Interacting Electronically with NIH

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2. 2 NIH Moving Forward From your ideas�

3. 3 Electronic Interaction During the Grants Process

4. 4 Agenda eSubmission Overview Finding a Funding Opportunity and Downloading Application Submitting Applications to Grants.gov and eRA Commons Checking Application Status Overview of Tracking your Application and Grant Administration through the eRA Commons Question & Answer

5. 5 eSubmission Overview

6. 6 Future Transitions Career Development Fellowship Training (T&D) Complex, Multi-project Applications (Project/Centers)

7. 7 F, K and T Transition Plans

8. 8 Electronic Submission Process

9. 9 Two Systems Working Together Grants.gov Federal government�s single online portal to find and apply for Federal grant funding Used by all 26 Federal grant-making agencies eRA Commons NIH electronic Research Administration system that allows applicants/grantees to electronically receive and transmit application and award information Used by NIH and other HHS components

10. 10 Grants.gov - Be Sure Your Organization Is Registered! Registration � Grants.gov Many organizations are already registered, check with your Office of Sponsored Research if in doubt! Full info at http://www.grants.gov/applicants/get_registered.jsp Applicant Organization only (one time) Obtain EIN from IRS (new businesses) Request DUNS from Dun & Bradstreet Register with Central Contractor Registry (CCR) � identify the eBiz Point of Contact (POC) Register the Authorized Organization Reps (AORs) who can officially submit on behalf of your organization

11. 11 eRA Commons Both Organization and PI Registration Required! Registration eRA Commons - Organization Register your organization/institution (one time); designate your Signing Official (SO) List of registered orgs: http://era.nih.gov/commons/index.cfm Not listed? Register here: https://commons.era.nih.gov/commons/registration/registrationInstructions.jsp Register and create a separate account for your Project Director/Principal Investigators or affiliate PI if they have an account already May be completed simultaneously with the Grants.gov registration Allow 2 � 4 weeks to complete

12. 12 Registration eRA Commons � PD/PI Principal Investigators (PIs) must work through their institution�s Signing Official (SO) to register. The PI and SO need separate accounts in eRA Commons because each has different privileges. PIs have one account that follows them throughout their careers � the same account may be affiliated with multiple organizations. Allow 4 - 5 business days to complete.

13. 13 Make a Submission Plan There is more than one way to submit an electronic application. Check with your Office of Sponsored Research to find out what you use: Forms-based submission using PureEdge software System-to-System using XML data stream Services of a commercial service provider

14. 14 Internal Process Considerations Find Out How Your Organization Manages� Internal review & approval processes Sharing applications in progress Last minute queue at Sponsored Programs

15. 15 Make Sure You Have Necessary Software Software Requirements PureEdge Viewer � free at Grants.gov May not be needed if your organization uses a system-to-system approachhttp://www.grants.gov/resources/download_software.jsp PDF generation software � list provided on Grants.gov Web site http://www.grants.gov/agencies/software.jsp#3

16. 16 Upcoming Change! Grants.gov Moving to Adobe eForms New Adobe eForms will replace PureEdge Platform Independent Only requires free Adobe Reader* * Check Grants.gov for compatible versions

17. 17 Electronic Submission Process

18. 18 Find Opportunity & Download Package ALL applications must be submitted in response to a Funding Opportunity Announcement (FOA) NIH simultaneously posts FOAs on Grants.gov and in the NIH Guide for Grants and Contracts http://grants.nih.gov/grants/guide/index.html

19. 19 Investigator � Initiated ResearchUse �Parent� Announcements NIH is committed to investigator-initiated research and we want your unsolicited applications! Since all applications now must be submitted in response to an FOA � we�ve created �Parent� FOAs Apply using the Parent electronic application package for your chosen mechanism

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23. 23 Find Opportunity & Download FOA Read the FOA carefully for specific application instructions! Within the announcement � Click the Apply for Grant Electronically button This will take you directly to Grants.gov to download the package

24. 24 Apply for Grants on Grants.gov

25. 25 Download Application & Instructions

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27. 27 Adobe Works Similarly�

28. 28 Electronic Submission Process

29. 29 Electronic Submission Process

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36. 36 Upon Submission Grants.gov Will Check to Ensure: All Grants.gov mandatory fields have been completed All mandatory documents have been completed and moved to the Completed Documents box (Submission List) The validity of the organizational DUNS # Date format, e-mail address format, and virus-free

37. 37 E-mail Notifications � Grants.gov AOR receives Grants.gov e-mails Submission Receipt � app received and is being validated (Grants.gov validations only) 2. Rejection Notice � app is not validated because of Grants.gov errors OR Submission Validation Receipt � app has been validated (Grants.gov validations only) 3. Grantor Agency Retrieval Receipt � app has been retrieved by the agency 4. Agency Tracking Number � app has been assigned a tracking number by the grantor agency (NIH)

38. 38 Back to NIH You�re not done yet! Make sure you follow the application through to NIH.

39. 39 Electronic Submission Process

40. 40 eRA Will Check to Ensure� Once NIH retrieves the application from Grants.gov, eRA systems check the application against NIH business rules. Detailed check against the instructions in the application guide Validates against the instructions in the FOA For a detailed list of NIH validations: http://era.nih.gov/ElectronicReceipt/prepare_app.htm#5 Remember, the SF424 (R&R) forms are used by many agencies, so unfortunately NIH cannot build our specific rules into the forms.

41. 41 If You Receive Errors & Warnings from NIH� Errors must be addressed for the application to move on to NIH Receipt & Referral. An application must be error-free in order for eRA systems to generate an image of the application for viewing. Warnings may be fixed at the applicant�s discretion but do not require action for the application to move on. If the PI corrects any Warnings or Errors, they should contact the AOR/SO. The AOR/SO must submit the entire �Changed/Corrected� application again through Grants.gov. Use changed/corrected check box on SF424(R&R) form

42. 42 Submitting Changed/Corrected Application Go back to the copy of the application saved on your computer Make changes to respond to the error/warning messages Check box # 1 on cover component for changed/corrected application Include federal identifier in box #4 on cover component for new apps, use the Grants.gov tracking number for original submission for resubmissions continue to use the serial number from original grant award (ex. CA123456) AOR submits changed/corrected application to Grants.gov

43. 43 Submitting Changed/Corrected Application: Cover Letter If submitting a changed/corrected application during the 2-business day error correction window after the receipt date, the cover letter must explain changes. If your original submission included a cover letter then you must include all previous cover letter text in the revised cover letter attachment.

44. 44 Check Status in eRA Commons If the application is error-free the eRA Commons system will: Assemble the grant image Generate Table of Contents and bookmark important sections Include headers (PI name) & footers (page numbers) on all pages

45. 45 E-mail Notifications - eRA Commons AOR/SO and PI receive e-mails

46. 46 Check Status in Commons � PD/PI

47. 47 View Errors/Warnings

48. 48 Electronic Submission Process

49. 49 Check Assembled ApplicationTo Ensure Successful Transmission

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51. 51 Application Image � Viewing Window After NIH receives an error-free application, an assembled application image is generated and placed in the eRA Commons. Applicants have two business days (M-F, excluding federal holidays) to view the assembled application before it automatically moves forward to NIH�s Division of Receipt and Referral. Signing Official (SO) has option to �Reject�. If �Rejected� after receipt date for any reasonother than a system formatting issue, subsequent corrected submission is subject to the NIH late policy. PI will receive e-mail notification if SO rejects application.

52. 52 Check Assembled Application

53. 53 On-Time Submission All registrations must be completed prior to initial submission Initial submission must have a Grants.gov timestamp on or before 5:00 p.m. local time of submitting organization on the receipt date Errors/Warnings must be corrected within the 2-business day window after the submission deadline

54. 54 Electronic Submission Process

55. 55 Application Complete!

56. 56 Finding Help � 1st Steps Frequently Asked Questions http://era.nih.gov/ElectronicReceipt/faq.htm Avoiding Common Errors http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm Presentations, Quick Reference Materials, Brochures, Drop-in newsletter articles http://era.nih.gov/ElectronicReceipt/communication.htm

57. 57 Finding Help Knowing Where You Are in the Submission Process Will Tell You Where to Go For Help! 

58. 58 Finding Help: Grants.gov  If help is needed with the Grants.gov registration process or with technical aspects of submitting through the Grants.gov system or PureEdge: Check the resources available on the Grants.gov website (http://grants.gov/ ) Grants.gov help is also provided by the following office: Grants.gov Customer Support Contact Center Phone: 1-800-518-4726 Business Hours M-F 7 a.m.- 9 p.m. EST Email support@grants.gov

59. 59 Finding Help: eRA Commons If help is needed with eRA Commons registration or system validations after submission through Grants.gov: Check the eRA Commons website: https://commons.era.nih.gov/commons/index.jsp eRA Commons Help Desk Phone: 301-402-7469 Toll Free: 866-504-9552 TTY: 301-451-5939 Business hours M-F, 7am-8pm EST Web support: http://ithelpdesk.nih.gov/eRA/

60. 60 Finding Help: Application Preparation I. Review the Application Instruction Guide II. Review the FOA Contact Grants Info: Grants Info Phone: 301-435-0714 TTY: 301-451-0088 Email GrantsInfo@nih.gov

61. 61 Feedback � Contact Us NIH has established an e-mail address to collect comments and/or suggestions from users: NIHElectronicSubmiss@mail.nih.gov Please share your successes and challenges with us! We especially like specific suggestions for improvement Tell us what resources are most useful (Targeted Emails, FAQs, Avoiding Common Errors, Commons Alerts, Training Tools etc.)

62. 62 Electronic Submission

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64. 64 Training Tools Hands-On Learning - Create Your Own Commons Demo Account Check the status of sample applications View errors & warnings See sample application images

65. 65 eRA Commons and Grant Administration through the eRA Commons

66. 66 Electronic Interaction During the Grants Process

67. 67 Administration after Submission eRA Commons Features: Application Tracking Grant Status Just In Time (JIT) Electronic Streamlined Non-competing Award Process (eSNAP) Closeout No-Cost Extension Financial Status Report (FSR) Internet Assisted Review xTrain

68. 68 Tracking Application Status as a PI

69. 69 STATUS Hit List

70. 70 Track Assignment Info. in Status Details

71. 71 Track Review Outcome

72. 72 Just In Time Submission Electronically submit Just-In-Time pieces of the application (Other Support, IRB and/or IACUC Approval Dates, Human Subjects Education info) Not an indication that application will be awarded. Wait for a request to submit the information You should receive either a system-generated email or be contacted by the Grants Management Specialist (GMS). - Consult assigned GMS to be sure.

73. 73 Just In Time

74. 74 Just In Time

75. 75 eSNAP Electronic Streamlined Non-competing Award Process Electronic submission of annual SNAP Progress Reports Most non-competing grants at NIH are streamlined SO can enable the organization to submit eSNAPs Benefits: Submission deadline is 45 days prior to start date instead of 60 days Reduces duplicate data entry

76. 76 eSNAP Electronic Streamlined Non-competing Award Process PI or PI Delegate can begin the process, upload progress report, and enter any or all of the administrative data eSNAP can be routed to staff for approval SO submits the completed eSNAP to NIH SO can delegate submit privileges to any or all PIs at the organization

77. 77 eSNAP

78. 78 eSNAP Hit List

79. 79 Close Out Electronically submit required Closeout documents for applications in Closeout status GM Specialist at NIH must mark the grant �ready for close out� before link appears in Commons (contact assigned specialist if records are not appearing) Items are: FSR Final Progress Report Final Invention Statement

80. 80 Close Out

81. 81 No-Cost Extension Electronically submit no-cost extension notification to NIH Grants in the last support year of the project period may be extended 1 time, only by the SO, for 6, 9 or 12 months Extension may not involve any additional costs Email notification sent to NIH Grants Management staff when SO processes the extension

82. 82 No-Cost Extension

83. 83 Financial Status Report Statement of expenditures usually due within 90 days from end of budget period or project period Schedule for submitting FSR is normally specified in the Notice of Grant Award Can be searched by individual grant number, FSRs for the institution or status of the FSR

84. 84 FSR Search Screen

85. 85 FSR Hit List

86. 86 xTrain

87. 87 Thank You!