Proposals

Additional information may be found at Supplemental Information by Topic page.

Information about error or validation messages can be found in the Validation/Error Messages section.

You can scroll through this document or use Ctrl + Click on the entry or page number in the Table of Contents to jump to the appropriate section.

Contents

1 Budgets & Period of Performance
2 Problems with the Division
3 Attachments & Uploaded Document
4 Financial Conflict of Interest (FCOI):
5 I can't find the location I want on the NEPA-CEQA Building drop-down list
6 Related B&R Codes
7 Certification Review Forms (CRF)
1. 7.1 Is there a mechanism in eSRA that will allow anyone other than the PI to select the protocols on the AWRC or IRB CRF routing process?
2. 7.2 When will the OLAW Number for Animal Assurances be updated to the new PHS numbering system?
8 Problems with Activity Buttons
1. 8.1 Create Document for Manual Submission
2. 8.2 Proposal is Final (Science is Final)
9 A proposal was created in error. How do we discontinue or withdraw it?
10 I found a mistake in the proposal, how do I get that fixed?
11 Special Proposal Types
12 Flow-Thru Proposal Scenarios
13 I can't open a copied proposal

Budgets & Period of Performance

I copied a proposal and changed the beginning date, but the end date won't change correctly.

This is an intermittent problem and we can't determine the cause; but it seems the original end date is getting stuck in the background of the proposal. Use this work-around:

Delete the last project period.
Click "save."
Add the last budget period back in.

If this does not solve the problem on the first try, submit a help request for technical assistance.

Budget Periods are Overlapping or the end date isn’t calculating correctly.

This is an intermittent problem and we can't determine the cause; but we have a work-around:

Option 1: Re-enter the Budget Periods

Delete all the budget periods and re-add them one at a time.
The correct dates should be filled in.

Option 2: Trigger individual budget periods to re-calculate the end date

Change the number of months on the period of performance in the first budget period with a problem.
Let eSRA re-calculate the end date for that period.
Change the budget period back to the correct number of months.
Repeat, if necessary, for each budget period affected.

If neither of those options fixes your problem, submit a help request for technical assistance.

How do I change the end date on the Period of Performance?

The end date is automatically calculated from the individual periods based on number of months.

First, enter the start date.
Second, adjust the number of periods and the length of the periods. This should correctly change your end date.
eSRA only determine end dates based on whole months. The end date of the award will be adjusted during the award set-up process.

I need a specific end date for a Grants.gov application:

If the end date for a Grants.gov application cannot be derived in the normal way, then you need to manually adjust the end date in the SF424 application JUST BEFORE SUBMITTING the application to Grants.gov.
Work with the Contracts Officer that will be submitting the proposal to Grants.gov.

I need a specific end date for a non-Grants.gov application:

Enter information in eSRA that will provide an end date close to what you need.
Communicate with the SPO Contracts Officer so the proposal is submitted to the sponsor correctly.

I can't edit the DOE budget lines in View 9.3.F

I can see the fields, but I'm not able to click on any of them to enter dollars.

There is a known issue with the Firefox browser. Please try another browser.
The proposal is only editable in the following states:
Preparation
PI Approval (editable by the PI only)
PI Approval: Requesting Changes
Division Approval: Requesting Changes
BO Review DOE: Requesting Changes

The RA should request the PI, Division, or Budget Office route the proposal back to you for editing.

If the proposal is in a different state, submit a help ticket to eSRAHelp@lbl.gov for assistance.

How do I change the end date on the Period of Performance on an SPP or CRADA proposal?

The end date is automatically calculated from the individual periods.

First, enter the start date.
Second, adjust the number of periods and the length of the periods. This should correctly change your end date.
If you need a very specific end date, communicate this to the CO. The end date on the award will be adjusted when the project is created.

Problems with the Division

The PI’s Research Division is incorrect on View 2 for the PI.

The information about the PI's Division comes from the HRIS system and we do not/cannot update the source data. We know that the following instances may require a correction to the Research Division in View 2.9:

When the PI is a Division Director, their Division might be listed as Administrative Services or Laboratory Directorate. These fields will need to be corrected on every proposal submitted for that person.
When the PI is the Laboratory Director but is submitting a research proposal, you will need to identify the Division in which the research will be managed.
When a PI works with multiple Divisions and is submitting a proposal in a Division other than his or her primary Division, change the Research Owning Org Unit/Division to the Division where the research will be managed.

How do I fix it?

The instructions are in the help text of View 2
Edit question 2.b to assign the Research Owning Org Unit for the PI. Click 'Save' and the Research Division specified in question 2.a will then be updated accordingly.
If you need assistance, submit a help request and specify the proposal #, the PI’s name, the correct Division and Research Owning Org Unit.

Make sure to use the specific language that is used in eSRA, not the name or acronym you commonly use for referring to the Division or Research Owning Org Unit.

Why is it important to update the Division in the proposal?

This is the field that drives the routing for approval by the Division. If this answer is incorrect, notifications will be sent to the wrong people (or none at all), and it will require the Help Desk to make a correction so the approvals can be completed.
The Division is carried into FMS when the Project or Award is created.
This field is used for reporting purposes.
Division is one of the search criteria on the global proposal lists.

How do I give a co-PI (or others) access to the proposal?

The PI and RA automatically have access to proposals where they are named. Division Reviewers have access to proposals in their division.
To give a co-PI (or anyone) access to a proposal, the RA or PI can select them in questions 2.f (edit access) or 2.g (read access) when preparing the proposal or when you are able to edit the proposal because changes were requested.
If you need to add someone after the proposal has been submitted, contact the help desk and provide the specifics.

Attachments & Uploaded Document

I can't upload an attachment to my proposal

We've found this problem to be associated with security permissions in Internet Explorer. Make suer you are using the latest version of Internet explorer.

Contact the IT Help Desk for assistance changing the security settings in IE.

The eSRA Team recommends using a different browser.

My attachment should be signed, but I can't see the signature

Background and Cause: eSRA is a web-based system. The security or other settings of the specific browser you are using for eSRA impacts your ability to view (or not view) electronic signatures within uploaded documents. When you click to view a document, the system default is to open that document for viewing in another tab or window within the browser.
Solutions:

After opening the document in eSRA and discovering that the signature is not displayed, click on 'Download' within that window and open with Adobe or other PDF software. This usually resolves the problem.
If #1 does not work, you can save the file to your hard drive, then open it with Adobe or other PDF software. Although it would seem they should behave the same way, sometimes they do not and the signature is Viewable in the saved document.
Although methods 1 and 2 are highly recommended, some people prefer to change the browser settings, but be aware that frequent updates to the underlying browser software have been known to revert those particular settings and you may need to repeat the changes if/when the problem reoccurs. If you need assistance with this, please contact the LBNL IT Help Desk. The eSRA Help Desk does not have the expertise to assist. Conversely, the IT Help Desk is not able to assist with eSRA, so make it clear you are not requesting help with eSRA, but with the ability to view electronic signatures in the browser and eSRA documents are simply an example.

I need to add documents to the proposal after submission to sponsor

Scenario 1: CO relays a request from the sponsor for additional information

CO uses activity “Request Info for Sponsor” or "Email Proposal Team" which sends the request to the Division. [Note: A PDF of the email request can be added to the request, if needed.]
Division uses activity “Upload Sponsor Requested Information” or "Email Proposal Team" to reply.

The documents will be stored in the history of the proposal.

CO sends the information to the sponsor outside of the eSRA system.

Scenario 2: PI receives request directly from the sponsor for additional information

Use the activity "Email Proposal Team" and selects the CO.
In the comments box, explain what action is required and attach the necessary document(s).
CO sends the information to the sponsor outside of the eSRA system.

Scenario 3: We want to add support documentation for later reference

Use the activity "Upload Additional Internal Documents"

Documents will be stored in View 8 in the Internal Documents section and on the Attachments Tab

No email notifications are sent.

Scenario 4: We want to send support documentation to the CO, but it doesn’t need to go to the sponsor.

Use the activity "Email Proposal Team" and select the CO.
In the comments box, explain why this is being sent and attach the document(s).
This document(s) will be stored in the history section of the eSRA proposal.
Email notification is sent to the CO.

Financial Conflict of Interest (FCOI):

eSRA has a place to upload the DFI-2 and the 700U. Does eSRA send the forms to RIIO?

DFI-2 forms should be uploaded into eSRA.

The state of California requires wet signatures on all 700U forms so the paper forms must still be submitted in addition to uploading them in eSRA.

Positive disclosures for the 700U should be sent to RIIO by the Division.
Negative disclosures for the 700U should be sent to the SPO Contracts Officer.

I can't get the FCOI signed before the application is due. How can I attach it to the application?

FCOI documents are required before submission and should always be uploaded before the proposal is sent. However, in the rare instance when you have the document, but not the signature, follow these steps:

Consult with the SPO CO to confirm this will be programmatically acceptable.
Answer the "yes/no" question to indicate the answer the scientist provided on the FCOI form.
When the signed form is obtained, use the "email team" activity and select the eSRA Help Desk and the proposal's CO.

In the comments box, explain the attachment and attach the document(s).
This will send an email notification to the CO and store the communication in the history section of the eSRA proposal.

The eSRA Help Desk will confirm the FCOI yes/no question was answered correctly then upload the document into eSRA and email the RA and the CO to document the change in eSRA.

If it is discovered that a positive disclosure was missed, the institutional approvals will have to be manually updated by the eSRA Help Desk.

In need to change to “positive” answer on Financial Conflict of Interest (FCOI)

Scenario 1: CO requests updated FCOI during Negotiations with NIH (or other sponsors)

CO sends request to RA and/or PI using “email Proposal Team” and makes a note in the comments field that the FCOI forms need to be confirmed as still current or new ones submitted.
RA replies back using “email Proposal Team” to select the CO and makes a note in the comments field that the FCOI forms are still current or that new ones are attached. Attachments should be included with the “email Proposal Team” activity.
If there are any positive answers, CO uses activity “Request COI Approval” which will:

Send email to RIIO directing them to find the new forms in the history section of the proposal.
Change the COI approval status to “Pending Approval.”
Display the proposal in the inbox for RIIO.
Make the COI approval activity available to RIIO.

RIIO follows standard processes to review and approve.

Scenario 2: Division submits FCOI without prompting

Division staff should use “email Proposal Team” to send email to the CO and use the comment section to explain new FCOI forms are attached. Attachments should be included with the “email Proposal Team” activity.
If there are any positive answers, CO uses activity “Request COI Approval” which will:

Send email to RIIO directing them to find the new forms in the history section of the proposal.
Change the COI approval status to “Pending Approval.”
Display the proposal in the inbox for RIIO.
Make the COI approval activity available to RIIO.

RIIO follows standard processes to review and approve.

Proposal Questions seem to be missing

Why do some the proposal Views seems to skip numbers.?

Questions have numbers for easy reference and to assist with training identification of specific questions.
Not all questions are required for all proposals. If your proposal, based on questions answered on previous Views, do not require all questions, they will not be displayed for you.

Questions I used to answer are not available any more, what happened?

In FY17-FY18, eSRA implemented a Streamlining (User Optimization) Project to identify questions that are not needed based on questions answered on previous Views.
If you believe an essential question is missing, please contact eSRAHelp@lbl.gov and the Team Leader of the Streamlining Project will investigate and answer questions for you. If a question was incorrectly removed, the eSRA Team needs to know this in order to remedy the situation.

I can't find the location I want on the NEPA-CEQA Building drop-down list

First, remember this location does not need to be room-specific. You just need to identify the building.
Read the help text provided in eSRA. Not all buildings on the UCB campus are considered LBNL for NEPA/CEQA purposes.
If you want to have a building location added to the drop-down list; submit a help request.
Help Desk staff will contact Facilities to confirm the addition to the list and you will then be able to select the new location.

Related B&R Codes

How do I know which B&R Code to select?

You should select a code for which LBNL already receives funding from DOE in the WAS (Work Authorization Statement).
Check with the PI or your Division Management to determine which scientific codes you are funded under and use the code that accurately reflects the scientific nature of this research proposal.

Can you add 400903070?

No, that B&R code is a financial type of B&R code. For the funding proposal question LBNL requires a scientific Related B&R code. That code will usually start with two letters.

The Related B&R Code I need isn't on the list

It is rare that a new B&R code will need to be added, so please think carefully before making a request.

If DOE requests submission to a specific B&R code not on our list, we will add it.
We do not add B&R codes for SPP or CRADA work.

If you determine that you truly need a new B&R code added, submit a help request and indicate whether you are preparing a proposal or accepting funding. Provide as many details as you can.
The Help Desk staff will then forward the request to a central OCFO staff person delegated with maintaining the related B&R codes for three separate systems so they remain in-sync with each other.

I need more information, such as longer descriptions, about Related B&R Codes to help me make a selection

eSRA and LBNL do not have more comprehensive lists, but you can refer to the DOE Budget and Reporting Classification Codes (BARC) Report at https://iportalwc.doe.gov/webcenter/content/conn/iPortalContent/path/MyWebCenterSpaces/EFASC1/BARC/index.htm

How can I change the Related B&R code after the proposal is submitted to DOE?

DOE proposals can be re-opened for editing after submission.
Refer to the DOE Direct Proposals Desk Guide found on Supplemental Information by Topic page to determine which role re-opens your specific type of proposal.

BASO Requests a change to the Related B&R Code

When approving FAC Waivers, or reviewing the Scientific aspects of the proposal, BASO may request a different Related B&R Code be used.
Submit a help ticket to eSRAHelp@lbl.gov requesting the change and indicate the change was mandated by BASO.

How can I change the Related B&R code after the proposal is submitted to the Sponsor?

The proposal is locked from edit once it is approved for submission.

Submit your request, including the funding proposal number and the correct Related B&R code to the help desk.
The eSRA Help Desk will update the proposal and log a comment that it was changed.
If FAC waiver was requested and approved, it will need to be done again because the records at BASO tie the waiver requests to specific B&R codes

The Help Desk will manually re-set the institutional approval.
The SPO CO will need to request an additional FAC waiver and explain the circumstances.

Certification Review Forms (CRF)

Is there a mechanism in eSRA that will allow anyone other than the PI to select the protocols on the AWRC or IRB CRF routing process?

No. HARC requires the PI's approval on the form. That is why the PI is required to execute this activity. eSRA does not have a process for more than one person to prepare the CRF form.

When will the OLAW Number for Animal Assurances be updated to the new PHS numbering system?

Per the LBNL HARC Office, our old OLAW assurance number (A3054-01) was grandfathered in and we will retain it. Further questions should be directed to the HARC Office.

Problems with Activity Buttons

Create Document for Manual Submission

I only got the SF424 Subaward Budget PDF and not the rest of the documents.

Explanation: This activity will combine PDF documents into a single PDF document for submission to the sponsor. A fillable form PDF is an entirely different kind of document, which, unfortunately, has the same file extension and inclusion of a fillable PDF form in View 8.5 confuses the eSRA system.

Take these steps:

Remove the SF424 subaward fillable form budget from View 8.5.
Print the SF424 subaward budget as a PDF.
Upload the printed subaward budget into View 8.5.
Use Create Document for Manual Submission to create that single PDF for submission to the sponsor.
Send the fillable form PDF subaward document using Email Proposal Team to send it in an email to the LBNL Contracts Officer.

The activity displays multiple copies of each document to put into sequence.

Try it again in a different browser. Some people are having better experiences with different browsers, but since it is not consistently better with one browser over another, it might be related to your specific browser settings. If you are still having trouble, submit a help request.

How can I exclude a document when I compile the proposal for manual submission?

This activity is designed to compile all of the PDF documents included in View 8.5 into a single document for submission.
If a document should not be included in the submission to the sponsor, then it should not be uploaded into View 8.5.
If you have documents that you want to save with the proposal, but they do not belong in the submission to the sponsor, upload them in question 8.b - Internal Documents, not 8.a.

Proposal is Final (Science is Final)

I need to mark the proposal is final and I can't find the activity button.

Note: This activity was previously called 'Science is Final' It was re-named during the Streamlining Project to provide better clarity that not only the science needs to be final and ready for submission, but the entire proposal.
It is most probable that you are trying to locate the activity while the proposal is in a state where you do not have edit permissions, such as after the proposal has been routed for approval.
Check the upper left of the screen just below the orange box to see if you have the "Edit Submission" button available to you.
If you need to mark the proposal is final after it has been routed, you need to request it be sent back to you for changes so this activity becomes available to you.
The PI also has the ability to mark the proposal is final in the 'PI Approval' state.
Note: This activity is only available and required on DOE proposals that are being submitted via Grants.gov.

A proposal was created in error. How do we discontinue or withdraw it?

Prior to submission to the sponsor, the Resource Analyst can use the activity "Discontinue Proposal."
After submission to the sponsor, the Contracts Officer can use the activity "Withdraw."

I found a mistake in the proposal, how do I get that fixed?

…if the proposal has not yet been submitted to DOE or the Sponsor...

The proposal is only editable in the following states:
Preparation
PI Approval (editable by the PI only)
PI Approval: Requesting Changes
Division Approval: Requesting Changes
BO Review DOE: Requesting Changes

The RA should request the PI, Division, or Budget Office route the proposal back to you for editing.

If the proposal is in a different state, submit a help ticket to eSRAHelp@lbl.gov for assistance.

…if the proposal has already been submitted to DOE...

The RA can re-open the proposal for editing. Refer to the DOE Direct Proposals Desk Guide found on Supplemental Information by Topic page.
If the correction is for one of the fields that is updated during Project Creation or Award Set-up, and is not a field used for reporting purposes, the correction should be made then.

…if the DOE Project has been prepared and sent to PS 9.2.

Submit a help request explaining the circumstance.
Be specific about what needs to be changed.
Site Administrators will determine on a case-by-case basis how to proceed and whether the project needs to be voided, copied and re-done or if the Site Administrator can make the corrections in both eSRA and PS 9.2.

…if the proposal has already been submitted to the Sponsor...

For SPP, CRADA and other non-DOE proposals, submit a ticket to eSRAHelp@lbl.gov and provide the details of what needs to be changes.

Note: We do not make changes in eSRA due to budget changes during negotiations. That is aprt of normal processing, not a mistake.

If you determine a correction needs to be made, submit a help request and the Help Desk staff will update the proposal for you. Be specific about what needs to be changed.

I need to update the Advance Information

If a signed Agreement has not been send out to the sponsor, and an invoice has not been generated by Accounting, can we update the Advance Invoice amount in eSRA?

Yes, that information can be updated; but the method is dependent on several circumstances.

If the proposal has not been sent to the sponsor yet, the Contract Officer can route the proposal back to you for changes.
If the proposal has already been sent to the sponsor, then the proposal is locked and you would need to send a request to eSRAHelp@lbl.gov to update the advance in the proposal.
If the proposal is in the "Award Pending" state, then the proposal information has already been copied from the proposal to the award and the correction should be made by the Contract Officer in the Award.

The PI decided to submit to a later deadline. How do I change this in eSRA?

Recommended Procedure:

Discontinue the current proposal.
When the PI is ready to submit, use the activity “copy proposal” in the discontinued proposal
The following information is not copied:

Grants.gov Funding Opportunities
Grants.gov budgets
Institutional approvals
History from the original proposal.

Can I just change the submission due date in View 2?

While this is an option, we recommend against this option in most situations:

This is not recommended if you are submitting a Grants.gov application because sponsors, especially NIH, may change the electronic Grants.gov application package. Even if a solicitation has the same Opportunity number and the same version, there might be behind-the-scenes changes to the SF424 application package.
This is not recommended if your Division is collecting metrics on the time it takes to prepare and submit proposals.
This is not recommended in case the OCFO decides to review metrics on the time it takes to prepare and submit proposals.

Special Proposal Types

Grants.gov proposals

There is a separate section of the FAQs for Grants.gov Proposals

We proposed as a subaward, but are funded directly from DOE on the WAS

First, do not use Project Creation to create the project.
Refer to the DOE Direct Proposals Desk Guide found on Supplemental Information by Topic page.
If you have a scenario not covered by the Desk Guide submit a help request to eSRAHelp@lbl.gov and your proposal will be evaluated on a case-by-case basis and the eSRA Help Desk will recommend the best path forward.

How do we submit proposals to NETL?

Although NETL is another DOE Lab, funding usually comes in through the WAS.
The proposal is submitted by the division often with an FWP
See Proposals to NETL QR5040 found on Supplemental Information by Topic page.

ESNet proposals should not have the Homeland Security Burden - How do I fix this?

Sometimes the Homeland Security Burden pops up on an ESNet proposal. Why does eSRA do that and how can I fix it?

eSRA applies the Homeland Security Burden when any of the Homeland Security questions are answered "yes." The problem with ESnet comes when the proposal is to one of the Defense or Intelligence agencies identified in the 4th question.

The workaround is this:

Indicate "no" in the 4th question.

eSRA now automatically defaults the answer to 'yes' when you select a sponsor that meets the criteria set by the National and Homeland Security Office, so you must manually change it.

Document the proposal by logging a comment that the question was answered "no" as instructed by this workaround so the National and Homeland Security Burden will correctly not be applied.
If you have any problems, submit a help ticket.

UC Discovery

A UC Discovery proposal is a type of 'gift' and I'm having problems with View 9 since the new Gift process was implemented in November 2016

You are correct. Although UC Discovery is awarded as a specific type of 'Gift' the proposal is processed more like an SPP proposal. The eSRA Team is aware of the problem, but have not yet determined a solution.

The workaround is this:

Start to prepare your UC Discovery proposal with the normal answers. When you get to View 9.3.G, follow these instructions:

Jump to View 1.0 and change the answer to question 1.a.1 - Proposal Type to SPP and 'Save'
Jump to View 9.A and enter the Project Period and budget type, then 'Save'
Jump to View 9.3.C and enter the budget information in the first questions and 'Save'
Jump to View 1.0 and change the answer to question 1.a.1 - Proposal Type back to Gifts and 'Save'
Jump to View 9.3.G and finish completing the proposal.

If you have further difficulties, contact eSRAHelp@lbl.gov and the Functional Team Leader will assist you.

Flow-Thru Proposal Scenarios

My M&O Integrated Contractor proposal is a flow thru. How do I enter the Prime Sponsor?

There are very few instances when the proposal flows through from an organization other than DOE and eSRA does not provide an option for M&O flow-thru in question 1.a.2. Please contact eSRAHelp@lbl.gov and provide the prime sponsor's name. The help desk will enter the information in the background for you. The prime sponsor will then be displayed in the proposal workspace and also carried forward to the award, if funded.

Sometimes we "know" that the proposal we submit where we are a subaward will be funded directly to us by the prime agency. How do we handle these?

Some of these types of scenarios pose complications. How to handle some of these are detailed here. If you have a different scenario, submit a help request for guidance. We will assist you and update these Knowledge Documents for future reference.
The over-arching principle is that we enter the proposal into eSRA based on what we submit in the proposal.
Although it is highly likely that NASA or DOE will fund us directly rather than through another institution, that is not a certainty.
If we receive an award that is funded directly by the sponsor, we make those adjustments during negotiations.

We are subaward on a proposal to NASA:

Complication: It is most likely that we will be funded directly from NASA. FAC would be waived for a university or small business, but not for NASA. How to proceed?

Create the proposal budget with FAC included because it is most likely that we will be funded directly by NASA and you do not want to under propose.
Answer question 9.3.c - Override the FAC waiver for a flow-thru proposal with the first option We are an FFRDC and have been informed that funding will come to LBNL directly from the federal agency on an Interagency Agreement. Therefore, the award will not be eligible for FAC waiver.
If the proposal is awarded directly from NASA:

The Contracts Officer can use the activity "Update Sponsor and Application Number" to change the sponsor to NASA.

If the proposal is awarded as a sub as originally proposed:

We need to notify the direct sponsor that FAC, included in the budget, will be waived for them and send them an adjusted budget.

Submit a help request to un-check the answer to question 9.3.c.
If any of the budget amounts need to be changed, specify the changes by budget period.
The Help Desk will also confirm that the FAC Waiver approval changes to'Pending Request'

The SPO CO will need to request FAC waiver before completing the award set-up.

If the DOE Funding Opportunity Announcement (FOA) indicates funding will be provided thru the WAS...

Prepare it as a DOE Proposal following the guidance provided in the DOE Direct Proposal Desk Guide found on Supplemental Information by Topic page.
If this needs to be changed when the funding arrives, submit a ticket to eSRAHelp@lbl.gov.

If the DOE Funding Opportunity Announcement (FOA) is silent about funding to FFRDC Labs...

Prepare your budget normally.
After the proposal is submitted to the sponsor the proposal editing will be locked, so the RA or CO will not be able to make any changes.
Use "Log General Comment" in eSRA to document the file.
If the proposal is awarded directly from DOE:

Do not use the “Copy proposal” activity.
Do not use Project Creation because that create a duplicate entry in eSRA
Submit a help request to eSRAHelp@lbl.gov for assistance to change it to the DOE Workflow.

If the proposal is awarded as a subaward as originally proposed:

No changes should be needed.

I can't open a copied proposal

Unless you are named on the proposal as an RA (or you are the PI), you cannot edit the proposal.
Use the activity “Update Proposal RAs” to edit the primary and/or additional RAs for this proposal.