Electronic Information Sheet eIS

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Electronic Information Sheet(eIS)

• Johns Hopkins University
• School of Medicine
• eIS Training Outline

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RPA Applications Access

• Access the Research Projects Administration
  Electronic Information Sheet (eIS) website
• https//resource.ca.jhu.edu/rpa/index.jsp
• Use your JHED ID (name and password) to log onto
  the RPA server.

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RPA Application Menu

• ReSource
• eIS
• Select eIS to create an electronic information
  sheet.

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Welcome Screen

• On this screen you will be asked to select one of
  the three items
• Create a new Information Sheet
• OR
• Finding an existing information sheet To find an
  existing information sheet, enter the last 5
  digits of the eIS number.
• OR
• Manage previously viewed information sheet

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New Principal Investigator

• Enter the social security number of the Principal
  Investigator on the project your are creating an
  eIS.
• Click the Continue button

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New Information Sheet

• Principal Investigator Name
• This field is automatically feed by prior screen.
  
• Research Administration Office
• Select School of Medicine as your Research Admin
  Office

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New Information Sheet (cont.)

• Proposal Type (select ONE from the following
  list)
• New proposals submitted for the 1st time new
  dollars to JHU.
• Renewal a request for funding to renew, by one
  or more additional budget periods, a project
  period that would otherwise expire. Extending
  dates and receiving additional funds.
• Supplement a request for an increase in support
  in a current budget period for expansion of the
  projects approved scope or research protocol.
  The request may specify budgetary changes
  required for the remainder of the project period
  as well as for the current budget period) (NIH
  Type 3. A Type 3 prefix also refers to a
  request/award for a non-competing administrative
  supplement).
• Non-competing continuation (a progress report
  and request for funding of a non-competing
  continuation award for the second or subsequent
  budget period within an approved competitive
  segment (NIH Type 5).
• Revision an unfunded application that the
  applicant has modified following initial review
  and resubmitted for consideration. Change in
  budget of a application.
• No-Cost Extension extending the final budget
  period of a current award w/o additional funds.
• Allocation a proposal requesting funds already
  awarded to JHU (IRG, CSA, any internal funding
  request).
• Task Order federal contract issued as a master
  w/terms and conditions. New money for each task
  order/protocol.

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New Information Sheet (cont.)

• Sponsor Name
• Office of Research Administration to provide
  acronym
• Program Announcement No.
• Due at Sponsor
• Project Title
• Click the Create a new Information Sheet button

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New Information Sheet (Sections)

• The eIS is comprised of 4 separate sections.
  Note all sections above are incomplete for
  Circulation. All sections need to be
  completed.
• Personnel
• General
• Budget
• Compliance
• Signers (optional)

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Personnel Section (cont.)

• CUFS Area
• Salary contact
• Percent of Effort
• Percentage of Salary
• Zero Effort Explanation (equipment grant)
• Allocation Percent of Total Budget (School of
  Engineering use only)

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Personnel Section

• Top portion of form (PI name, title, phone, etc)
  carried forward from initial entry on New
  Information Sheet document.

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Personnel Section (cont.)

• Add Personnel (Only add additional Key
  Personnel
• Co-Investigator
• Other personnel
• Enter data into required fields.
• At top of page, click Menu button. This will
  show Personnel section is complete.

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General Project Sponsor Data Section

• Several fields are carried forward from input
  data on New Info Sheet page
• (i.e. Project Department Code, Project Title,
  Sponsor Name, Program Announcement number, Due at
  Sponsor, Type of Proposal and Current CUFS
  number)
• Sponsor Type (Federal, State, Other)
• Sponsor Address (where will the proposal be sent)
• CFDA No (Catalog of Federal Domestic Assistance
  located in an RFA or PA. If not listed, leave
  blank)
• Sponsor Grant/Contract
• Type of Project
• Grant
• Contract
• Co-Op Agreement
• IPA
• Subaward - Additional question about prime
  sponsor under subaward
• Unknown

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General Project Sponsor Data Section (cont.)

• JHU Contact
• Project Location
• If project will be located at both On and Off
  campus, add a location.

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Budget Section

• Multiple Accounts
• Cost sharing or matching?
• The University has four methods of accounting for
  cost sharing A) Cost Sharing Using the Effort
  Reporting System (ERS) where the department is
  paying an individual directly on a non-sponsored
  account, but their effort is related to a
  specific sponsored activity B) Cost Sharing
  Transferred to a Non-Sponsored Account where the
  sponsored account is being directly charged and a
  portion of the costs are transferred to a
  non-sponsored account C) Cost Sharing Charged
  Directly to a Non-Sponsored Account where a
  non-sponsored account is set up in conjunction
  with the sponsored account and D) Cost Sharing
  for Sponsored Capital Projects.
• http//www.controller.jhu.edu/policies.htm

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Budget Section (cont.)

• First Budget Period
• Total Project Period
• FA Rate
• MTDC direct costs less certain excluded items,
  detailed by negotiation agreement or by sponsor
  policy (for non-profits with written policies)
  (excluded items such as equipment, patient care,
  major alterations, etc).
• TDC total costs of a project
• TR training (8 IDC)
• SALW salary and wage base only

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Compliance Section

• Question 1 Financial interest
• For guidance, see section C http//www.hopkinsmedi
  cine.org/faculty_staff/policies/facultypolicies/co
  nflict_interest
• Question 2 Human subjects
• For guidance see the IRB website
  http//irb.jhmi.edu
• Question 3 Protected Health information
• http//irb.jhmi.edu/guidelines/hippairbdhhs.html
• Question 4 Animals
• Protocol review and approval by School of
  Medicine Animal Care and Use Committee, x7-3738

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Compliance Section (cont.)

• Question 5 Infectious Agents
• Environmental Health Officer (EHO) of the Health,
  Safety and Environment, 2024 East Monument
  Street, Ext. 5-5918 http//www.hopkinsmedicine.or
  g/hse/
• Question 6 Radioactive materials
• The Radiation Control Unit (RCU) administers the
  radiation control program at The Johns Hopkins
  Medical Institutions, procures radioactive
  materials, and provides for radioactive waste
  disposal.
• Forms for projects that involve radiation
  exposure to human subjects are available at
  http//irb.jhmi.edu/Forms/index.html. The manual
  may be obtained at http.//www.hopkinsmedicine.org/
  hse/manuals.html.
• Question 7 Hazardous and highly-toxic
  chemicals
• Researchers who use toxic chemical agents or
  materials in quantities and procedures which may
  lead to environmental perturbation or which may
  have acute or chronic toxicity to workers by
  inhalation, skin absorption or ingestion exposure
  should notify the Environmental Health Officer
  (EHO) of the Health, Safety and Environment, 2024
  East Monument Street, Ext. 5-5918.
• Forms for registration of Hazardous and Toxic
  Chemicals and the criteria for chemicals meeting
  HSE requirements for registration are available
  at www.hopkinsmedicine.org/hse/.

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Compliance Section (cont.)

• Question 8 Recombinant DNA
• The Institutional Biosafety Committee,  reviews
  research registrations involving recombinant DNA.
  
• The form and a copy of the latest NIH Guidelines
  for Research Involving Recombinant DNA Molecules
  may be obtained from the Biosafety Officer, Ext.
  5-5918 or downloaded from the HSE Web Site,
  www.hopkinsmedicine.org/hse.
• Question 9 Renovations
• Include cost estimate for renovations prepared by
  Facility Management Office.
• Question 10 Equipment cost
• An article of tangible, nonexpendable, personal
  property that has a useful life of more than 1
  year and an acquisition cost of gt5,000 or more
  per unit.
• Question 11 Administrative costs
• The direct charging of these costs may be
  appropriate where the nature of the work
  performed under a particular project requires an
  extensive amount of administrative or clerical
  support that is significantly greater than the
  routine level of such services provided by
  academic departments

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Compliance Section (cont.)

• Question 12 Program income
• http//www.controller.jhu.edu/progrinc.pdf
• Program income is the gross income earned by a
  recipientthat is directly generated by a
  supported activity or is earned as a result of an
  award.
• Question 13 Subawards
• The following items are needed from the
  subcontractor at the time of proposal submission
  
• -- a letter of intent from the subcontractor
  indicating their willingness to collaborate on
  the project (signed by both the other
  organization's P.I. and Institutional Official,
  as well as the JHU Institutional Official),
  including the following required wording if the
  proposal is to an NIH/PHS agency "The
  appropriate programmatic and administrative
  personnel of each institution involved in this
  grant application are aware of the NIH consortium
  grant policy and are prepared to establish the
  necessary inter-institutional agreement(s)
  consistent with that policy."-- a budget
  specifying both direct and indirect costs.-- an
  Abstract or description of the workscope.--
  Other Support.-- Biographical Sketch.--
  Resources and Environment.-- Relevant Human
  Subject IRB approval and Vertebrate Animal IACUC
  protocol approval.-- Checklist.
• Subcontract Information Sheet document
  http//.........

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Compliance Section (cont.)

• Question 14 Confidentiality Agreement
• Confidentiality agreements that relate to ongoing
  research at Johns Hopkins or potential research
  at Johns Hopkins should be sent to the Office of
  Research Administration.
• Confidentiality agreements that relate to
  technology licensing should be sent to the Office
  of Licensing and Technology Development.
• NDA/Conf Agreement http//www.ltd.jhu.edu/busine
  ss_partners/nda.html
• Question 15 Material Transfer Agreement
• http//webapps.jhu.edu/ mtaonline/. The System
  allows you to create an MTA, sign the agreement
  electronically, and then obtain the electronic
  signature of your institution's authorized
  representative (if needed). Hopkins MTAs are to
  be used only for transfers of materials to
  investigators at academic or non-profit
  institutions for internal, non-commercial
  research purposes.

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Compliance Section (cont.)

• Question 16 JHU invention
• To report new intellectual property, a Report of
  Invention (ROI) must be completed which includes
  assignment of ownership interest to the
  University.
• Mail your report of invention to DirectorJohns
  Hopkins University Licensing Technology and
  Development100 North Charles Street, 5th
  FloorBaltimore, Maryland 21201
• Question 17 Additional space
• Approval must be obtained prior to submitting a
  proposal.

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Preview the Info Sheet

• Click the Generate PDF button
• Choose Yes or No to answer the cost sharing
  section question.

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PDF Download

• Click Create PDF
• Notice that the word DRAFT appears as a
  watermark on the document

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Circulating an Information Sheet

• Click the Circulate button.
• Scroll to the bottom of the page and click
  Continue if the information sheet is as you want
  it otherwise, click Cancel and make any
  necessary changes.
• After you click Continue, the status should have
  been changed.

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Submission Process

• After your document is In-Circulation Status
• Generate PDF
• At this point your document will not have Draft
  Watermark across the page
• Your document will have signature lines
• Print out a hard copy and obtain appropriate
  signatures (PI, Dept Admin, Dept
  Director/Chair).
• Submit hard copy to ORA with your proposal.

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eIS User Permissions

• Create

• Edit Draft

• Circulate

• Withdraw

• Approve

• Return

• Edit Approved

• View

• Download

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eIS Statuses Outline
Draft
In-circ.
Approved
Awarded
Withdrawn
Returned
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eIS Statuses Draft
Draft

• Editable by Edit draft users

• Can be Deleted

• Can be circulated for signature by Circulate
  users

• PDF watermarked DRAFT and lacks signature page

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eIS Statuses In-circulation
Draft
In-circ.

• Cannot be edited

• Paper copy circulatedfor signature

• Can be withdrawn

• PDF has no watermarkdoes have signature page

• Can be approved

• Can be returned

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eIS Statuses Approved
Draft
In-circ.
Approved

• Can be edited only by Edit approved users

• Can be withdrawn

• Has corresponding ReSource record

• PDF watermarked Approved and lacks signature
  page

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eIS Statuses Awarded
Draft
In-circ.
Approved
Awarded

• Awarded status set from ReSource

• Cannot be edited

• PDF watermarked Awarded and lacks signature
  page

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eIS Statuses Withdrawn
Draft
In-circ.
Approved
Withdrawn

• Cannot be edited, or changed in any way

• PDF watermarked Withdrawn

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eIS Statuses Returned

• Cannot be edited, or changed in any way

• PDF watermarked Returned

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eIS Statuses Inactive
Draft
In-circ.
X
X
OR

• Six months after last modification

• Cannot be edited

• Approved infosheet status controlled by
  ReSource (Awarded/Not Funded)

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eIS Statuses Duplication
Draft

• Any user who has Createpermission can
  duplicatean infosheet

In-circ.
Draft

• An infosheet of any statuscan be duplicated

.
.
.
Returned