All proposals must be coordinated by OSP and routed through Cayuse SP. This also applies to preliminary proposals or pre-applications if it:
- Must be submitted by the Office of Sponsored Programs,
- Requires an Authorized Official intuitional signature,
- Has a line item budget, or
- Includes matching.
Cayuse to HGA Transition Plan
Overview
The UT System is transitioning from the Cayuse platform to the DASH Research – Huron Grants & Agreements (HGA) module for sponsored projects. While the transition will temporarily disrupt normal business operations, OSP and SPA have developed a plan to make the transition as smooth as possible. Key elements include:
- Data Import: At HGA go-live, the only data imported into the new HGA system will be fully processed active awards, migrated from the DASH – Project Portfolio Management (PPM) module. A “stub” proposal record will be created using data from DASH PPM. Cayuse records will not be imported due to irreconcilable technical mismatches between the systems (i.e., Cayuse vs. DASH); however, Cayuse data will remain accessible through a data repository. As awards are received for currently pending proposals, OSP and SPA will re-enter those proposals into HGA as part of the award setup process, creating a complete record in DASH Research – HGA.
- Transition & “Dark Period”: To prepare for the transition and award import, OSP and SPA will pause data entry ahead of the transition to ensure no records are lost. In addition, there will be a production cutover period, or “Dark Period” production cutover period between Cayuse going dark and the DASH Research – HGA going live. The timeline below outlines a detailed continuity plan to support operations throughout the production cutover period.
- Cayuse During the Dark Period (June 30- July 13) – There will be no routing or record system available. Cayuse will go-dark on June 30 and HGA will not go-live until July 13. During this time, proposals cannot be electronically routed or approved. Awards cannot be recorded.
- DASH PPM During the Dark Period (June 30- July 13) – DASH PPM will be unavailable for the following activities:
- Creation of new Awards or SPNs
- Modification of Award or SPN elements
- Expenses, including labor distributions and cost transfers, can still be processed.
CLICK HERE FOR THE FULL, DETAILED TRANSITION PLAN, INCLUDING TEMPORARY MINIMUM LEAD TIMES
To notify OSP of an upcoming proposal, complete our online Proposal Intake Questionnaire, as soon as you start planning, to provide preliminary information about your prospective proposal. This information does not have to be final at this time; it will be used by the assigned OSP Coordinator to provide detailed guidance for development, routing, and submission of your proposal.
A grant coordinator will be assigned to work with you, help develop your budget, and shepherd the proposal through to submittal in Cayuse SP and to the agency. The coordinator will review the RFA in detail and help establish a timeline so the proposal package is fully complete and ready for submission. This will allow ample time for review and dealing with any problems.
Your OSP Coordinator will help prepare your proposal budget, and your departmental business manager can answer questions related to budget items (estimated cost, GL codes in IRIS, etc.) See UTIA Indirect Cost Guide for help determining activity classification and indirect cost rates.
If you are not contacted by a coordinator within two days of completing the questionnaire, please email aggrant@utk.edu to ensure a coordinator has been assigned.
Even if a proposal or contract will be submitted directly by a faculty or staff member, prior approval of the UTIA Sponsored Programs office is required. This is to protect you as an employee and the institution.
Our objectives are to assist faculty in the proposal preparation and submission process and to increase our competitiveness in securing extramural funding. If you have questions or concerns, please feel free to contact us.