Office of Extramural Research National Institutes of Health July 2013
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Electronic Research AdministrationOffice of Extramural ResearchNational Institutes of Health
April 2010
Commons Post SubmissionFunctionality
Scarlett Gibb & Deven TineseRA Commons Service Center Representatives
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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
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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
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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
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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
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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
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Using the eRA Commons
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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.
12
3
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Status
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PI Status
STATUS is your LINK to the Action!
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SO Status
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Status – After Submission
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Applications/Grants Hit List
Select the Application ID to view detailed Status information for that application/grant.
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Status – Assignment Info
Primary Institute Assignment
Study Section Assignment
Key Contact Information
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Status – Summary Statement
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Only the PI can view Summary Statement, Priority Score and Percentile information.
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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
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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
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Just in Time (JIT)
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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
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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
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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 *
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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.
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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.
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Notice of Award (NOA)
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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.
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No Cost Extension
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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.
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xTrain
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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
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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
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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
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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
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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
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eSNAP
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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
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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
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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.
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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
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eSNAP – Upload Science
Upload ScienceProgress Report fileResearch Accomplishments fileOther Documentation fileCitations/Publications
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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 *
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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.
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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
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eSNAP – Edit Business
Edit Business
Organization Info (face page)Performance SitesAll PersonnelResearch SubjectsSNAP Questions and Checklist
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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.
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Edit Bus. – Performance Site
First Performance Site listed is pulled from Institution Profile.
Additional sites can be entered manually.
Click to Save entry.
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Edit Bus. - All Personnel
If Person has Commons ID
information will be pre-populated.
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Edit Bus. - Research Subjects
2000 character limit on text
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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.
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Edit Bus. - Inclusion Enrollment
Inclusion Enrollment Report Table must be completed for each study.
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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.
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eSNAP
Hands-on: Initiating an eSNAP
Go through tabs and have fun!
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Closeout
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Closeout
The Closeout process includes:Final Financial Status Report (FSR)Final Progress ReportFinal Inventions Statement
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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
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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.
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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.
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Closeout – Invention Statement
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Closeout – Invention Statement
•Verify saved inventions. •Remove any that do not apply. •Add any that are missing.
Select Verify.
Select OK.
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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.
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Financial Status Report (FSR)
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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
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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
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Query Options
To query by Grant Number or NIH Institute
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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.
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FSR Hitlist
The Grant Number is a hyperlink that will go to the FSR form
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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
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Hands On - Query
Click on FSR Tab
Choose a status code from drop down list
Click on Submit button
View hit list
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Filling out a FSR
Only the long form is displayedFields are automatically populated based on current information in eRA system
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Filling out a FSR
As current year entries are completed calculations are done automatically
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Filling out a FSR
To enter Indirect Expenses Enter data this screen, click Add for each item on list and then Save
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Filling out a FSR
Clicking on Save automatically populates and calculates the form.
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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.
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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.
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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
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Financial Conflict of Interest (FCOI)
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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
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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
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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
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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
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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
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FCOI Search
Provides list of awarded grants for this Institution with previously created FCOIs
Available actions Links to FCOI History
Search Results
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FCOI HistoryEvent recorded in FCOI History each time a user takes an
action on the record
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FCOI Edit
Fields are pre-populated, but editable
Delete uploaded
file
Delete entire record
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FCOI View
Pre-populated; read-only
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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
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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.