Commons Post Submission
Functionality
Electronic Research Administration
Office of Extramural Research
National Institutes of Health
April 2010
Scarlett Gibb & Deven Tines
eRA Commons Service Center Representatives
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 Noncompeting Award (eSNAP)
Closeout
Financial Status Report
Financial Conflict of Interest
(FCOI)
Resources
Finding Help
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
Assurances
Certifications
Profile Data
Progress Reports
Financial Reports
Invention Reports
Training Appointment Actions
eSubmission Errors/Warnings
Assembled Application Image
Review Assignment
Priority Score
Summary Statement
Notice of Award
Post-Award Correspondence
When will I use it?
Application
Submission
Process
Application
Intake at
Receipt &
Referral
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
When will I use it?
Peer Review
Process
Pre-Award
Process
Award
Process
View Summary Statement & Priority Scores
Submit Just-In-Time Data
(e.g., other support, certifications)
View Notice of Award (NoA)
When will I use it?
Post-Award
Process
Closeout
Process
Prepare Progress Reports
Prepare Financial Status Report
Prepare final FSR, progress report, Invention
Statement and Certification, and population
tracking data
Using the eRA Commons
eRA Commons Navigation
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.
2
3
1
Status
PI Status
STATUS is your LINK to the Action!
SO Status
Status – After Submission
Applications/Grants Hit List
Select the Application ID to view detailed Status
information for that application/grant.
Status – Assignment Info
Primary Institute Assignment
Study Section Assignment
Key Contact Information
Status – Summary Statement
Only the PI can view Summary
Statement, Priority Score and
Percentile information.
200
Hands-on: Accessing Commons
Open an Internet connection and go to the appropriate
eRA Commons non-production environment:
eRA Commons Demo
https://commonsdemo.era.nih.gov/commonsdemo/
Enter the Username and password provided by your
trainer.
**eRA Commons is not case sensitive
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
Just in Time (JIT)
Just In Time (JIT)
Select JIT link
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.
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
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.
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.
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.
Notice of Award (NOA)
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.
No Cost Extension
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.
xTrain
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
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
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, ReAppointments, Amendments and Termination
Notices
track the status and timing of training actions
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
xTrain Trainee Roster
Most work is done from Trainee
Roster
Appointment/Termination Source:
Paper or Electronic
Appointment
Type:
New
Reappointment
Amendment
Appointment Status:
In Progress PI
In Progress Trainee
Pending Agency Review
Accepted
Terminated
Action:
2271 Form
Amend 2271
Initiate TN
Term Notice
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
34
eSNAP
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
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
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.
eSNAP Functions & Roles
Functions
PI
PI Delegate
AO
SO
Initiate


Upload Science




Edit Business




Validate eSNAP




Route to other user



Recall



View Routing History




View eSNAP Report




Submit to Agency

Delegated by SO

eSNAP – Upload Science
Upload Science
Progress Report file
Research Accomplishments file
Other Documentation file
Citations/Publications
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.
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.
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
eSNAP – Edit Business
Edit Business
Organization Info (face page)
Performance Sites
All Personnel
Research Subjects
SNAP Questions and Checklist
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.
Edit Bus. – Performance Site
Additional sites can be
entered manually.
Click to Save entry.
First Performance Site listed is
pulled from Institution Profile.
Edit Bus. - All Personnel
If Person has Commons ID
information will be pre-populated.
Edit Bus. - Research Subjects
2000 character limit on text
Edit Business – SNAP and Other
Progress 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.
Edit Bus. - Inclusion Enrollment
Inclusion Enrollment Report Table
must be completed for each study.
Completing the eSNAP
Once all the eSNAP documents are complete…
If the SO has delegated authority to submit, the PI can
submit the eSNAP to Agency.
If not, the PI can route the eSNAP to the SO to submit.
eSNAP
Hands-on: Initiating an eSNAP
Go through tabs and have fun!
Closeout
Closeout
The Closeout process includes:
Final Financial Status Report (FSR)
Final Progress Report
Final Inventions Statement
Closeout - FSR
Final Financial Status Report (FSR)
Must have an account with the FSR role to create/submit the FSR
FSRs due on/after October 1, 2007, must be submitted electronically
using eRA Commons
NIH Guide Notice: NOT-OD-07-078
http://grants.nih.gov/grants/guide/notice-files/NOT-OD-07-078.html
Closeout – Progress Report
Either the PI or
the SO can
create/upload the
final Progress
Report.
Browse to select
file for upload.
Select Submit.
Select OK.
Closeout – Invention Statement
If Inventions are to be reported, the specific inventions must be
listed.
Either the PI or the SO can start the process, but both must verify the
report before submitting to Agency.
Closeout – Invention Statement
Closeout – Invention Statement
•Verify saved
inventions.
•Remove
any that do
not apply.
•Add any
that are
missing.
Select Verify.
Select OK.
Closeout
Status changed to Awaiting SO
Verification. SO can now verify
and submit.
Hands-on – Closeout
Create and upload Final Progress Report.
Initiate and Verify Final Invention Statement.
Financial Status Report (FSR)
Why FSRs ?
http://grants.nih.gov/grants/guide/notice-files/not93-082.html - published
3/12/1993), grantees must provide the Federal Government all financial,
performance, and other reports as required by the terms and conditions of
the assistance awards. NIH grantees are required by 45 CFR 74.71 to
submit three closeout reports for every award: Final FSR, Final Invention
Report, and Final Progress Report. Information on updated processing
procedures for submitting FSRs will be issued in a future Guide notice.
Future guidance will also be issued to improve compliance with Invention
and Progress report requirements.
http://grants.nih.gov/grants/guide/notice-files/NOT-OD-01-021.html -
reminder of timeliness and accuracy
When did it become mandatory to submit electronically?
NIH Requiring Mandatory Use of the Electronic
Financial Status Report System in the eRA
Commons Beginning October 1, 2007
Guide notice:
http://grants.nih.gov/grants/guide/notice-files/NOT-OD-07-078.html
Query Options
To query by
Grant Number
or NIH Institute
FSR Status Definitions
Received – Received in system after submitted by institutions. Corrections can be
made before being picked up (see “In Review” below) by Office of Financial
Management (OFM) Staff.
Pending – Awarded and FSR’s will be due this fiscal year, but are not due within 90
days. Institutions should not edit at this point.
Due – The FSR is due within 90 days (not 3 months) and should be addressed by
the Institution.
Late – The FSR is late and should be addressed by the Institution.
In Review – The FSR has been picked up and is being reviewed by NIH OFM staff.
Institutions cannot edit in the status.
Accepted – The FSR has been accepted by NIH OFM staff. Institutions can make
revisions.
Rejected – The FSR has been rejected by NIH OFM staff. Institutions should make
revisions and re-submit.
Revision Pending – FSR has been accepted but is being revised by the institution.
FSR Hitlist
The Grant Number is a hyperlink that will go to the FSR form
Hands-on: Accessing Commons
Open an Internet connection and go to the appropriate
eRA Commons non-production environment:
eRA Commons Demo
https://commonsdemo.era.nih.gov/commonsdemo/
Enter the Username and password provided by your
trainer.
**eRA Commons is not case sensitive
Hands On - Query
Click on FSR Tab
Choose a status code from drop down list
Click on Submit button
View hit list
Filling out a FSR
Only the long form is displayed
Fields are automatically
populated based on
current information in
eRA system
Filling out a FSR
As current year entries are completed
calculations are done automatically
Filling out a FSR
To enter Indirect Expenses
Enter data this screen, click
Add for each item on list and
then Save
Filling out a FSR
Clicking on Save automatically populates and
calculates the form.
Hands on - application
From your hit list, click on a grant link for an FSR
that is due.
Start filling out the form with data.
Submission of a FSR
Clicking the Save button will initiate
error checking. If no errors are found,
the Submit button will appear. Clicking
this will submit the FSR to NIH.
Submission of a FSR
Application Status changes to Received
If a mistake is made on the FSR and it is labeled
“In Review” the Institution should contact the NIH
OFM staff (301-402-9123) and have them reject
the FSR and revisions can then be made.
Hands-on: Submit your FSR
Financial Conflict of
Interest (FCOI)
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 & 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
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
Links to FCOI History
Available actions
FCOI History
Event recorded in FCOI History each time a user takes an action on
the record
FCOI Edit
Fields are pre-populated,
but editable
Delete entire
record
Delete
uploaded
file
FCOI View
Pre-populated;
read-only
Resources
Links of Interest:
eRA Web site http://era.nih.gov/
eRA Commons
https://commons.era.nih.gov/commons/
Electronic Submission of Grant Applications
http://era.nih.gov/ElectronicReceipt/
NIH Grants Web site (Office of Extramural Research)
http://grants.nih.gov/grants/oer.htm
Finding Help
eRA Commons Help Desk
Hours: Mon–Fri, 7 a.m. – 8 p.m. Eastern
Web:
http://itservicedesk.nih.gov/era
Toll-free: 1-866-504-9552
Phone:
301-402-7469
TTY:
301-451-5939
Don’t forget to get a help desk ticket number
if your issue isn’t immediately resolved.