Electronic Research AdministrationOffice of Extramural ResearchNational Institutes of Health

April 2010

Commons Post SubmissionFunctionality

Scarlett Gibb & Deven TineseRA Commons Service Center Representatives

eRA Commons BasicsWhat is eRA Commons?When will I use it?

Using eRA CommonsNavigationStatusJust-In-Time (JIT)Notice of Award (NOA) No Cost Extension (NCE) xTrainElectronic Streamlined Non-

competing Award (eSNAP)CloseoutFinancial Status Report Financial Conflict of Interest

(FCOI)

Today’s Agenda

ResourcesFinding Help

What is eRA Commons?

The eRA Commons is an online interface where grant applicants, grantee organizations, grantees and federal staff can access, share, and transmit administrative information related to their applications and grants.

Applications

Post-Award Correspondence

Review Assignment

Priority Score

Summary Statement

Notice of Award

Assurances

Certifications

Progress Reports

Financial Reports

Invention Reports

Profile Data

Assembled Application Image

eSubmission Errors/Warnings

Training Appointment Actions

When will I use it?

Review errors/warnings identified during the submission process

Check final application image for assembly issues

View information on the review assignment of your grant application

Application Submission

Process

ApplicationIntake at Receipt & Referral

When will I use it?

View Summary Statement & Priority Scores

Submit Just-In-Time Data (e.g., other support, certifications)

View Notice of Award (NoA)

Peer ReviewProcess

Pre-Award Process

Award Process

When will I use it?

Prepare Progress Reports Prepare Financial Status Report

Prepare final FSR, progress report, Invention Statement and Certification, and population tracking data

Post-Award Process

CloseoutProcess

Using the eRA Commons

eRA Commons Navigation

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.

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3

Status

PI Status

STATUS is your LINK to the Action!

SO Status

Status – After Submission

Applications/Grants Hit List

Select the Application ID to view detailed Status information for that application/grant.

Status – Assignment Info

Primary Institute Assignment

Study Section Assignment

Key Contact Information

Status – Summary Statement

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Only the PI can view Summary Statement, Priority Score and Percentile information.

Hands-on: Accessing Commons

Open an Internet connection and go to the appropriate eRA Commons non-production environment:

eRA Commons Demohttps://commonsdemo.era.nih.gov/commons-demo/

Enter the Username and password provided by your trainer.

**eRA Commons is not case sensitive

Hands on exercise – Status review outcome

Identify a grant on your Status hitlist. Click on the Grant number link.

Identify the review outcome data.

Identify the summary statement link. Click on the link

View the Summary Statement

Just in Time (JIT)

Just In Time (JIT)

Appearance of JIT link does not indicate a pending award. DO NOT submit JIT information unless requested by NIH

Items to submitOther Support fileInstitutional Review Board (IRB) dateHuman Subjects education for Key Personnel

PI can enter the information in the System, but it must be submitted by an SO.

Select JIT link

Just In Time (JIT)

New features in JIT:

New upload of Budget and Other

One portions may be submitted at a time

Multiple uploads

Number of submissions noted

Just In Time (JIT)

Other Support documentation is required. It is provided in an attachment. Use the Import button to begin the upload.

Use the Browse button to locate your Other Support file and select Upload File.

* JIT screen – top portion *

Just In Time (JIT)

* JIT screen – bottom portion *

Enter IRB approval date. Date should be within the last 12 months.

Provide Human Subject Education information

PI can Save JIT information, but an SO must Submit it to Agency.

Hands-on - JIT

Identify a grant on your Status hitlist with a JIT link. Click on the JIT link.

Upload Other Support file supplied by your trainer.

Upload Budget file supplied by your trainer

Provide a date in the IRB Date field.Remember: Date must be within last 12 months.

Provide some text in the Human Subject Education field.

Click Save.

Notice of Award (NOA)

Status – Notice of Award

The Notice of Award (NoA; previously called Notice of Grant Award or NGA) is posted in the PI’s Other Relevant Documents list.

Follow Latest NOA link to access document.

No Cost Extension

No Cost Extension - NCE

May only be submitted by SO. Available for one extension only 90 days before the project end date and no later than the end date.

xTrain

xTrain

System for managing research training appointments

Institution staff use xTrain to create, route and submit appointment forms and termination notices and to track the status and timing of appointments

NIH grants management specialists use xTrain to process training grant appointments and terminations made electronically

xTrain

As of January 2011, the National Institutes of Health (NIH) will require the use of the xTrain application in eRA Commons for the electronic submission of appointment forms and termination notices related to institutional research training, fellowship, education and career development awards. Paper appointment forms and termination notices will not be accepted by the NIH after January 1, 2011.

http://grants.nih.gov/grants/guide/notice-files/NOT-OD-10-072.html

xTrain

xTrainAllows users to electronically process the

required paperwork associated with awarded training and career development grants

Grantee institution staff can use xTrain to:create, route and submit Appointments, Re-

Appointments, Amendments and Termination Notices

track the status and timing of training actions

xTrain – New Commons Roles

xTrain introduces two new eRA Commons roles

TraineePerson appointed to training grantCurrently, account set-up done through xTrain

Business Official (BO)Person with signature or other authority related to

administering training grants and is authorized to submit Termination Notices on behalf of the institution

xTrain Trainee Roster

AppointmentType: NewReappointmentAmendment

Appointment Status: In Progress PIIn Progress TraineePending Agency ReviewAcceptedTerminated

Appointment/Termination Source:Paper or Electronic

Termination Status: In Progress BOIn Progress PIIn Progress TraineePending Agency ReviewAccepted

View: View 2271View TNView Payback

Action: 2271 FormAmend 2271Initiate TNTerm Notice

Most work is done from Trainee Roster

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xTrain

http://era.nih.gov/services_for_applicants/other/xTrain.cfm

eSNAP

eSNAP

Electronic Streamlined Non-competing Award Process (eSNAP)Electronic submission of annual SNAP

Progress ReportsElectronic version of PHS 2590 form

Most non-competing grants at NIH are streamlined

Benefits: Submission deadline is 45 days prior to start

date instead of 60 daysReduces duplicate data entry

eSNAP – Grant List

eSNAP Grant ListShows all of your grants at NIHHyperlinked grant numbers are eSNAP eligibleShows the due date, eSNAP status, and current

reviewer

Select Grant Number to access the eSNAP Menu

Manage eSNAP

Manage eSNAP

Status of Completion shows the completion status of each page of the eSNAP. This is an optional tool and is not required to submit.

eSNAP Functions & Roles

Functions PI PI Delegate AO SO

Initiate

Upload Science

Edit Business

Validate eSNAP

Route to other user

Recall

View Routing History

View eSNAP Report

Submit to Agency Delegated by SO

eSNAP – Upload Science

Upload ScienceProgress Report fileResearch Accomplishments fileOther Documentation fileCitations/Publications

eSNAP - Upload Science

Progress Report File is Required. Click Import to upload file.

Use Browse button to locate file and Upload File button to include in eSNAP.

File section updated.

* Top of Upload Science screen *

eSNAP – Upload Science* Bottom of Upload Science screen *

Either button will mark Upload Science as Complete on the Manage

eSNAP page.

User can add Publication Information that does not show in Publications list that is populated from the Publications section of the PIs Personal Profile.

National Library of Medicine – My BibliographyIn July 2010 Commons will no longer accept PI

submitted citation in either the publication section or eSNAP submission. All citations will be pulled from the NLM My Bibliography system. Please reference the link below for accessing this system.

http:/www.nlm.nih.gov/pubs/techbull/jf10/jf10_myncbi_redesign.html

eSNAP – Edit Business

Edit Business

Organization Info (face page)Performance SitesAll PersonnelResearch SubjectsSNAP Questions and Checklist

Edit Bus. – Org. Info

Drop-down lists include all AOs and SOs in Institution.

Pulled from Institution Profile.

Pulled from Personal Profile/ Employments/Preferred Address.

Edit Bus. – Performance Site

First Performance Site listed is pulled from Institution Profile.

Additional sites can be entered manually.

Click to Save entry.

Edit Bus. - All Personnel

If Person has Commons ID

information will be pre-populated.

Edit Bus. - Research Subjects

2000 character limit on text

Edit Business – SNAP and OtherProgress Report Questions & Checklist

Upload of Other Support file is required.

List of questions about changes in:• Other support of key personnel• PI level of effort• Unobligated balance• Select Agent Research• Multi PI Leadership Plan• Program Income

“Yes” answers require explanation.

Edit Bus. - Inclusion Enrollment

Inclusion Enrollment Report Table must be completed for each study.

Completing the eSNAP

Once all the eSNAP documents are complete…

If the SO has delegated authority to submit, the PI can submit the eSNAP to Agency.

If not, the PI can route the eSNAP to the SO to submit.

eSNAP

Hands-on: Initiating an eSNAP

Go through tabs and have fun!

Closeout

Closeout

The Closeout process includes:Final Financial Status Report (FSR)Final Progress ReportFinal Inventions Statement

Closeout - FSR

Final Financial Status Report (FSR)Must have an account with the FSR role to create/submit the

FSRFSRs due on/after October 1, 2007, must be submitted

electronically using eRA CommonsNIH Guide Notice: NOT-OD-07-078

http://grants.nih.gov/grants/guide/notice-files/NOT-OD-07-078.html

Closeout – Progress Report

Either the PI or the SO can create/upload the final Progress Report.

Select Submit.

Select OK.

Browse to select file for upload.

Closeout – 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 both must verify the report before submitting to Agency.

Closeout – Invention Statement

Closeout – Invention Statement

•Verify saved inventions. •Remove any that do not apply. •Add any that are missing.

Select Verify.

Select OK.

Closeout

Status changed to Awaiting SO Verification. SO can now verify and submit.

Hands-on – CloseoutCreate and upload Final Progress Report.Initiate and Verify Final Invention Statement.

Financial Status Report (FSR)

Why FSRs ?http://grants.nih.gov/grants/guide/notice-files/not93-082.html -

published 3/12/1993), grantees must provide the Federal Government all financial, performance, and other reports as required by the terms and conditions of the assistance awards. NIH grantees are required by 45 CFR 74.71 to submit three closeout reports for every award: Final FSR, Final Invention Report, and Final Progress Report. Information on updated processing procedures for submitting FSRs will be issued in a future Guide notice. Future guidance will also be issued to improve compliance with Invention and Progress report requirements.

http://grants.nih.gov/grants/guide/notice-files/NOT-OD-01-021.html - reminder of timeliness and accuracy

When did it become mandatory to submit electronically?

NIH Requiring Mandatory Use of the Electronic Financial Status Report System in the eRA Commons Beginning October 1, 2007

Guide notice:http://grants.nih.gov/grants/guide/notice-files/NOT-OD-07-078.html

Query Options

To query by Grant Number or NIH Institute

FSR Status Definitions

Received – Received in system after submitted by institutions. Corrections can be made before being picked up (see “In Review” below) by Office of Financial Management (OFM) Staff.

Pending – Awarded and FSR’s will be due this fiscal year, but are not due within 90 days. Institutions should not edit at this point.

Due – The FSR is due within 90 days (not 3 months) and should be addressed by the Institution.

Late – The FSR is late and should be addressed by the Institution.

In Review – The FSR has been picked up and is being reviewed by NIH OFM staff. Institutions cannot edit in the status.

Accepted – The FSR has been accepted by NIH OFM staff. Institutions can make revisions.

Rejected – The FSR has been rejected by NIH OFM staff. Institutions should make revisions and re-submit.

Revision Pending – FSR has been accepted but is being revised by the institution.

FSR Hitlist

The Grant Number is a hyperlink that will go to the FSR form

Hands-on: Accessing Commons

Open an Internet connection and go to the appropriate eRA Commons non-production environment:

eRA Commons Demohttps://commonsdemo.era.nih.gov/commons-demo/

Enter the Username and password provided by your trainer.

**eRA Commons is not case sensitive

Hands On - Query

Click on FSR Tab

Choose a status code from drop down list

Click on Submit button

View hit list

Filling out a FSR

Only the long form is displayedFields are automatically populated based on current information in eRA system

Filling out a FSR

As current year entries are completed calculations are done automatically

Filling out a FSR

To enter Indirect Expenses Enter data this screen, click Add for each item on list and then Save

Filling out a FSR

Clicking on Save automatically populates and calculates the form.

Hands on - application

From your hit list, click on a grant link for an FSR

that is due.

Start filling out the form with data.

Submission of a FSR

Clicking the Save button will initiate error checking. If no errors are found, the Submit button will appear. Clicking this will submit the FSR to NIH.

Submission of a FSR

Application Status changes to Received

If a mistake is made on the FSR and it is labeled “In Review” the Institution should contact the NIH OFM staff (301-402-9123) and have them reject the FSR and revisions can then be made.

Hands-on: Submit your FSR

Financial Conflict of Interest (FCOI)

FCOI Institution Functionality

Financial Conflict of Interest (FCOI) Allows grantee institutions to:

Initiate and prepare a FCOI notification Multiple FCOI officials and delegates can access and edit a notification

while in Work In Progress (WIP) statusSubmit the FCOI notification and supporting documents

electronically to Agency Can provide comments at time of submission that are included in email

notification to AgencySearch and View FCOI notifications previously submitted through

CommonsDoes not provide visibility to any notifications previously submitted in

paperEdit or rescind submitted notifications (requires Agency

involvement)Access history of actions

Commons FCOI & Internal FCOI Systems

Commons FCOI integration with internal FCOI tracking system

Commons FCOI and Internal FCOI systems will interact by sharing information once daily

Internal FCOI system users have ability to request additional information and rescind notifications

Notification to Institution made from Internal FCOI system and is also reflected in Commons FCOI history

FCOI Flexible Account Admin

Commons account must have FCOI role to submit FCOI notifications to AgencyOnly Institution Signing Officials (SOs) can add this role to

an accountFCOI role can be added to multiple accounts at Institution’s

discretion

Ability to prepare and/or view FCOI notifications can be delegated, but not ability to submit to AgencyFCOI ASSTFCOI View-only

FCOI Delegation

FCOI users can delegate all functions except submit to Institution users with new FCOI ASST role

Similar to other delegation screens in Commons

FCOI - Initiate

Default Screen

Becomes active after initial save

System provides Contact PD/PI name after initial save. Provides additional info to check correct grant # entered.

Record pulled will be for the latest year of the grant

FCOI Search

Provides list of awarded grants for this Institution with previously created FCOIs

Available actions Links to FCOI History

Search Results

FCOI HistoryEvent recorded in FCOI History each time a user takes an

action on the record

FCOI Edit

Fields are pre-populated, but editable

Delete uploaded

file

Delete entire record

FCOI View

Pre-populated; read-only

Resources Links of Interest:

eRA Web site http://era.nih.gov/

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

Electronic Submission of Grant Applicationshttp://era.nih.gov/ElectronicReceipt/

NIH Grants Web site (Office of Extramural Research)http://grants.nih.gov/grants/oer.htm

Finding Help

eRA Commons Help DeskHours: Mon–Fri, 7 a.m. – 8 p.m. Eastern Web: http://itservicedesk.nih.gov/era Toll-free: 1-866-504-9552Phone: 301-402-7469TTY: 301-451-5939

Don’t forget to get a help desk ticket number if your issue isn’t immediately resolved.