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Creating and Routing a New Proposal To create a new proposal in Proposal Development, click My Proposals in the sidebar and click

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Step 0: Confirm Principal Investigator (PI) By default, the PI is set to the user who is logged into the InfoEd system. To modify the PI, click . Select the first letter of the last name you would like to find in the personnel search. Click the down arrow and scroll through the pick list to highlight the desired name, or type the name into the textbox to search for a particular entry. Locate the desired name and click . The new PI will appear at the top of the screen and in the header.

Step 1: New or Copy Step 1 offers the option to create a new proposal or copy from a proposal that already exists. Always select . Click .

Next, select the funding opportunity.

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Select from Grants.gov Opportunities: Allows the user to search SPIN and Grants.gov for programs that use electronic submission templates. If a Grants.gov submission, opt to select from Grants.gov opportunities and click . To locate the funding opportunity, enter the Grants.gov Funding Opportunity Number in the blank and click . Note: refers to system-to system submission opportunities. Be sure that the box is always checked.

Select from all SPIN Opportunities: Allows the user to search SPIN for programs that use electronic and non-electronic submission templates. Choose Select from all SPIN Opportunities and click . Be sure that is checked. Enter search criteria in the blank field and click . Next, select the desired funding opportunity.

Setup Proposal Manually: Allows the user to manually enter proposal. Select Setup Proposal Manually and click .

Step 2: Proposal Type Select the proposal type from the drop down list, and click

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New/Original: A proposal that has never before been submitted. Non-Competing Continuation: A proposal to request funding for the second or subsequent budget period of a grant within an approved project period. Competing Renewal: A proposal to request funding for continuation of a project period that would otherwise expire. Resubmission/Revision: A proposal that was previously submitted and declined by the sponsor but is now being resubmitted for consideration or a proposal that was previously submitted but is now being resubmitted with revisions.

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Supplement: A proposal that requests funding for additional work to be completed on an already active project. Pre-Proposal: A proposal that is generally brief in length and is submitted prior to a sponsor's request for a full length proposal.

Step 3: Selecting a Sponsor A sponsor can be chosen from the sponsor directory. Or, the sponsor in Step 3 may be auto selected if a selected SPIN or Grants.gov opportunity has one sponsor. Some federal opportunities have multiple associated sponsors in which case the primary sponsor from SPIN will show in Step 3. Click the drop down arrow, and an alternate sponsor can be selected from those listed in SPIN.

To select a sponsor from the full sponsor list, click .If the sponsor does not appear, contact your administrator. Depending upon how many sponsors are available, the screen will appear as a simple list or an alpha split list. Select the name of the sponsor by clicking the first letter in the alpha split list or the down arrow in the list, or search for a particular entry by typing in the search box. Select the desired sponsor and click .

Step 4: Proposal Numbering The proposal “Tracking” Number or “Proposal” Number will be automatically assigned and Step 4 skipped. The step will display onscreen with the notation “This proposal will be automatically numbered.”

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Step 5: Project Title The sponsor may determine how long the proposal title may be. The National Institutes of Health (NIH) or one of its child agencies is the sponsor allows a title of up to 81 characters. For other proposals using S2S, a title of up to 200 characters may be entered. The title for a non-S2S proposal may be up to 1,000 characters long. If the character limit is exceeded, text will be truncated to the acceptable limit, and an alert will appear. Enter the title of the proposal in the free-text box and click . Step 5 will display the title and Step 6 will be available.

Step 6: Project Start and End Dates The start and end dates may be entered manually or selected via the calendar and may be adjusted later if needed. Enter the start and end dates and click .

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Step 7: Number of Years Based on the start and end dates entered in Step 6, the number of budget periods to be created for the proposal will be estimated. Estimates are based on a full calendar year. For example, if the user enters 01/01/2009 to 06/01/2010, two budget periods will be the estimate. Adjust the number of years and/or budget periods in the pick list as needed and click . The number of budget periods selected will display.

The screen will inquire if “all of the above information is correct?” If yes, click . Modification to the proposal’s information can still be made after creation, but changes will need to be made inside the proposal. To make modifications immediately, click .

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Step 8: Setup Questions The following information will display in the proposal header at the top of the Setup Questions screen: Proposal Title, Principal Investigator, PI’s Department, Sponsor, and Tracking or Proposal Number:

A toolbar will also display with the following icons: Click to exit the proposal creation process. Important! If you do not click the save button after you have made changes to a screen, changes will be lost.

Click to return to the previous screen. Click to save edits made to the screen. Click to open the Proposal Development User Guide. Click for application support information. Click to hide the

symbol and text.

To complete Step 8, answer all setup questions and click

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Completing Proposal Components When completing a proposal, sections of the proposal will be designated as tabs in the left sidebar. Those tabs visible for a proposal are dependent upon the funding opportunity selected in the 8 proposal setup questions. As tabs are finished within the proposal, check the completed box in the upper right-hand corner of the screen, ,, and a red checkmark will appear next to that tab.

Budget Tab The budget summary is the first screen of the budget tab.

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To add budget items, click the Budget Items tab on the left sidebar. Budget details will be entered in two categories: Personnel and non personnel costs.

Personnel Costs: The PI will automatically appear in the personnel section, but other personnel will need to be added. To add other personnel, click , and answer the questions presented. InfoEd will assign personnel to the correct personnel category (UNR employee, TBD person or subcontractor) based upon how the questions are answered. Repeat the process until all personnel have been added. Next, individual salaries will be budgeted. To budget an individual’s project salary, click next to an individual, and the budget detail screen for that person will open. It is on this screen that salaries will be budgeted.

Budgeting “A” Contract Faculty Salary: In the Salary/Payroll Information area, click Next, click . In the Fringe Benefits field, set the fringe by selecting the fringe rate that corresponds to the appointment type.

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In the Time and Effort Levels on Project area, enter the percent effort applied to the project, and click the save button at the top left of the screen. The example below reflects 25% effort for the first year of the project and 10% effort for the second year of the project. Note the Annual Inflation area of the screen. Select Maximum, and the salaries will inflate 5% each year. Select Typical, and salaries will inflate 3% each year.

Once effort is set, the corresponding salary will auto calculate, and the number of calendar months effort will be reflected.

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Note the Budget Justification area and the Auto Fill button. Click , and a partial budget justification appears for completion. This budget justification can be utilized later in the Justifications tab.

Budgeting “B” Contract Faculty Salary (contract time): On the Budget Items tab, click the icon next to the person’s name. In the Salary/Payroll Information area, click . Next, click . In the Appointment area, make sure that the Type is set to ACB – Academic Faculty, 9 month contract and Months are set to 9.

In the Fringe Benefits field, select the fringe rate that corresponds to the appointment type, and make sure that the Recycle Salary on the Annual Anniversary is selected.

Next, in the Time and Effort Levels on Project area, type in the percent effort applied to the project, and click the save button at the top left of the screen. The corresponding salary will auto calculate, and the number of calendar months effort will be reflected. The example below reflects 25% for the first year of the project and 10% effort for the second year of the project. Note the Annual Inflation area of the screen. Select Maximum, and the salaries will inflate 5% each year. Select Typical, and salaries will inflate 3% each year.

Budgeting “B” Contract Faculty Salary (non-contract time): On the Budget Items tab, click next to the person’s name. In the Salary/Payroll Information area, click and then . . In the Appointment area, make sure that the Type is set to OVL – Overload/Non-Contract Days and Months are set to 3.

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In the Base Salary area, enter a base salary to cover the number of overload days in a year (daily rate x 82 non-contract days.

In the Fringe Benefits field, select the fringe rate that corresponds to the appointment type, and make sure that the Recycle Salary on the Annual Anniversary is selected. Next, click the save button in the top left navigation bar.

In the Time and Effort Levels on Project area, type in the percent effort applied to the project, and click the save button at the top left of the screen. The corresponding salary will auto calculate, and the number of SUMR months effort will be reflected. The example below reflects 50% for the first year of the project and 25% effort for the second year of the project. Note the Annual Inflation area of the screen. Select Maximum, and the salaries will inflate 5% each year. Select Typical, and salaries will inflate 3% each year.

Budgeting Non-Personnel Costs: On the Budget Items tab, Non-Personnel area, select

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For each non-personnel budget item, enter a description in the box provided, and select the corresponding Budget/Charge Category. If an annual expense, indicate whether to charge annual inflation and at what rate. Notice that there is an area to enter a budget justification. Text entered here can be utilized later in the Justifications tab. In the Purchase/Usage Schedule, indicate the quantity, cost and the period during which the expense will occur and click the save button at the top of the screen. The screen will refresh, and the budget expense will show. Repeat the previous steps until all non-personnel expenses have been added. Once you have completed budgeting personnel and non-personnel expenses, the Budget Items screen will reflect all budgeted items. Check the Completed box at the top right of the screen. F&A Tab There are different configurations for setting the facilities and administrative costs (indirect costs). The Institution Base/Target Scheme always reflects the full, applicable indirect cost rate that corresponds to the project type (43.5% On Campus Research, 53% On Campus Instruction, 31% On Campus Other, 26% Off Campus Research, 26% Off Campus Instruction and 25.6% Off Campus Other). The Sponsor Calculation Method offers different methods for calculating project indirect costs.

Auto (predefined schemes): This option allows indirect costs to be calculated based upon one of UNR’s predefined indirect cost rate schemes (43.5% On Campus Research, 53% On Campus Instruction, 31% On Campus Other, 26% Off Campus Research, 26% Off Campus Instruction and 25.6% Off Campus Other). Select the appropriate Scheme from the drop-down menu, and indirect costs will auto-calculate based on the rate for the Scheme selected.

Auto (predefined bases/rates): This option allows for flexibility in setting the indirect cost base (either MTDC or TDC) and rate (manually set rate, 43.5% On Campus Research, 53% On Campus Instruction, 31% On Campus Other, 26% Off Campus Research, 26% Off Campus Instruction and 25.6% Off Campus Other). This method is useful when a sponsor requires a rate that is less than UNR’s full indirect cost rate.

Auto (line-by-line): This option allows the indirect cost rate to be set on each individual budget item. To configure, select the appropriate rate from the drop-down menu at each budget item, and indirect costs will auto-calculate based on the rate for the Scheme selected. Note: This method for calculating indirect costs would be used rarely (if ever) as it does not allow for flexibility in setting the actual

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Version 1.02_01.27.14 indirect rate to something other than UNR’s negotiated rates (43.5% On Campus Research, 53% On Campus Instruction, 31% On Campus Other, 26% Off Campus Research, 26% Off Campus Instruction and 25.6% Off Campus Other).

Manual (lump sum by period): This option allows the indirect cost to be manually entered in one, lump sum. This method may be useful for sponsors that require indirect costs to be calculated in an unusual way.

Manual (line-by-line): This option allows for the indirect cost base and indirect cost to be manually entered on each budget line. This method may be useful when a sponsor only allows indirect costs to be calculated on certain budget items.

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Drift: When a sponsor prohibits UNR from using its full, federally negotiated indirect cost rate to calculate indirect costs, unrecovered indirect cost occurs. Any unrecovered indirect cost will be shown as Drift. In the illustration below, the amount to the right of the upper arrow reflects the indirect cost at UNR’s full applicable rate. The amount to right of the lower arrow reflects the indirect cost at the sponsor’s required rate. The amount in the Drift box reflects the difference between UNR’s full rate and the sponsor’s required rate or the unrecovered indirect cost.

Once the F&A calculation has been completed, check the Completed box at the top right of the screen. Cost Sharing Tab This tab is only necessary when a proposal contains cost share. Note: Per UNR policy, cost share should be provided only when mandated by sponsor. If a proposal does not contain cost share, check the Completed box at the top right of the screen and continue to the next proposal tab. If a proposal does contain cost share, complete the cost share information on this screen. Entering Cost Share: If cost share is required, the answer to the question, “Does the sponsor expect any financial contribution(s) from your Institution?” should be “yes” If cost share is required, but the question is checked “no,” the answer must be changed to “yes,” and the amount of cost share entered. Be sure to save the changes to questions by clicking .

Using the cost share requirements as indicated in the Setup Questions, cost share will be auto calculated on each budget item by default. In the example below, cost share of 25% is used. Since cost share is mandated by the sponsor, the selection, “Mandated by sponsor,” has been chosen in the Inst field. Note: the Inst field represents UNR cost share.

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Note: The cost share distribution can be manually overridden by changing the values in the Sponsor and Institutional boxes.

In the Personnel section, selecting will open up a window in which the cost share distribution for salaries and fringe can be manually adjusted.

Once cost share has been entered, click top right of the screen.

, and check the box next to Completed at the

Justifications Tab Enter budget justifications on this screen. There are three ways of entering budget justifications: an already completed budget justification document can be uploaded, budget justifications entered in the Budget Items area will auto populate in the Justification fields and can be used or one if one has not entered justifications in the Budget Items area, justifications can be manually entered into the Justification boxes. Upload Form: If this option is selected, the screen will refresh, and the option to choose a file to upload will be presented.

Use Database: If this option is selected, justifications will either be auto populated or will need be manually entered. For those justifications that should appear in the General box, check the box underneath Move to General, click the Save buttoun at the top of the screen. The screen will refresh with the justification now appearing in the General Box. Note that the text in the General box can be edited by clicking . Also note that as justifications are moved to the General box, the following options appear and indicate the creation of a PDF justifications document: . When the Justifications tab is complete, check the Completed box.

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Budget Periods and Setups Tab

Changes to the PI, project period and budget periods can be made on this tab. To change the PI, click , and select the new PI from the personnel directory. To change the project period, click , and enter the new project period dates. Alternatively, the project period can be changed by indicating the number of days to shift the original project period. Be sure to save changes.

To change the existing budget period(s), manually change the Start and End date fields. To add a budget period, click , and adjust the start and end dates as necessary. Internal eForms & Docs Tab

To complete the OSP-1 form, click . Some information in the OSP-1 eForm has already been populated from the proposal record, but additional fields will need to be completed. Once completed, check the Completed box on the upper right. Note: The form cannot be marked complete until all required fields have been completed. If other internal forms need to be completed, click uploading of a document or form.

to enable

Once all forms and documents have been added and completed, check the Completed box.

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Pre-Review Route: A pre-review route allows a completed budget to be submitted directly to the college grants and projects analyst (GPA) and/or the sponsored projects pre-award research administrator (RA) for review prior to finalization of the proposal. To begin the Budget Approval Pre-Review Route, select Budget Approval from the Pre-Review Route pick list, and click . The route path will appear and will include the steps of the route path and the persons involved in the route path. To start the route, click .

As the route progresses, the route status at each step will be viewable. When the college GPA or sponsored projects RA has reviewed and approved the budget, the route step status will display as “Pre-Review Budget Approved.” If budget revisions are needed, the PI will receive a notification that rework on the budget is needed. Revisions can be made and the revised budget resubmitted to sponsored projects for approval by utilizing the same Budget Approval Pre-Review Route.

Finalize Tab The finalize tab allows for the assembling of the final proposal into a PDF document and for the internal proposal routing (investigators, chair/director, sponsored projects). Note: depending upon the contents of a proposal, there may or may not be proposal contents to build. For example, if the proposal components have been uploaded to InfoEd as opposed to completed in InfoEd, there will be no proposal components to build. In such case, InfoEd will skip to Step 2, Assemble Application. Step 1, Build PDF/Form Pages: Click

to expand the screen, and click

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Step 2, Assemble Application: Click . Note: When there is more than one document listed, indicate the sequence in which the proposal documents should appear in the assembled proposal and click . A date and time stamp will appear indicating when the final proposal was built: . Click , and the assembled proposal will appear. Step 3, Submit for Internal Review: Click , and a screen showing the proposal components will appear. Notice that is available in case forms or documents need to be added or uploaded. When all proposal components appear, the proposal is ready to submit for final review.

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Click to begin the route. Note: Per UNR policy, completed proposals are required to arrive at sponsored projects five business days in advance of the sponsor submission deadline if an electronic submission. When pre-review and final routes are begun less than five days prior to the submission deadline, the following notice will appear.

Certifications: Just as the PI must attest to certain certifications on the paper OSP-1 Transmittal form, so too must they attest to certifications in the routing process. There are different certifications that will appear depending upon the role of the person performing a routing action. One must accept the certification in order to proceed. Once certifications have been accepted, the route path will appear and will include the steps of the route and the persons involved in the route. To begin the route, click .

Individuals Involved in the Route: The following individuals will be included in the Final Review Route.      

PIs and other key personnel College grants and projects analyst (if applicable) Chairs/directors and department administrative assistants (if administrative assistant has requested informational email) Deans and college fiscal officers (if fiscal officer has requested informational email) Sponsored projects pre-award administrator Sponsored projects management

Performing Routing Review and Approval Actions: Once a route is in progress, individuals included in the route will need to perform review and approval actions in order for the route to move from step to step. Individuals involved in the route will receive notifications when their action is required. Notifications will be sent to both one’s InfoEd InBox and one’s UNR Outlook InBox (or the inbox for the email address listed in one’s profile). The notification will be similar to the illustration below.

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The reviewer can view the entire contents of the proposal by clicking the proposal icon in Attachments. Once the proposal has been viewed, the approval action must then be performed in the Reviewer Dashboard. To begin the approval process, click Reviewer Dashboard to open the Reviewer Dashboard. A reviewer must then click the Reviewed radio button in the green Reviewed column and then click the Save button.

The My Decision is: drop-down menu will become active once the Save button has been clicked.

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Reviewer Decisions: A reviewer may choose Approved, Approved Conditionally, Requires Rework and Rejected. Choosing either Approved or Approved Conditionally will allow the route to proceed to the next step. Choosing either Requires Rework or Rejected will halt the route and generate a notification email to the PI. The PI would then need to revise the proposal and begin the route again. Upon selecting a decision, the reviewer will be required to accept a certification and click .. Note that during routing, the notification below will appear. While a route is in progress, the proposal is locked down for editing in order to maintain the integrity of the proposal. One’s OSP pre-award analyst can unlock the proposal and halt the route if changes are needed.

Comment Boxes: The comment boxes may be utilized to communicate information during the route. Note that the box in which a comment is entered determines with whom the comment is shared. Monitoring the Route Progress: Once a route is underway, the progress of the route can be monitored by returning to the Finalize tab in proposal development or by returning to the Reviewer Dashboard via the original Review Needed notification message. Proposal Development: In My Proposals, select Show/List. This will bring up one’s list of proposals. Locate the correct proposal, and click the icon underneath PD. This opens the proposal record for editing.

Navigate to the Finalize tab and click

to view the routing progress.

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Reviewer Dashboard: Return to the Reviewer Dashboard via the original Review Needed message. View the route by clicking the blue Route tab. The route progress will fully display with the current status of each step.

Proposal Submission Upon submission of a proposal, the proposal status will change to Submitted (PI notification), and the PI will receive an email indicating the proposal has been submitted.

Important Information   

InfoEd Production Site URL: https://unrprod.infoedglobal.com. (This is the live site for preparing proposals). This URL is also posted on the OSP website. InfoEd Test Site URL: https://unrtest.infoedglobal.com (This is the test site where users can experiment and get acquainted with the software without a real submission result.) Technical Support: Erika Waday, (775) 784-4049 or [email protected].

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