NIH Updates eRA and eSNAP

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NIH Updates eRA
and eSNAP

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• Kathleen Thompson (klt_at_stanford.edu)
• Co-Director, Policy Training
• Research Management Group
• Pamela Webb (pwebb_at_stanford.edu)
• Senior Director
• Office of Sponsored Research
• Sonia Barragan (sonia.barragan_at_stanford.edu)
• Research Process Manager (RPM)
• Research Management Group

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NIH Updates

• NIH Salary Cap
• Revised PHS-398 Forms
• Revised PHS-2590 Forms
• Closeout Final Reports

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Salary Cap

• Increased to 180,100 (effective 1/1/05)
• No increases for non-competing awards or pending
  modular grant applications
• Pending competing applications with budgets
  reflecting salaries above the new cap will be
  awarded at the new level
• http//www.stanford.edu/dept/DoR/Resources/salcap.
  html

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FY 05 Stipend Levels
PLEASE NOTE Stipend levels will remain at the
FY 04 levels
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PHS-398 Forms(Rev. 9/2004)

• Must use new forms on/after May 10, 2005
• Overall Format Changes
• organized into three distinct parts
• Part I - Instructions for Preparing Application
• Part II - Instructions for Human Subjects Plan
• Part III - Policies, Assurances, Definitions

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• Required Font Size
• must use Arial or Helvetica 11-point
• Face Page
• title increased to 81 characters
• eRA Commons User Name (optional)

Other notable changes.
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• Form Page 2 now 2 pages
• Key Personnel must devote measurable effort
  (whether or not salary is requested)
• Other Significant Contributors identifies those
  who contribute the scientific development but are
  not committing measurable effort includes
  consultants that meet this definition

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Budget Pages (Form pages 4 5)

• Implements new policy on direct cost limitation
  (Guide Memo Notice NOT-OD-05-004)
• Consortium FA costs should not be included in
  the direct costs
• Impacts modular budget format
• Impacts applications that limit direct costs

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Personal Data Page and Key
Personnel Report Page

• Social Security Number is now limited to last 4
  digits

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PHS-2590 Forms(Rev. 9/2004)
Must use new forms on/after May 10, 2005 All
applications should be submitted to centralized
mailing address Division of Extramural
Activities Support, OER National Institutes of
Health 6705 Rockledge Drive, Rm. 2207,
MSC-7987 Bethesda, MD 20817 [phone]

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SNAP Questions

• Question 1 - changes in other support for key
  personnel, submit complete active support
  information (previously submitted changes only)
• Question 2 - changes in level of effort need
  only be reported for PI and other key personnel
  named on Notice of Award

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Closeout Final Reports!

• Documents are due within 90 days of project
  period end date
• Final Financial Report
• Final Invention Report
• Final Progress Report
• Failure to submit timely reports may affect
  future funding to the institution!

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eRA Update

• NIH eRA Commons
• Grants.Gov
• Stanfords SeRA Project
• ABC Meeting
• February 7, 2005

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Mail room 1
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Use the NIH eRA Commons to

• Check status of proposals
• Obtain study section assignment
• Track progress through the application review
  process
• Get Priority Scores and Summary Statements (PIs
  only)
• Submit Just-in-Time materials
• Download e-copies of 398s
• even if submitted hard-copy
• Prepare e-SNAPs
• Prepare No-Cost-Time-Extension Request

Web Site commons.era.nih.gov
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OSR and RMG also use it to

• Electronically submit e-SNAPs, JITs, and NCTEs
• Create and maintain accounts
• Maintain Stanfords institutional profile
• Submit FSRs (Financial Status Reports)

Demo Site commonsdemo.era.nih.gov
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Want an Account?

• School of Medicine Users
• Please contact your depts Research Process
  Manager (RPM)
• http//med.stanford.edu/rmg/rpmmaster.htmlB
• All Other Users
• Blanca Rebuelta
• Associate Contract and Grant Officer, OSR
• 725-0515
• rebuelta_at_stanford.edu
• OR
• April Joy Zanoria
• Assistant Contract and Grant Officer, OSR
• 725-9060
• ajsantos_at_stanford.edu

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NIH eRA Commons Becoming Common

• 2000 Institutions registered (95 of recent
  awardees)
• 50,000 Users (66 of awarded PIs have an account)
• e-SNAPs (247 grantees)
• FY 2003 329
• FY 2004 2854
• FY 2005 through 12/04 1180
• 720 JITs submitted in 2004

13 of all eligible SNAPs
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e-SNAP Module

• SNAP-eligible progress reports only (for now)
• e-SNAPs due 45 days before anniversary date
  instead of 60
• Selected data pre-populated from NIH database
• Project title
• PI name and email
• Budget period date covered by the report
• Human Subjects Y/N, Animal Subjects Y/N
• Data entered this year populates subsequent
  years reports
• Key personnel and their percentage effort on the
  project
• No hard copy/manual signature required by NIH
• Can print a copy locally which looks similar to
  current hard copy format

15 extra days!
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Grants.Gov

• Find Funding Opps
• All federal funding agencies and some private
  (e.g. AHA)
• On-line search by agency, CFDA, topic area
• Sign up to receive alerts
• http//www.grants.gov/FedGrantsNotification2
• Links to summary and to full funding opportunity
  announcements

www.grants.gov
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Grants.Gov (continued)

• Apply for grants
• Human to Computer Interface
• Download special software (PureEdge)
• Download grants application packages
• Auto loads information from the Funding
  Opportunity
• Complete forms package
• Upload forms package to Grants.Gov
• Grants.Gov sends to Funding Agency
• Computer to Computer Interface
• Download data element requirements
• Submit dataset from your pre-award database
  system or via a vendors system

Coming soon!
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SeRA
Stanford Electronic Research Administration System

• Replace SPIDERS
• Meet current and projected institutional needs to
  effectively manage sponsored projects throughout
  their life cycle
• Increase the time available for faculty to engage
  in research
• Reduce administrative burden associated with
  research administration
• Improve identification and management of
  compliance risks
• Position Stanford to be competitive in the
  research marketplace
• Facilitate cross-disciplinary research
• Take full advantage of federal (and other
  sponsor) electronic research administration
  systems

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SeRA Functionality Areas (Draft)

• Funding Sources, Guidelines, and Faculty Profiles
• Proposal Development (multi-phase)
• Proposal Review and Submission
• Sponsor Review and Award Negotiation
• Award Acceptance and Initiation
• Sub-award Management
• Cross Cutting Areas
• Authority and Access
• Reporting
• Interfaces to other systems

See Handout!
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Products Currently Under Review

• InfoEd
• MIT COEUS system
• Oracle Grants Proposal
• Peoplesoft Enterprise Grants
• Key Solutions

Winter/ Spring 2005
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Please Get Involved!

• Major campus involvement needed to get this
  right!

Watch for upcoming volunteer opportunities!
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What can you do with a Commons account? You can

• Complete your personal profile on line and update
  it when necessary.
• Access the STATUS of your grants.
• Submit your non- competing grant applications via
  eSNAP.

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When you select Status, you can

• Select a grant number to see the status of that
  grant.
• View the notice of grant award (NGA).
• Submit Just-In-Time (JIT) information on- line.
• View the face page of your upcoming non-competing
  application.
• Process a no cost extension on-line.

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Here we see status summary information for this
particular grant.

• We see the grant has been awarded.
• We see the title of the grant, the grant number,
  the date the proposal was received, and a variety
  of other information.
• To the far right we see various hyperlinks. By
  selecting these hyperlinks we can view
• a copy of the proposal
• the summary statement
• the last FSR
• the last notice of award
• a copy of the abstract

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• Scroll further down the page to see more
  information
• The PIs percentile and score.
• The study section that reviewed the application,
  and their meeting location.
• The name and contact information for the grants
  management specialist and the program official.
• You have all of this information at your
  fingertips.

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NOTE Only the PI of a grant has access to
his/her summary statement and percentile or
score. Although institutional reps can view the
status of a grant, the summary statement and
score are excluded from our view.
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Here is the first page of a summary statement.
Principal Investigators will certainly enjoy
having the summary statement at their fingertips
whenever they want.
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If Principal Investigators are notified that JIT
information is needed, they can submit it on-line.
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JIT page

• Other support is uploaded as one document.
• The IRB and/or IACUC dates are entered.
• The approval letters are not submitted.
• A brief statement is entered regarding the
  training on the protection of human subjects in
  research.
• The PI saves the information and the
  Institutional Rep logs-in and submits the
  information to NIH.

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No Cost Extensions are done on-line

• If a PI wishes to extend the end date of a grant
  and it is the grants first extension, the no
  cost extension can be processed on-line.
• The PI can request a no cost extension of 6
  months, 9 months, or 12 months.
• eCommons will automatically display the new end
  date depending on the length of the extension.
• The PI must inform his institutional rep of the
  extension so that the institutional rep can
  submit the request.

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eSNAP

• Those faculty who have grants subject to the
  streamlined non-competing award procedures (SNAP)
  can now submit their non-competing applications
  electronically through eSNAP.

• Simply select the grant that requires the
  annual report and initiate the report.

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• The menu items are located across the top of the
  page (dark blue bar).
• Further down the page we see the status of the
  information the PI will eventually complete.
• At the bottom of the page we find buttons that
  help us
• validate the application and check for errors.
• view the application as a PDF.
• Note View eSNAP Report is not where the PI
  types in and completes the application.
• Route the application to other faculty to review
  or to your Institutional Rep to submit to NIH.
• View the routing history of the application.

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To begin the application process, select Edit
Business
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You now see the various electronic pages that
must be completed

• Org Info
• Performance Sites
• Key Personnel
• Research Subject
• SNAP Questions Checklist
• Inclusion Enrollment report

• All of the items above correspond to the
  various sections of a non-competing application
  one would typically complete on paper. They are
  simply in a different format.

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The Org Info page is the on-line version of the
face page.

• Fill in the information requested in the
  appropriate box.
• Select the name of your institutional official.
• Save your work.
• Designate the page as complete.
• Designating the page as complete does not save
  your work. Always save your work first.
• If needed, you can always come back to make
  changes.

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Each time you designate a page as complete, the
system keeps track of this in the Manage eSNAP
screen.
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Next, proceed to the Performance Sites page

• Same concept as before, complete the information
  requested.
• If some of the information is pre-populated,
  double check that it is correct. If it is not
  correct, delete it or edit it to correct it.
• Save your work.
• Designate this page as complete.
• Proceed to the next pages Key Personnel,
  Research Subject, SNAP Questions Checklist,
  Inclusion Enrollment report, and do the same.

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Upload Science

• You can upload 3 files in the Upload Science
  page.
• Progress report file
• Research accomplishments
• Other necessary information such as other
  support, biosketches, etc
• Make sure your document is in Microsoft Word or
  PDF format. Click the import button to upload
  the required file.
• The bottom half of the Upload Science page is
  for publications. Enter the publication
  information.
• Save your work, and designate this page as
  complete.

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Routing Your Application

• Now that you have completed the entire
  application process
• Click the validate button to have the system
  check for errors. If any required fields were
  left blank, you will receive a message at the top
  of the page letting you know that the information
  is missing.
• View eSNAP report to make sure the report
  includes what you want to include.
• Route the report to your institutional rep to
  review and submit to NIH.
• Note that there is no submit button on this
  page. Only your signing official will have the
  authority to submit the application to NIH.

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Here is an example of what an eSNAP progress
report looks like.
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