Cayuse424

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Cayuse424
Welcome to

• Auto-Populate, Calculate, Validate
• The University of Texas at Austins Solution to
  Grants.gov

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Key Dates

• January 8 Earliest date for R01 submission
• February 5 R01 submission deadline
• OSP recommends you have the proposal ready to
  submit 10 business days in advance due to
  bandwidth at Grants.gov and NIH
• Go to
• http//www.utexas.edu/research/osp/cayuse424.html
  
• Check often for updates and help

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Cayuse Making the Whole Job Easier

• SF 424 Forms completion
• Auto-Population
• Information entered once
• Form Filling simplified
• Budgets
• Automatic Calculation
• Easy Escalation
• Validation BEFORE submission

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Cayuse Making the Whole Job Easier

• Navigation
• Assistance with Attachments
• Templates to assist in Research Plan completion
• Proposal Approval
• Submission

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Key Concepts Institutional Profiles

• Reusable information about UT Austin
• Reusable information about outside collaborating
  institutions, companies, etc.
• Initial set-up must be done in OSP, but is
  available from then on

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Key Concepts Professional Profile

• Reusable information about you
• Reusable information about outside collaborators
• Reusable information about PIs, administrators,
  etc.

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Key Concepts eRA Role

• The eRA Role list includes only those titles that
  are acceptable to NIH
• Principal Investigator
• Assistant
• Administrative Official
• Signing Official/AOR

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Key Concepts Proposals-Autofill

• A pencil icon means you can fill the fields from
  profiles
• You can re-Autofill if the profile information
  changes or you change your mind
• Autofill of certain sections fills other
  logically connected fields

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Key Concepts Saving

• By default, Cayuse saves your work automatically
  as you move from screen to screen in your
  proposal
• You may sometimes be prompted to save (e.g. when
  editing a profile) by clicking the blue disk
  icon at the top of your screen

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Cayuse424 Before You Begin

• See the info on the OSP Web site at
• www.utexas.edu/research/osp/cayuse424.html
• Use a recommended browser and enable pop-ups from
  Cayuse
• Know your UT-EID
• Know your opportunity number
• Make sure you have an NIH Commons ID
• Contact OSP about collaborators/subawardees

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Overview of What To Do in Cayuse424

1. Complete your professional profile once
2. Download your opportunity
3. Start a proposal. For the Proposal Name, use the
   OSP number from RMS PI last name.
4. Fill in the fields on each page (with
   auto-calculation, and auto-fill assistance)
5. Attach the research plan and other materials
6. Check the error messages and fix things
7. Check the status of your proposal after
   submission to Grants.gov

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Cayuse424 Donts

• Don't use the "back" button in the browser
• Don't cut and paste into the application
• Special characters cause problems
• Dont leave the client running overnight
• Browser times out after 4 hours of inactivity
• You can lose the last page of work

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Logging into Cayuse424

• Go to https//utaustin.cayuse424.com8447/V8/
• Enter your UT-EID and your Cayuse424 password

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What you see once you have logged in
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Navigating

• Use tabs to move between sections without losing
  your place in the proposal
• Links underneath the tabs allow you to move back
  up one level
• Note the drop down list (this is used elsewhere)

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Professional Profiles
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Setting Up Your Professional Profile

• Information to complete a PIs profile
• ? Contact information including address, phone,
  fax, and email
• ? Degrees
• ? Current Biosketch saved as a PDF
• ? NIH Commons ID
• ? Role in the Commons
• ? Department and Division
• ? Position/Title
• ? Appointment type
• ? Fringe Benefit category

You only need to enter this one time!
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Setting Up Your Professional Profile

• Start by choosing the Profiles option on
  the Cayuse424 Overview page

Your profile was started when you logged in for
the first time You can change the information but
it will not change the campus directory
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Setting Up Your Professional Profile
Select Professional Profiles All individuals
that you are going to include in your proposal as
key personnel or significant contributors must
have a professional profile Once they have
entered this information in Cayuse424 and granted
you access, you will be able to add the
information to your proposal budget
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Setting Up Your Professional Profile
Begin by selecting your profile from the list
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Setting Up Your Professional Profile

• Confirm that the information in your profile is
  accurate and fill in any missing information
• The New Investigator box does not auto-fill into
  your proposal
• Click the degrees button to continue setting up
  your profile

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Setting Up Your Professional Profile
Attach a current Biosketch to your Profile by
clicking on the Biosketch link and click on the
green cross. There should be no blank spaces in
the name of the Biosketch.

Upload your current Biosketch as directed You can
update your Biosketch at any time
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Setting Up Your Professional Profile

• Benefits to including your Biosketches in your
  profile
• You can store PDFs source documents on the
  server for use in proposals and later edits
• Multiple Biosketches are allowed
• You can easily attach Biosketches to Senior/Key
  Persons page later on in the proposal
• You can provide access to your Biosketch to other
  users so they can include you on their
  applications.

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Setting Up Your Professional Profile
Verify your contact information in this area and
update where necessary
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Setting Up Your Professional Profile
Identify your role on the NIH commons
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Setting Up Your Professional Profile
Add in your department, division, and title
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Setting up your Professional Profile
Appointment Type Enter a number of months for at
least one appointment type Enter salary info, if
you will be included in a proposal budget Fringe
Worksheet Delete all unneeded fringe rates from
the fringe worksheet
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Permissions for the Professional Profile

• Key concepts
• You set the permissions on your profile
• This controls
• Who can see you in a pull-down list
• Who can auto-fill your info into a proposal
• and a few other things

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Key Information for PIs

• By default, who can see you?
• Yourself and OSP
• If you want someone else to be able to see your
  profile
• Add the person to your permissions list
• Give them list, read, and autofill rights
• To be added to budget detail, you must complete
  the salary/fringe worksheet

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More about Profile Permissions (2)

• By default, who can you see?
• Yourself
• Staff in the Office of Sponsored Projects (OSP)
• Susan Sedwick, Associate VP and Director of OSP
  (the AOR)
• If you want to see someone elses info
• Ask them to add you to their permissions list,
  and to give you list, read, and autofill rights

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Downloading Your Opportunity
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Know Your Opportunity Number!

• From the Grants.gov Find an Opportunity screen

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To Download an Opportunity

• Go to the Admin tab
• Click on Update Opportunity List
• Enter your opportunity number
• Click Retrieve Opportunities from Grants.gov
• Find your opportunity in the list

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Watch out for Expired Opportunities

• The Opportunity List
• You can show or hide expired opportunities
• The title of an expired opportunity starts with
  (OBS) meaning obsolete
• The Proposals List (coming up)
• A yield sign indicates that the proposal uses an
  expired opportunity

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Creating a Proposal
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Security
New
Refresh

• Refresh New buttons
• Proposals you can see
• The proposals you created
• The proposals that someone gave you permission to
  see (more later)

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Proposals Create
Step 1 Is this the main award or a sub?
Step 2 Choose the correct Funding Opportunity
Step 3 Add your working title
Step 4 Select the PI from the drop-down list
Step 5 Choose the correct number of budget
periods (usually years)
Step 6 Click on Create Proposal
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Tips on Choosing your Proposal Name

• Not the same as your projects descriptive title
• For use within Cayuse424 only
• The name should contain
• The OSP number from the Research Management
  System (RMS) PIs last name
• Example 200700015001 Jones

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Proposals Navigating

• The page numbers are links to form pages
• The checkboxes control which forms are submitted
• Mandatory forms cannot be unchecked
• Optional forms can be unchecked

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Proposals Navigating (2)

• Permissions
• Proposal Approval
• Not currently enabled
• Submission
• Status
• History
• Print Proposal

The first three options are also available in the
left navigation pane.
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The 424 (RR) Cover Page
Navigation on left side
5. Applicant Information will auto-fill 6.
Person to be contacted Autofill this with Diane
Barrett
Remember to click on the pencil for auto-fill
options
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Scroll down
Notice that tabs stay on top
9 Add National Institutes of Health here.
This is where you put the full title of your
proposal
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Key Personnel
If your Key Personnel did not have their
Biosketches uploaded into their Professional
Profiles, you can add them here
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Scrolling, scrolling
Use the calendars for the project dates
57 Errors/Warnings at this point Dont worry
about this until you are finished with the
proposal. Most will go away.
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Performance Sites
Use the navigation on the left-hand side to go to
SF424 RR Performance Sites You can add sites
from the list of Collaborator Profiles by
clicking on the Add Site button, then click on
the pencil that appears. If you dont see your
collaborator, send an email to osp_at_mail.utexas.edu
and OSP staff will add it for you. You can
free-type into the fields instead, but you will
have to do it for each proposal
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Upload Your Research Plan
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Budgets
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Budgets Section AB
Use the Budget Period Editor to set your budget
dates
Note that you see only one budget period at a time
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Budgets Section AB
Use the auto-fill pencil to add the PI and any
Key Persons. Remember that each Key Person must
have granted you access to view his/her
Professional Profile. Fill out the other budget
categories as you normally would on this and the
next screen (sections C,D, E).
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Budget Section F-K
The budget period is always at the top. The IDC
Type will be pre-filled for all standard
categories. If you add items (such as tuition
remission), you must choose whether or not that
expense is part of the indirect cost base or
not. You will choose the IDC base under section
H.
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Budget Escalation

• Escalate the budget by category by clicking the
  stairs and typing in the percentage of escalation
  that you wish. You must click the box to the left
  of the category to escalate that categorys costs.

You can also copy the budget from one period to
another without escalating any year You have
complete control over this
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Cumulative Budget
Section 4 of the budget contains your cumulative
totals
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Subawards
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Subawards Can Be Done Two Ways

• You can have OSP create an Institutional Profile
  for the collaborator
• The collaborator can set up his/her own
  Professional Profile and link to the
  Institutional Profile, or you can create the
  Professional Profile yourself
• You can create an Unlinked Worksheet and simply
  enter the budget figures
• The collaborator will not be available to you
  in the future
• You will not be able to see the full budget

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Subawards Institutional Profiles

• OSP must have already set up the Institutional
  Profile for your collaborator if you want it
  available to you in the future.
• The PI (your collaborator) may log into the UT
  Austin Cayuse system and set up a Professional
  Profile and associate themselves with the proper
  institution, or you can do it for them. To have
  your collaborator log in, be sure OSP creates a
  Cayuse424 user ID for him/her.
• The collaborator must remember to give you
  permission to see his/her Professional Profile.

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Subawards

• A subaward is developed in the same way as any
  other proposal, by clicking the green sign on
  the Proposals tab
• Click the Subaward button on the budget type
• The number of budget periods must match the prime
  award periods

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Subawards

• If you wish it is possible to add a subaward
  without the Institutional Profile by choosing
  Create

This allows you to simply insert the total direct
and indirect costs into your budget. There is no
budget-building template behind it.
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Subawards
Note that the subaward navigation bar is limited
to the Budget and Permissions Remember that
Permissions must still be granted for others to
see the subaward, including the PI if the PI
wasnt the creator The budget period dates MUST
match the Prime proposals dates
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Subawards

• Once the Subaward budget is complete, it is ready
  to be added to the Primes budget
• Return to the Prime (your proposal) and go to the
  Subaward tab

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Subawards Add Budget

• Cayuse424 automates the direct integration of the
  budgets of one or more subawards
• The green will take you to a list of available
  proposals that are eligible to be attached

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Subawards Add Budget

• Link to the correct Subaward
• If the right one doesnt show up, you havent
  been given permission by the creator

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Subawards Budget

• When you link a Subaward, the Subawards total
  costs (direct indirect) for each of the budget
  years are added into Item F.5 (Subawards/
  Contractual Costs) in the RR budget

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Validations Proposal Completion
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Proposals-Validations

• Errors cause proposal rejection at Grants.gov or
  NIH
• Warnings will not stop your proposal, but may
  delay it at NIH
• The links are live - they take you to the field!
• Follow a few links and fix a few errors when you
  are close to being done

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Proposal Completion

• Work your way through all of the necessary forms
• Attach all appropriate documents
• Correct the error messages by clicking on the
  links in the Errors/Warnings window
• Some fields are shared and reflect changes made
  in other places

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Proposal Print (PDF)

• Server can generate a PDF of the entire proposal
• Follows the NIH print order

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Proposal Summary

• The last form listed on the navigation bar
• Information from the rest of your application
  appears here
• Dont touch it except for the sponsor deadline,
  if you wish
• OSP does use the rest of this information right
  now

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Collaborating, Sharing, and Permissions

• Key concepts
• You (the person who created the proposal) set the
  permissions for your proposal
• This controls who can see, edit, print, and/or
  delete your proposal (and a few other things)

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Changing the Permissions
If you want someone else to be able to edit your
proposal 1. Go to the Permissions screen click
the green Plus Sign
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2. Add the person to the proposals permissions
list
By default, theyll be able to see, edit, and
print the proposal
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More about Permissions and Locks

• If you need to edit someone elses proposal
• Ask them to add you to the permissions list
• Only one person at a time can save changes
• The proposal will be locked while someone else
  is using it
• Remember to always SIGN OUT!

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Proposals-Submitting
Select Submission and see
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An AOR will Submit

• The Grant Tracking number comes from Grants.gov
• Use for corrected Applications (Federal
  Identifier)

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Submit-History

• Successful submission results in a tracking
  number, which is a link to current grant status.
  Clicking on it brings up a window.
• OSP also receives emails from Grants.gov.

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Remember

• Don't use the "back" button in the browser
• Don't cut and paste into the application
• Special characters cause problems
• Dont leave the client running overnight
• Browser times out after 4 hours of inactivity
• You can lose the last page of work

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Support

• Browser issues local tech support
• Otherwise
• Check with a local research administrator or tech
  support person
• Send email to osp_at_mail.utexas.edu"
• Call Kevin Connolly in OSP at 512-471-6424
• Report any crashes (copy and send error log from
  window)

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Thank you

• Many thanks to the University of Wisconsin for
  sharing these instructions with us!