Interacting Electronically with NIH Sheri Cummins & Scarlett Gibb Customer Relationship Managers Electronic Research Administration External Services – eSubmission & eRA Commons askera@mail.nih.gov

NIH Moving Forward From your ideas… …into our systems… …to advance medical discovery.

Electronic Interaction Points NIH Grant Web site Check Review Assignment Learn About Grants at NIH NIH Guide Find Opportunities Check Review Outcome Grants.gov Download App Package Submit Pre-Award Information Submit Application Check Submission Status Prepare/Submit Post-Award Reports eRA Commons View Assembled Application Image Closeout Grants

Learn About Grants http://grants.nih.gov/ BASICS NIH GUIDE INITIATIVES eRA, Commons, eSubmission GET CONECTED GLOSSARY, FAQS POLICY FORMS & INSTRUCTIONS, SUBMISSION DATES

eSubmission Transition Status All applications now require electronic submission with the exception of the following mechanisms* Career Development Fellowship Training (T&D) Complex, Multi-project Applications (Project/Centers) *These use the paper PHS398 application process

K, F and T Transition Plans February 12 – Research Career Development (K) April 8 - Individual National Research Service Awards (F) September 25 - Institutional National Research Service Awards and Other Training Grants (T, D) * Complex applications to be determined 2009 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC K F T

eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit Application to Grants.gov If errors, correct & submit again Check Submission Status Check Assembled Application Submission Complete

Two Systems Working Together Grants.gov – the Federal government’s single online portal to find and apply for Federal grant funding Used by all 26 Federal grant-making agencies eRA Commons – electronic Research Administration system that allows applicants, grantees and Federal staff to access, share and transmit information related to their applications and grants Used by NIH and a few other HHS components The Department of Health and Human Services, which includes NIH, is one of 26 Federal agencies that are mandated to use Grants.gov. Although NIH accounts for nearly half of all application submissions through Grants.gov, it represents less than 10% of the grant dollars provided through the Grants.gov portal. Grants.gov must support all kinds of Federal grant opportunities from arts, to highway construction to health research. Therefore, the solution provided by Grants.gov is not always an exact fit for NIH. Some challenges: Most funding agencies post opportunities for a single receipt date. NIH often posts opportunities for up to three years, making the incorporation of form changes a challenge. Most funding agencies provide opportunities from a single funding source (i.e., one CFDA per opportunity). NIH often has many CFDAs per opportunity and Grants.gov Find & Apply does not support that model well. Therefore, NIH applicants must ignore the CFDA number throughout the submission process and the CFDA is assigned after submission. The automated emails sent from the Grants.gov system sometimes contains language that is confusing to our applicant community. For example “Your application has been retrieved by the Grantor agency and is currently being reviewed.” This statement means something much different than intended to our applicants. We continue to work closely with Grants.gov to make adjustments, but we need to work within their solution that must meet the needs of the full Federal grant community. IMPORTANT: Each system has its own registration and validations requirements

Registration – Grants.gov Grants.gov – Organization Applicant Organization only (one time) Many organizations are already registered - ask your Office of Sponsored Research Registration steps outlined at: http://www.grants.gov/applicants/get_registered.jsp Important Tip: Update your Central Contractor Registry information yearly to keep your Grants.gov credentials active. Obtain EIN from IRS (new businesses) Request DUNS from Dun & Bradstreet Register with Central Contractor Registry (CCR) – identify the eBiz Point of Contact (POC) NOTE: Yearly CCR update required to remain active. Register the Authorized Organization Reps (AORs) who can officially submit on behalf of your organization START EARLY! Can take 2–4 weeks; up to 8 weeks for newly established or foreign businesses

Registration – eRA Commons eRA Commons – Organization Register your organization/institution (one time); designate your Signing Official (SO) List of registered orgs: http://era.nih.gov/commons/quick_queries/commons_registered_orgs.cfm Not listed? Register here: https://commons.era.nih.gov/commons/registration/registrationInstructions.jsp May be completed simultaneously with Grants.gov registration once the DUNS # is obtained For registration in the Commons: Register your institution – this is a one-time registration. Determine who will be the Signing Official (SO) responsible for signing and submitting applications. This role is equivalent to the AOR in Grants.gov, but does not have to be the same person. The SO will create user accounts, register the institution and update profiles. The SO should create a separate account for the PD/PI. Register the SO in Commons and then the SO can establish PI accounts and/or affiliate the PI with the organization. As soon as you have your DUNS # for Grants.gov registration, you can go ahead and begin the registration process with Commons. START EARLY – registration with Commons can take 2 – 4 weeks. You’ll want to be sure to have plenty of time to complete the process prior to your application submission deadline. Good Faith Effort – If you start your registration in eRA Commons a minimum of 2 weeks prior to the receipt date, NIH will consider this a “Good Faith Effort” and you will not be penalized if your registration is not yet complete. Allow 2 – 4 weeks to complete http://era.nih.gov/ElectronicReceipt/preparing.htm

Registration – eRA Commons eRA Commons – PD/PI Project Director/Principal Investigators (PD/PIs) must work through their institution’s Signing Official (SO) or others with account administration authority to ensure appropriate registration/affiliation PIs have one account that follows them throughout their careers Can be affiliated with multiple organizations The PI and SO need separate accounts in eRA Commons because each has different privileges PI registration: PIs should work with their office of sponsored research if they do not already have an eRA Commons account. If the PI has an account but is applying for a grant under a different sponsoring organization, the business office of the sponsoring organization must affiliate the PIs Commons account with their organization. Organizations will only see applications/grants for their own organizations. PIs will see all their applications/grants regardless of organization. PIs are responsible for maintaining their own profiles through Commons. The PIs Commons ID will need to be included in the R&R Senior/Key Person Profile component of the application in the “Credential, e.g. agency login” field. Allow 4 - 5 business days to complete

There is more than one way to submit an electronic Make a Submission Plan There is more than one way to submit an electronic application. Check with your Office of Sponsored Research to find out what you use: Forms-based submission using free viewer software System-to-System using XML data stream Services of a commercial service provider http://era.nih.gov/ElectronicReceipt/sp.htm

Internal Process Considerations Find Out How Your Organization Manages… Internal review & approval processes Sharing applications in progress Last minute queue at Sponsored Programs Administrators and PIs must work together on applications

Obtain Software Form software PureEdge Viewer – current Adobe Reader – beginning December 2008 New Adobe-based forms will replace PureEdge-based forms Forms are very similar and differ mainly in form navigation and formatting May not be needed for System-to-System submissions PDF conversion program – text attachments must be converted to PDF Grants.gov download software Web page: http://www.grants.gov/resources/download_software.jsp The required software has already been downloaded to the computers that you are using today; but you’ll need to do this at your institution in order to submit applications electronically. PureEdge – is required to view the online forms. It can be downloaded for free from the Grants.gov site. Unfortunately, the PureEdge software is not currently Mac compatible, but a PureEdge viewer for Macs is expected to be released soon. For now, if you’re using a Mac, you can download a free Citrix server to remotely launch a Windows session and submit your application. This is also available on the Grants.gov website on the Resources page, under “Download Software.” PDF Conversion Software – NIH requires that all application attachments be submitted as PDFs. They may be created using any word processing program, however, they must be converted to a PDF prior to attaching to your application. Exception: Attachments generated from the PureEdge forms (i.e. R&R SubAward Budget attachment form) should NOT be converted to PDF. The Electronic Submission website has tips on creating PDF files that will be accepted by the eRA Commons system (e.g., no 0 byte attachments, no special characters in file names, no editable fields, no security features).

Must Use Compatible Adobe Reader! Only specific Adobe Reader versions are compatible with Grants.gov forms Currently Adobe Reader 8.1.2 or 9.0 are required to work with forms Stay tuned to Grants.gov’s Download Software page for changes (http://www.grants.gov/help/download_software.jsp) A pop-up usually warns if you have a wrong version If using an Adobe Acrobat product to create PDFs, check Grants.gov’s Web site for help on settings To ensure the application reader opens in the correct version of Adobe Important: Applicants cannot rely on pop-up message to tell them that they have the wrong version of Adobe Reader. There have been occasions when the wrong version was used and the warning did not pop-up. Opening forms with non-compatible Adobe Reader may corrupt application and prevent successful submission!

NIH Transition to Adobe Forms Use PureEdge through Jan. 7 Small Business & Conference FOAs Pilot completed FEB OCT JAN DEC NOV Adobe forms available for Small Business & Conference FOAs Check FOA for new Adobe forms Begin using Adobe for most Jan. 1 receipts* Adobe forms will be made available for these FOAs in early Dec. 2008 Adobe forms for small business and conference FOAs will be available in early Feb. 2009 The following non-standard submission date funding opportunities expire in January 2009 and must use Adobe Forms: RFA-A1-08-053 and RFA-RM-08-029. For further information go to http://era.nih.gov/ElectronicReceipt/adobe_transition.htm. * Most receipt dates on or after Jan 1, 2009 must use Adobe, except… Small business (R41,R42, R43, R44) and conference (R13/U13s) grant applications with Jan. 7, 2009 AIDS submission deadlines FOAs expiring on or before January 31, 2009 will continue to use Pure Edge until the expiration date.

NIH Adobe Transition Schedule Activity Codes Final PureEdge Standard Submission Deadline First Adobe Standard Submission Deadline C06/UC6, R18/U18, R25, Gs, S1, S21, S22, SC1, SC2, SC3 9/25/2008 1/7/2009 (AIDS) R01 11/5/2008 R03, R21, R33, R21/R33, R34, R36 11/16/2008 R15 10/25/2008 R13/U13 4/12/2009 SBIR/STTR 4/5/2009

eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit Application to Grants.gov If errors, correct & submit again Check Submission Status Check Assembled Application Submission Complete

Find Opportunity & Download Package ALL applications must be submitted in response to a Funding Opportunity Announcement (FOA) NIH simultaneously posts FOAs on: NIH Guide for Grants and Contracts http://grants.nih.gov/grants/guide/index.html Announcements include button to download package and instructions from Grants.gov Grants.gov Catalog of Federal Domestic Assistance (CFDA) NumberThe identifying number that a federal program is assigned in the Catalog of Federal Domestic Assistance (CFDA).  

Investigator–Initiated Research NIH is committed to investigator-initiated research and we want your unsolicited applications! All applications now must be submitted in response to an FOA “Parent” FOAs are available with generic packages Apply using the Parent FOA for your chosen activity code Parent announcements listed at: http://grants.nih.gov/grants/guide/parent_announcements.htm

NIH Office of Extramural Research http://grants.nih.gov/grants/oer.htm Parent FOAs NIH Office of Extramural Research http://grants.nih.gov/grants/oer.htm Parent Announcements for Unsolicited Applications

Unsolicited or Investigator Initiated Apps Submit unsolicited or Investigator Initiated applications using the appropriate Parent Announcement

Finding FOAs in NIH Guide NIH Guide for Grants & Contracts http://grants.nih.gov/grants/guide/ That link automatically takes you to the Basic Search screen to begin looking for a Funding Opportunity. You can enter your basic search criteria here or click the Advanced Search to narrow your search results. Enter search string or click Advanced Search

Finding FOAs in NIH Guide Enter search parameters Click Search

Finding FOAs in NIH Guide Review list of FOAs matching your criteria and find FOA of interest Click Announcement Number link to access FOA information

Announcement Notes Carefully read the entire announcement Key dates: Release/Posted Date: package and instructions available for download Opening Date: application can be submitted Expiration Date: announcement closed

FOAs in the NIH Guide include button to download app from Grants.gov Announcement Notes FOAs in the NIH Guide include button to download app from Grants.gov Click Apply for Grant Electronically Verify information Click download

Download Package Download forms and instructions

Some FOAs are Being Published Without Electronic Application Forms NIH is waiting for updates to be made to the SF424 (R&R). System-to-System Providers should get in touch with Grants.gov for information on schema changes We expect to add the newly updated forms to the Funding Opportunity Announcements (FOAs) by December 2008 New forms for small business and conference FOAs will be available in early February 2009 Note: We have heard that some institutions have “pre-filled” parent application packages and posted them internally for PIs to use without having to worry about the organization-specific information in the application. Instead PIs can just focus on the scientific and budgetary aspects. For these institutions, they will want to inform their PIs of these new changes and revise their “pre-filling” procedures accordingly. Timing of changes were dependent on OMB approval and Grants.gov development. Advice from NIH: Don’t let these changes catch you unprepared. Write up the application’s scientific content as usual, but don’t fill out forms or submit before confirming the correct application package with the FOA. Tip: Develop your research plan and attachments now. Wait to complete the actual forms until you download the correct application in December. More at: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-08-117.html

eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit Application to Grants.gov (AOR only) If errors, correct & submit again Check Submission Status Check Assembled Application Submission Complete

Grant Application Package Screen Mandatory Grants.gov fields highlighted; Check App Guide for additional NIH required fields Save locally Header info is pre-populated and not editable Complete the SF424 (R&R) first –populates fields in other forms Check Application Guide to determine which Optional Documents to submit

Read and follow application guide instructions Agency-specific instructions are marked with the HHS logo

Read and follow announcement instructions Pay special attention to Section IV. Application and Submission Information Includes any FOA-specific submission instructions Instructions in FOA trump instructions in the application guide

eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit Application to Grants.gov (AOR only) If errors, correct & submit again Check Submission Status Check Assembled Application Submission Complete

Submit Application Save & Submit button will not become active until: All fields marked as mandatory on the forms are completed All Mandatory Documents are moved to Mandatory Documents for Submission box and completed The application is Saved Check Package for Errors only checks Grants.gov errors. You must Submit the application for it to go through the NIH validation process. NIH errors will be shown in the eRA Commons. Once all of the required documents are completed and moved to the completed box, use the “Check Package for Errors” button to find incomplete Mandatory Fields. Make any necessary corrections and then save the package. This button will NOT help applicants identify any NIH validation errors. The Submit button at the top will not activate until the application has no Grants.gov form errors and has been saved. Be sure to save your application locally to your computer. If the application is being completed by the PD/PI, they will need to Save the package and then work with their Central Grants Office and the AOR assigned, to submit the application on their behalf. Only the AOR for the organization can Submit the application to Grants.gov. Click the Submit button to submit your application.

Submit Application Enter your Grants.gov username and password – you must be fully registered to successfully submit. Only the AOR can Submit application. When your application is complete and ready to be submitted, the AOR will login to Grants.gov with their username and password to electronically sign and submit the application.

Submit Application Click Sign and Submit Application button to record electronic signature and initiate submission process to Grants.gov

Submit Application Print/Save your Confirmation screen info Grants.gov Tracking # Date/Time Stamp - due 5 p.m. local time of the applicant org. on submission deadline date Once submitted, the AOR will receive an immediate confirmation online with a Grants.gov Tracking Number and a Date/Time stamp of receipt. Keep this information for reference. If you need to contact any of the Help Desk folks, they will need this information.

Upon Submission Grants.gov Will Check to Ensure: All Grants.gov mandatory fields have been completed All mandatory documents have been completed and moved to the Completed Documents box (Submission List) The validity of the organizational DUNS # Date format, e-mail address format, and virus-free 39

E-mail Notifications – Grants.gov AOR receives Grants.gov e-mails Submission Receipt – app received and is being validated (Grants.gov validations only) 2. Rejection Notice – app is not validated because of Grants.gov errors OR Submission Validation Receipt – app has been validated (Grants.gov validations only) 3. Grantor Agency Retrieval Receipt – app has been retrieved by the agency 4. Agency Tracking Number – app has been assigned a tracking number by the grantor agency (NIH) 40

Back to NIH You’re not done yet! Make sure you follow the application through to NIH. 41

eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit Application to Grants.gov If errors, correct & submit again Check Submission Status Check Assembled Application Submission Complete

Application Processing in eRA Commons eRA system retrieves applications from Grants.gov and checks them against NIH business rules defined in application guide instructions and FOA Complete list of NIH validations: http://era.nih.gov/ElectronicReceipt/prepare_app.htm#5 Remember, the SF424 (R&R) forms are owned by Grants.gov and used by many agencies, so unfortunately we cannot build agency-specific business rules into the forms

E-mail Notifications - eRA Commons AOR/SO, PD/PI and Contact receive e-mails Validations Complete/Check Assembled Application Validations Complete/Check Assembled Application – Warnings Only Action Required: Errors and/or Warnings, Missing or Invalid Commons Username, System Error SO has refused application – SO rejected the application 44

Check Status in Commons – PD/PI Select Recent/Pending eSubmissions Or provide Grants.gov tracking number from email notification 45

Status – eSub Errors/Warnings Indicates eSubmission Error Grants.gov Tracking # Grants.gov tracking # and date are displayed followed by the list of errors/warnings for each submission attempt

Status – eSub Errors/Warnings Errors stop application processing and must be corrected Warnings do not stop application submission and are corrected at the discretion of the applicant Helpful Links Avoiding Common Errors page: http://era.nih.gov/ElectronicReceipt/avoiding_errors.htm Full list of Commons Validations http://era.nih.gov/ElectronicReceipt/files/SF424RR_Validation.pdf

On-time Submission All registrations must be completed prior to initial submission Submission must be accepted by Grants.gov with a timestamp on or before 5:00 p.m. local time of submitting organization on submission deadline date Errors/Warnings must be corrected within the 2-business day error correction window

Error Correction Window NIH currently allows applicants to correct errors/warnings during the two (2) business days after the submission deadline Referred to as “error correction window” Your original application submission must have been submitted on time with all appropriate registrations in place Cover letter identifying changes required See Notice in NIH Guide for Grants & Contracts (11/30/2007): http://grants.nih.gov/grants/guide/notice-files/NOT-OD-08-018.html

Correcting eSub Errors/Warnings Make changes to address the error/warning messages in the local copy of the application Select Changed/Corrected on SF424 (R&R) cover (box #1) Federal Identifier on SF424 (R&R) cover (box #4) is a required field when Changed/Corrected is selected If New is selected in box #8, use Grants.gov tracking number for original submission Otherwise, continue to use the Institute/Center and serial number from original grant award (ex. CA123456) Include cover letter if after submission deadline AOR must submit the entire changed/corrected application to Grants.gov Track submission through to Commons NOTE: Reviewers do not see applicant errors/warnings.

eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit Application to Grants.gov If errors, correct & submit again Check Submission Status Check Assembled Application Submission Complete

Status – View Application Image Once an error-free application is received, the eRA system will: Assemble the grant application image Insert headers (PI name) & footers (page numbers) on all pages Generate Table of Contents and bookmark important sections Post the assembled application image in the PI’s eRA Commons account

Application Viewing Window Applicants have two (2) business days to view the assembled application before it automatically moves forward to NIH for further processing SO can Reject application within viewing window to address Warnings (if within error correction window) or to address a system issue affecting the application image If Rejected after deadline for any other reason, application is subject to late policy PI will receive email notification if SO rejects application If you can’t VIEW it, we can’t REVIEW it!

Status – View Application Image Status is Pending Verification Follow link to detailed status info Follow e-Application link to view assembled application image The Other Relevant Documents section also includes: Cover Letter (if submitted) Appendices (if submitted) Any documents added by the Scientific Review Officer to the grant folder post-submission View Appendices and Cover Letter

Status – e-Application Adobe often defaults to single page mode, you will need to chose a continuous viewing mode for the bookmarks to work properly. Reviewers are instructed to do this. TIP: Carefully review the entire application. This is your first chance to view/print the same application image that will be used by Reviewers!

Reject Application Must have SO role Enter Search Criteria Click Search Select Recent/ Pending eSubmissions

Reject Application Select Reject eApplication Enter comment to be sent with email notification Click Reject

eSubmission Process Prepare to Apply Find Opportunity and Download Application Package Prepare Application Submit Application to Grants.gov If errors, correct & submit again Check Submission Status Check Assembled Application Submission Complete

Submission Complete! If no action is taken during the two business day viewing window, the application automatically moves forward to NIH for further processing Any subsequent application changes are approved through and at the discretion of the Scientific Review Officer in the form of addenda

More Electronic Interaction Points Check Review Assignment My application is submitted… …now what? Additional eRA Commons functionality Check Review Outcome Submit Pre-Award Information Prepare/Submit Post-Award Reports eRA Commons Closeout Grants

and Grant Administration through the eRA Commons Overview of Tracking Your Application and Grant Administration through the eRA Commons eRA Commons 61

Administration after Submission eRA Commons Features: Application Tracking Grant Status Just In Time (JIT) Electronic Streamlined Non-competing Award Process (eSNAP) Closeout No-Cost Extension Financial Status Report (FSR) Internet Assisted Review xTrain Financial Conflict of Interest (FCOI) 62 62

Commons allows many functions to be delegated to other users Admin - Delegation Commons allows many functions to be delegated to other users Delegate PI Delegation can be made to any other eRA Commons user at the institution Provides ability to complete eSNAP information for the PI’s grants (cannot Route or Recall) Delegate PPF Edit Provides ability to edit Personal Profile (PPF) information

Admin - Delegation Delegate Status Delegate xTrain Authority Delegation can be made to any eRA Commons user at the PI’s institution with the Assistant (ASST) role Provides access to PI’s Status information including the ability to check for application submission errors/warnings and to view the assembled application image DOES NOT provide access to application summary statement or priority score Delegate xTrain Authority Provides all the same authority within xTrain as the Project Director/Principal Investigator except for the ability to Submit appointments to Agency

Signing Official (SO) can “Delegate Submit” authority to a PI Delegation to PI Signing Official (SO) can “Delegate Submit” authority to a PI Allows a PI to submit his/her own eSNAP information to Agency Delegate Submit

Tracking Application Status as a PI Note: There is a separate Signing Official-tailored view of the status page. 66

STATUS Hit List 1 2 1. Application ID is the link to the application details. 2. Right side of hit list are links to other Commons applications. 67

Track Assignment Info. in Status Details Institute Assignment Review Group Assignment NIH Staff Contact Info 68

Track Review Outcome Only the PI can see the priority score and summary statement. 69

Just In Time Submission JIT Electronically submit Just-In-Time pieces of the application Other Support, IRB and/or IACUC Approval Dates, Human Subjects Education info Not an indication that application will be awarded. Wait for a request to submit the information You should receive either a system-generated email or be contacted by the Grants Management Specialist (GMS) Consult assigned GMS to be sure 70

Click on the JIT link in the Actions column of the Status hit list Just In Time Click on the JIT link in the Actions column of the Status hit list 71

Just In Time PI can enter the Other Support File, IRB Date, IACUC date and HS Education information, but the SO must submit the information to NIH. 72

Electronic Streamlined Non-competing Award Process eSNAP Electronic Streamlined Non-competing Award Process Electronic submission of annual SNAP Progress Reports Most non-competing grants at NIH are streamlined SO can enable the organization to submit eSNAPs Benefits: Submission deadline is 45 days prior to start date instead of 60 days Reduces duplicate data entry 73

Electronic Streamlined Non-competing Award Process eSNAP Electronic Streamlined Non-competing Award Process PI or PI Delegate can begin the process, upload progress report, and enter any or all of the administrative data eSNAP can be routed to staff for approval SO submits the completed eSNAP to NIH SO can delegate submit privileges to any or all PIs at the organization 74

eSNAP Begin the eSNAP either from the Action column of the Status Hit List or the eSNAP item on the menu bar. 75

eSNAP Hit List PI hit list shows all grants and applications with the Grant Number of eSNAP-eligible grants hyperlinked. 76

Closeout Closeout Electronically submit required Closeout documents for applications in Closeout status GM Specialist at NIH must mark the grant “ready for close out” before link appears in Commons contact assigned specialist if records are not appearing Items are: FSR Final Progress Report Final Invention Statement 77

Closeout 78

No-Cost Extension No-Cost Extension Electronically submit no-cost extension notification to NIH Grants in the last support year of the project period may be extended 1 time, only by the SO, for 6, 9 or 12 months Extension may not involve any additional costs Email notification sent to NIH Grants Management staff when SO processes the extension 79 79

No-Cost Extension 80 80

Financial Status Report FSR Statement of expenditures usually due within 90 days from end of budget period or project period Schedule for submitting FSR is normally specified in the Notice of Grant Award Can be searched by individual grant number, FSRs for the institution or status of the FSR 81 81

FSR Search Screen 82 82

FSR Hit List 83 83

Grantee institution staff can use xTrain to: Piloting with members of the Federal Demonstration Partnership (www.thefdp.org) Allows users to electronically process the required paperwork associated with awarded Kirschstein-NRSA training 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 NIH grants management specialists also use the xTrain system to process training grant appointments and terminations made electronically. Non-NRSA – NLM, Fogarty – need to get timing

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

Most work is done from Trainee Roster 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 Type: New Reappointment Amendment Appointment Status: In Progress PI In Progress Trainee Pending Agency Review Accepted Terminated Termination Status: In Progress BO In Progress PI In Progress Trainee Pending Agency Review Accepted View: View 2271 View TN View Payback

xTrain http://era.nih.gov/services_for_applicants/other/xTrain.cfm 87

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) status Submit the FCOI notification and supporting documents electronically to Agency Can provide comments at time of submission that are included in email notification to Agency Search and View FCOI notifications previously submitted through Commons Does not provide visibility to any notifications previously submitted in paper Edit or rescind submitted notifications (requires Agency involvement) Access history of actions

Commons FCOI integration with internal FCOI tracking system 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

FCOI Flexible Account Admin Commons account must have FCOI role to submit FCOI notifications to Agency Only Institution Signing Officials (SOs) can add this role to an account FCOI 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 Agency FCOI ASST FCOI View-only

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

Becomes active after initial save FCOI - Initiate Default Screen 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 Becomes active after initial save

FCOI Search Provides list of awarded grants for this Institution with previously created FCOIs Search Results Available actions Links to FCOI History

FCOI History Event recorded in FCOI History each time a user takes an action on the record

Fields are pre-populated, but editable FCOI Edit Fields are pre-populated, but editable Delete uploaded file Delete entire record

Pre-populated; read-only FCOI View Pre-populated; read-only

Finding Help Applicant Resources

Finding Help: Web Site Links Links to Applicant Resources NIH Grants Web site: http://grants.nih.gov/ electronic Research Administration: http://era.nih.gov/ Adobe Transition: http://era.nih.gov/ElectronicReceipt/adobe_transition.htm eRA Commons: https://commons.era.nih.gov/commons/ Center for Scientific Review: http://cms.csr.nih.gov/

Electronic Submission Website Adobe Transition Information http://era.nih.gov/ElectronicReceipt/

Finding Help: Grants.gov Grants.gov Support If help is needed with the Grants.gov registration process, downloading forms, form behavior or with technical aspects of submitting through the Grants.gov system: Check the resources available on the Grants.gov website (http://grants.gov/ ) Grants.gov Contact Center Contact Center Phone: 1-800-518-4726 Business Hours M-F 7 a.m.- 9 p.m. ET Email support@grants.gov 100

Finding Help: eRA Commons eRA Commons Support If help is needed with eRA Commons registration or system validations after submission through Grants.gov: Check the eRA Commons website: https://commons.era.nih.gov/commons/index.jsp eRA Commons Help Desk Web support: http://ithelpdesk.nih.gov/eRA/ Phone: 301-402-7469 Toll Free: 866-504-9552 TTY: 301-451-5939 Business hours M-F, 7am-8pm ET 101

Finding Help: Grants Info Grants Information If help is needed with grant policy, application content requirements and other general inquiries: Review the Application Instruction Guide Review the FOA Grants Info: Phone: 301-435-0714 Email GrantsInfo@nih.gov 102

Feedback – Contact Us NIH has established an e-mail address to collect comments and/or suggestions from users on eSubmission: NIHElectronicSubmiss@mail.nih.gov Please share your successes and challenges with us! We especially like specific suggestions for improvement Tell us what resources are most useful (Targeted Emails, FAQs, Avoiding Common Errors, Commons Alerts, Training Tools etc.) 103

Feedback – Contact Us eRA has established an e-mail address to collect comments and/or suggestions from users on eRA Commons: askera@mail.nih.gov Share your successes and challenges with us! We especially like specific suggestions for improvement Please report your production support issues to the eRA Commons Help Desk and not this email address 104 104

Thank You! 105