Finalize for Submission to Sponsor

Overview

This document explains how to finalize for submission to sponsor in eResearch Proposal Management.

  • The business practice allows a PI to complete his/her proposal while the PAF is being routed for approval.
  • The proposal does not have to be finalized before the PAF is routed for review and approval.
  • PAF can still be routed concurrent with or before the proposal completion process.
  • Finalize proposal steps are designed to make it clear:
    • When the proposal document is finalized and ready for submission.
    • Who is expected to submit the final proposal document.
    • A common location for the final proposal document (sponsor required documents).

Who Can Finalize: Key and Administrative Personnel with edit rights can finalize for submission to sponsor.

When can you finalize the proposal?

  • After the PAF has been routed for approval, you can finalize at any time using the Finalize Proposal for Submission to Sponsor under the Manage Data menu.
  • If you have the final proposal, you can finalize when initially completing the PAF worksheet.

Important Information

  • All finalized proposals display on the Finalized Proposals tab of your Home Workspace.
  • Steps to finalize depend on:
    • Who will submit the proposal:
      • ORSP
      • PI/Project Team
    • How the proposal will be submitted:
      • All methods except Grants.gov using eResearch
      • Grants.gov using eResearch
      • Online System (e.g. Fastlane, Grants.gov Workspace, proposalCENTRAL)

Contents

Navigation

Role: PI & Project Team > PAF Workspace > PAF Worksheet

Submission Instructions

Who will submit the proposal (ORSP or PI/Project Team) and how the proposal will be submitted impacts how you will finalize your proposal.

Submission instructions are first completed in the PAF Worksheet and can be maintained after the PAF is routed for review and approval.

  1. Answer question 5.15 Will ORSP submit any proposal documents to the sponsor?
    • Yes = ORSP will submit proposal to sponsor
    • No = PI/Project Team will submit proposal to sponsor

    screenshot of PAF Worksheet Section 5. Supporting Information – Routing Instructions

  2. Select all methods that will be used to submit your Proposal.

Proposal Not Final When Completing PAF Worksheet

  1. If your proposal is not finalized when you are completing the PAF, Select No for question 5.17 Are you ready to upload the final proposal document for submission to the sponsor?

    screenshot of PAF Worksheet - Question 5.17

  2. Do NOT attach sponsor-required documents in 6.1 Final Documents for Submission because your final proposal document is NOT complete and ready to be submitted to the sponsor.

    screenshot of PAF Worksheet - Section 6.1

  3. Attach documents needed for U-M Internal Review (Unit and ORSP Review) in 6.2 Supporting Documents.
    Important: Do NOT upload the Final Proposal documents here.
    Notes:
    • For a Federal Direct Sponsor attach ORSP Administrative Shell which includes:
      • Sponsor Forms
      • Budget
      • Budget Justification
      • Abstract or Draft of Proposal Text
    • For Non-Federal Direct Sponsor attach:
      • Draft Contract
      • Internal Budgets
      • Other draft documents. The Administrative Shell is not submitted to the sponsor.

    screenshot of PAF Worksheet - Section 6.2

  4. Complete the steps to route the PAF for approval (see Route for Approval section on the Quick Reference for PI/Project Team). The proposal does not have to be finalized before you route for approval.

Finalize Proposal for Submission to Sponsor - After PAF Routed for Approval

Use the Finalize for Submission to Sponsor Manage Data activity to finalize the proposal after the PAF has been routed for approval. The PAF could be in the Unit Review state or any of the ORSP states.

Important Information

If you have not finalized your proposal and all ORSP Approvals have occurred, what happens next depends on your submission instructions.

  • If the submission instructions indicate that PI & Project Team will submit the proposal:
    • ORSP will send PAF back to the PI & Project Team for proposal submission to sponsor.
    • PI & Primary Research Administrator will receive an email.
    • The proposal must be finalized before the submission can be logged.
    • The PAF will be in the Project Team Submission to Sponsor state.
  • If the submission Instructions indicate that ORSP will submit the proposal:
    • ORSP will send the PAF back to the PI & Project Team for proposal finalization.
    • PI and Primary Research Administrator will receive an email.
    • The PAF will be in the ORSP Approved: Awaiting Final Proposal state.
  • Regardless of who will submit to the sponsor if the proposal is not finalized, “According to the PAF, the proposal documents are not yet finalized.” appears on the PAF Workspace.

ORSP will not submit a proposal to a Sponsor until it has been finalized.
If the project team is submitting the proposal, the project team cannot log project submission until it is finalized.

ORSP Will Submit: Method—Not Grants.gov using eResearch

This section explains the steps to finalize when ORSP will submit and the method is not Grants.gov using eResearch.

Methods could include:

  • Email to Sponsor
  • Other Online System
  • Commercial Courier
  • Fax to Sponsor
  • Other

screenshot of PAF Worksheet - Submission Instructions

Note: Steps to finalize are shown using the Finalize Submission for Sponsor Manage Data activity. A proposal can also be finalized from the PAF Worksheet.

  1. Click Finalize for Submission to Sponsor under the Manage Data menu.

    screenshot of PAF Workspace - Manage Data menu

  2. Check the box to confirm for ORSP that the proposal is final and ready to be submitted.
    Notes:
    • Checking the box means that YES the proposal is final and can be submitted at any time after unit and ORSP approvals are complete.
    • This check box changes the answer to question 5.17 Are you ready to upload the final document for submission to the sponsor? to Yes in the PAF worksheet.

    screenshot of Finalize Proposal checkbox

  3. Upload one PDF proposal document for submission to the sponsor. It should include all required sponsor documents, such as:
    • For Non-Federal Direct Sponsor, the PDF should include Statement of Work, Abstract, etc.; Budget; Budget Justification
    • For Federal Direct Sponsor, if you are submitting via Grants.gov Workspace, attach one PDF file of the final proposal.
    Note: Do not attach Word, Excel or multiple documents unless specifically indicated otherwise by the sponsor or your PR.
  4. Click Attach.
  5. Click OK.
    Notes:
    • Proposal is finalized and ready for submission to the sponsor.
    • A message displays on the PAF Workspace: “According to the PI/Project Team, the proposal documents have been finalized and are ready for submission to the sponsor.
    • After all reviews are complete this proposal can be submitted to the sponsor.

ORSP Will Submit: Method—Grants.gov using eResearch

This section explains the steps to finalize when ORSP will submit and the method is eResearch Submission to Grants.gov.

screenshot of PAF Worksheet - Submission Instructions

Note: Steps to finalize are shown using the Finalize Submission for Sponsor Manage Data activity. A proposal can also be finalized from the PAF Worksheet.

  1. Click Finalize for Submission to Sponsor under the Manage Data menu.

    screenshot of PAF Workspace - Manage Data menu

  2. Check the box to confirm for ORSP that the proposal is final and ready to be submitted.
    Notes:
    • Checking the box means that YES the proposal is final and can be submitted at any time after unit and ORSP approvals are complete.
    • This check box changes the answer to question 5.17 Are you ready to upload the final document for submission to the sponsor? to Yes in the PAF worksheet.

    screenshot of Finalize Proposal checkbox

  3. Click OK.
    Notes:
    • For Grants.Gov submissions in eResearch, you do not need to upload any documents.
    • An error will occur if it the Grants.gov submission status is not Valid for Submission. Refer to Grants.gov in eRPM for more information.
    • Proposal is finalized and ready for submission to the sponsor.
    • A message displays on the PAF Workspace: “According to the PI/Project Team, the proposal documents have been finalized and are ready for submission to the sponsor.

PI/Project Team Will Submit

This section explains the steps to finalize when PI/Project Team will submit the proposal to the sponsor.

The project team cannot log project submission until the proposal is finalized.

screenshot of PAF Worksheet - Submission Instructions

Note: Steps to finalize are shown using the Finalize Submission for Sponsor Manage Data activity. A proposal can also be finalized from the PAF Worksheet.

  1. Click Finalize for Submission to Sponsor under the Manage Data menu.

    screenshot of PAF Workspace - Manage Data menu

  2. Check the box to confirm for ORSP that the proposal is final and ready to be submitted.

    screenshot of Finalize Proposal checkbox

  3. Upload one PDF of the final proposal document to keep a historical record.
  4. Click Attach.
  5. Click OK.
    Notes:
    • Proposal is finalized and ready for submission to the sponsor.
    • A message displays on the PAF Workspace: “According to the PI/Project Team, the proposal documents have been finalized and are ready for submission to the sponsor.
  6. The Project team can then log submission. Refer to Log Project Team Submission to Sponsor for more information.

Submission Method Electronically via Other Online System

This section explains the steps to finalize an electronic submission that either the PI & Project Team or ORSP will submit.

screenshot of PAF Worksheet - Submission Instructions

Note: Steps to finalize are shown using the Finalize Submission for Sponsor Manage Data activity. A proposal can also be finalized from the PAF Worksheet.

  1. Click Finalize for Submission to Sponsor under the Manage Data menu.

    screenshot of PAF Workspace - Manage Data menu

  2. Check the box to confirm that the proposal is final and ready for submission.

    screenshot of Finalize Proposal checkbox

  3. Check the box to indicate that the Final Proposal has been uploaded to sponsor's system.
  4. Click OK.
    Note: A message displays on the PAF Workspace that says, “According to the PI/Project Team, the proposal documents have been finalized and are ready for submission to the sponsor.

Proposal Final When Completing PAF Worksheet

Use the steps below to finalize your proposal documents when initially completing the PAF worksheet. It will still be in the Proposal Preparation state.

If your proposal is NOT ready to be finalized, use Finalize for Submission to Sponsor under the Manage Data menu.

  1. If your proposal is final when completing the PAF, select Yes for question 5.17 Are you ready to upload the final document for submission to the sponsor? on the PAF Worksheet.
    Notes:
    • If not all documents associated with this proposal have been finalized, please answer No to question 5.17.
    • Answering Yes to question 5.17 indicates to ORSP that the proposal is final and can be submitted at any time after unit and ORSP approvals are complete.
    • You can manage this page after you route for approval by executing Finalize for Submission to Sponsor under the Manage Data menu in the PAF Workspace.
    • Even if you validate SF424 (Grants.gov) forms, you still must finalize.

    screenshot of PAF Worksheet - Question 5.17

  2. If you have uploaded your submission to the sponsor system and cannot upload any documents here, check the box to note this.
    Note: You will only have this option if you selected “Other Online System (e.g. Fastlane)” for question 5.15 Submission Methods.

    screenshot of Final Proposal Document checkbox

  3. Attach sponsor-required documents in 6.1 Final Documents for Submission.
    • For Non-Federal Direct Sponsor, the PDF should include Statement of Work, Abstract, etc.; Budget; Budget Justification
    • For Federal Direct Sponsor, attach one PDF.
    • Attach one PDF if you submit to Grants.gov.
    • For Grants.Gov in eResearch, you do not need to attach a document, but you must validate. Refer to Grants.gov in eRPM for more information.
    Important: Do NOT upload the Final Proposal documents here.

    screenshot of 6.1 Documents for Submission

  4. Attach documents needed for U-M Internal Review (Unit and ORSP Review) in 6.2 Supporting Documents.
    • For Grants.gov submissions and non-Grants.gov submissions, attach all final documents.
    • For a Federal Direct Sponsor attach ORSP Administrative Shell which includes:
      • Sponsor Forms
      • Budget
      • Budget Justification
      • Abstract or Draft of Proposal Text
    • For Non-Federal Direct Sponsor attach:
      • Draft Contract
      • Internal Budgets
      • Other draft documents The Administrative Shell is not submitted to the sponsor.

    screenshot of 6.2 Documents for Submission

  5. Complete the steps to route the PAF for approval. You have noted that the proposal is finalized. It can be submitted to the sponsor after all unit and ORSP reviews are complete.
  6. After the proposal has been finalized for ORSP submission, a PAF Workspace message displays: “According to the PI/Project Team, the proposal documents have been finalized and are ready for submission to the sponsor."