Streamline your Proposal Submission - Update on GIM 19 and What is "Ready To Submit"?
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Streamline your Proposal Submission - Update on GIM 19 and What is "Ready To Submit"?






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Streamline your Proposal Submission - Update on GIM 19 and What is "Ready To Submit"? Streamline your Proposal Submission - Update on GIM 19 and What is "Ready To Submit"? Presentation Transcript

  • Streamline your Proposal Submission – Update on GIM 19 & What is “Ready To Submit”?
    Office of Sponsored Programs
    Winter 2011
    Al Marks and Gretchen Davis Richey, OSP Training Team
  • OSP Commitment
    The Office of Sponsored Programs (OSP) is committed to assuring timely submission of complete, accurate and excellent proposals.
  • To Achieve This
    It is critical that OSP receive proposals in sufficient time to provide:
    adequate review of the applications
    oversight of the submission process in compliance with all sponsor and University requirements
    GIM 19 was recently revised
  • Today’s Agenda
    It’s a national competition!
    NIH eliminates 2 day correction window
    UW revises GIM 19
    Ready To Submit – what’s that mean?
    Reduce your error rate, streamline submission
    Common errors checklist
    Tips & tricks
  • First to Submit, First to Arrive!
    All research institutions
    in the United States are
    using the same systems
    to submit their proposals.
    First in, first to arrive!
    It can take up to 48 hours
    or even longer for
    or electronic sponsor systems
    to process applications
    once they are submitted
    by OSP.
    Submitting early remains the best way to ensure successful submission.
  • Did you know
    Reviewers are asked to score proposals based on a list of criteria including both the science and how well the instructions are followed.
    If the sponsor receives 10 good proposals and can only fund 6 of them, those who do not follow the instructions will not be funded.
  • Say Goodbye to the NIH 2-Day Correction Window
    Notice Number: NOT-OD-10-123
    Effective for the submission of NIH grant applications for the January 22, 2011 due date and thereafter
    NIH, AHRQ and CDC will eliminate the error correction window after the deadline
  • What’s the Difference?
    2 Day Review Window
    For 2 days after your application is picked up by NIH eRA Commons it can be viewed for accuracy and completeness
    Remember, if you can’t see it, NIH can’t review it!
    System glitch = system make a mistake compiling applic
    2 Day Error Correction Window (eliminated)
    Time allowed after the submission deadline to address NIH system-identified errors
    Error = we made a mistake & system identified it
    NIH Deadline
    Day +1
    Day -1
    Day -2
    Day +2
    Error Correction
    Error Correction
  • GIM 19 Internal Deadlines for Proposals to Outside Agencies
    Effective January 2, 2011
    7 Day Deadline
    OSP needs to be able to do a meaningful review of the proposal
    3 Day Deadline
    5pm 3 business days before sponsor deadline
    Waiver process remains the same
  • Business Sections
    GIM 19
    Face Page/ SF424 Form
    List of Personnel
    Budget & Justification
    Subcontract Budget & Justification
    Narrative & Checklist
    Needed Compliance Approvals
    Required Additional Information
    Final Version by Day – 7
    Scope of Work
    Draft Version by Day – 7
    Final Version by Day - 3
    • Description of the Project
    • (The Science)
  • GIM 19
    Which applications apply to GIM 19?
    All proposal submissions, including noncompeting renewals (e.g. NIH progress reports), in both paper and electronic format.
  • RTS Question on the SAGE eGC1
    What does it mean when SAGE eGC1 RTS = Yes?
  • Communicating Proposal Readiness
    RTS = Yes , PI’s approval that the science is complete + the dept’s indication that the business portion is complete
    RTS question for electronic applications
    Comments on eGC1
    All campus reviewers have approved
    Determination of readiness by OSP
  • When is the Proposal Final?
    “Once a proposal is submitted to NIH and other outside agencies, the proposal is final and no corrections may be made, unless responding to system-generated errors prior to the Sponsor deadline.”
    GIM 19
  • Waiver Required
    If UW deadlines cannot be met for extenuating circumstances, a waiver must be requested.
    Official UW closure (e.g., inclement weather)
    PI or Co-PI serious illness or injury
    Death of key personnel
    Documented notification of funding opportunity was made < two weeks prior to the deadline.
    OSP will submit application prior to the Sponsor deadline but cannot ensure a successful submission.
  • Ideal Submission
    Finalize all business forms; attach draft science
    Check for and correct errors
    Route eGC1 & application to OSP
    Withdraw & attach final science, RTS=Yes
    Recomplete eGC1
    OSP reviews and may ask for modifications
    OSP submits application to sponsor
    View application in eRA Commons ASAP
  • Preparation Submission
    The PI, Department and OSP are in a partnership together to prepare and submit proposals to external sponsors.
    Quality proposal
    Institutional approvals
    Maximum potential for award
    We are all in a partnershipwith electronic sponsor systems, as well.
  • Quality ApplicationvsTimely Submission
    PI perspective may be different from Admin
    System complexities drive timeline for submitting the application
    Competitive funding drives the development of the highest quality application
    Work together to create a timeline that can best meet both goals
  • Complexities & Complications
    Several possible system actions that can slow down your application reaching the sponsor on time.
    Processing delay
    Errors -> application must be resubmitted
    Processing delay + errors
    Withdraw application from eRA Commons for corrections, then resubmit
    What is your risk tolerance?
  • Hints
    Be absolutely clear about the readiness of your application – don’t check “yes” on RTS if from your perspective the application is not ready for sponsor submission
    OSP will review applications marked “yes” or “no”
    View your application in eRA Commons at the beginning of the 2 day window
    Get revised documents back to OSP ASAP for a quick resubmission; notify by phone/email
    Contact OSP if you have any questions
  • Last Year’s Science
    Question: Since the PI is still working on the Scope of Work, is it okay to attach the science from last year’s grant application?
    Answer: No. The draft scope of work attached to the application must reflect the current project and match with the other documents (e.g., budget, budget justifications, compliance approvals).
  • Can OSP Admins Grant Waivers?
    Question: If I contact my OSP administrator in advance, can I submit my application after the 3-Day Deadline?
    Answer: No, if your application will not reach OSP in final format at least 3 business days before the deadline, then a waiver is required. OSP staff are not authorized to grant a waiver to GIM 19.
  • Was it Really RTS?
    Scenario: A department routes an application with the final business and draft science. OSP does their full review, with no reviewer comments needed, and waits for the final science to be attached before submitting.
    Question: If the department withdraws the application and uploads the revised science, should they also update the business forms? Why or why not?
  • Rate the Risk
    Scenario: It is 2 days before the deadline, and and eRA Commons are especially busy and applications are taking a long time to process. OSP has submitted the application. It has successfully passed validation and we are waiting to view it in eRA Commons.
    Now, the PI wants to fix a small typo in the cover letter and requests the OSP Admin withdraw the application.
  • 7 secrets for Success
  • 1. Read the Instructions
    Program announcement will have all deadlines, requirements, form sets
    Program announcement usually answers most questions
  • 2. Create a Calendar
    Minus 3 business days
    Minus 7 business days
    Final science ready to attach in SAGE
    Date to start routing application in SAGE
    Final business ready to attach in SAGE
    Fill in eGC1 form
    Concurrent timelines for admin vs science sections
  • 3. Ask for Help Early in the Process
    Read the Program Announcement
    Use the UW Peer Mentor List
    Contact your OSP Administrator
    Provide the sponsor instructions
    Describe your project specifically as it relates to question
    Ask clear and concise questions
  • 4. Use SAGE Grant RunnerNIH R01, R03, R21 with modular budgets
    Grant Runner (GR) combines the forms and SAGE eGC1 forms into a single formset
    All UW institutional data is automatically populated
    All and some NIH field-level validations are built into the system
    OSP submits your application with a click of a button; a notation is entered in the History & Comments
  • 5. Communicate Clearly
    Use “final” in the document name, when attaching your final version of your documents.
    Only answer RTS= Yes constitutes the PI’s approval that the science is complete and the dept’s indication that the business portion is complete.
  • 6. Check for Errors
    Use the checklists discussed today
    Make sure your application is of the highest quality before routing for UW approvals
  • 7. Follow GIM 19
    Final business & draft science must reach OSP 7 business days before the sponsor deadline
    Final business & final science must reach OSP by 5pm 3 business days before the sponsor deadline
  • SOM Brown Bag Session
    “Getting Your Proposal Approved by
    the School of Medicine”
    Thursday, January 27, 2011
    11:30am to 12:30pm
    South Campus Center, Room 303
  • Wrap-Up
    Two day error correction window has been eliminated by NIH eRA Commons
    GIM 19 revised to 7 and 3 business days
    Ready to Submit. (RTS = Yes)
    PI’s approval that the science is complete + the dept’s indication that the business portion is complete
    Avoid common errors
    Hints and tips for success
  • Thank you