National Science FoundationBasics of FastLane and Research.gov

OCGA Master TrainingMay 16, 2018

Cindy GilbertAssistant DirectoreRA and Records Managementcgilbert@research.ucla.edu

Our Presenters

Tawnya ChartersContract and Grant AnalystGrants and Cooperative Agreementstawnya.charters@research.ucla.edu

Tac PhungContract and Grant AnalystGrants and Cooperative Agreementstac.phung@research.ucla.edu

Kurt DurlesserContract and Grant AnalysteRA and Records Managementkurt.durlesser@research.ucla.edu

• Transition from FastLane to Research.gov What’s in FastLane and what’s in Research.gov

• Users and Access• Pre-proposals and LOIs• Preparing and Submitting Proposals• Administrative Actions• Where to Get Help

What Will You Learn Today?

• NSF currently undertaking a multi-year effort to modernize grantee electronic capabilities.

• Transition from FastLane to Research.gov. • During transition, electronic capabilities will be

developed and launched in Research.gov. • Some may be available simultaneously in

FastLane before being retired.• The following matrix will be updated periodically https://www.nsf.gov/bfa/dias/policy/estatus_matrix.jsp

What’s in FastLane and What’s in Research.gov

Capability FastLane Research.govAccess Award Documents Complete Financial Functions Manager User Access, Roles, etc. Prepare and Submit Annual, Final and Interim Reports Prepare and Submit Notifications and Requests Prepare and Submit Project Outcomes Report Prepare and Submit Proposals Register and Maintain Institutions Request Supplemental Funding Submit Cost Share Reports Submit Proposal File Updates Submit Revised Proposal Budgets View Proposal Status View Review Information

Proposal Submission Modernization Project• Multi-year effort to modernize proposal preparation and submission

capabilities.• Will eventually move to Research.gov, and FastLane will be retired.• NSF staff are conducting Electronic Research Administration

Forums via webinar.• PIs and departmental research administrators are encouraged to

get involved.• Visit the website to: View previous presentations, Sign-up for alerts for future presentations, Ask questions, Provide feedback.

Users and Access

Users Include:• Principal Investigators (and Co-PIs)• Other Authorized Users (OAUs) – departmental

research administrators and others who will assist the proposal preparation and other actions.

• Sponsored Project Officer and Authorized Organizational Representatives – OCGA and DRAs

• Financial Administrators – EFM• Graduate Research Fellowship Program Officials –

Grad Division

How to Get Access

Existing FastLane Users:• One-time verification process to

onboard/migrate your account from FastLane to Research.gov Log-in to Research.gov with your NSF ID and

password. Provide a primary email and phone number Non-Institutional, personal contact info Existing roles will migrate over from FastLane

accounts

How to Get Access

New NSF Users:• Self-register at Research.gov Primary email (required), secondary email

(optional) Will receive 2 confirmation emails from NSF NSF ID Temporary Password Follow instructions to update your password to

complete the registration process.

How to Get Access

Add and New Role:• Navigate to My Profile and select “Add a New Role”• Select the role you require NOTE: Other Authorized Users will need to contact

eRA Help to have the OAU role added to their account.

• Provide UCLA’s DUNS number• Provide a work email address and phone number Institutional, professional contact info

Account Management Resources

•About Accounts Management page: Video tutorials, work guides, FAQs

•NSF Help Desk 7 AM - 9 PM ET, Mon- Fri (except for federal

holidays): Email: rgov@nsf.gov Call: 1-800-381-1532

How to LoginThe same login information is used for both FastLane and Research.gov:• UCLA Single Sign On OR

• NSF ID Number In addition OAUs need a PIN # to login to FastLane to

prepare proposals

Where to Login - FastLane

https://www.fastlane.nsf.gov/jsp/homepage/proposals.jsp

Where to Login - FastLane

https://www.fastlane.nsf.gov/jsp/homepage/proposals.jsp

Where to Login - FastLane

https://www.fastlane.nsf.gov/jsp/homepage/proposals.jsp

Where to Login – Research.gov

https://identity.research.gov/sso/UI/Login?module=nsf&env=prvw&app=portal

Logging in to Research.gov

NSF Login:• NSF ID• Password

UCLA Single-Sign-On:• UCLA Logon ID • UCLA Password

Same as S2S Grants, PAMS, etc.

Research.gov – Single-Sign-On

1. Select University of California-Los Angelesfrom the Organization pick-list

2. Click the Login icon3. UCLA single-sign-on

screen will appear Sign-in as you would for

other UCLA systems

Preparing a Proposal

Proposal Preparation and Submission is now available in Research.gov• Effective April 30, 2018• Full research proposals (no LOIs or pre-

proposals)• Non-collaborative proposals• Click here for more information

Preparing a ProposalFastLane or Research.gov

• Only the Principal Investigator can create proposal (not Co-PIs)

• Once created PI can add a PIN to the proposal so that OAUs can Work on proposal preparation Add Co-PIs Etc.

• Important: As soon as the proposal is created, the PI should give SRO Access to View, Edit and Submit.

Preparing a ProposalFastLane or Research.gov

Preparing a ProposalFastLane or Research.gov

Preparing a ProposalFastLane or Research.gov

Preparing a Proposal - Highlights

Other Authorized Users (OAUs)• Initiated by PI

Preparing a Proposal - Highlights

Other Authorized Users (OAUs)• Assign PIN

• Provide PIN and Temporary Proposal ID to OAUs to Login

Preparing a Proposal - Highlights

Cover Page – application type• In addition to standard research proposals, NSF has other

proposal types. RAPID, EAGER, Conference, Equipment among others.

• The type of proposal must be selected on the Cover Page to ensure that the proper validations are run.

Preparing a Proposal - Highlights

Project Summary• Information entered in text boxes in three distinct parts: Overview – description of the proposed activity, including a

statement of objectives and methods Intellectual Merit - potential of the proposed activity to meet the

Intellectual Merit* Broader Impacts – potential of the proposed activity to meet the

Broader Impacts*

• PDF only allowed if special characters are required (e.g. Greek letters, mathematical symbols; limited set of other characters*)

*see PAPPG

Preparing a Proposal - Highlights

Collaborators & Other Affiliations• NSF requires for all senior personnel, as a way to identify potential

conflicts among reviewers.• As of 4/24/2017, all applicants must use specific NSF spreadsheet

template Template:

https://www.nsf.gov/bfa/dias/policy/coa/coa_template.xlsx

Backgroundhttps://www.nsf.gov/bfa/dias/policy/coa.jsp

FAQshttps://www.nsf.gov/bfa/dias/policy/coa/faqs_coatemplatemarch18.pdf

PAPPG 2018• Project Description Must contain a separate section labeled

“Intellectual Merit”

Results from Prior NSF Support for any project with an end date in the past 5 years or current award.

PAPPG 2018• Budget Justification Page limit increased to 5 pages

Institution definition of “year” UCLA fiscal year July 1 – June 30

Specify IDC rate and MTDC base

LOIs & Preliminary Proposals

• Letters of Intent Used by some NSF solicitations Some may be submitted by PI; some require

OCGA/DRA submission Very simple overview of the PI’s proposed project Not binding

Prepared and submitted via FastLane

LOIs

Preliminary Proposals

• Primarily used by Integrative Organismal Systems in the Biological Sciences Directorate.

• Require OCGA or DRA submission• Most of same components as a full proposal,

except: Abbreviated Project Description No Budget

Prepared and submitted via FastLane

Collaborative Proposals• A collaborative proposal from one organization Single proposal with subawards

• A collaborative proposal from multiple organizations No subawards – NSF issues awards to each

organization.

• In either model there is a “lead” institution

Collaborative Proposals

Proposal from one organization• Lead institution submits a proposal to NSF• Subrecipient institutions submit a proposal to UCLA• Information from subrecipient gets included in UCLA

proposal• If an award is made: NSF issues an award to UCLA UCLA issues subawards to collaborators

Collaborative Proposals

Proposal from multiple organizations• Lead institution submits a completed proposal to NSF.• Non-lead institutions submit proposals to NSF that

include all elements except: Project Summary, Project Description, References Cited, Data Management Plan, Postdoctoral Mentoring Plan.

• Non-lead proposals get linked to lead proposal. Though linked, proposals are submitted independent of each

other. Lead does not have to wait until all non-lead are submitted (and

vice-versa).• If an award is made: NSF issues separate awards to each institution.

Preparing a Proposal - Highlights

Collaborative ProposalsSingle Proposal with Subs Multiple Linked Proposals

Advantages Greater oversight and control over programmatic direction/progress

Less administrative burden

Disadvantages More administrative burden Less programmatic control

Preparing a Proposal

Automated Error Checking

Preparing a Proposal

Automated Compliance Checking• List of automated compliance checks available

at: https://www.nsf.gov/bfa/dias/policy/autocompliance.jsp

• See Handout:http://www.nsf.gov/bfa/dias/policy/autocheck/compliancechecks_jan18.pdf

Preparing a Proposal

On-Time Submission• FastLane system will not accept proposals after published deadline

– date and time• Proposals with Target Dates: Acceptance at discretion of Program Manager Recommend discussing with Program Manager if planning to submit

after target date

Proposal File UpdateFastLane

• Initiated by PI• PIN can be added for OAU (Other Authorized

User) use• Before the deadline, automatically accepted. Alleviates the need to withdraw and entire

proposal to replace one section.• After deadline, acceptance is at the discretion of

NSF. Not to be used as a way to circumvent deadlines.

• See PAPPG for further details.

Proposal File UpdateFastLane or Research.gov

Revised Budget RequestsFastLane

Revised Budget RequestsFastLane or Research.gov

• Initiated by the PI• PIN can be added for OAU use• Generally requested by NSF to reduce budget

request• Revised Justification not required• Budget Impact Statement required if there is a

significant (10% or more) reduction

PI Transfer RequestFastLane

• Requests to both relinquish an award and to receive an incoming award transfer are a two-step process.

• Can require coordination between original grantee and new organization; anticipate potential delays.

PI Transfer RequestFastLane

Outgoing awards• Request initiated by PI in Fastlane• New institution is selected by PI• Requires UCLA to report on the final amount to

be transferred. Anticipated encumbrances prior to transfer should be included.

• OCGA confirms reported unobligated balance with EFM.

PI Transfer RequestFastLane

Outgoing awards

PI Transfer RequestFastLane

Incoming awards• Notification of transfer request received from original

SPO.• PI/Department are responsible for completing budget for

amount to be transferred and providing new budget justification.

• New statement of work required.• OCGA submits to NSF.• Internally, treated as a new proposal (EPASS & 740).

No-Cost ExtensionsResearch.gov

• Prepared by PI or Co-PI• No OAU capability• Review and submitted by OCGA DRAs do not have authority to submit

• First NCE is approved by OCGA• Second NCE is requested from and approved by

NSF

RPPRs and Project Outcome Reports – Research.gov

• Prepared and PI and/or Co-PI• Submitted by PI• No OAU capability• Annual reporting – not cumulative• Last RPPR is considered “Final Report”

RPPRs and Project Outcome Reports – Research.gov

Where to Get Help

FastLane• System Help Guide• NSF Proposal and Award Policies and Procedures Guide (PAPPG)

Research.gov• System Help Guide• NSF Proposal and Award Policies and Procedures Guide (PAPPG)NCURA: NSF Overview, Sections of the Proposal, Proposal System Modernization – presented by Jean Feldman, Head, NSF Policy Office• NCURA You Tube Channel

OCGA eRA Help• erahelp@research.ucla.edu

ORA List-serv• To subscribe, send an email to ora-news+subscribe@lists.ucla.edu.

Thank You!