CPRIT Grants Management System (CGMS) User Guide for …

Rev 4/28/14 CGMS User Guide for CPRIT Grantees p.1/71

C P R I T G r a n t s

M a n a g e m e n t S y s t e m

( C G M S )

U s e r G u i d e

f o r G r a n t e e s


TABLE OF CONTENTS

Table of Contents APPENDIX A PROGRESS REPORTS FOR RESEARCH, PRODUCT DEVELOPMENT AND PREVENTION GRANTS ............................................................................................................................................ 4 APPENDIX B QUARTERLY PROGRESS REPORTS FOR PREVENTION GRANTS .................................... 4 1. INTRODUCTION ........................................................................................................................... 7 2. USING CGMS .............................................................................................................................. 19 3. SUMMARY OF KEY FEATURES OF CGMS .................................................................................... 46 4. CONTACT INFORMATION .......................................................................................................... 46 APPENDIX A ANNUAL AND FINAL PROGRESS REPORTS FOR RESEARCH, PRODUCT DEVELOPMENT, AND PREVENTION GRANTS ................................................................................. 48 APPENDIX B QUARTERLY PROGRESS REPORTS FOR PREVENTION GRANTS .................................. 59


LIST OF FIGURES

Figure 1 Overview of Grants Phases

Figure 2 General workflows for grants in the initiation stage

Figure 3 General workflows for grants in the duration stage

Figure 4 CGMS Home page and main tabs

Figure 5 CGMS Home page and main tabs for Authorized Signing Official

Figure 6 CGMS home page—key sections

Figure 7 CGMS home page—Delegate Tasks for Selected Grant(s)

Figure 8 My Correspondence page

Figure 9 To Do List page

Figure 10 Example of “Complete Web Form” action

Figure 11 Example of “verified as accurate” action on Web form

Figure 12 Example of “Verify Information” action

Figure 13 Example of approval of a verify information approval action

Figure 14 Search for Grants

Figure 15 My Grants display

Figure 16 Grants page

Figure 17 Grant Information subtab

Figure 18 Contacts subtab

Figure 19 Documents & Forms subtab

Figure 21 Correspondence subtab

Figure 22 Correspondence popup text box

Figure 23 Budget & Financial Status Reports subtab

Figure 24 Budget Summary subtab

Figure 25 Details Year 1 subtab

Figure 26 Personnel Level of Effort subtab

Figure 27 Financial Status Reports subtab

Figure 28 FSR form

Figure 29 Payments subtab

Figure 30 Request for Advancement of Funds Web form

Figure 31 Other Financial Reports subtab

Figure 32 Revenue Sharing Form

Figure 33 Single Audit Determination Form

Figure 34 HUB report form

Figure 35 Annual Inventory Report

Figure 36 Progress Reports subtab

Figure 37 Example of progress report sections listed as horizontal subtabs (Research final report)

Figure 38 Example of submit page for progress reports (Research annual report)

Figure 39 Change Requests subtab

Figure 40 Change requests dropdown menu

Figure 41 Change Requests action page


Figure 42 Manage Organizations

Figure 43 Auto Delegation (Out of Office)

Figure 44 Organization Authorized Signing Officials



Figure 47 Organization ASO’s Change Request History

Figure 48 Organization ASO’s Change Request History

APPENDIX A PROGRESS REPORTS FOR RESEARCH, PRODUCT DEVELOPMENT AND

PREVENTION GRANTS

Figure A1 Key Accomplishments subtab display (read-only)

Figure A2 Summary of Goals and Objectives subtab display

Figure A3 Summary of Goals and Objectives – Final Report subtab display

Figure A4 Client Stories and Quotes subtab display (Prevention progress report – read-only

Figure A5 Materials Produced subtab display

Figure A6 Publications subtab display

Figure A7 Abstracts and Presentations subtab display

Figure A8 Patents subtab display

Figure A9 Economic Impact subtab display

Figure A10 Supporting Documents subtab display

Figure A11 Review and Submit subtab display

APPENDIX B QUARTERLY PROGRESS REPORTS FOR PREVENTION GRANTS

Figure B1 Instructions subtab display

Figure B2 People Reached subtab

Figure B3 People Served subtab

Figure B4 People Educated – Actions Taken subtab

Figure B5 Clinical Services subtab

Figure B6 Abnormal Screening Results subtab

Figure B7 Precursors or Cancers Detected subtab

Figure B8 Professionals Reached subtab

Figure B9 Professionals Educated subtab

Figure B10 Professionals Educated –Actions Taken subtab

Figure B11 Project Narrative subtab

Figure B12 Review and Submit subtab


LIST OF TABLES

Table 1 Summary of Grantee Roles

Table 2 Summary of Required Documents and Actions for the Initiation Phase

Table 3 Summary of Required Documents and Actions for the Duration Phase

Table 4 Detailed Description of Types of Change Requests

Table 5 Summary of Required Documents and Actions for the Closeout Phase

Table 6 Summary of Required Documents and Actions for the Postcloseout Phase

Table 7 CGMS functions during the closeout stage

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VERSION HISTORY

Rev 4/28/14 Release of CGMS User Guide for CPRIT Grantees

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1. INTRODUCTION

1.1 System Overview

The Cancer Prevention and Research Institute of Texas (CPRIT) Grants Management System (CGMS) is

used during the lifecycle of funded grants. CGMS is a Web-based system and its URL is

https://cpritgrants.org. The main functions of CGMS are to do the following:

Store, maintain, and manage grant records and required documents

Report scientific and financial progress of grants

Indicate payments to grantees

Manage changes to grants

Facilitate communications about grants

General attributes of CGMS include user-friendly navigation, execution of action items, and access of

materials, specifically the following:

Integration of the application receipt system and postaward grants management system

“To Do” list with specific action items for the user

Use of Web forms instead of document uploads

Radio buttons to verify information

Passwords used to approve information, similar to electronic signature

Automatic notification of the next user in a workflow when a step is completed

Automatically triggered document/Web form loading

Easy retention and access of all submitted forms for CPRIT and for grantees

1.2 People involved

Grantees

Each grant has three required roles: Principal Investigator/Project Director (PI/PD)/Applicant, Authorized

Signing Official (ASO), and Grants Contract/Office of Sponsored Projects Official (GC/OSPO). Additionally,

the optional roles of Co-PI, alternate submitter, and alternate ASO may be assigned to a grant. These

optional roles work with the PI/PD/Applicant and the ASO (Table 1).

PI/PD/Applicant

The PI, PD, or Applicant is the individual responsible for the scientific, technical, or programmatic

aspects of the project as well as for day-to-day management. The Research program uses the term “PI,”

the Prevention program uses “PD,” and the Product Development program uses the term “Applicant.”

Authorized Signing Official

The ASO is the designated representative of the applicant/recipient organization with authority to act on

the organization’s behalf in matters related to the application and for administration of a CPRIT funding

award.

https://cpritgrants.org/

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The ASO’s signature also indicates the organization’s agreement that it will assume the obligations

imposed by applicable State and Federal law and other terms and conditions of the award, including any

assurances, if an award of CPRIT funds is made.

Grants Contract/Office of Sponsored Projects Official

The GC/OSPO is a designated person from the grantee organization that manages the grant after an

award is made.

Table 1. Summary of Grantee Roles

Role Required or

Optional Role How Role Set Description / Roles

PI, PD, Applicant

Required Set when a user is imported from CARS or invited to be part of a grant.

A user with a role of PI, PD, or Applicant is the primary person from the organization who will be conducting and directing the research, prevention, or product development program.

Co-PI, Co-PD, Co-Applicant

Optional Set when a user is imported from CARS or invited to be part of a grant.

A user with a role of Co-PI, Co-PD, or Co-Applicant assists the primary PI/PD/Applicant in performing the work for the grant.

Alternate Submitter

Optional

Set when a user is imported from CARS or invited to be part of a grant.

A user with a role of alternate submitter acts on behalf of the PI/PD/Applicant.

ASO Required Set when a user is imported from CARS or invited to be part of a grant.

A user with a role of ASO is a person who has signature authority for an organization and can commit an organization to do work (also called authorized certifying official).

Alternate ASO Optional Set when a user is imported from CARS or invited to be part of a grant.

A user with a role of alternate ASO is a person who acts on behalf of the ASO.

GC/OSPO Required Set when a user is imported from CARS or invited to be part of a grant.

A user with a role of GC/OSPO is a person from the grantee organization that manages the grant after an award is made.

CPRIT

Grantees will interact with three major people at CPRIT—the Contracts Manager, Grants Manager, and

Financial Officer.

Contract Manager: Manages the contractual aspects of a grant

Grants Manager: Manages the technical aspects of a grant

Financial Officer: Manages the financial aspects of a grant

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1.3 Phases of awards and associated documents

The three phases of the award cycle are initiation, duration, and closeout. Each phase has associated

documents that may be required from all award recipients or a particular group of awardees.

Figure 1. Overview of Grants Phases

1.3.1 Initiation

The initiation phase includes documents needed to execute the contract, including scope of work,

budget, and assurances and certifications. It ends after the negotiation step is complete (Figure 1).

1.3.1.1 Key people

Documents needed for contract initiation require ASO approval. The PI and GC/OSPO may also

participate in reviewing and modifying documents. However, final approval is required from the ASO

(Figure 2).

Figure 2. General workflows for grants in the initiation stage

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1.3.1.2 Documents

Table 2 summarizes documents provided during the initiation phase.

Applicable to all awardees

Base Contract

The base contract details the terms and conditions of the contract, including definitions, payment

process, and time period.

Attachment A – Scope of Work

Attachment A details the scope of work, goals and objectives timelines, abstract, and summary for the

project. The Scope of Work serves to allow for the addition, modification, or removal of any goals and or

objectives that were imported from the original Application ID. Once these components are approved by

CPRIT, the Attachment A is generated.

Budget (Attachment B)

The budget contract Web form shows the breakdown of budget categories by year or milestone as well

as the personnel level of effort. Once the budget is approved by CPRIT, Attachment B is generated.

Attachment B provides a record of the approved budget.

Attachment C1 – Assurances and Certifications

Attachment C1 details the assurance and certifications required by the organization, including those in

accordance with the NIH Grants Policy Statement, confidentiality guidelines, and regulatory certificates.

Attachment C2 – Matching Compliance Certification

Attachment C2 is required for all Programs’ award recipients. The grantee must report the award

budget, the entity/institution's dedicated funds (estimated at the time of contract), and the actual "Non-

CPRIT" funds expended during Contract Year 1 according to the cancer research categories shown on

the form.

Attachment D – Intellectual Property/Revenue Sharing

Attachment D details CPRIT requirements for ownership and intellectual property protection,

commercialization, licensing, and revenue sharing.

Attachment E – Reporting Requirements

Attachment E details the reporting requirements, including the types of reports, the content of reports,

and the timelines for reports.

Duplication of Effort and Project Overlap Form

This Web form indicates whether the PI/PD/Applicant has received other grant funding for some or all of

the research or services that are the subject of the award.

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Negotiate Personnel Level of Effort Form

This Web form indicates Senior/Key Persons and Other Personnel and each individual’s level of effort for

the project.

Applicable to specific situations

Contract Amendment Change Request (Attachment F)

The contract amendment change request is used to request amendments to the contract. Once CPRIT

approves a contract amendment change request, Attachment F is generated. Attachment F provides an

official record of the approved contract amendment.

Table 2. Summary of Required Documents and Actions for the Initiation Phase

Document Required for Action Type

Action Required by ASO

Action Required by PI/PD/Applicant

Action Required by GC/OSPO

Dates

Base Contract All awardees View and verify

Review and submit

Optional review Optional review

Initiation of contract

Attachment A – Scope of Work

All awardees View and verify

Review and submit

Review and modify as needed

Optional review


Negotiate Budget Summary (approved budget becomes Attachment B)

All awardees Complete web form

Review and submit


Optional review


Attachment B (record of approved budget)

All awardees View Optional review


Initiation of contract after budget negotiations (or duration for subsequent changes)

Attachment C1 – Assurances and Certifications


Review and submit



Attachment C2 – Matching Compliance Certification

All awardees Complete Web form

Review, modify as needed, and submit



Attachment D – Intellectual

Select awardees, as

View and verify

Review and



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Property/Revenue Sharing

applicable submit

Attachment E – Reporting Requirements


Review and submit



Contract Amendment Request Form (approved request becomes Attachment F)

Select Awardees, as applicable

Complete Web form

Review and submit


Optional review

Initiation or duration of contract

Attachment F (contract addendum)—record of approved Contract Amendment

Select Awardees, as applicable

View Optional review


Initiation or duration of contract (after amendment request is approved)

Duplication of Effort and Project Overlap Form


Review and submit


Optional review


Negotiate Personnel Level of Effort


Review and submit


Optional review


1.3.2 Duration

The duration phase of the award cycle is the period between the initiation and end of the award. This is

the period when work on the project is performed.

1.3.2.1 Key people

Progress reports and financial status reports require PI and ASO approval. The Co-PI, GC/OSPO, and

alternate ASO may also participate in reviewing and modifying documents (Figure 3).

Figure 3. General workflows for grants in the duration stage

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1.3.2.2 Documents

Table 3 summarizes documents provided during the duration phase.

Applicable to all awardees

Financial Status Reports (FSR)

All award recipients must complete financial status reports (FSRs). FSRs are due quarterly, within 90

days of the end of the fiscal quarter.

Progress reports

All award recipients must submit annual and final scientific or programmatic progress reports.

Additionally, all Prevention awardees must submit quarterly programmatic progress reports. These

reports detail progress, challenges, outcomes, and inventions during the reporting period. The reporting

schedule for each award is specified in the award contract. Annual reports are due within 60 days after

the anniversary of the contract effective date. Final reports are due within 90 days after the contract

termination date.

Annual Inventory Report Form

The annual inventory report is a report of all equipment purchased with CPRIT award funds that have a

unit cost more than $5,000. The annual inventory report is due annually within 60 days after the

anniversary of the contract effective date, and the final annual inventory report is due within 90 days

after the contract termination date. It is required to be submitted annually.

Historically Underutilized Business (HUB) Form

The historically underutilized business report summarizes the expenditures made by grantees to entities

certified by the State of Texas as Historically Underutilized Business (HUB). The historically underutilized

business report is due annually within 60 days after the anniversary of the contract effective date, and

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the final historically underutilized business report is due within 90 days after the contract termination

date. It is required to be submitted annually.

Single Audit Determination Form

The single audit certification form provides information on an organization’s single audit or program-

specific audit status related to financial Federal and/or State awards in excess of $500,000. The single

audit determination report is due annually within 60 days after the anniversary of the contract effective

date, and the final single audit determination report is due within 90 days after the contract termination

date. It is required to be submitted annually.

Revenue Sharing Form

The revenue sharing form provides information on an organization’s PI and reports to CPRIT any monies

they are making due to this grant. Note that only one revenue sharing form can be open at a time. The

revenue sharing form is due annually within 60 days after the anniversary of the contract effective date,

and the final revenue sharing form is due within 90 days after the contract termination date. It is

required to be submitted annually.

Matching Compliance Certification Form (also known as Attachment C Part 2)

The matching compliance certification form provides information on an organization’s encumbered and

unencumbered funds and reports all monies allocated for the CPRIT grant’s research for the year ahead.

The matching compliance certification form is due annually within 60 days after the anniversary of the

contract effective date.

Applicable to specific situations

Amendments and Change Requests

Changes in the status of the CPRIT-funded project must be submitted for approval by CPRIT. Changes fall

into four major categories:

Changes in research/program plan, specifically material changes in the research design or goals

and objectives

Changes in budget

Changes in personnel, particularly changes in PI/PD/Applicant or key personnel with at least 10

percent effort

Changes in grantee organization, such as the PI/PD/Applicant moving to another organization

Changes that affect the contract documents (i.e., the base contract or Attachments A-E) must be

approved by CPRIT. Approval results in generation of Attachment F, a contract addendum that

documents these changes. Some examples include changes in grantee organization or substantive

changes in the specific aims. “Regular” changes that would not affect the contract language are

recorded in CGMS, but do not result in a new Attachment F. Some examples include requests for

advancement of funds or carry forward of funds (Table 4).

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The following types of change requests may be generated in CGMS:

Budget

Advancements of Funds

Budget Verification

Carry-Forward

Change – Not Otherwise Specified

Change in Grantee Institution (to be added)

Contract Amendment (results in Contract Attachment F being generated)

Negotiate Budget

Negotiate Percent Level of Effort (PLOE)

No-Cost Extension

Percent Level of Effort

Rebudget

Table 3. Summary of Required Documents and Actions for the Duration Phase

Document Required for

Action Type


Action Required by PI

Action Required by GC/OSPO

Dates

Annual Financial Status Report

All awardees

Complete Web form

Review and submit


Optional review

annually

Quarterly Financial Status Report

Prevention awardees

Complete Web form

Review and submit


Optional review

quarterly

Annual Progress Report

All awardees

Complete Web form

Review and submit


Optional review

annually

Quarterly Progress Report

Prevention awardees

Complete Web form

Review and submit


Optional review

quarterly


All awardees

Complete Web form

Review and submit


Optional review

annually

Historically Underutilized Business (HUB) Form

All awardees

Complete Web form

Review and submit


Optional review

annually


All awardees

Complete Web form

Review and submit


Optional review

annually


All awardees

Complete Web form

Review and submit


Optional review

annually

Matching All Complete Review and Review and Optional annually

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Compliance Certification Form

awardees Web form submit modify as needed

review

Change Requests

Select awardees, as applicable

Complete Web form

Review and submit


Optional review

As necessary

Table 4. Detailed Descriptions of Types of Change Requests

Change Request Form Category Action Type Results in Contract Amendment

Location in CGMS

Advancement of Funds Budget Complete Web form

No Change Request tab

Budget Verification Budget Complete Web form

No Budget tab

Carry-Forward Budget Complete Web form

No Budget tab

Change—Not Otherwise Specified Request

Research/Program Plan, Budget, Personnel, or Organization

Complete Web form

In some cases Change Request tab

Change in Grantee Institution

Organization Complete Web form

Yes Change Request tab

Change in Goals and Objectives

Research/Program Plan, Personnel, Organization, or Budget

Complete Web form


Contract Amendment Request

Research/Program Plan, Personnel, Organization, or Budget

Complete Web form


Negotiate Budget Budget Complete Web form

No Budget tab (during grant initiation)

Negotiate PLOE Personnel, Budget Complete Web form

No Budget tab (during grant initiation)

No-Cost Extension Budget Complete Web form


Percent Level of Effort Personnel, Budget Complete Web form


Rebudget Budget Complete Web form


1.3.3 Closeout

All correspondence, reports, and forms should be completed before the grant is closed. Final FSRs and

progress reports are required. Table 5 summarizes closeout documents.

On the end date for a given grant, CGMS will automatically change the status of that grant from “Active”

to “In Closeout.” One hundred forty-five days after the end date for a given grant, CGMS will

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automatically change the status of that grant from “In Closeout” to “Closed.” Any documents and forms

that are due but have not been submitted will be marked as “Incomplete.”

Table 5. Summary of Required Documents and Actions for the Closeout Phase




Dates

Final Financial Status Report


Review and submit


End of contract

Final Annual Progress Report


Review and submit


End of contract

Final Quarterly Progress Report

Prevention awardees

Complete Web form

Review and submit


End of contract

Final Annual Inventory Report

Select awardees, as requested by Grants Manager

Complete Web form

Review and submit


End of contract

Final Historically Underutilized Business Form


Review and submit


End of contract



Review and submit


End of contract

Revenue Sharing All awardees Complete Web form

Review and submit


End of contract

1.3.4 Post-Closeout Reporting

After closeout, two types of forms may still be submitted:

Intellectual Property Report Form: Reports intellectual properties received

Revenue Sharing Form: Reports monies made

These forms may be submitted throughout the duration of the contract, during closeout, and post

closeout (Table 6).

Table 6. Summary of Required Documents and Actions for the Postcloseout Phase




Dates

Intellectual Property Report Form


Review and submit


Duration, closeout, and post closeout

Revenue Sharing All awardees Complete Review and Review and Duration, closeout,

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Form

Web form submit modify as needed

and post closeout

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2. USING CGMS

2.1 Accessing CGMS

The first step is to go to https://cpritgrants.org Web site and log in using the same user name and

password as for the CPRIT Application and Receipt System (CARS).

You will see five general tabs. My Profile, My Applications, Current Funding Opportunities, and Feedback

integrate with CARS and are used for application submission. The My Applications tab is the default tab.

The My Grants tab is the important tab for management of awarded grants (Figure 4).

You will be asked to complete two required pieces of information: A link that includes tobacco-free

workplace certification or waiver as well as an electronic signature institution agreement. The tobacco-

free certification or waiver is provided once for the entire organization by an ASO. The electronic

signature institution agreement gives permission for a password to be used as official electronic

signature.

Figure 4. CGMS Home page and main tabs

Figure 5. CGMS Home page and main tabs for Authorized Signing Official

Click on the My Grants tab to view three subtabs: Home, Grants, and Correspondence & Notifications.

The Home subtab is the default tab. The three major functions you will need—accessing grant

information, corresponding with CPRIT grants officials, and completing action items—may all be

performed through the Home subtab. The Grants and Correspondence & Notifications subtabs provide

alternative paths to the same places for your convenience (Figure 4).

2.2 Navigating CGMS

2.2.1 Home Subtab

https://cpritgrants.org/

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Figure 5 details the sections on the Home subtab. This is the default subtab, and three key items are

displayed: Correspondence Inbox, To Do List, and My Grants. The Correspondence Inbox link takes you

to a My Correspondence page that details your correspondence with CPRIT. The Home page also

indicates how many inbox messages are unread (see to the right of the Correspondence Inbox link).

The To Do List displays the start date, grant ID, required action, task, and due date. The Grant ID and

Required Action fields contain clickable links, while the other fields contain static information. The Grant

ID link leads you to detailed information about the grant, while the required action links lead you to an

action you need to perform, typically either to verify information or complete a Web form.

The My Grants section contains a list of all of your grants with information about Grant ID, Grant Title, PI

Name, Status, Program, Award Mechanism, FY, and Cycle. My Grants contains a Search for Grants link as

well as a link for each Grant ID. The other fields are static.

Figure 6. CGMS home page—key sections

ASOs and Alternate Signing Officials have a Delegate/Approve Task(s) option, allowing for the swift

approval or delegation of various tasks for one or more grants. Selecting the option to

Delegate/Approve Task(s) directs to the Delegate Tasks for Selected Grant(s) page.

Figure 7. CGMS home page—Delegate Tasks for Selected Grant(s)

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Correspondence Inbox (My Correspondence)

Clicking the Correspondence Inbox link leads you to a “My Correspondence” page (Figure 6). This page

contains six columns: Grant ID, From, Importance, Topic, Subject, and Commands. The Grant ID and

Commands columns contain clickable links. Clicking the individual Grant ID will take you to a page with

general grant information (the Grant Information page). The Commands column gives an option to View

Thread or Reply for each piece of correspondence. The correspondence fields are text boxes with

features for formatting text.

The remaining columns are static. The From column lists the name of the sender of the correspondence.

The Importance column indicates whether the correspondence is urgent or not urgent. The Topic

column categorizes the topic (e.g., question or notification). The Subject column lists the subject of the

correspondence.

Figure 8. My Correspondence page

To Do List

The To Do List contains three columns of static information—the start date, a categorization of the task,

and a due date. The other two columns contain clickable links. The Grant ID link leads you to the Grant

Information page. The Required Action column lists the action, such as Complete Web Form or Verify

Information, in a clickable link. This link leads you to the assigned action to complete (Figure 9).

Figure 9. To Do List page

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Complete Web Form: Clicking “Complete Web Form” will lead you to a Web form with information

needed from you (Figure 10). You must provide information for all fields requested. You will then have

four options:

Save as draft and continue editing

Save as draft and close

Verify before submit

Delegate this task (for some users and functions)

Once you select an option, click the “Submit” button to complete the action.

Figure 10. Example of “Complete Web Form” action

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There is a second step in which you verify that the information is accurate (Figure 11). Your password is

used to indicate approval of this step. Click the “Submit” button to complete the action.

Figure 11. Example of “verified as accurate” action on Web form

Verify Information: Clicking “Verify Information” will lead you to a document you must review (Figure

12, link to Research Contract Attachment D). For “Verify Information” tasks, you must verify that the

information is accurate and then provide approval.

You will have at least two options on the verification step:

Verify as accurate

Verify as accurate and add a review step by an additional ASO or GC/OSPO. A dropdown menu

will indicate choices for this review step (i.e., the recipient of the next action item for the

document).

Some user roles will also see an option to “delegate this task.”

Figure 12. Example of “Verify Information” action

In either case, you will provide a password to indicate your approval and then hit the “Submit” button to

complete the action (verifying the information).

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After verifying the information, you must approve the Web form. You will see options to approve,

approve and add a review step, or delegate the task (for some users). For some functions, you may also

have the option to disapprove the task (Figure 13). Your password finalizes your approval.

Figure 13. Example of approval of a verify information approval action

My Grants

The My Grants tab contains a clickable link to Search for Grants. You may search for your grants by

program, fiscal year, cycle, award mechanism, PI/PD/Applicant last name, grant ID, project title,

organization, grant status, or contract start and end dates (Figure 14).

Figure 14. Search for Grants

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The My Grants tab also displays a list of all of your grants (Figure 15). The Grant Title, PI Name, Status

(e.g., In Negotiation), Program, Award Mechanism, FY, and cycle are static fields. The Grant ID field

displays a link of each grant ID. This link leads you to the Grant Information page.

Figure 15. My Grants

2.2.2 Grants Page

The Grants page contains seven tabs that will be used throughout the life cycle of the grant (Figure 16).

Clicking on either the Grant ID on the Home page or the Grants subtab under My Grants will lead you to

the Grants page).

Figure 16. Grants page

The first six tabs (Grant Information, Contacts, Documents & Forms, Correspondence, Budget &

Financial Status Reports, Progress Reports) are visible during contract initiation. The final tab (Change

Requests) becomes visible once a grant has completed the initiation (negotiation) stage and is “active.”

Details of the seven tabs are as follows:

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Grant Information: Lists grant information, grant links, and grant tags. Grant information includes the

contract start and end dates, grant status, and the grant title. The “Associated Grants” link will link to

any Renewal, Resubmission, or MIRA grants. The “Application Links” will open the concatenated CARS

application as a PDF document. Grant tags are categories such as topic areas or cancer types that are

added to a grant by CPRIT (Figure 17).

Figure 17. Grant Information subtab

Contacts: Lists the name and role of each assigned grant contact person at the grantee’s organization

and CPRIT. There are six required roles displayed for each grant: Grantee roles of ASO, GC/OSPO, and

PI/PD/Applicant; CPRIT roles of Contract Manager, Financial Officer, and Grants Manager. You may view

details of the contact (name, organization, e-mail address), replace the contact, request a change in

contacts, and add a grant contact role such as a Co-PI or alternate ASO. You will see various options for

replacing a contact or requesting a change in contacts depending on your role and the contact’s role. For

example, an ASO will have the ability to request replacing a PI but will not have the ability to

automatically replace a PI (Figure 18).

Figure 18. Contacts subtab

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Documents & Forms: There are four categories (Figure 19):

Assigned Documents & Forms: Web forms or documents that require action by you

Completed Documents & Forms: Web forms or documents that have been completed and

approved but are not part of the actual contract

Approved Contract Documents: Web forms or documents that have been completed and

approved and are part of the actual contract

Ad Hoc Documents: Supplemental materials added by selecting the “Upload Ad Hoc Document”

button at the bottom of the page (Figure 19), filling in the text boxes with the title and

description, and browsing and uploading the document

Each of the four sections contains relevant information such as the title, description, and status of the

document or form. The “Continue” or “Start” link in the Commands column will lead you to a screen to

complete action on that item. The “View” link will provide a read-only view.

Figure 19. Documents & Forms subtab

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There are two additional buttons at the bottom of the page: Start IP Report Form and Start Revenue

Sharing Form (Figure 20). Note that for Prevention programs, the Start Revenue Sharing Form button is

labeled “Start Generated Revenue Form.”

The IP Report form is a form the PI can manually start at any time (even after grant closeout) and report

to CPRIT any intellectual properties they have received due to this grant. The revenue sharing form is a

form the PI can manually start at any time (even after grant closeout) and report to CPRIT any monies

they are making due to this grant. Note that only one revenue sharing form can be open at a time. If a

revenue sharing form is active, the “Start Revenue Sharing Form” button will not be available.

Figure 20. IP Report Forms, Revenue Sharing Forms, and Ad Hoc Documents

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Correspondence: Shows correspondence for this grant only (Figure 21). You may click the “Create New

Correspondence” button to begin new correspondence. You will see a popup box with dropdown boxes

for selecting a topic and a recipient. The text box for the body of the message contains optional

formatting tools (Figure 22).

Figure 21. Correspondence subtab

Figure 22. Correspondence popup text box

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Budget & Financial Status Reports: Shows detailed budget information and provides FSR forms. Seven

subtabs are displayed (Figure 23):

Budget Summary

Details Year 1

Details Year 2

Details Year 3 (if applicable)



Personnel Level of Effort

Financial Status Reports

Payments

Other Financial Reports

Figure 23. Budget & Financial Status Reports subtab

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The Budget Summary subtab shows the overall expendable and expended funds for the entire period of

performance (Figure 24).

Figure 24. Budget Summary subtab

The Details subtabs for Years 1, 2, and 3 show a detailed breakdown of the expendable and expended

funds for that year (Figure 25). Prevention program grants display additional information of the

expended funds by quarter.

Figure 25. Details Year 1 subtab

The Personnel Level of Effort subtab shows a detailed breakdown of the level of effort for key personnel

for each year (Figure 26). You may request a change in level of effort by clicking the “Request Change of

Personnel Level of Effort” link (if applicable to your grant).

Figure 26. Personnel Level of Effort subtab

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The Financial Status Reports subtab provides a summary list of FSR by year and quarter (Figure 27). The

“Edit FSR” link leads to an FSR Web form with editable fields (Figure 28).

Figure 27. Financial Status Reports subtab

Figure 28. FSR form

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The Payments subtab displays a summary list of previous payments, including information about

payment type, amount, and date (Figure 29). You may request an advancement of funds by clicking the

“Request Advancement of Funds” link (if applicable to your grant) and completing the Web form (Figure

30).

Figure 29. Payments subtab display

Figure 30. Request for Advancement of Funds Web form

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You may also view the original application budget, the budget attachment B, or a list of budget change

requests by clicking the respective links. There is also a link to request change in budget (if applicable to

your grant).

The Other Financial Reports subtab is a repository for all financial-based workflows. All workflows

including the HUB, Single Audit Determination, Matching Compliance Certification, Revenue Sharing,

and Annual Inventory Report will be displayed here (Figure 31).

If pending completion, these will display under the Other Financial Reports table. The Other Financial

Reports table displays relevant information, such as the title, due date, assignee, and status of the

report or form. The “Continue” or “Start” link in the Commands column will lead you to a screen to

complete action on that item. The “View” link will provide a read-only view. If completed, these will

display under the Completed Other Financial Reports table. The Completed Other Financial Reports

table displays relevant information, such as the title, due date, status of the report or form, submitted

date, submitted by name, received date, and received by name. The “View” link in the Commands

column will provide a read-only view of the report or form.

Figure 31. Other Financial Reports subtab display

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The revenue sharing form provides information on an organization’s PI and reports to CPRIT any monies

they are making due to this grant. Note that only one revenue sharing form can be open at a time.

Figure 32. Revenue Sharing Form


The single audit determination form provides information on an organization’s single audit or program-

specific audit status related to financial Federal and/or State awards in excess of $500,000. It is required

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to be submitted annually. Entity information and contact information should be entered in text boxes.

Single Audit status should be selected by radio buttons (Figure 33).

Figure 33. Single Audit Determination Form

HUB

The historically underutilized business (HUB) report summarizes the expenditures made by grantees to

entities certified by the State of Texas as Historically Underutilized Business (HUB). It is required to be

submitted quarterly. Information about the HUB Subcontractor/Vendor, goods or services purchased,

and the amount expended should be entered in text boxes. Additional subcontractors or vendor

information should be added by clicking the “Add New Line Item” button. You will then complete the

Web form and click the submit button (Figure 34).

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Figure 34. HUB report form


The annual inventory report is a report of all equipment purchased with CPRIT award funds that have a

unit cost more than $5,000. It is required to be submitted annually. A description of the item and its cost

should be provided in text boxes. Additional items should be added by clicking the “Add Equipment Line

Item” button (Figure 35).

Figure 35. Annual Inventory Report

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Progress Reports

Grants that have completed negotiation and are in the “active” stage display a Progress Reports subtab.

This subtab displays a summary of pending and completed progress reports as well as dates, status, and

assignees (Figure 36). Annual and final progress reports are submitted annually for all programs.

Additionally, quarterly reports are submitted for the Prevention program.

Figure 36. Progress Reports subtab

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Clicking the “Edit” link in the Commands column leads you to Web form text boxes for providing

information about progress, including a description of progress against timeline and goals, challenges

and barriers encountered and strategies used to overcome them, major conclusions, and key outcomes.

Information is entered by clicking each of the subtabs that correspond to a section of the report (Figure

37). The specific subtabs vary by program. The subtab components are described in detail in Appendixes

A-B.

Briefly, components of the Research and Product Development annual progress reports are as follows:

Key Accomplishments

Summary of Goals and Objectives

Publications

Abstracts and Presentations

Patents

Economic Impact

Supporting Documents

Review and Submit

Components of the Prevention program annual progress reports are as follows:

Key Accomplishments


Client Stories and Quotes

Materials Produced

Publications


Patents

Economic Impact


Review and Submit

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Figure 37. Example of progress report sections listed as subtabs (Research final report)

Each of these subtabs has text boxes that provide the ability to format text and to insert hyperlinks.

Each subtab page has three possible actions: Save section as draft, reset, or mark as completed.

Once all sections are completed, you will submit the report by completing a Web form. Click the

“Submit” button to complete the action.

Figure 38. Example of submit page for progress reports (Research annual report)

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Change Requests

Grants that have completed negotiation and are in the “active” stage display a Change Requests subtab.

You will see a list of all previous change requests and their status (Figure 39).

Figure 39. Change Requests subtab display

You will also be able to create a new change request by selecting the type of change request from the

dropdown menu and then clicking the “Create New Change Request” button. Note that the following

types of change requests may be selected here (Figure 39):

Advancement of funds

Change—not otherwise specified

Change in grantee institution (to be added)

Change in key personnel level of effort (LOE)

Contract amendment

Goal or Objective Change

No-cost extension

Rebudgeting

Other budgetary change requests (budget verification, carry forward, negotiate budget, and negotiate

PLOE) can be accessed on the Budget & Financial Status Reports tab.

Figure 40. Change requests dropdown menu

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To create a new change request, complete the Change Request Details text box. Note that it has text

editing tools for font, lists, and inserting images or html links. Provide a justification for the change in

the Justification text box (Figure 41).

Complete the Web form by selecting one of the following:

Save as Draft and Continue Editing

Save as Draft and Close

Verify Before Submit (provide justification for request)

Cancel Request

Click the Submit button to complete the change request.

Figure 41. Change Requests action page

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Closeout

On the end date for a given grant, CGMS will automatically change the status of that grant from “Active”

to “In Closeout.” One hundred forty-five days after the end date for a given grant, CGMS will

automatically change the status of that grant from “In Closeout” to “Closed.” Any documents and forms

that are due but have not been submitted will be marked as “Incomplete.”

In certain cases, CPRIT may decide to terminate a grant prior to its contract end date. If so, the grant’s

status is called “In Early Termination” instead of “In Closeout,” or “Early Termination” instead of

“Closed.”

CGMS puts automatic limitations on which functions may be performed during the closeout stages.

(Table 7).

Table 7. CGMS functions during the closeout stage

Action Permitted during “In Closeout” or “In Early Termination” stage

Permitted during “Closed” or “Early Termination” stage

Start or reply to a correspondence

YES NO

Start or complete documents and forms (exception for IP Report Form and Revenue Sharing Form)

YES NO

Start or complete progress reports

YES NO

Start or complete budget, including FSR

YES NO

Start or complete any forms, documents, progress reports, etc., that were requested on the grant closeout tab

YES NO

Start a change request of any type

NO NO

Change grant contacts

NO NO

You must complete several reports during the closeout phase: The final Progress Report, the FSR, the

Annual Inventory report, the Single Audit Determination form, the Historically Underutilized Business

form, and Matching Compliance Certification form.

Manage Organizations

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The Manage Organizations page is a central location for ASOs and Alternate ASOs to manage

organization agreements, utilize the out-of-office feature, and add or replace the organization’s ASO or

Alternate ASO.

Figure 42. Manage Organizations

Auto Delegation (Out of Office)

The out-of-office feature allows an ASO or Alternate ASO to set up a temporary or permanent

autodelegation rule. This will allow the user to instruct the system to autodelegate various workflows to

other roles based on their task type.

Figure 43. Auto Delegation (Out of Office)

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Organization Agreements

The Organization Agreements section of the Manage Organizations page displays organization

agreement name, selectable file title, indication of waiver, status, upload date, approved date, and

selectable template name. Commands allow for the replacements of or the viewing of version history

for selected file.

Figure 44. Organization Authorized Signing Officials

Authorized Signing Officials section of the Manage Organizations page displays the organization’s ASO’s

name and the alternate ASO’s name. Commands allow the viewing of details, request to replace, and for

the addition of organization ASOs.


Organization Authorized Signing Officials

The Organizations Authorized Signing Officials section of the Manage Organizations page displays the

organization’s ASO’s name and the alternate ASO’s name. Commands allow the viewing of details,

request to replace, and for the addition of organization ASOs.


Organization ASO’s Change Request History

The Organization ASO Change Request History section of the Manage Organizations page displays the

request date, assignee, request type, and status of the ASO’s change requests. View Request allows the

viewing of a specified change request.

Figure 47. Organization ASO’s Change Request History

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Auto Delegation (Out of Office) History

The Auto Delegation (Out of Office) History displays the autodelegation start date, autodelegation end

date, and assignee of autodelegations. View allows the viewing of the specified out-of-office instance.

Figure 48. Organization ASO’s Change Request History

3. SUMMARY OF KEY FEATURES OF CGMS

Five key tips to remember are as follows:

1. CGMS is designed to allow the right person to perform the right function at the right time.

2. The most important pages are “Home” and “Grants Information.” You can perform all necessary

functions from these pages.

3. Web forms are used instead of document uploads.

4. Password signatures are used to approve information.

5. CGMS provides a repository for all submitted information and materials during the lifecycle of

the grant.

4. CONTACT INFORMATION

4.1 HelpDesk

HelpDesk support is available for technical questions regarding CGMS. Queries submitted via e-mail

will be answered within 1 business day. HelpDesk staff are not in a position to answer questions

regarding programmatic aspects of awards.

Hours of operation: Monday through Friday, 7 a.m. to 4 p.m. Central Time

Tel: 866-941-7146

E-mail: [email protected]

mailto:[email protected]

Page 47 of 71

4.2 Programmatic Questions

Programmatic questions regarding your award should be directed to the appropriate CPRIT Office.

Research

Tel: 512-305-8491


Web site: www.cprit.state.tx.us

Prevention

Tel: 512-305-8422



Product Development

Tel: 512-463-3190




http://www.cprit.state.tx.u/


http://www.cprit.state.tx.us/


http://www.cprit.state.tx.us/

Page 48 of 71

APPENDIX A ANNUAL AND FINAL PROGRESS REPORTS FOR RESEARCH, PRODUCT

DEVELOPMENT, AND PREVENTION GRANTS

Key Accomplishments

One item of information must be provided: A numbered list of up to five key accomplishments during

the reporting period. The status of on schedule, behind schedule, or complete must be selected from

the dropdown menu (Figure A1).

Figure A1. Key Accomplishments subtab (depicted in read-only format)


The summary of goals and objectives consists of goals and objectives from the initial application. This

page requires a detailed summary of progress against timeline, summary of progress, progress against

objective, problems/issues encountered, anticipated activities for the year ahead, additional comments,

and any necessary uploads for each objective.

A Summary subtab exists for the Summary of Evaluation and recommendations by all necessary

reviewers upon the completion of the annual progress report.

The final progress report will display a Final Report subtab in which an overview of the research progress

is provided (Figure A3).

Figure A2. Summary of Goals and Objectives subtab

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Figure A3. Summary of Goals and Objectives – (Final Report) subtab

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Client Stories and Quotes

The Client Stories and Quotes applies to Prevention progress reports only. This section contains text

boxes for entering client stories and quotes. You may also attach files in PDF or JPEG format. You may

provide a description of these files in the associated text boxes (Figure A4).

Figure A4. Client Stories and Quotes subtab display (Prevention progress report – displaying read-

only)

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Materials Produced

The Materials Produced section applies to Prevention progress reports only. This section contains a

dropdown menu for selecting the type of material produced, such as booklets, videos, or Web sites. You

may enter the title or Web site in a text box. You may select topics, cancer sites, and format from dual

select lists. Remember to highlight the topic and click the forward arrow to move the topic to the right-

hand box. You must also select “yes” or “no” for copyright. Finally, you may upload files in PDF format

and provide a description of the file in the associated text box. Click the “Add Materials Produced”

button to add additional items (Figure A5).

Figure A5. Materials Produced subtab display (Prevention progress report – displaying read-only)

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Publications

The Publications page contains fields for entering information about a publication, including the author,

title, journal, and pages. This information may be manually entered or it may be autopopulated by

entering the PubMed ID and clicking the Retrieve PubMed Information button. The article may be

uploaded to the Attachment box in PDF format. The publication status dropdown menu allows selection

of the status of the publication, including submitted, in press, or published (Figure A6).

Figure A6. Publications subtab

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The Abstracts and Presentations page contains fields for entering information about the abstract or

presentation, presentation date, author(s)/presenter(s), title, conference, conference city, conference

State, conference country, conference date, citation, attachment, and description. The status dropdown

menu allows selection of granted or filed (Figure A7).

Figure A7. Abstracts and Presentations subtab

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Patents

The Patents page contains fields for entering information about the patent number, title, description,

key dates, and inventors. The status dropdown menu allows selection of granted or filed (Figure A8).

Figure A8. Patents subtab

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Economic Impact

The Economic Impact page contains text boxes for entering information about additional grants

obtained as well as jobs created or maintained due to CPRIT funding (Figure A9).

Figure A9. Economic Impact subtab

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The Supporting Documents page provides an opportunity to upload supplemental information. File

Upload must be in PDF, Word, JPEG, or Excel format (Figure A10).

Figure A10. Supporting Documents subtab

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Review and Submit

The Review and Submit page shows the status of each section of the progress report (Figure A11). You

must click the “Mark as Completed” button on each section of the report to finalize it. Once you do this,

the status will change from “Draft” to “Completed,” and the Commands will change from “Edit” to

“View.” Note that the section is no longer editable once it is finalized.

Once all sections are completed, you must complete the Web form by clicking the Submit button.

Figure A11. Review and Submit subtab

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APPENDIX B QUARTERLY PROGRESS REPORTS FOR PREVENTION GRANTS

The Prevention quarterly progress reports comprise 12 sections, listed as horizontal subtabs. They

encompass information about individuals reached, served, and educated as well as clinical services as

outcomes. You must enter information for each category. Each subtab page contains a dropdown menu

to indicate whether the measure applies to your grant; the choices are as follows:

Yes, data reported below

Yes, but no new data to report this quarter

No

You will have the option to save section as draft, reset, or mark as completed by clicking the appropriate

button at the bottom of each page.

Detailed information about each subtab is as follows:

Instructions

The Instructions page describes the performance reporting requirements including deadlines,

description, certification of accuracy, and confidential information (Figure B1).

Figure B1. Instructions subtab

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People Reached

The People Reached subtab contains information about the number of people reached indirectly. The

type of activity, topic, and cancer site may be selected from the dropdown menu and dual select lists.

Note that you must highlight your selection and then click the forward arrow to move it to the “Topics

Addressed” or “Sites Addressed” box. You must enter the date of the activity in the text field with

calendar (click the calendar icon or enter the date in day/month/year format. You must also enter the

number of people reached in a text box (Figure B2).

Figure B2. People Reached subtab

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People Served

The People Served subtab contains information about the number of people directly served through

interactive public education and outreach activities. The type of activity, topic, cancer site, and ethnicity

addressed may be selected from the dropdown menu and dual select lists. You must also enter the date

of the activity and the number of people served (Figure B3).

Note that you can add multiple activities by clicking the “Add Activity” button. Once you complete an

activity and click the “Save Section as Draft” button, you will see a summary list of entered activities

appear above the Add Activity section.

Figure B3. People Served subtab

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People Educated – Actions Taken

The People Educated – Actions Taken subtab contains information about people who took action or

changed behavior. You may select the action taken or behavior change from a dropdown menu. You

may select the cancer sites and ethnicities addressed by using the dual select lists. Additionally, the date

of activity, number of people served who took action/changed behavior, and the number of people

never before screened are entered in text fields (Figure B4).

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Figure B4. People Educated – Actions Taken subtab

Clinical Services

The Clinical Services subtab contains information about the number of people receiving clinical services.

The type of clinical service and cancer site are selected from dropdown menus. The ethnicities

addressed are selected from a dual select list. You must also indicate whether the clinical services

provided were funded by CPRIT by selecting a “yes” or “no” radio button. Finally, the number of people

served and the number of people never before screened are entered in text boxes (Figure B5).

B5. Clinical Services subtab

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Abnormal Screening Results

The Abnormal Screening Results subtab has information about the number of people with abnormal

cancer screening results. The type of cancer screening is selected from a dropdown menu. You must

indicate whether the clinical services provided were funded by CPRIT by selecting a “yes” or “no” radio

button. The number of people with abnormal screening results and the number of people never before

screened are entered in text boxes (Figure B6).

Figure B6. Abnormal Screening Results subtab

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Precursors or Cancers Detected

The Precursors or Cancers Detected section contains information about the number of people with

cancer precursors or cancers detected as well as details about the stage and cancer site. The

precursor/cancer stage and cancer site are selected in a dropdown menu. You must indicate whether

the screening/diagnostic services provided were funded by CPRIT by selecting a “yes” or “no” radio

button. The number of people with cancer precursors or cancers detected as well as the number of

people never before screened are entered in text boxes (Figure B7).

Figure B7. Precursors or Cancers Detected subtab

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Professionals Reached

The Professionals Reached subtab contains information about the number of professionals reached with

cancer-related information through noninteractive activities as well as the type of this information. You

may select the type of activity from a dropdown menu and the topic addressed through a dual select

list. The date of activity and the number of professionals reached are entered in text boxes (Figure B8).

Figure B8. Professionals Reached subtab

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Professionals Educated

The Professionals Educated section contains information about the number of professionals educated or

trained on cancer-related issues through interactive activities. You may select the type of activity using a

dropdown menu and select topics and ethnicities addressed by using dual select lists. The date of

activity and number of people served are entered in text boxes (Figure B9).

Figure B9. Professionals Educated subtab

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Professionals Educated – Actions Taken

The Professionals Educated –Actions Taken section contains information about the number of

professionals who took action or changed behavior as a result of their CPRIT-funded education or

training project. This section also categorizes the type of action or behavior change. You may select the

type of action taken or behavior change by using a dropdown menu. You must provide the date of the

activity and the number of professionals who took action or changed behavior in text fields (Figure B10).

Figure B10. Professionals Educated –Actions Taken subtab

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Project Narrative

The Project Narrative section contains a description of the project’s activities for the quarter. You must provide a

one-page narrative describing progress to date against the timeline in your contract. The narrative may include

program evaluation results, client stories and quotes, barriers encountered and overcome, and unique

collaborations. You may also upload a supporting picture in JPEG, GIF, or BMP format. You must provide a

description of the uploaded file in a text box (Figure B11).

Figure B11 Project Narrative subtab

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Review and Submit

The Review and Submit page shows the status of each section of the progress report (Figure B12). You

must click the “Mark as Completed” button on each section of the report to finalize it. Once you do this,

the status will change from “Draft” to “Completed,” and the Commands will change from “Edit” to

“View.” Note that the section is no longer editable once it is finalized.

Note that sections that are not applicable to your project are marked as “N/A.” Sections that are

applicable to your project with no new data are marked as “No New Data.” Sections that are applicable

to your project and contain new data are marked as “Completed.”

Once all sections are completed, you must complete the Web form by clicking the Submit button.

Figure B12. Review and Submit subtab

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