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Interacting Electronically with NIH

Interacting Electronically with NIH. Sheri Cummins eRA Customer Relationship Manager. electronic Research Administration Office of Extramural Research National Institutes of Health February 2010. Electronic Interaction Points. Web sites/ Resources.

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Interacting Electronically with NIH

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  1. Interacting Electronically with NIH Sheri Cummins eRA Customer Relationship Manager electronic Research Administration Office of Extramural Research National Institutes of Health February 2010

  2. Electronic Interaction Points Web sites/ Resources Update Personal and Institutional Profile Information Grant Information & Support NIH Guide Check ReviewAssignment Find Opportunities Grants.gov Check ReviewOutcome Download App Package Submit Pre-AwardInformation Submit Application Check Submission Status eRA Commons Prepare/Submit Post-Award Reports View Assembled Application Image Closeout Grants

  3. eSubmission: Two Separate, but Linked Systems • Grants.gov • Federal-wide portal to find and apply for Federal grant funding • Used by all 26 Federal grant-making agencies • eRA Commons • Agency system that allows applicants, grantees and Federal staff to share application/grant information • Used by NIH and a few other divisions in the Department of Health & Human Services (CDC, FDA, AHRQ, SAHMSA) IMPORTANT: Each system has its own registration and validations requirements.

  4. eSubmission: Registration • Grants.gov • Applicant Organizations only • Designate E-Business Point of Contact (E-Biz POC) • Approves Authorized Organization Representatives (AORs) providing authority to submit applications • No registration needed to find opportunities or download forms • eRA Commons • Applicant Organization & PD/PI • Designate Signing Official (SO) • Registers or affiliates Project Director/Principal Investigator (PD/PI) TIP: Many organizations are already registered. Check with your Office of Sponsored Projects.

  5. eSubmission: Registration Tips • Tips for Success: • Set-up multiple AOR and SO accounts • Login to accounts prior to deadline to ensure you have access to the systems • If not yet registered, start the process at least 4 weeks before the deadline • Once DUNS number is obtained, Grants.gov and eRA Commons registrations can be done in tandem • PIs should only have one Commons account that follows them throughout their careers • If PI is already registered, “affiliate” their existing account rather than creating a new one

  6. eSubmission: Obtain Software • Adobe Reader • Only specific Adobe Reader versionsare compatible with Grants.gov forms • PDF conversion program • Attachments must be converted to PDF • Grants.gov download software page • http://www.grants.gov/resources/download_software.jsp

  7. Make a Submission Plan • Internal organization considerations… • Submission method • Downloadable forms • System-to-System using XML data stream • Services of a commercial service providerhttp://era.nih.gov/ElectronicReceipt/sp.htm • Application preparation responsibilities • Sharing applications in progress • Internal review & approval process • Internal deadlines Administrators and PIs must work together!

  8. Electronic Submission of Grant Applications at NIH PI PI AOR/SO Find and download announcement, instructions and form package. PI prepares application per institution guidelines and sends it to AOR for submission. Authorized Organization Rep (AOR) submits application to Grants.gov. eRA retrieves application from Grants.gov and checks it for compliance with application instructions. PI and AOR/Signing Official (SO) check submission status and view assembled application in eRA Commons.

  9. eSubmission: Find Opportunity • ALL applications must be submitted in response to a specific Funding Opportunity Announcement (FOA) • NIH simultaneously posts FOAs in: • NIH Guide for Grants and Contracts • Grants.gov Find • Some FOAs focus on specific areas of research and others provide instructions and forms for general grant programs • Use “Parent” FOAs for unsolicitedapplications

  10. eSubmission: Find Opportunity in NIH Guide • NIH Grants Web sitehttp://grants.nih.gov/grants/oer.htm NIH Guide for Grants & Contracts Parent Announcements for Unsolicited Applications

  11. eSubmission: Find Opportunity in NIH Guide • Review list of FOAs matching your criteria and find FOA of interest Click Announcement Number link to access FOA information

  12. eSubmission: Opportunity Announcements • Carefully read the entire announcement • Pay special attention to Section IV. Application and Submission Information • Includes FOA-specific submission instructions • Instructions in FOA supersede instructions in the application guide

  13. eSubmission: Opportunity Announcements • Key dates: • Release/Posted Date: package and instructions available for download • Opening Date: application can be submitted • Expiration Date: announcement closed

  14. eSubmission: Opportunity Announcements Click Apply for Grant Electronically found within the NIH Guide announcement. Click download Button will take directly to Grants.gov’s download screen for the specific FOA.

  15. eSubmission: Download Forms & Instructions Sign-up for Agency updates to FOA Download application instructions and Application Package

  16. eSubmission: Application Guide • Read and follow application guide instructions • Agency-specific instructions are marked with the HHS logo

  17. eSubmission: Application Forms Highlight form and use the arrow buttons to move forms to the Mandatory Documents for Submission box Highlight form on right and click Open Form or use window scroll bars to access specific form

  18. eSubmission: Application Preparation Tips • Tips for Success: • Complete the SF424 (R&R) form first – info from this form populates fields in other forms within the package • Follow FOA and application guide requirements • Watch for fields that are required by NIH but not marked required on federal-wide forms • Contact email on SF424 (R&R) cover • Credential field for PD/PIs on R&R Sr/Key Person Profile form • Organization for all entries on R&R Sr/Key Person Profile form • Use PDF format for all attachments • Do not include headers or footers • Section headings as part of the text (i.e., Specific Aims, Background & Significance) are encouraged • DUNS number on application must match the DUNS used for Grants.gov & Commons registration

  19. eSubmission: AOR Submits Completed Application • Route your completed application to your institute’s Authorized Organization Representative (AOR) for Submission.

  20. eSubmission: Submit Application The Check Package for Errors button only checks for Grants.gov errors. Must Submit application for it to go through the NIH validation process. • Save & Submit activates when: • All G.g mandatory fields are completed • All Mandatory docs are moved to right • Application is Saved

  21. eSubmission: Submit Application Only the AOR can Submit application. Enter Grants.gov User Name and Password – you must be fully registered to successfully submit.

  22. eSubmission: Submit Application Click Sign and Submit Application.

  23. eSubmission: Submit Application Print/Save your Confirmation screen info Grants.gov Tracking # Date/Time Stamp - due 5 p.m. local time of the applicant org. on submission deadline date

  24. eSubmission: On-time Submission • On-time Submission • All registrations must be completedprior to initial submission • Submission must be accepted by Grants.gov with a timestamp on or before 5:00 p.m. local time of submitting organization on deadline date • Errors/Warnings must be corrected withinthe error correction window

  25. eSubmission: Grants.gov Processing • After submission • Basic Grants.gov validation checks • Virus-free • AOR is authorized to submit for Organization DUNS included on SF424 R&R cover form • Email notifications sent to email address on file for submitting AOR TIP: Track application at Grants.gov untilAOR receives email indicating the grantoragency has retrieved the application.

  26. eSubmission: eRA Commons Processing • After NIH retrieves application from Grants.gov • Application checked for compliance with announcement and application guide requirements • Processing results posted in eRA Commons • Email notifications sent to Contact, PD/PI and AOR email addresses on application TIP: Email can be unreliable, proactivelycheck Status in Commons.

  27. eSubmission: Logging In to eRA Commons • Go to: https://commons.era.nih.gov/commons/ • Enter your Username and Password Username Password

  28. eSubmission: Track Status in Commons – PD/PI Select Recent/Pending eSubmissions Or provide Grants.gov tracking number from email notification

  29. eSubmission: Track Status in eRA Commons – PD/PI Indicates eSubmission Error Grants.gov Tracking # Grants.gov tracking # and date are displayed followed by the list of errors/warnings for each submission attempt

  30. eSubmission – Errors/Warnings • Errors stop application processing and must be corrected • Warnings do not stop application submission and are corrected at the discretion of the applicant Helpful LinksAvoiding Common Errors page:http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm Full list of Commons Validations http://era.nih.gov/ElectronicReceipt/files/SF424RR_Validation.pdf

  31. eSubmission: Error Correction Window • NIH currently allows applicants to correct errors and warnings during the 2 business days after the submission deadline • Initial submission made “on time” • All registrations completed before deadline • AOR is expected to enforce that changes are restricted to fixing errors/warnings • Proof of "on time" submission and descriptionof changes documented in Cover Letter X NIH Error correction window temporarily extended to5 business days for application deadlines on/between Jan. 25 and May 7, 2010 (NIH Guide Notice NOT-OD-10-042).

  32. eSubmission: Application Image Generation • Once an error-free application is received, the eRA systemwill: • Assemble the grant application image • Insert headers & footers • Bookmark important sections • Generate Table of Contents • Post the assembled application image in the PD/PI’s eRA Commons account

  33. eSubmission: Application Viewing Window • Applicants have two (2) business days to view the assembled application before it automatically moves forward to NIH for further processing • SO can Reject application within viewing window to address Warnings (if within error correction window) or to address a system issue affecting the application image • If Rejected after deadline for any other reason, application is subject to late policy • PD/PI will receive email notification if SO rejectsapplication If you can’t VIEW it, we can’t REVIEW it!

  34. eSubmission: View Application in Commons Status is Pending Verification Follow link to detailed status info Follow e-Application link to view assembled application image View Appendices and Cover Letter

  35. eSubmission: View Application in Commons TIP: Carefully review the entire application. This is your first chance to view/print the same application image that will be used by Reviewers!

  36. eSubmission: Submission Complete • If no action is taken during the two business day viewing window, the application automatically moves forward to NIH for further processing • Any subsequent application changes are approved through and at the discretion of the Scientific Review Officer in the form of addenda

  37. eRA Commons Update Personal Profileand Institutional Profile Information My application is submitted… …now what? Additional eRA Commons functionality Check ReviewAssignment Check ReviewOutcome Submit Pre-AwardInformation eRA Commons Prepare/Submit Post-Award Reports Closeout Grants

  38. eRA Commons: Basics • The functions available to users are based on the “role” associated with their account • http://era.nih.gov/files/eRA_Commons_Roles.pdf • Commons is laid out in a tertiary (3) menu fashion. The top tabs show the main functions which can drill-down two (2) levels of sub-menus. 1 2 3

  39. eRA Commons: Admin • Admin • Manage accounts (Administrative roles only) • PIs can Delegate specific responsibilities • Complete PI’s eSNAP information (Delegate PI) • Update Personal Profile (Delegate PPF Edit) • Check application Status except Review outcome (Delegate Status) • Perform all PI tasks except submitting Appointments (Delegate xTrain Authority) • SOs can Delegate specific responsibilities • Allow PI to submit eSNAP information to Agency (Delegate Submit) • Change Password

  40. eRA Commons: Institutional Profile • Institutional Profile File (IPF) • Central repository of information for registered organizations • Signing Official (SO) establishes and maintains profile data for applicant/grantee organization • Includes: • Preferred institution name and contact information • Signing Official’s name(s), email, and phone number • Institutional DUNS number • Institutional Assurances and Certifications • E-mail addresses for electronic distribution of Notice of Award and other notifications

  41. eRA Commons: Personal Profile • Personal Profile File (PPF) • Each Commons user is responsible for maintaining their profile information • Includes: • Identification of Continuous Submission eligibility for Reviewers • Personal information such as name, contact information, date of birth, race/ethnicity, etc. • Employment history • Degrees and Residency information • Publications • Ability to monitor submission of Reference letters TIP: Update Degrees/Residency info to ensure system correctly calculates Early Stage Investigator status .

  42. eRA Commons: Status Users with SO or other administrative roles use the Status Search screen to identify applications/grants to work on. PIs can choose to work from the list of Recent Pending eSubmissions or the List of Applications/Grants.

  43. eRA Commons: Status Application/Grant Hit List Action links: JIT, eSNAP, Closeout, NCE (SO only), Reject eApplication (SO only) Click App ID for detailed Status info STATUS is your LINK to the Action!

  44. eRA Commons: Status Review Assignment Primary Institute Assignment Study SectionAssignment Key Contact Information

  45. eRA Commons: Status Review Outcome Only the PI can view Summary Statement, Priority Score and Percentile information.

  46. eRA Commons: Status - Just-In-Time • Just-In-Time (JIT) • Allows PIs, AOs & SOs to prepare and SOs to submit additional grant application information requested by NIH prior to making an award decision • Other Support • Date of Institutional Animal Care and Use Committee (IACUC) • Date of Institutional Review Board (IRB) approval • Human Subject Education documentation • Available for applications that meet established business criteria and fall within a certain percentile or priority scoring range TIP: Only submit JIT information upon NIH request.

  47. eRA Commons: Status - No Cost Extension • No Cost Extension (NCE) • Electronically submit a notification to exercise one-time authority to extend without funds the final budget period of a project period of a grant • NCE link appears 90 days before the end of the project period • SO can extend project period by 6, 9, or 12 months • Email notification sent to NIH Grants Management staff when SO processes the extension

  48. eRA Commons: Status - Closeout • Closeout • Electronically submit required Closeout documents for applications in Closeout status • Final Financial Status Report • Final Progress Report • Final Invention Statement • Grants Management Specialist at NIH must mark the grant “ready for close out” before link appears in Commons TIP: If you don’t see a Closeout link and you think it should be available, contact your assigned Grants Management Specialist.

  49. eRA Commons: eSNAP • Electronic Streamlined Non-competing Award Process (eSNAP) • Electronic submission of annual SNAP Progress Reports • Benefits: • Submission deadline is 45 days prior to start date instead of 60 days • Reduces duplicate data entry

  50. eRA Commons: FSR • Financial Status Report (FSR) • 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 • Must have an account with the FSR role to create/submit the FSR

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