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Overview of Federal Submission Systems
Common groups of proposal submission systems and forms are found online for Federal sponsors. This page is a reference for the main systems involved in submitting a proposal to a Federal agency and how they work.
|Grants.gov||NSF FastLane||NIH eRA Commons||US DOE e-Grants||HRSA Electronic Handbook|
|Used for:||Most Federal proposal submissions to most agencies||NSF proposals, revisions, reports, and financials||NIH revisions and reports, but not full proposal submissions||Department of Ed proposals, financial reports||HRSA proposals and reports|
|Does this system supersede grants.gov?||N/A||Yes - FastLane can optionally be used in place of grants.gov for most proposal submissions||No - Commons accepts proposals from grants.gov and checks them there, but is not a proposal system||Yes - DOE RFPs on grants.gov instruct PIs to submit via e-Grants instead.||Yes - prior HRSA proposals have been performed through their own Handbook system|
|Who maintains institutional registration?||RIC Controller plus ORGA (CCR + grants.gov)||ORGA||ORGA||No one - Accounts are for individuals only||ORGA|
|Frequency of institutional registration renewal||Annual renewal of CCR; grants.gov AORs changed as staff changes||No renewals needed except updating RIC info as needed||No renewals needed except updating RIC info as needed||No institutional presence in system; accounts are for individuals||No renewals needed except updating RIC info as needed|
|Is there a virtual organization structure built into the system?||Only for CCR + AORs, not for PIs.||Yes - PI accounts are managed by RIC account admins and AORs||Yes - there are PI and administrator (AOR) account levels||No - PIs submit individually. Admin accounts are not related||Yes - there are PI and administrator (AOR) account levels|
|Who maintains PI accounts?||There are no PI accounts, only AOR accounts.||ORGA - creates / updates PI accts. as needed||ORGA - creates / updates PI accts. as needed||PIs maintain their own accounts.||ORGA - creates / updates PI accts. as needed|
|Who completes proposal forms?||Anyone can download and complete an application form PDF - no login required. ORGA often assists.||PIs - when logged in - if ORGA has set them as a PI (normally yes). ORGA cannot assist unless PI grants access.||PIs complete applications through grants.gov; Commons is used later at time of award for reports.||PIs complete forms individually through their own accounts. They can give ORGA access to assist.||Varies - HRSA has multiple phases. May start on g.gov and PI may be invited to do phase 2 thru Handbook.|
|Who performs the submission? How?||ORGA - PI sends completed application form PDF to ORGA who uses an ORGA account to submit. ORGA must be present prior to deadline.||PI submits in FastLane for ORGA approval; NSF emails ORGA to approve thru system; ORGA approves in FastLane. Not submitted until ORGA approves!||ORGA - Normal g.gov submission; Commons will reject proposal if PI does not have a working eRA Commons username in the application forms||PI - PI accounts can fully develop a proposal and submit, but ORGA must still first review and approve. ORGA verifies by faxing assurances to DOE per application rules.||Varies - If phase 1 is grants.gov, submission happens as normal. If phase 2 is handbook, ORGA should be present to verify through the system.|
|How are proposal decisions delivered?||Email - Grants.gov only hands off tracking numbers; agency hands decision (usually over email) to ORGA and the PI.||Email - FastLane hands decisions via email to ORGA and the PI. NSF detail budget attached.||Email - eRA Commons issues an email to ORGA and the PI. Total award amount attached.||Email - DOE often only notifies the PI of decision. PI should consult with ORGA to ensure ORGA has documents.||Email - typically to ORGA and the PI. Total award amount attached.||Grants.gov||NSF FastLane||NIH eRA Commons||US DOE e-Grants||HRSA Electronic Handbook|