eSPA Cayuse SP/424 Quick Start Guide

If you would prefer a Word file with these instructions, please contact your OARS representative.

OVERVIEW

eSPA (electronic sponsored projects administration) is an Evisions software tool Miami has adopted for internal routing and approval of all proposals, contracts, and other types of agreements being submitted to external sponsors. eSPA must also be used to submit all Federal grant applications that require submission through grants.gov. NOTE: NSF proposals are still submitted using NSF FastLane.

eSPA has two research administration modules:

  1. Cayuse SP - used for routing and approval prior to submission. Users should always start in Cayuse SP.
  2. Cayuse 424 - used to submit proposals to Federal agencies that require grants.gov submission

NOTE: Your access level determines what you are able to see in eSPA. Deans can view records for all units that roll up to them; department chairs can view records for all faculty/staff in their departments; individual users can view only their own records.

SYSTEM REQUIREMENTS

Cayuse is fully supported on Internet Explorer and Mozilla Firefox. Google Chrome and Safari are provisionally supported and may not allow attachments to be uploaded. It is therefore recommended that you use a current version of Mozilla Firefox (for Windows or for Mac) or Internet Explorer.

Cookies, JavaScript, and pop-ups must be enabled for eSPA/Cayuse to work properly.

Detailed information on browser support and configuration can be found on the Cayuse website.

LOGGING IN

Access eSPA here or by using the Quick Link on the OARS homepage. Or type in the following URL: https://miamioh.cayuse424.com

Screenshot of the Quick Links menu on the OARS homepage. The first item shown is Calendar of Events and Deadlines. The second is Centers and Institutes. The third is eSPA - Cayuse Research Suite

Log in using your Miami single sign-on user ID and password.

NOTE: Use the above link and URL only for active proposals and awards. Please do not use them for testing or practice.

WORKING IN SP

  1. From the Evisions Research Suite homepage, select Cayuse SP (Sponsored Projects).

    Screenshot of the Evisions Research Suite homepage. At the top is the Evisions Research Suite logo. Below that is the header Evisions Research Suite 3.5.1. Below that is the subheader Research Administration Modules. Below the subheader are two items: Cayuse SP (Sponsored Projects) and Cayuse 424.
  2. In the "Proposal Dashboard" menu on the left, click the Start New Proposal link to begin a new record.
  3. Before entering information on any page, please read the information and instructions provided at the top. This information has been provided to assist users with frequently asked questions and will help users avoid making common mistakes.
  4. Fill in the requested "Sponsor Information" and "General Proposal Information." Required fields are marked with an asterisk (*).
  5. After entering the requested information, click the Save button at the bottom of the page. NOTE: If you are submitting a proposal to a Federal sponsor (except NSF) that requires submission through grants.gov, after clicking the Save button, click the Create a Paired Proposal radio button and see the instructions below for working in 424.
  6. Complete information for each section of the proposal that appears in the "Item List" in the lefthand column. (NOTE: For the budget, use the OARS internal budget spreadsheet to create and obtain approval for your OARS representative before entering your budget in Cayuse SP.) Before you can submit your SP record for routing a green check mark (✔️) must appear next to each section in the "Item List," indicating that it is complete. A proposal cannot be submitted for routing until all sections are complete. 

    Screenshot of the Cayuse SP item list. Surrounding the item list are other parts of the page for context. The item list text is as follows: Item List: 17-0348. View or Edit completed selections by clicking the name next to the check. General Information (has a check to the left indicating the item is complete and double chevrons to the right indicating that is the section currently being viewed). Investigators/Research Team (has a green check to the left indicating that section is complete). Conflict of Interest (has a green check to the left indicating that section is complete). Regulatory Compliance (has a green check to the left indicating that section is complete). Export Control (has a green check to the left indicating that section is complete). Intellectual Property (has a green check to the left indicating that section is complete). Community Benefits (has a green check to the left indicating that section is complete). Location of Sponsored Activities. Proposal Abstract. Budget (has a green check to the left indicating that section is complete). Subcontractors (has a green check to the left indicating that section is complete). Proposal Attachments. Approving Units. Submission Notes.
  7. When all forms are complete, please contact your OARS representative for review and approval of your proposal record before you submit it for routing. Submitting your proposal for routing locks the SP record so that you will be unable to make any changes. If you have a paired 424 proposal, that record will also be locked and no changes can be made to any of the forms. However, even when a record is locked, you will still be able to upload revised PDF attachments, including project narrative, biographical sketch, and project abstract.
  8. Certify your proposal by clicking on the PI Certification Inbox link in the "Certifications/Approvals" menu in the left column of the Cayuse SP homepage (which you can reach by clicking on the Home tab in the upper left corner).
  9. Deans, chairs, and directors can approve a proposal by clicking on the Unit Approval Inbox link in the "Certifications/Approvals" menu in the left column of the Cayuse SP homepage.

WORKING IN 424

  1. Complete steps 1-4 listed in the "Working in SP" section above.
  2. After saving the page with your sponsor information and general proposal information, click the Create a Paired Proposal radio button at the bottom of the page. This will take you to Cayuse 424.
  3. Select your proposal type, according the following guidelines:
    1. Most users will select the Grants.gov/Research.gov option, which is used for electronic submission to a Federal sponsor when Miami is the prime institution.
    2. In very rare cases, the Other Proposal option is used to obtain Federal forms that will not be submitted electronically.
    3. The Research Subaward Proposal is used when Miami will be issuing a subaward to another institution.
    4. In very rare cases, the Training Subaward Proposal option is used to develop a training budget to send to another institution.
  4. Select a "Federal Opportunity Number." If the desired number is not listed, use the Download Opportunities button at the top center of the page.
  5. Once you have located or downloaded the desired opportunity number, click the green plus sign (+) next to it.
  6. Verify that you have selected the correct opportunity number. If you've made a mistake, click Select A Different Opportunity to start over.
  7. Verify that the short proposal name is correct.
  8. Use the "Search for PI" field to select the Lead PI (Principal Investigator).
  9. Select the appropriate IDC (indirect cost rage).
  10. Enter the number of budget periods you are requesting.
  11. Verify the due date and select a validation type.
  12. Click Create Proposal.
  13. Enter the requested information, keeping the following in mind:
    1. Use the links on the left side of the screen to navigate through the proposal package.

      Screenshot of part of a Cayuse 424 proposal page. The Proposals tab is highlighted at the top of the page and the lefthand column, which contains links to navigate through the proposal is the focus. The list text is as follows: SF424 RR 1 2. Performance Sites 1. RR Other Project Information 1. RR Key Person 1. RR Personal Data 1 2 3 4 5. RR Fed NonFed Budget 1 2 3 4. RR Red NonFed Subward Budget 1. Supplemental Information 1. Proposal Summary Summary. All items except Proposal Summary have check marks to the left. The check marks are greyed out, indicating that the proposal is locked.
    2. Check the forms that need to be included in your proposal package.
    3. Use the OARS internal budget spreadsheet to create your budget and obtain approval from your OARS representative before entering your budget into 424.
    4. Use the error and warning check feature at the bottom of the page to verify you have completed all parts of the package.
  14. Notify your OARS representative that your package is ready to be submitted.

CAYUSE TERMINOLOGY VS. COMMON TERMINOLOGY

Common Terminology Cayuse Terminology
Principal Investigator (PI) Lead Principal Investigator
Co-PI Principal Investigator
Proposal Approval Form (PAF) Internal Processing Form (IPF)
PAF Log Number Proposal Number

CAYUSE DICTIONARY

Internal processing form (IPF) - SP's internal processing form (IPF) is a transmittal sheet containing all the data tracked by the university and entered into the database. All electronic certifications and authorizations are time and date stamped and recorded on the IPF. The IPF replaces OARS' Proposal Approval Form (PAF).

Lead principal investigator - Every proposal must have one lead principal investigator (lead PI). This individual is primarily responsible for the technical, regulatory, and financial aspects of the project.

Principal investigator - Cayuse's term for other key personnel or other roles, including research scientist, research specialist, research associate, and scholar is principal investigator (PI). In the past, OARS has used the term "co-investigator."

Prime funding agency - The agency from which the funds ultimately originate. This applicable when Miami will be included as a subcontractor on a proposal being submitted by a partnering organization. In these situations, the partnering organization is the sponsor and the agency from which the fund originate is the prime funding agency. For example, if Miami received a subaward from the University of Cincinnati (UC) on a proposal submitted to NSF, UC would be listed as the sponsor and NSF would be listed as the prime funding agency. If the proposal were being submitted directly to a sponsor (i.e., Miami has not received a subaward), you would not list a prime funding agency.

Proposal number - A proposal number is generated automatically in SP after the page with the "Sponsor Information" and the "General Proposal Information" sections of the IPF is completed and saved. The proposal number starts with two digits representing the fiscal year (e.g., "17-" for FY2017) and is followed by a consecutively-generated four-digit number.

Project number - A project number is assigned to awarded projects in Cayuse SP. A project contains all associated proposals, awards, and subcontracts for the entire life of a funded project.

Short project name - The short project name is for internal reference only and helps OARS match a proposal to a PI. Use the following format for your short project name: PI/Co-PILastName_PrimeFundingAgency/Sponsor_Mechanism_DueDate. For example: Smith_NIH/UC_R01_6/5/2013). NOTE: Omit from the short project name any parts that are not applicable (e.g., prime funding agency or mechanism).

Pairing a proposal - Proposal records developed in Cayuse SP may be paired with proposals in Cayuse 424. To ensure proper linking, you should begin building the proposal in SP. The Cayuse 424 Proposal link launches the paired 424 proposal. The only information shared between SP and 424 is the proposal number, short project name, and proposal due date. The 424 proposal identifier links the proposals together, but no data is exchanged. OARS will submit the actual proposal to grants.gov via 424.