Re: Grants.gov and sharing large files Russo, Fredric 16 Jan 2008 17:16 EST
Hi all, We've also set up a "Grants.Gov" folder on our network server. Within this folder, are subfolders for faculty members submitting proposals to Grants.Gov. Within the faculty member's folder, is another subfolder for the specific Grants.Gov submission which contains the PureEdge or Adobe File, as well as the instructions. Permissions are also assigned so only the PI and SPO can access/write to the folder. In general, it really works quite well. The obvious advantage is that PI's aren't sending us multiple emails with multiple files to be uploaded to the PureEdge file, or running across campus with thumb drives or CD's, for the larger files. (Although there have been times when this has happenned!) It makes the process much more of a "team/collaborative" effort and also allows the PI to actually work within the Grants.Gov application and view and confirm that their file uploads look the way they want them to look. The limitations of "shared server," are as follows: 1.) Space considerations. Once the folder reaches it's capacity (Eg; 2G), we either need to request more space, or archive older applications, or a combination of both. As you know, sometimes PI's will ask for a copy of their previous submission, so we generally keep them on file through the end of the fiscal year and then archive them. 2.) There are times, when SPO staff and PI's "over-write" each other's work. It hasn't happenned that often, but I can recall a few instances. I'm told there's a work-around for that particular problem and we're going to look into that. 3.) There are some faculty members that simply don't want to work with the application package, and would rather send us, or deliver their final documents. This is fine (one size does not always fit all), as long as we get sufficient time to upload and review. The "shared server" strategy works for us, mainly because our volume is currently such that it's managable. However, as that increases, I think we're going to have to look very seriously at a "system to system" solution--eg; COEUS, CAYUSE, etc. Hope that helps- Best- Ted Ted Russo, C.R.A. Associate Director, Pre-Award Services Office of Research Administration Worcester Polytechnic Institute 100 Institute Road Worcester, MA 01609-2280 Tel: 508-831-5586 Fax: 508-831-5789 email: xxxxxx@wpi.edu www.wpi.edu/Admin/Research/ -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Dolce, Peter J Sent: Wednesday, January 16, 2008 4:55 PM To: xxxxxx@hrinet.org Subject: Re: [RESADM-L] Grants.gov and sharing large files Our IT office set up a folder on a college server for grant submissions. When a PI is preparing an application, the sponsored programs office sets up a subfolder for the PI with a copy of the PureEdge application form (so far all our applications have been in PureEdge), and assigns permissions such that only the PI and sponsored programs officers can open files in the subfolder. The PI uploads the components of the application into the PureEdge application in the subfolder. PJD **************************************************************** Peter J. Dolce, Ph.D. Associate Vice President for Research Grants Management and Compliance 1005 D. B. Todd Boulevard Meharry Medical College Nashville, TN 37208 Phone 615 327 6237 Fax 615 327 6716 -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Aull, Robert M Sent: Wednesday, January 16, 2008 3:09 PM To: xxxxxx@hrinet.org Subject: Re: [RESADM-L] Grants.gov and sharing large files At Indiana University we have an ERA routing system that allows for attachment of files of just about any type and size, accessible only by those with permission to view the routing. The attachments may be deleted and replaced with updated files by those same folks. They are saved on a secure university server thus they do not jam the proposal office's email inbox. Indiana University is part of the Kuali effort and plans to upgrade to the ERA system incorporated into that project. Robert Aull Indiana University School of Medicine xxxxxx@iupui.edu -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Marcia Day Sent: Wednesday, January 16, 2008 3:23 PM To: xxxxxx@hrinet.org Subject: [RESADM-L] Grants.gov and sharing large files Does your institution have a system for PIs to transfer .xfd files to your office for proposal review? How do you deal with storing large data files in the process of handling Grants.gov proposals? Do you have a secure area where PIs can upload the file, or do they send .xfd files to administrators as email attachments? Marcia Day Grant and Contract Administrator Office of Grant and Contract Administration University of Massachusetts 70 Butterfield Terrace Amherst MA 01003-9272 (413) 545-0674 FAX (413) 577-1595 http://www.umass.edu/research/ogca/proceds.htm ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== DISCLAIMER: This email and any files transmitted with it may be privileged, confidential, and contain health information that is legally protected. 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