eRA Update Part A Commons 102103

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INTERACTION
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Agenda eRA

• What is eRA?
• Registration Requirements
• Grants.gov and eRA interaction
• Create, Verify an Account and update your
  Personal Profile
• eRA Roles and Structure
• eSNAP Electronic Progress Report Submission

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NIH Electronic Research Administration (eRA)

• What is eRA?
• NIH eRA Commons is a Web-based system that allows
  NIH extramural grantee organizations, grantees,
  and the public to receive and transmit
  information electronically about the
  administration of biomedical and behavioral
  research.
• NIH Commons is the External face of eRA

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Registration Requirements
Principal Investigators (PIs) do not need to
register with Grants.gov The PI must hold a PI
account and be affiliated with the applicant
organization in eRa Commons PIs currently
registered only for Internet Assisted Review
(IAR) must request full eRA Commons registration
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How Grants.gov interacts with eRA Commons
Applicant
Grants.gov
eRA Services eRA
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Grants.gov basic validation and virus
check Processing
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Pure Edge Forms
download
eRA Services Business Validation DB Load Image
generation
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E R A
eRA COMMONS
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Validation Results Notification
eRA COMMONS Interface Status Validation
results Image Verification Sign-Off
email
Web forms interface
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Search for and identify a Funding Opportunity
Announcement (FOA) on Grants.gov
Download the grant application package in Pure
Edge
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Posted 2 month before submission date
Complete the application and Save a copyon a
secure computer
PI and SO must verify the application to
complete the application submission process
eRA Commons saves the data and grant image,
and NIH begins processing the application
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Within 2 business days of availability in eRA
Commons
PI RA
email
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The PI and SO find out if the grant
applicationpassed or failed the rule check
Signing Official reviews and submits the
application to Grants.gov
FAILD
Track Application Statusin eRA Commons
Resubmission
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Grants.gov response to application submission -
up to 2 business days
eRA Commons response to application submission -
up to 2 business days
PASSED
Email Tracking
E-mail Tracking
FAILD
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Creating an eRA account

• Contact Marie Vrabel
• resadmin_at_bidmc.harvard.edu

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Roles in eRA

• SO Signing Official
• Has the authority to submit information to NIH,
  create/maintain accounts, and view limited
  information for all of the institutions grantees
• AO Administrative Official (RA / RAD)
• Can create/maintain AO, PI, and ASST accounts
  can view limited information for all of the
  institutions grantees can be part of the
  institutions approval workflow process when
  submitting electronic applications to NIH
• PI Principal Investigator
• Can view information for all of his/her grants
  and applications at NIH, including access to
  summary statement, Notice of Grant Award (NGA),
  create a pre-printed face page for
  non-competing continuation, and much more
• ASST Administrative Assistant
• Can be delegated authority to access/update eSNAP
  information for a PI

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eRA Structure
Official Users
S.O. Signing Official
R.A
Institutional Sign-off
Create, Modify and Delegate Authority
A.O. Adm. Official
Verify and Assist PI in submissions
PI Users
P.I.
P.I. Assistant
Submits Applications and Views Status Data
Data Entry of PPF and other
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eRA Account Creation Process Flow
S.O.
Creation PI Account
E-mail confirmation with Password and Request
Funds Verification
Information Verification
Verification/Edit NIH Grant Information
Creation PI Assistant
By S.O.
PI/SO/AO delegates PPF Authority to an Assistant
Grants.gov orE-SNAP
PPF Must be completed
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Login
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Change of Password
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Verification and Edit Information
Two business up days two verify the information
at NIH
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Profile Process
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Personal Information
Red Fields are all required
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Race/Ethnicity
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Employment List
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Reviewer Address
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Residential Address
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List of Degrees
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List of Publications
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Modules in eRA

• Administration
• Create and maintain user accounts and
  professional profiles (PPFs)
• Status
• Display summary and detail grant info, NGA,
  Progress Report face page, Abstracts
• Review NIH contact info
• Link to study section dates and rosters,
  committee Roster Status and history
• Submit Just-in-Time (JIT) and request No-Cost
  Extensions
• Scores/Percentile
• Internet Assisted Review (IAR)
• Submit critiques and scores prior to review
  meeting
• Review all critiques prior to meeting
• Generate summary statement body
• Close Out Status
• Submit Final Progress Reports
• Electronic Simple Non-Competing Award Process
  (eSNAP)
• Review simple, non-competing grant info
• Submit simple, non-competing progress report
• Additional 15 days allowed for submission
• Pre-populated forms for renewals

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eSNAP Process eSNAP
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eSNAP Process
eSNAP Process

• Due 45 days before budget start date (vs. 60 days
  for paper)
• IRB and IACUC approval dates not required with
  submission

• Upload Scientific Report
• Organization Information
• Performance Sites
• Key Personnel
• Research Subject
• SNAP Questions
• Inclusion Enrolment

P.I.
E-mail Confirmation
P.I. routes eSNAP to the next Reviewer
A.O. (RA) Verification
P.I. Assistant
E-mail Notification
E-mail Notification
A.O. (RAD) Verification
S.O. (OSP) Sign and Submit
E-mail Notification
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eSNAP
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Upload Scientific Report
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Organization Info.
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Performance Site
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Key Personnel
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Research Subject
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eSNAPQuestions Check List
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Inclusion EnrollmentReport
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Inclusion EnrollmentTable
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Route to Next Reviewer
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Advice from Experience

• Read and follow all application instructions!
• Failure to follow instructions has resulted in
  applicants having to submit corrected
  applications.
• There are application fields not marked as
  mandatory on the federal-wide form but that are
  required by NIH
• For example, the credential field of the RR
  Senior/Key Person Profile component MUST contain
  the PIs assigned eRA Commons User ID for NIH to
  process the application submission

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Advice from Experience

• Register now to be prepared
• Allow time for corrections
• See it through to verification in eRA Commons to
  complete the application process
• When seeking support, be prepared to provide
  identifying information for your application and
  organization
• Network with colleagues at other institutions to
  strategize ways to implement the change to NIH
  e-submission at your organization

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Educational Links

• Frequently Asked Questions http//era.nih.gov/Elec
  tronicReceipt/faq.htm
• Electronic Submission Timeline http//era.nih.gov/
  ElectronicReceipt/strategy_timeline.htm
• Tips and Tools http//era.nih.gov/ElectronicReceip
  t/tips_tools.htm
• Communications and Outreach resources (brochures,
  presentations, drop-in newsletter articles)
  http//era.nih.gov/ElectronicReceipt/communication
  .htm
• SF424 (RR) application guides, sample
  application packages and related resources
  http//grants2.nih.gov/grants/funding/424/index.ht
  m
• Grants.govs How to Complete An Application
  Package Demo http//www.grants.gov/CompleteApplica
  tiondemo
• Demo Facility By April, NIH plans to have an
  end-to-end demo facility for applicants to
  practice the entire process from finding an
  opportunity in Grants.gov through verifying a
  submitted application in the eRA Commons.

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Where to go for Help

• General information on Electronic Submission and
  the SF424 (RR)
• http//era.nih.gov/ElectronicReceipt
• Grants.gov registration, submission and Pure Edge
  behavior questions
• Visit http//www.grants.gov/CustomerSupport
• Grants.gov Customer Service
• E-mail support_at_grants.gov
• Phone [phone]
• eRA Commons registration and post submission
  questions on Commons functionality
• Support Page http//era.nih.gov/commons/index.cfm
  
• eRA Commons Help Desk
• E-mail commons_at_od.nih.gov
• Phone [phone] OR 301-402-7469
• Forms transition and questions on NIHs overall
  plan for electronic receipt
• NIH Grants Information
• E-mail grantsinfo_at_nih.gov
• Phone [phone]

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Training-Support-Outreach - eRA

• Web Sites
• Commons Home Page http//commons.era.nih.gov
• eRA Home Page
• http//era.nih.gov
• Commons Support Page
• http//era.nih.gov/commons/
• Revamp of websites is underway