Commons Post Submission Functionality

1. Commons Post SubmissionFunctionality Scarlett Gibb & Deven Tines eRA Commons Service Center Representatives Electronic Research Administration Office of Extramural Research National Institutes of Health April 2010

2. Today’s Agenda • eRA Commons Basics • What is eRA Commons? • When will I use it? • Using eRA Commons • Navigation • Status • Just-In-Time (JIT) • Notice of Award (NOA) • No Cost Extension (NCE) • xTrain • Electronic Streamlined Non-competing Award (eSNAP) • Closeout • Financial Status Report • Financial Conflict of Interest (FCOI) Resources Finding Help

3. 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 eSubmission Errors/Warnings Assurances Assembled Application Image Certifications Review Assignment Profile Data Priority Score Progress Reports Summary Statement Financial Reports Notice of Award Invention Reports Post-Award Correspondence Training Appointment Actions

4. 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 Application Intake at Receipt & Referral

5. 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 Review Process Pre-Award Process Award Process

6. 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 Closeout Process

7. Using the eRA Commons

8. eRA Commons Navigation 1 2 3 • 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.

9. Status

10. PI Status STATUS is your LINK to the Action!

11. SO Status

12. Status – After Submission

13. Applications/Grants Hit List Select the Application ID to view detailed Status information for that application/grant.

14. Status – Assignment Info Primary Institute Assignment Study Section Assignment Key Contact Information

15. Status – Summary Statement Only the PI can view Summary Statement, Priority Score and Percentile information. 200

16. 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

17. 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

18. Just in Time (JIT)

19. 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 submit • Other Support file • Institutional Review Board (IRB) date • Human Subjects education for Key Personnel • PI can enter the information in the System, but it must be submitted by an SO. Select JIT link

20. 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

21. Just In Time (JIT) * JIT screen – top portion * 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.

22. 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.

23. 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.

24. Notice of Award (NOA)

25. 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.

26. No Cost Extension

27. 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.

28. xTrain

29. 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

30. 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

31. xTrain • xTrain • Allows 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

32. xTrain – New Commons Roles • xTrain introduces two new eRA Commons roles • Trainee • Person appointed to training grant • Currently, 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

33. xTrain Trainee Roster • Most work is done from Trainee Roster Action: 2271 Form Amend 2271 Initiate TN Term Notice Appointment/Termination Source: Paper or Electronic Appointment Status: In Progress PI In Progress Trainee Pending Agency Review AcceptedTerminated Termination Status: In Progress BOIn Progress PI In Progress Trainee Pending Agency Review Accepted View: View 2271 View TN View Payback AppointmentType: NewReappointmentAmendment

34. xTrain http://era.nih.gov/services_for_applicants/other/xTrain.cfm 34

35. eSNAP

36. eSNAP • Electronic Streamlined Non-competing Award Process (eSNAP) • Electronic submission of annual SNAP Progress Reports • Electronic 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 days • Reduces duplicate data entry

37. eSNAP – Grant List • eSNAP Grant List • Shows all of your grants at NIH • Hyperlinked grant numbers are eSNAP eligible • Shows the due date, eSNAP status, and current reviewer Select Grant Number to access the eSNAP Menu

38. 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.

39. eSNAP Functions & Roles

40. eSNAP – Upload Science • Upload Science • Progress Report file • Research Accomplishments file • Other Documentation file • Citations/Publications

41. eSNAP - Upload Science * Top of Upload Science screen * 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.

42. eSNAP – Upload Science * Bottom of Upload Science screen * User can add Publication Information that does not show in Publications list that is populated from the Publications section of the PIs Personal Profile. Either button will mark Upload Science as Complete on the Manage eSNAP page.

43. National Library of Medicine – My Bibliography • In 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

44. eSNAP – Edit Business • Edit Business • Organization Info (face page) • Performance Sites • All Personnel • Research Subjects • SNAP Questions and Checklist

45. Edit Bus. – Org. Info Pulled from Institution Profile. Pulled from Personal Profile/ Employments/Preferred Address. Drop-down lists include all AOs and SOs in Institution.

46. Edit Bus. – Performance Site Additional sites can be entered manually. Click to Save entry. First Performance Site listed is pulled from Institution Profile.

47. Edit Bus. - All Personnel If Person has Commons ID information will be pre-populated.

48. Edit Bus. - Research Subjects 2000 character limit on text

49. Edit Business – SNAP and OtherProgress Report Questions & Checklist • 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. Upload of Other Support file is required.

50. Edit Bus. - Inclusion Enrollment Inclusion Enrollment Report Table must be completed for each study.