DOD Proposal Application Guidelines

The CDMRP eBRAP System (eBRAP) is designed to allow Principal Investigators (PIs) to submit their pre‐applications electronically over the Internet through a secure connection, and view and edit the contents of their preapplications and full applications, as submitted through Grants.gov. PIs can access the eBRAP login page. A pre‐application is required for all applications submitted to CDMRP. Full applications must be submitted through Grants.gov via InfoEd eRA.

For information about pre‐application and full application preparation and forms, please refer to the specific Program Announcements, Forms section on the eBRAP system, www.Grants.gov and the information included below.

1

eBRAP Account Registration

  1. Applicants must register a Principal Investigator (PI) account in the eBRAP system to submit CDMRP proposal applications
  2. Department Administrators can register as an Account Administrator (AA) to assist their PIs with proposal development and routing
    1. Note: AAs will receive account affiliation requests for the entire institution when new personnel register for an eBRAP account These emails are also received by the AOR. These emails should be disregarded
    2. AAs do not have the authorization to approve account affiliation request
  3. Search Organization – Entering ‘Colorado, University of, at Denver’ is the easiest way to find our organization when registering (Please do not invite the AOR to register our institution. The Office of Grants and Contracts has established an institutional account for PIs to submit proposals)
  4. See eBRAP User Guide for more specific registration instructions eBRAP User Guide
Go to the eBRAP System
2

Pre-Application Process

  1. Login to your eBRAP Account
  2. Select the ‘My Applications’ tab & click ‘Start a new Pre-application’
  3. Select a program and award mechanism to begin the pre-application submission process.
  4. Select Muawia Obeid as the Business Official in the- Application Contacts Tab.
  5. **This step must be completed prior to the submission of your pre-application**
  6. Refer to the eBRAP User Guide to complete all other steps of the Pre-Application Submission process eBRAP User Guide.
  7. Confirm receipt of Pre-Application submission once submission is completed. Refer to page 19 of the eBRAP User Guide.
  8. The deadline for the Pre-Application will be included in the Funding Opportunity Number Announcement. These deadlines are not flexible.
Consult the eBRAP User Guide
3

Routing and OGC Review

  1. PIs must have a CDMRP Log Number to submit a full proposal to the DOD.
  2. OGC and the PI will receive notification via email from eBRAP that the PI was invited to submit a full proposal application.
  3. Sign up for “change notification emails” at grants.gov to receive all the current updates on your specific Funding Opportunity Number. This will ensure you are updated on any important changes for the funding announcement to which you are applying. You do not want to miss anything that will affect the chances of your application being considered for funding.
  4. A routed full application must be received for review by OGC 12 full business days prior to the sponsor deadline (Review the ‘Assembled Document’ prior to routing to confirm the SF424 Application is complete and correct).
  5. DOD proposals must be submitted System to System (S2S) via InfoEd. Approval from the Vice Chancellor of Research Affairs must be provided for any other submission method.
  6. Award Information Review (Found in the Funding Opportunity Announcement FOA)
    1. Review performance period limits
    2. Review project cost limits (Direct, Indirect & Total costs)
    3. Review allowable and unallowable costs
    4. Review for potential required direct cost items required by the FOA ( i.e. Travel for annual meetings)
  7. Base Salary
    1. Must propose current annual base salary (based on a full-time appointment) for all personnel listed on the project.
    2. Identify and explain in the budget justification any proposed adjustments to rates or salaries. Any proposed increases in rates rates or salaries over the period of the award must be consistent with the applicable cost principles and estimating procedures for UC Denver.
  8. Partnering PI Option Submissions
    1. The Initiating PI is responsible for submission of all pre-application components.
      1. Only one PI will be identified as the Initiating PI.
      2. The initiating PI must submit contact info for each Partnering PI.
      3. Each Partnering PI will be notified of the pre-application submission separately by email.
      4. Each Partnering PI must be registered in eBRAP
    2. CDMRP requires separate Grants.gov application package submissions for the Initiating PI and each Partnering PI even if all the PIs are located within the same organization.
      1. Each Partnering PI must associate their Grants.gov application package with that of the Initiating PI.
      2. Each PI will be assigned a unique CDMRP Log Number and this must be included in the application package (See SF424 Application Important Reminders section for instructions on completing this step in InfoEd).
      3. Each separate application must be routed through the University of Colorado Denver routing process.
      4. Each PI will receive a separate award and speedtype if awarded.
      5. All associated applications must be submitted by the Grants.gov deadline for the entire Partnering Application to be considered for review by the CDMRP.
    3. Review funding announcement for limit of Partnering PIs.
    4. Review project cost limits for Partnering PI Option (Direct, Indirect and Total Costs).
    5. Review the CDMRP funding announcement for specific requirements for what is required to be attached in each application package.
      1. Not following the instructions exactly will affect how your application is transferred from Grants.gov to your eBRAP account account.
      2. Typically the requirements for the Initiating PI Grants.gov application package are different from those of the Partnering PI Example: The funding announcement may require just a Scope of Work in the attachment forms section for the Partnering PI Grants.gov application package. The FOA may ask that this file be named ‘SOW.pdf’ and be located in attachment #5 on the ‘Attachment Forms’ tab. You must follow these instructions exactly. If you attach the file under attachment #1 or any other location you will receive an error message from the eBRAP system stating you are missing the required Scope of Work file. (See instructions included for attaching files).
  9. SF424 Application Important Reminders
    1. Applicants should download the current DOD General Instructions and the Program Specific Funding Opportunity Announcement. Both sets of instructions will be needed to complete the SF424 application package and can be downloaded at grants.gov or via the PI or AA eBRAP account.
    2. The Funding Opportunity Announcement and DOD General Instructions should be uploaded to InfoEd as part of the proposal routing.
    3. The CDMRP Log Number must be entered into the “Federal Identifier” field under the “SF424 (R&R)” tab in InfoEd
      1. Filenames
      2. Grants.gov will reject attachments with filenames longer than 50 characters or incompatible file names that contain characters other than the following: characters other than the following: A-Z, a-z, 0-9, underscore, hyphen, space, and period.
      3. Individual attachments cannot exceed 20MB in file size and the entire application package may not exceed 200MB.
      4. The attachments for CDMRP proposals have very specific instructions in regards to their location in the application package and how they should be named. Be sure to refer to the package and how they should be named. Be sure to refer to the specific CDMRP funding announcement as well as the most current DOD General Instructions for each individual attachment. Not following these instructions will directly effect how your application appears in eBRAP when it is retrieved from Grants.gov.
      5. The filenames can be edited on the 'Finalize' tab in InfoEd.
    4. PI's eBRAP Username
      1. PIs must enter their eBRAP username (different from eRA Commons username) in the 'Profile' section of the SF424
      2. SF424 Assembled Document Example
      3. InfoED PD Example - This will populate the eBRAP username in the correct field on the SF424
    5. The Federal EIN (Employer Identification Number) must be changed to 846000555. InfoEd defaults to our EIN assigned by NIH (1846000555A7)NIH (1846000555A7)
    6. How to setup DOD Proposals with 18 month project periods in InfoEd.
      1. Use the correct project dates for the Setup Questions tab and select two budget periods. Remember to save after completing the entire Setup Questions section.
      2. Go to the Budget tab and change the budget periods from 12 months to 6 months in the 'Budget Period and Setups' sectionSetups' section.
      3. Be sure to setup personnel salary with the correct effort
      4. Upon completion of the entire budget you must change the budget model to 'SF424 budgeting'.
      5. Verify all budget items when all steps are complete.
    7. Application Form Templates (The most up to date templates for required generic forms for application submission can be found using your eBRAP Account).
Sign up for “change notification emails” at grants.gov
4

Application Submission to Grants.gov

  1. Review the 'Assembled Document' prior to submission to confirm the SF424 application package is correct
  2. Notification for final snbmission from the department must be received by eapp.xenia@ucdenver.edu by 4 p.m. four business days prior to the sponsor deadline
    1. The application pacakage must be complete in InfoEd and ready to submit (All tabs in PD must be checked complete)
    2. XML validation should be completed prior to notification to ensure the application is free of InfoEd related errors
  3. Once your application is submitted you will receive a notification from the Institution Authorized Official Representative (AOR) via email with the Grants.gov tracking number that your application has been submitted
  4. Once the application package has been received by eBRAP, a final notification email of the application status will be sent to the PI and Institution AOR Institution AOR
    1. If the application is free of errors please complete the eBRAP Verification process
    2. If either the Project Narrative or the budget fails eBRAP validation, an updated Grants.gov application package must be submitted via Grants.gov as a “Changed/Corrected Application”
      1. Must be submitted prior to the sponsor deadline
      2. AOR will automatically unlock the proposal in InfoEd
      3. Notification must be sent to the AOR once the proposal has been revised and is ready for re-submission
Send Notification of Final Submission
5

eBRAP Submission Verification

  1. The PI and AOR will receive an email request from eBRAP to review, modify, and verify the application submitted to Grants.gov
  2. Review eBRAP User Guide to complete the eBRAP verification process
    1. Refer to pages 20-26 in the eBRAP User Guide
    2. It is highly recommended that PIs complete this step by the end of the verification period
      1. The verification deadline date is different than the proposal deadline date.
      2. This date can be found in the Funding Opportunity Announcement
      3. During the verification period, the PI may upload missing files, replace files, and re-categorize files. Files that fail eBRAP validation will be noted in both the email and in the 'Full Application Files' tab
      4. Changes to the Project Narrative or Budget must be completed by submitting a 'Change Corrected' Grants.gov application prior to the 'Full Application' deadline
      5. If the PI does not verify the application by the end of the verification period, the application will still go forward for review by the sponsor
6

CDMRP Proposal Flowchart

CDMRP Proposal Flowchart

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