Electronic Research AdministrationOffice of Extramural ResearchNational Institutes of Health

June 2012eRA CommonsPost-submission FunctionalityScarlett GibbeRA Commons Customer Relationship Manager

Joe SchumakereRA Communication Specialist

Todays Post-submission Functionality TopicsUsing the eRA CommonsWhen Will I Use eRA Commons? StatusJust-in-Time (JIT)Notice of Award (NoA)Administrative SupplementsNo-cost Extension (NCE)Progress Reports (eSNAP & RPPR)Federal Financial Report (FFR)Financial Conflict of Interest (FCOI)xTrainCloseoutResources*

Using the eRA Commons

eRA CommonsCheck Review AssignmentCheck Review OutcomeSubmit Pre-award InformationPrepare/SubmitPost-award ReportsCLOSEOUT GRANTSElectronic Interaction Points*

Status

Overview of StatusStatus allows Signing Officials, Principal Investigators, and their delegates to perform a number of functions, which are based on the role(s) associated with their Commons account.Track the status of grant applications through the submission processView applications, Notices of Award, and other key documentsPerform several post-submission and post-award functions*Status is your link to the action!

Status ViewsPI and SOPrincipal Investigators can view their Recent/Pending eSubmissions or List of Applications/Grants.*Signing Officials can search for/view all submissions for their institution.

Status ResultGeneral Search ScreenSelect the Application ID link to view detailed status information for that particular application.*

Review Info on Status Information Screen*Primary Institute or Center assignmentKey contact informationStudy Section assignment

Review Outcome on Status Information ScreenOnly the PI can view Summary Statement, Priority Score and Percentile information.*

Hands-on Exercise: Accessing eRA Commons1. Click on the eRA Commons Demo shortcut on your computers desktop. If the short is unavailable, enter the following URL into an internet browser:eRA Commons Demo (non-production environment): https://public.uat.era.nih.gov/commons/

2. Your handouts include a PIs username and password. Enter the username and password into the appropriate fields under Commons Login.Note: eRA Commons Password is case-sensitive.*

Hands-on Exercise: Status

1. Identify a grant on your Status Result List of Applications Search results list. Click on the Grant Number link in the Application ID column.

2. Locate the link for application. Click on the link to view the application.

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Just-in-Time (JIT)

Overview of Just-in-Time (JIT)The JIT feature allows an applicant organization to submit additional grant application information after the completion of the peer review, and prior to funding. Applicants should never submit JIT info until specifically requested to do so by NIH. A JIT link or request from NIH are not indications that a grant award will be made.Other Support File, Budget Upload, Other Upload, Institutional Review Board (IRB) Date, Human Subject EducationPD/PI can save info in Commons, but only SO can submit JIT info to NIHMust be PDF format

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Overview of Just-in-Time (JIT)NEW POLICY FOR JUST IN TIME!New Electronic Submission Policy:Applicants are required to submit their information using the JIT feature of the eRA Commons at least 60 days before the applicants proposed project period start date (or sooner if requested by the IC). If the requested JIT information is not submitted, funding may be delayed and the Project Director(s)/Principal Investigator(s) and Signing Official may be contacted directly requesting prompt submission of timely information.

See Guide Notice NOT-OD-12-101http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12-101.html

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JIT Link on Status Result Screen (SO View)*Select JIT link.

Just-in-Time (JIT) Screen (PI View)*Other Support documentation is required. It is provided in a PDF attachment. Use the Import button to begin the upload.IRB approval date should be within the last 12 months.

Hands-on Exercise: Just-in-Time1. Identify a grant on your Status results list with a JIT link in the Action column. Click on the JIT link.

2. Upload the Other Support File provided in the Workshop Computers folder on your desktop.

3. Upload the Budget Upload file provided in the Workshop Computers folder on your desktop.

4. Provide a date in the IRB Date field. Remember that the date must be within the past 12 months.

5. Provide some text in the Human Subject Education field. Click Save.

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Notice of Award (NoA)

StatusNotice of Award (NoA)The Notice of Award is the official document notifying the grantee and others that a grant has been awarded. The NoA:Contains or refers to all terms and conditions of the grantIs posted in the Other Relevant Documents section of the Status Information page (after searching for a grant application, click the Accession Number in the Application ID column to access Status Information)

Follow Latest NOA link to access document.*

No-Cost Extension

Overview of No-Cost Extension (NCE)Grantee organizations have a one-time authority to extend, without additional funding, the final budget period of a project period of a grant. The NCE feature in Commons allows organizations to submit an electronic notification to the agency that they have exercised this one-time authority.Only SOs can submit the NCE notificationMay be submitted no earlier than 90 days before end of project and no later than project end dateCan request extension of 1-12 months, in one-month increments*

Extension Link in Status*Signing Officials onlySelect the Extension hyperlink from the Action column of the Status ResultGeneral Search results list.

Extension Screen*On the Extension screen, choose an extension of 1 to 12 months.Note: In Fall 2011, NIH will be mandating the use of the Commons No-Cost Extension feature to submit an extension request! Watch for a guide notice to be released soon.

Progress Reports (eSNAP & RPPR)

Overview of eSNAPGrantee organizations have a one-time authority to extend, without additional funding, the final budget period of a project period of a grant. The NCE feature in Commons allows organizations to submit an electronic notification to the agency that they have exercised this one-time authority.Commons e SNAP feature mandatory for submission of 2590 progress reportsNotice of Award indicates whether grant award is eSNAP-eligibileCan request extension of 1-12 months, in one-month increments*

Upcoming Transition to RPPR The NIH progress reports will transition to the federal-wide Research Performance Progress Report (RPPR). A new RPPR feature in Commons will replace the eSNAP feature.Will be used for all SNAP and non-SNAP awardsLimited pilot in April 2012Fields will pre-populate when possibleNIH-specific instructions will be marked with HHS logo (as in Application Guide)Special NIH reporting requirements will be requested in Special Reporting Requirements section*Stay tuned for updates!

eSNAP Functions & Roles*

FunctionsPIPI DelegateAOSOInitiateUpload ScienceEdit BusinessValidate eSNAPRoute to other userRecall(PI can recall at any time; others must be current eSNAP reviewer.)View Routing HistoryView eSNAP ReportSubmit to Agency(Submitter must be the current eSNAP reviewer.)Delegated by SO

eSNAPGrant ListThe eSNAP Grant List:Displays all of your grantsHyperlinked grant numbers are eSNAP eligibleDisplays the Due Date, Status, and Current ReviewerOVERDUE will display in Due Date column if overdue

Select Grant Number to access the eSNAP Menu.*

Manage eSNAPeSNAP MenuManage eSNAP, also known as eSNAP Menu screen, displays list of available functions and Status of Completion.Status of Completion shows the completion status of each page of the eSNAP. This is an optional tool and does not need to be completed in order to submit the eSNAP report.*

eSNAPUpload ScienceThe Upload Science tab is used to import and upload information (PDF files) associated with the progress report, including the:Progress Report File:Brief presentation of the accomplishments on the research project during the reporting periodResearch Accomplishments File:Only provide if specifically directed by the Program OfficerOther File:Place to upload additional information, such as a biographical sketch for new senior/key personnelCover Letter file:Not required but can be provided if necessaryCitations/Publications (from link to My NCBI system)*

eSNAPUpload ScienceProgress Report File is required. Click Import to upload file.Use Browse button to locate file and Upload File button to include in eSNAP report.Files section updated.*

My NCBI | eRA Commons LinkedCommons is linked to the National Center for Biotechnology Informations My NCBI system. Inside My NCBI, users can store their publications and other authored works in the My Bibliography section. For this data to appear in Commons, it must be uploaded to/saved in My NCBI.Citation data saved in My NCBI appears in Commons Personal Profile (PPF) and eSNAP Upload Science screens.Users must link Commons account to My NCBI account

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Upload SciencePublicationsUpload Science screen shows citations that can be associated with an eSNAP report. This includes citations that a user has entered into My NCBI / My Bibliography.*

eSNAPEdit BusinessFrom the Edit Business tab, users can access the following screens:Organization Information:Contains items such as Project Title, Contact PI name/contact information, etc.Project/Performance Sites:A primary site must be selected and a DUNS number provided for that siteAll Personnel:List all personnel who participate in the project during the current budget period for at least 1 person month or moreResearch Subject:Information about the involvement of human subjects and live vertebrate animalsSNAP and Other Progress Report Questions and Checklist*

Edit BusinessOrg. InfoDrop-down lists include all AOs and SOs at institution.Pulled from Institution Profile. Pulled from Personal Profile/ Employments/Preferred Address.*

Edit Bus.Project/Performance Site ListFirst Performance Site listed is pulled from Institution Profile.Additional sites can be entered manually.Click to Save entry.*

Edit BusinessAll Personnel ListIf person has Commons ID, you can choose to Pre-populate from Profile.*

Edit BusinessResearch Subject2000 character limit on text*

SNAP and Other Progress Report Questions & ChecklistList of questions about: Changes in other support and level of effort for Senior/Key personnelUnobligated balancesChanges in select agent researchChange in multi-PD/PI leadership planChange in HESC usedInventions and patentsProgram incomeFacilities and administrative costs

Yes answers require explanation.*

Edit BusinessInclusion EnrollmentInclusion Enrollment Report Table must be completed for each study.*

Completing the eSNAP

Once all the eSNAP sections are complete If the SO has delegated authority to submit, the PI can submit the eSNAP to the agency.If not, the PI can route the eSNAP to the SO and the SO can submit.*

Research Performance Progress Report - RPPR

Federal-wide research performance progress report (RPPR)Mandated by OMB and OSTP, after many years of development under the Research Business Models SubcommitteeStandardizes information required by federal agenciesGoal to reduce administrative burden on grantees

http://www.nsf.gov/bfa/dias/policy/rppr/index.jsp

RPPR NIH Implementation PlanCommitment to implement solely in an electronic format RPPR will replace:PHS 2590 Non-competing Continuation Progress ReporteSNAP module in the eRA CommonsPHS 416-9 National Research Service Award Individual Fellowship Progress Report for Continuation SupportNIH implementation will include other PHS agencies:Food and Drug AdministrationAgency for Healthcare Research and QualityCenters for Disease Control and Prevention

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Administrative SupplementTwo Pilot Processes for Submitting Administrative Supplement Requests Electronically to NIH

Reference NIH Guide Notice NOT-OD-12-024

http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12-024.html If the parent award has transitioned to electronic submission, institutions may:(A) electronically submit using the SF424 (R&R) Application Forms and Grants.gov/Apply, or(B) electronically submit using the streamlined submission process of eRA Commons.

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Administrative Supplements - Commons*

Starting an Administrative Supplement in Commons you must find eligible grant and Initiate Request

Administrative Supplements - Commons*

Complete Form Required Fields are indicated with red asterisk

Administrative Supplements - Commons*

For each Budget Period you will be able to enter different sections:Personnel, Equipment, Travel, Participant/Trainee, Other Direct,Total F&A (Indirect) CostsTotal Requested will be calculated automatically

Administrative Supplements Resources

eRA Commons Administrative Supplement Module User Guide

http://era.nih.gov/files/eRA_Commons_Admin-Supp_UG.pdf

Administrative Supplements (Type 3s) Frequently Asked Questions

http://era.nih.gov/commons/faq_commons.cfm#XVIII

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Federal Financial Report (FFR)

Overview of Federal Financial Report (FFR)NIH transitioned to the mandatory use of the Federal Financial Report (SF 425/SF 425A) for reporting expenditure data as of February 1, 2011. FFRs are submitted in eRA Commons via the FFR/FSR feature.Cash transaction data still submitted via Payment Management SystemAll revisions of Financial Status Reports (FSRs) and financial reports started before Feb. 1, 2011 continue to use the FSR formatAll new financial reports for NIH use the FFReRA Commons partner agencies, including AHRQ, CDC, FDA and SAMHSA, are currently piloting the FFR*

Overview of Federal Financial Report (FFR)FSR role for users who have the authority to view, enter, and submit an FFR on behalf of institutionAnnual FFR due date: FFR must be submitted each budget period within 90 days of the calendar quarter in which the budget period endedFinal FFR due date: based on the Project Period End Date (PPED):Pending Status: If the FFR is not submitted and it is within 90 days of the PPEDDue Status: If the FFR is not submitted and it is between the PPED and 90 days past the PPEDLate: If the FFR is not submitted and it is more than 90 days past the PPED*

FFR / FSR Search ResultThe Grant Number is a hyperlink that will take you to the FFR/FSR form.*

FFR Details ScreenClicking the hyperlinked grant number opens the FFR Details screen, which displays:FFR Status:Received, Accepted, Rejected, In Review, or Revision PendingAvailable Actions:Accepted status: View or Create NewRejected status: View or Create NewReceived status: View or CorrectRevision Pending status: View or EditIn Review status: View*

Completing the FFRAs current year entries are completed, calculations are done automatically.*

Submission of a FFROnce FFR/FSR is Submitted, Latest FSR status changes to ReceivedIf a mistake is made on the FFR and the status has changed to In Review, the institution should contact the NIH OFM staff and have them reject the FFR/FSR so that revisions can be made.OFM staff are assigned by NIH Institute/Center. Identify the correct OFM staff member to speak to by using this link http://ofm.od.nih.gov/fsr.asp

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Financial Conflict of Interest (FCOI)

Overview of Financial Conflict of Interest (FCOI)The FCOI feature in Commons allows grantee institutions to: Initiate and prepare a FCOI reportSubmit the report, any necessary supporting documents, and comments (optional) to the agencySearch and view previously submitted FCOI reports (those submitted via Commons only)Edit or rescind submitted reports (rescinding involves agency involvement)Access the history of actions*

FCOI Account AdministrationSigning Official at the institution can assign the FCOI role to a registered Commons user who will manage the FCOI process for the institution.Multiple people at the institution can have FCOI roleOnly users with FCOI role can submit FCOI notifications to the agencyUser(s) with FCOI role can delegate ability to user with FCOI ASST role to assist with data entry and completion of reportsCan also delegate FCOI View-only access*

Initiating FCOI NotificationSystem provides Contact PD/PI name after initial save. Provides additional info to check that the correct grant # is entered.System will pull the latest Support Year of the grant.*

Search for Existing FCOICan search by FCOI #, Grant #, or Name of Investigator with Conflict. Provides list of awarded grants for this institution with previously created FCOI notifications.Available actions Links to FCOI History *

FCOI EditFields are pre-populated, but can be edited. Delete uploaded file Delete entire record *Managed, Reduced, or Eliminated

xTrain

Overview of xTrainThe use of the Commons xTrain feature is required for the electronic submission of appointment forms and termination notices related to institutional research training, fellowship, education and career development awards.System for grantees, institution staff and agency staff to create, manage, route, submit and process appointments, reappointments, amendments, and termination notices electronicallyTrack the status and timing of training actionsPaper forms and notices are NOT accepted*

xTrain User RolesThe following roles specifically relate to xTrain: Business Official (BO):Similar to a Signing Official; has signature or other authority related to administering grantee institution training grantsTrainee:A person appointed to and supported by a training awardCan view, update and route his or her own appointments, amendments, and terminations*

xTrain User Roles

Sponsor:A person who mentors a fellow (recipient of a fellowship award)Can initiate and facilitate the termination of a fellowship; can submit termination notice for foreign and federal fellowships onlySponsor Delegate:Can perform functions similar to the Sponsor role, but cannot submit the fellowship termination notice to the agency*Read more about the Sponsor and Sponsor Delegate at: http://era.nih.gov/commons/faq_commons.cfm#XVI

xTrain Trainee RosterAppointment Type: New Reappointment AmendmentAppointment Status: In Progress PIIn Progress TraineePending Agency ReviewAccepted TerminatedAppointment/Termination Source:Paper or ElectronicTermination Status: In Progress BO In Progress PIIn Progress TraineePending Agency ReviewAcceptedView: View 2271View TNView PaybackAction: 2271 FormAmend 2271Initiate TNTerm NoticeMost xTrain actions are performed from the Trainee Roster screen.*

Types of Grants Supported in xTrain

Kirschstein-NRSA Undergraduate Institutional Training Grants (T34) Kirschstein-NRSA Pre-doctoral and Post-doctoral Institutional Training Grants (T32, T35, T90, TL1, TU2)Kirschstein-NRSA Fellowships (F30, F31, F32, F33)NLM Institutional Training Grants (T15)Research Education Awards (R25, R90, RL5, RL9)Institutional Career Development Grants (K12, KL2, KM1)xTrain instructions & training resources available at: http://era.nih.gov/training_career/index.cfm *

Closeout

Overview of CloseoutCloseout is a Commons feature that allows a grantee to file the information necessary to complete grant closeout reporting requirements. Can find grants requiring Closeout by performing a Closeout Search in Status (SOs only) or on Status ResultList of Applications/Grants screen.Final Federal Financial ReportFinal Progress ReportFinal Inventions StatementRequires Closeout link will appear in Status Action column

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CloseoutFederal Financial Report*You must have an account with the FSR role to create/submit the FFR/FSR.

CloseoutFinal Progress ReportEither the PI or the SO can create/upload the Final Progress Report.Select Submit.Read certification information and select OK.Browse to select file for upload.*

CloseoutFinal Invention Statement*If inventions are to be reported, the specific inventions must be listed. Either the PI or the SO can start the process, but the SO must verify the report before submitting it to the agency.If Yes is selected, Add Invention screen appears.

CloseoutAdd InventionVerify saved inventions. Remove any that do not apply. Add any that are missing.Select Verify.Select OK.*

CloseoutAwaiting SO VerificationStatus of Final Invention Statement is changed to Awaiting SO Verification. SO can now verify and submit.*

Hands-on Exercise: Closeout

1. From the Status ResultList of Applications/Grants screen, locate a grant that Requires Closeout. Click the Process Final Progress Report link in the Action column to create and upload the Final Progress Report.

2. From the Status ResultList of Applications/Grants screen, locate a grant that Requires Closeout. Click the Process Final Invention Statement link in the Action column to initiate and verify the Final Invention Statement.

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Resources

OER & eRA Self-Help ResourcesWebsites:

eRA Commons: https://commons.era.nih.gov/commons/

Electronic Research Administration: http://era.nih.gov/

Applying Electronically: http://grants.nih.gov/grants/ElectronicReceipt/

NIH About Grants: http://grants.nih.gov/grants/oer.htm *

Electronic Research Administration Website*Visit us at http://era.nih.gov/Presentations, demos, & handoutsHow-to stepsFAQsUser Guides & release notesNewsHelpful contact information

Finding HelpContact the eRA Commons Help Desk for assistance with:Commons registration, eRA system validations, post-submission functionalityCreate ticket on Web: http://era.nih.gov/help/index.cfm#era Phone: 301-402-7469Toll-free: 866-504-9552TTY: 301-451-5939Business hours: Mon.-Fri. (except federal holidays)7 a.m.-8 p.m. (Eastern Time)*

***Review errors/warnings identified during the submission processCheck final application image for assembly issuesView information on the review assignment of your grant applicationView Summary Statement & Priority Scores Submit Just-in-Time data (e.g., Other Support, Certifications)View Notice of Award (NoA) Prepare progress reports Prepare Federal Financial ReportsPrepare final financial report, progress report, invention statement and certification, and population tracking data

*******10 to 90priority score. 10 is the best. Get a new screenshot.***************************************************************