Welcome to
Cayuse424
Auto-Populate, Calculate, Validate
The University of Texas at Austin’s
Solution to Grants.gov
Slide 1
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
Slide 2
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
Slide 3
Cayuse: Making the “Whole Job” Easier
• Navigation
• Assistance with Attachments
–Templates to assist in Research Plan
completion
• Proposal Approval
• Submission
Slide 4
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
Slide 5
Key Concepts: Professional Profile
• Reusable information about you
• Reusable information about outside
collaborators
• Reusable information about PIs,
administrators, etc.
Slide 6
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”
Slide 7
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
Slide 8
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
Slide 9
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
Slide 10
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 autocalculation, 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
Slide 11
Cayuse424 Don’ts
• Don't use the "back" button in the browser
• Don't cut and paste into the application
– Special characters cause problems
• Don’t leave the client running overnight
– Browser times out after 4 hours of inactivity
– You can lose the last page of work
Slide 12
Logging into Cayuse424
• Go to https://utaustin.cayuse424.com:8447/V8/
• Enter your UT-EID and your Cayuse424 password
Slide 13
What you see once you have logged in
Slide 14
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)
Slide 15
Professional Profiles
Slide 16
Setting Up Your Professional Profile
Information to complete a PI’s 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!
Slide 17
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
Slide 18
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
Slide 19
Setting Up Your Professional Profile
Begin by selecting your profile from the list
Slide 20
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
Slide 21
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
Slide 22
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.
Slide 23
Setting Up Your Professional Profile
Verify your contact
information in this
area and update
where necessary
Slide 24
Setting Up Your Professional Profile
Identify
your role
on the NIH
commons
Slide 25
Setting Up Your Professional Profile
Add in your department, division, and title
Slide 26
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
Slide 27
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
Slide 28
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
Slide 29
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 else’s info:
– Ask them to add you to their permissions list, and
to give you “list, read, and autofill” rights
Slide 30
Downloading Your Opportunity
Slide 31
Know Your Opportunity Number!
• From the Grants.gov “Find an Opportunity”
screen:
Slide 32
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
Slide 33
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
Slide 34
Creating a Proposal
Slide 35
Security
Refresh
New
• Refresh & New buttons
• Proposals you can see:
– The proposals you created
– The proposals that someone gave you
permission to see (more later)
Slide 36
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)
Slide 37
Step 6: Click on “Create Proposal”
Tips on Choosing your Proposal Name
• Not the same as your project’s descriptive
title
– For use within Cayuse424 only
• The name should contain:
– The OSP number from the Research
Management System (RMS) + PI’s last name
• Example: 200700015001 Jones
Slide 38
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
Slide 39
Proposals: Navigating (2)
• Permissions
• Proposal Approval
– Not currently enabled
• Submission
– Status
– History
• Print Proposal
Slide 40
The first three
options are also
available in the left
navigation pane.
The 424 (R&R): Cover Page
Navigation on left side
5. Applicant
Information will
auto-fill
6. Person to be
contacted: Autofill
this with Diane
Barrett
Remember
Slide 41
to click on the pencil for auto-fill options
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
Slide 42
Key Personnel
If your Key Personnel did not have their Biosketches
uploaded into their Professional Profiles, you can add
them here
Slide 43
Scrolling, scrolling
Use the
calendars for the
project dates
57 Errors/Warnings at this point: Don’t worry about this until you are
finished with the proposal. Most will go away.
Slide 44
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 don’t see your
collaborator, send an email
to osp@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
Slide 45
Upload Your Research Plan
Slide 46
Budgets
Slide 47
Budgets: Section A&B
Use the Budget
Period Editor to set
your budget dates
Note that you see
only one budget
period at a time
Slide 48
Budgets: Section A&B
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).
Slide 49
Budget: Section F-K
The budget period is always
at the top.
The IDC Type will be prefilled 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.
Slide 50
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 category’s costs.
You can also copy the budget from one period to
another without escalating any year
Slide 51
You have complete control over this
Cumulative Budget
Section 4 of the budget contains your cumulative totals
Slide 52
Subawards
Slide 53
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
Slide 54
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.
Slide 55
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
Slide 56
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.
Slide 57
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
wasn’t the creator
The budget period dates
MUST match the Prime
proposal’s dates
Slide 58
Subawards
• Once the Subaward budget is complete, it is
ready to be added to the Prime’s budget
• Return to the Prime (your proposal) and go to the
Subaward tab
Slide 59
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
Slide 60
Subawards: Add Budget
• Link to the
correct
Subaward
• If the right one
doesn’t show
up, you haven’t
been given
permission by
the creator
Slide 61
Subawards: Budget
• When you link a
Subaward, the
Subaward’s total
costs (direct +
indirect) for each of
the budget years are
added into Item F.5
(Subawards/
Contractual Costs) in
the R&R budget
Slide 62
Validations & Proposal Completion
Slide 63
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
Slide 64
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
Slide 65
Proposal Print (PDF)
• Server can
generate a
PDF of the
entire
proposal
• Follows the
NIH print
order
Slide 66
Proposal Summary
•
The last form listed on the navigation bar
•
Information from the rest of your application
appears here
•
Don’t touch it – except for the sponsor
deadline, if you wish
•
OSP does use the rest of this information
right now
Slide 67
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)
Slide 68
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…
Slide 69
2. Add the person to the proposal’s permissions list
By default, they’ll be able to see, edit, and print the proposal
Slide 70
More about Permissions and Locks
• If you need to edit someone else’s 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!
Slide 71
Proposals-Submitting
Select Submission and see:
Slide 72
An AOR will Submit
• The Grant Tracking number comes
from Grants.gov
• Use for corrected Applications
(Federal Identifier)
Slide 73
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.
Slide 74
Remember:
• Don't use the "back" button in the browser
• Don't cut and paste into the application
– Special characters cause problems
• Don’t leave the client running overnight
– Browser times out after 4 hours of inactivity
– You can lose the last page of work
Slide 75
Support
•
•
Browser issues – local tech support
Otherwise:
•
•
•
•
Slide 76
Check with a local research administrator or tech
support person
Send email to “osp@mail.utexas.edu"
Call Kevin Connolly in OSP at 512-471-6424
Report any crashes (copy and send error log from
window)
Thank you
Many thanks to the University of Wisconsin
for sharing these instructions with us!
Slide 77