Electronic Research Administration (ERA)

Many external sponsors (government and private) are converting to computer-based systems for funding notification, grant submission, and administration of awards. This process is called Electronic Research Administration (ERA).  Campus-wide ERA systems are administered centrally by the Office of the Vice President for Research.

Electronic Grant Submissions:

A growing number of government agencies and private organizations have developed online electronic grant submission programs in addition to or as a replacement for traditional hard copy grant submission. Following is a list of some of the major systems used currently at Oklahoma State University, and specific instructions associated with their use. If you have further questions regarding Electronic Research Administration at OSU, please contact Melinda Wilson for instructions on how to proceed.**

**FACULTY AND STAFF, PLEASE NOTE: In accordance with OSU policy, all proposals must be submitted through college research offices, following proper routing procedures before electronic submission.

Agency ERA System Grants.gov
Apply Participation
PI Registration Required

Department of Defense Congressionally Directed Medical Research Programs


n/a (for contracts,not grants)

Yes n/a *Contract Representatives *Applicants

Department of Defense Defense Threat Reduction Agency (DTRA)

BAA Submission n/a (for contracts, not grants) No n/a *Organizational level only

Department of Defense Defense Threat Reduction Agency (DTRA)

Bids n/a (for contracts, not grants) No n/a *Submitter (and two alternate POCs)

Department of Education

eGrants Yes Yes n/a *User

Department of Energy

(for contracts)

EERE Exchange


Yes Contact college research office n/a *Vendor Administrator
*Vendor Representative

DHHS - National Institutes of Health (NIH)

eRA Commons Yes n/a Yes
Request ID

National Aeronautics & Space Administration

NSPIRES Most NASA Research Annoucement (NRA) and Cooperative Agreement Notice (CAN) programs available for APPLY. Yes n/a *Primary OPOC *Secondary OPOC *Affiliated User

Oklahoma Arts Council

E-GRANT Proposal submission through their system only. n/a n/a *Organizational level only

National Science Foundation (NSF) or Research.gov


Undergoing staged transition
to Grants.gov.

Yes n/a *SPO
*AOR *Financial Administrator
* PI


Grants.gov 26 partner agencies n/a n/a *E-biz POC *AOR

Altum proposal CENTRAL

proposalCENTRAL n/a - represents
private sector
Yes n/a *Signing Official *Financial Officer


National Science Foundation NSF Fastlane - NSF FastLane is an interactive web-based system created by NSF to conduct all aspects of electronic business pertaining to research. Individuals sign on to the system and send/receive their transactions directly to/from NSF. These transactions represent a wide range of activities including Award Search, Proposal Preparation, Proposal Review, Status Reports, Project Reporting, and Post Award Notifications and Requests. In compliance with the President's Management Agenda, in Fiscal Year 2006, NSF has identified 98 specific programs that will either authorize, or require, use of Grants.gov (see below) to prepare and submit proposals to NSF.

Grants.gov - The charter of Grants.gov, one of 24 President's Management Agenda E-Government initiatives, is to provide a simple, unified electronic storefront for interactions between grant applicants and the Federal agencies that manage grant funds. There are 26 Federal grant-making agencies and over 900 individual grant programs that award over $350 billion in grants each year. Grants.gov provides:

  • A single source for finding grant opportunities.
  • A standardized manner of locating and learning more about funding opportunities.
  • A single, secure and reliable source for applying for Federal grants online.
  • A simplified grant application process with reduction of paperwork.
  • A unified interface for all agencies to announce their grant opportunities, and for all grant applicants to find and apply for those opportunities.

Grants.gov Resources:

National Aeronautics and Space Administration (NASA) NSPIRES - NSPIRES is the NASA Solicitation and Proposal Integrated Review and Evaluation System. This web-based system supports the entire lifecycle of NASA research solicitation and awards, from the release of solicitation announcements through the peer review and selection process, to awards management and publication of research results The system is intended to facilitate conducting of research business with NASA for the science and technology research community. NASA's new system, NSPIRES, is a complete redesign of SYS-EYFUS, and includes many enhancements. Beginning on February 18, 2005, NASA is requiring use of the NSPIRES system for the upload of select proposal documents. Additionally, Grants.gov (see above) can be used to prepare and submit proposals in response to most NASA Research Announcement (NRA) and Cooperative Agreement Notice (CAN) programs. Proposal submission for NASA Announcement of Opportunity (AO) programs must be submitted through the NSPIRES system and are not available for submission via Grants.gov.

Research administrators who wish to register with NSPIRES for grants management privileges should go to the following URL: http://nspires.nasaprs.com/external/.  Simply click "Getting an Account" in the menu on the lefthand side of the screen and you will be taken through the registration process. After your electronic registration is submitted, permissions will be granted within the system by OSU's Electronic Point of Contact (EPOC), Melinda Wilson.

All NSPIRES proposal submission must be done using the VPRTT administrative user name and password within the NSPIRES system. Upon completion of your proposal packet, contact Melinda Wilson for directions on how to proceed.

National Institutes of Health (NIH) eRA Commons - eRA Commons is the NIH electronic research administration system that allows applicants/grantees to electronically receive and transmit application and award information. NIH is currently in the process of transitioning to exclusive use of Grants.gov (see above) for electronic submission of NIH proposals. A timeline concerning the transition to exclusive use of Grants.gov is available online. NOTE: PIs must be registered in eRA Commons before electronic submission of grant applications through Grants.gov.

  • To register with eRA Commons (necessary for both PIs and research administrators), contact Melinda Wilson.

Oklahoma Arts Council - Yearly grant applications must be submitted to the OAC via their E-Grant system. We have an organizational level registration for OSU and the password is changed yearly. Contact Melinda Wilson for more information on submitting to the OAC.

Department of Energy (DOE) - The Department of Energy, uses several different systems for proposal submission.

FedConnect. FedConnect is a web portal that bridges the gap between government agencies and their vendor and grants applicant communities to streamline the process of doing business with government. Through this portal you will be able to review opportunities and receive awards. You’ll also have an open channel of communication with the government that is both secure and auditable where you can ask questions, submit responses, and acknowledge receipt of documents.

PAMS. The Portfolio Analysis and Management System (PAMS) is a Web-based system for managing Proposals and Reviews submitted to the DOE Office of Science. The PAMS experience is role- and user-sensitive, meaning that each user will see only information and action options that are pertinent to him or her. This customized approach minimizes errors in processing, simplifies the application process, and ensures sensitive information stays protected.

EERE Exchange. About EERE The Office of Energy Efficiency and Renewable Energy (EERE) works with business, industry, universities, and otherorganizationsto increase the use of renewable energy and energy efficiency technologies.One way EERE encouragesthe growth ofthese technologiesis by offering financial assistance opportunities fortheir developmentand demonstration. About the Funding Opportunity Announcement (FOA) Process EERE uses Funding Opportunity Announcements(FOAs) to solicit applications in specific programareas and selects projects based on a merit review processthatincludesindustry and technology experts.

Notices and solicitations, required by the Federal Acquisition Regulation (FAR), will continue to be sent to FedBizOpps (FBO), with additional information available to interested entities on Compusearch's FedConnect portal. Similarly, funding opportunity announcements (FOAs) that must be published on Grants.gov will continue to be transmitted there also, with additional information provided at the FedConnect portal. The FedConnect portal will be used throughout the lifecycle of the Department's acquisition and financial assistance instruments from the presolicitation/planning phase to award close-out.

Help Documents:

Altum proposalCENTRAL - proposalCENTRAL is a web-based grant management solution for government, non-profit, and private grant-making organizations to simplify their operations by receiving and reviewing grant applications online. From this single website, over ten thousand applicants and reviewers interact electronically with the grant-makers that are members of proposalCENTRAL. ProposalCENTRAL has 20 participating grantmaking organizations, including The American Lung Association, USIDNET, the Cystic Fibrosis Foundation, the American Cancer Society, the Lance Armstrong Foundation, and others. 140 grant programs are offerred online via proposalCENTRAL.

proposalCENTRAL User Registration - Click here and follow online instructions to register to submit proposals electronically through proposalCENTRAL. No further permissions from an OSU authorizing official will be necessary. As soon as you register, you will be authorized to submit proposals electronically via proposalCENTRAL. (Please note, however, that all proposals should be submitted by OSU college research offices and must be routed in accordance with the OSU routing policy before they can be submitted electronically.)

Defense Threat Reduction Agency (DTRA) Bids - The Defense Threat Reduction Agency, Chemical and Biological Directorate (DTRA-CB) performs the role of the Joint Science and Technology Office for Chemical and Biological Defense (JSTO-CBD) to manage the Science and Technology (S&T) portion of the CBDP. The DTRA Bids website accepts electronic proposal submissions for solicitations focused on the S&T needs for chemical and biological defense. Proposals for applied research (6.2) and advanced technology development (6.3) are being sought to identify viable solutions to technology gaps in the Physical Science and Technology area, which includes: Detection; Modeling & Simulation/Battlespace (MSB); Protection; Decontamination; and Threat Agent Science.

  • OSU submitters should contact Melinda Wilson for information on downloading solicitations or to submitting proposals. Registration is organization level only. PI registration is not required.

Defense Threat Reduction Agency (DTRA) BAA Submission - The Combating Weapons of Mass Destruction Basic Research (CWMDBR) Broad Agency Announcement (BAA) is a statement from the Defence Threat Reduction Agency (DTRA) for the purpose of soliciting proposals from universities, colleges, and other degree granting academic institutions. The objective is to sucessfully support the advancement of fundamental knowledge and understanding of the sciences with an emphasis on exploring new and innovative research for combating or countering WMD. This site serves as the submission site for CWMDBR BAA.

  • OSU submitters should contact Melinda Wilson for information on downloading solicitations or to submitting proposals. Registration is organization level only. PI registration is not required.

Department of Defense Congressionally Directed Medical Research Programs - CDMRP has replaced eReceipt with the electronic Biomedical Research Application Portal (eBRAP) - eBRAP is the electronic proposal submissions system for the Congressionally Directed Medical Research Programs--a part of the Department of Defense.

As in the past, application submission is a two-step process requiring both (1) pre-application submission through the eBRAP (https://eBRAP.org/) and (2) application submission through Grants.gov (http://www.grants.gov/), with application status available on eBRAP.

  • College research staff must register as "Contract Representatives" in the eBRAP system in order to submit proposals. Register with eBRAP at: https://eBRAP.org/. Contact Jada Gailey for copies of the Certifications and Representations documents necessary for Contract Representative account set-up.
  • PIs must also register int he CDMRP eBRAP system as "Applicants." PIs can register with eReceipt at: https://eBRAP.org/
  • CDMRP (eBrap) User Guide
  • CDMRP (eBrap)  FAQs

DHS Defense Nuclear Detection Office (DNDO) - Various systems are used for the electronic submission of proposals to the Department of Homeland Security Defense Nuclear Detection Office.

  • OSU submitters should contact Melinda Wilson for access to the administrative log-in, which is necessary to submit proposals through DNDO Solicitation. Registration is at the organization level only. PI registration is not required.