SmartGrant is KSU's electronic grants management system that streamlines the grant submission, award, and management process. On the preaward side, Principal Investigators (PIs) are able to develop budgets, upload documents for review, and initiate electronic routing. Once issued an award, PIs have access to live expenditure data in a user friendly way.
Go to https://smartgrant.kennesaw.edu and log in with your netID and password to get started!
Please contact the Office of Research with any questions concerning the use of SmartGrant or proposal development.
- One-page Simple Proposal Guide
- Detailed Proposal Guide
- One-page Quick Reference Guide for Approvers
- Detailed Reference Guide for Approvers
- Postaward Video Tutorial: Accessing Award Information
- New User Request Form (Complete and email to the Office of Research if you do not have access to SmartGrant using your Net ID)
Frequently Asked Questions
How do I get a username and password for SmartGrant?Use your net ID and password to login to SmartGrant. Most faculty members will already have a profile and be able to login immediately. The Office of Research will need to add your profile if you are new faculty member or a staff member. Fill out the “New User Request Form” available in the Support Materials section of this page and return it to firstname.lastname@example.org if you are unable to login with your net ID.
Why does the system tell me my credentials are incorrect and make me type in my username and password twice to login?This happens if you do not properly exit SmartGrant during your previous session (i.e. you closed your browser before clicking the “Exit” button in the system interface). Just make sure to click “Exit” when you are done working in SmartGrant and you will not have a problem the next time you log in.
Why can’t I get my new proposal to save? I keep having to re-enter the information in Intro Proposal Data.A proposal won’t save if you have missed one of the required fields in Intro Proposal Data. You must complete the Long Title, Proposal Type, Category, Due Date, add the Sponsor and Program, and add any co-PIs.
How did my proposal get locked and how do I unlock it?A SmartGrant proposal becomes locked when someone is working in it; a lock icon will show next to the proposal GPID. If you try clicking on the GPID, you will get a message telling you who is locking the proposal. Ask the person to exit the proposal so you can work in it. Proposals remain locked if a person did not properly “back out” of the proposal during their previous session and stay locked even after the person closes their browser. Locks that are a result of an improper exit need to be removed by a system administrator. Contact email@example.com to have any locks removed.
The Sponsor and Program I am applying to are not available. What should I do?
Email firstname.lastname@example.org to have the sponsor added. The program name will likely not be added as the Office of Research uses generic program names in SmartGrant instead of adding each individual program name.
Note: When doing a search for a sponsor, either type the name in the search box OR select the sponsor type – do NOT search using both methods at the same time.
The wrong people are showing as my approvers in the routing map. How do I change this?Email email@example.com or your preaward contact and ask to have the routing map corrected. The Office of Research is not always informed when new Chairs and Deans are appointed and has to change the department and college heads manually in the system. If you belong to a non-academic department, there may be multiple approvers set up in the system and the correct one just needs to be selected in the routing map. You preaward contact can help you change this.
My Chair and/or Dean is on vacation and my proposal is due tomorrow! How do I get it approved before submission?You should always talk to your Chair and Dean ahead of time and start routing early if you know they will be unavailable. If the approver on vacation has designated someone to sign in their place while out of the office, let your preaward contact know and the designated signed will be added to the routing map.
Why won’t the system let me access the Online Routing section?You must access and generate the following sections before you can access Online Routing: Intro Proposal Data, Budget Prelim Info, Budget Detail On/Off Campus, and Non-Budget Information->Print Forms.
Do I have to enter my budget in SmartGrant before I start routing?No, not unless you want to develop your budget using the system. If you don’t use SmartGrant to develop your budget, you do need to have a near-final budget in Excel ready for approvers to review. All you have to do in SmartGrant at the proposal routing stage is complete the Budget Prelim Info and generate a $0 budget in Budget Detail On/Off Campus - the system just wants to know you have accessed the budget detail section and doesn't require that you enter any numbers. Your preaward contact will use your Excel spreadsheet to enter the budget in SmartGrant once it is final.
Do I have to upload any of my proposal documents in SmartGrant before I start routing?You should upload at least your draft proposal narrative and/or abstract and your near-final budget and budget justification in the Print Forms->Proposal Related Documents section before starting routing. Upload your full proposal if it is ready. Make sure to check with your Chair/Dean to see what they will require before approving routing (i.e. they may require a complete proposal or just an abstract).
Do I need to do anything with the templates in the Proposal Form Set section?No, they are default templates generated by the system and are not used at KSU.
Why does the Non-Budget Information look different than the Proposal Guides show? There’s no “Print Forms” button available.Most likely, you selected “Yes” to grants.gov in the Intro Proposal Data section. This changes the proposal structure to allow a “system-to-system” submission and changes the options available in Non-budget Information. Go back to Intro Proposal Data and select “No,” even if your submission will be through grants.gov. Your preaward contact will make the necessary adjustments after routing has been started.