actions in each
node must be
taken before the
proposal will proceed
to the next node
Special Approvers, if applicable

81. Reviewing the Proposal
 Locate the proposal via the Action List or Notification link
 Individuals will receive an email notification letting them know that
they have a pending action
 Notifications can be turned off in users action list preferences
(this is shared with KFS)
 Click on the document number link to open the proposal
and begin reviewing the content
 The document will open, displaying the Proposal Summary Tab,
which contains most of the information that reviewers need to
assess
 Additional information about this can be found in the Reviewing
and Approving a Proposal job aid
 PI/Co-I: Answer proposal certification questions*
 Located on the Key Personnel tab, Investigator panel, Proposal
Person Certification subpanel
• Principal investigators and Co-Investigators only
• *Can be answered prior to routing as well 81

82. Approving the Proposal
 Review the disclaimer statement located at the
bottom of the Proposal Summary page
 Disclaimer statement contains qualifiers for the different
types of individuals approving the project
 Click on the desired approval action
 Approve/Disapprove buttons – located on the Project
Summary and Proposal Actions tabs
 Reject Button – located on the Proposal Actions tab
 Approvers that appear in multiple nodes can
elect to opt out of future approval requests for a
given proposal
 If elected the system will include the approval at all nodes
82

83. Approval Actions
83
Action Description
Approve Indicates agreement with the information provided
Disapprove
Indicates that the proposal should not be submitted to
the sponsor
• Requires the approver to add a comment indicating why the
proposal was disapproved
• Locks the document so that no further edits/actions can be taken
• Acknowledgement request sent to previous approvers
Reject
Indicates that additional information or corrections are
required before approval can be granted
• Requires the approver to add a comment indicating what
information needs to be added/corrected
• Returns the document to the initiator, allowing edits to be made
• Acknowledgement request sent to previous approvers

84. OSP/BC/CGA Approval Actions
 Review the proposal
 OSP/BC can perform limited updates in the proposal,
should there be an error that does not impact the
scope or budget of the project (e.g. a typo in the title)
• KC automatically generates a notification message to the
initiator stating that a correction has been made
 Approval Action
84

85. OSP/BC Submission Actions
 Submit to Sponsor
 Generates the Institutional Proposal
 Submit to S2S
 Submits the proposal to Grants.gov
• Only applicable to Grants.gov proposals
• Action is taken by OSP
85

86. Grants.gov Post Submission Status
 Status transmitted to KC and displayed on
the S2S Tab > Submission Detail panel
 Status’ transmitted every 20 minutes
 Click refresh for the most recent update
(optional)
• Typical updates include: Submitted to Grants.gov,
Received by Agency, Agency Tracking Number
Assigned, Accepted / Rejected by Grants.gov, and,
Funded/Not-Funded 86

87. 87
Section Exercise
 Please use the handouts provided to build and
submit a Grants.gov proposal

88. Preparing and
Routing a Summary
Proposal
in Kuali Coeus

89. Summary Proposals
 Used for all proposals except those being
submitted via Grants.gov
 Proposal information is contained mainly in
attachments rather than entered in KC
 It is necessary to enter a minimal amount of data in
KC to support routing, approval, and reporting
 While it is recommended that the budget be
developed using the KC budget tool, it is not
required
 The current Salary Budget Builder will be replaced by
the KC budget tool
 For more information on budgets in KC, please attend
the Budget Development in KC class
89

90. New Process - KC
90
Create Proposal
Development (PD)
doc / Notify OSP
or BC
Link Grants.gov
opportunity
Assign proposal
permissions
Add Key
Personnel
Draft budget*
Email OSP or BC
when budget is
ready for review
Complete PD
document, with
attachments
Perform data
validation
Submit for
approval
OSP or BC
reviews the PD
document
Review feedback,
make changes**
Approval granted
OSP/BC approves
PD document
Notification from
Grants.gov
transmitted to KC
*Budgeting will be covered in Budget Development course
**May require re-routing the PD document

91. Key Differences
 No interaction with the S2S tab (skip it!)
 Budgets can be prepared on spreadsheets, with
minimal data entered into KC
 This topic is covered in the Budget Development in KC
course
 All documents uploaded in the Internal
Attachments section
 Only complete the Standard Proposal
Questionnaire
91

92. 92
Section Exercise
 Please use the handouts provided to build and
submit a summary proposal

93. 93
Proposal Search

94. Proposal Search – Researcher tab
 All My Proposals – opens doc search function
with the following data filled in:
 Document type (ProposalDevelopmentDocument)
 Initiator (MSU NetID of the individual that is currently
logged in)
 Limitations
• Only lists the proposals that were initiated by the individual
logged in; does not include proposals that were initiated by
someone else
• Only action is to open the document (opens in edit mode if
the proposal is in progress and the user has permission to
edit)
94

95. Proposal Search – Unit tab
 Preaward Channel, Proposal Development
Lookup – opens the proposal document lookup
function
 Limitations – no pre-filled search criteria, results list
limited to 50
 Advantages – can click the copy link directly from the
search results, saving a few clicks; more search
criteria to use to narrow down the results
95

96. 96
Copy a Proposal

97. Reasons you may choose to copy a
proposal
 Create a template proposal
 Options provided to copy various sections of the
proposal (e.g. you do not have to copy the entire body
of work)
 Change the lead unit
 Only permitted when individual is appointed in or has
permission to create proposals in multiple units
 Calculate a revised budget at the JIT phase
 Submit a proposal that is similar to one already
submitted
 Submit a revised proposal
97

98. Copy Process
98
Search for the
proposal you
wish to copy
Select the
Components
to include*
Select the
Lead Unit
Click the
copy link
Click
Copy
Proposal
* Do not include the attachments if changing the
Grants.gov opportunity in the new proposal – doing so
may cause validation issues and render your newly
copied proposal unusable

99. Copying the Proposal
 Creates a new proposal development document,
copying the data from the original proposal
 Copy options
 Include the budget; final version or all versions
 Include the attachments
 Change the lead unit (if you have proper permissions)
 Include responses to the proposal questionnaires
99

100. Things to check in a copied proposal
 Grants.gov Opportunity and Forms – both the
opportunity and form selections (including User Attached
Forms) are copied to the newly created proposal
 Permissions - original proposals permissions are copied
to the newly created proposal
 Questions - responses to questions are copied to the
newly created proposal, when selected
• Responses to Proposal Certification Questions do not copy over
 Attachments – all proposal, personnel, and internal
attachments are copied to the newly created proposal,
when selected
 Status changes to Incomplete in copied proposal
 Budget – implications covered in the budget
development class 100

101. 101
Grants.gov
Change/Corrected Applications

102. Change/Corrected Grants.gov applications
 Submitted to make corrections to the original
proposal submission, such as:
 errors and/or warnings from a post submission system
(e.g. eRA Commons)
 replace an incorrect version of an attachment
 Steps for completing a Change/Corrected
Application:
1. Copy the Proposal Development document from the
original submission
• Following the instructions for how to Copy a Proposal
102

103. 2. Enter the appropriate identifier so Grants.gov can link
the original application to the change/corrected
application
• Grants.gov tracking ID should be used in change/ corrected
applications for new submissions
• Sponsor Proposal ID is preferred if this is for a
Continuation, Resubmission, Renewal or Revision
103
Change/Corrected Grants.gov applications

104. 3. Select Change/Corrected Application as the
Submission Type on the S2S tab
4. Make the desired changes to the proposal
5. Change the status of the attachments to Complete
6. Route the proposal
104
Change/Corrected Grants.gov applications

105. For more information
 Additional educational/support materials are
available at:http://ra-project.vprgs.msu.edu/user-
education-and-resources
 KC Support - (517) 355-2000 or
KCHelpDesk@msu.edu
105
Please note that first point of contact for questions
will be your OSP proposal team or, based upon your
sponsor, Business Connect, as it is now, but you
may contact the help desk directly to add sponsors,
keywords, organizations, or non-employees to the
system or have technical questions.

106. Questions???
Thank you for your attendance and participation!
106

107. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-resources
to aid you proposal preparation:
 Job aids
 Short cut to Creating a Grants.gov proposal
 Grants.gov User attached forms
 Modifying Proposal Permissions
 Entering Key Personnel
 Distributing F&A and Space Credit and Assigning a Post
Award Unit
 Noting special reviews in Proposal Development
Documents
107

108. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources to aid you proposal preparation:
 Job aids (continued)
 Reviewing and Approving a Proposal
 Copy a proposal
 Creating a Grants.gov Change/Corrected Application
 Preparing a Summary Proposal
 Creating and Updating PI Profiles
108

109. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources to aid you proposal preparation:
 Videos
 Creating and Saving a proposal
 Using the shortcut for creating a grants.gov proposal
 Assigning Proposal Permissions
 Adding Keywords to a Proposal
 Uploading S2S user attached forms
 Adding Key Personnel to a Proposal
 Distributing Credit & Assigning Book keeping Unit
109

110. Support Materials available:
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-
resources to aid you proposal preparation:
 Videos (continued)
 Noting special reviews
 Uploading attachments: proposal, personnel, internal
 Completing Proposal Questionnaires
 Engaging Data Validation
 Reviewing and Approving a Proposal (faculty only)
 Copying a proposal
110