Preparing for NIH Electronic Grant Applications Weve Come a Long Way Dec. 5, 2006

1
Preparing for NIH Electronic Grant Applications
Weve Come a Long Way! Dec. 5, 2006
2
Welcome

• Presenters
• Charles Selden, Extramural Staff Training
  Officer, STEP Program Director
  
• Megan Columbus, NIH Program Manager for
  Electronic Submission
  
• Marcia Hahn, Director, Division of Grants Policy

3
Agenda

• Overview of the Electronic Submission Process
• Walk Through the SF424 (RR) Application
• Lessons Learned Presented by the NIH Panel of
  Experts
  
• Question Answer

4
How To Submit Questions

• Live Audience
• Index cards in your folder
• One question per card please!

• Videocast Audience
• Submit questions online using the Live Event
  Feedback Form or
  
• Send an email to the NIH Electronic Submission
  mailbox
  
• NIHElectronicSubmiss_at_mail.nih.gov

5
Overview of Electronic SubmissionMegan Columbus
6
Electronic Submission Process

• New ProcessNew Formsbut Its Still About the
  Science!
  
• Our philosophy and policy has not changed!

7
The Plan

• OMB set the following FY 2007 goal for agencies
  Post 100 of funding opportunities on Grants.gov
  Apply.
  
• By the end of Sept. 2007, NIH plans to
• Require electronic submission through Grants.gov
  for all NIH grant applications
  
• Transition from the PHS 398 application form to
  the SF424 (RR)

8
Weve Come A Long Way

• NIH has received over 18,000 unique electronic
  applications
  
• Over 16 mechanisms have transitioned
• Record-breaking June submissions went smoothly
• eRA Processing capabilities have increased
  dramatically from Dec. 2005

9
Successful Transitions
10
Transitioning in 2007
11
NIH Preparation for R01s

• We expect 4,500-5,000 unique R01 applications in
  February
  
• We have already accepted R01 applications as part
  of a pilot for multi-PI applications in
  September
  
• We have done extensive risk analysis and capacity
  planning to ensure readiness
  
• Increased resources for Help Desk and staff
  training

12
Electronic Submission Process
Prepare to Apply
Find Opportunity and Download Application Package
Prepare Application
Submit Application to Grants.gov (AOR submits)
Check Submission Status in Commons
Check Assembled Application
Submission Complete
13
Two Systems Working Together

• Grants.gov
• Federal governments single online portal to find
  and apply for Federal grant funding
  
• Used by all 26 Federal grant-making agencies
• eRA Commons
• NIH electronic Research Administration system
  that allows applicants/grantees to electronically
  receive and transmit application and award
  information
• Used by NIH and other HHS components

14
Prepare to Apply
Registration
15
Prepare to Apply

• Registration Grants.gov
• Applicant Organization only (one time)
• Obtain EIN from IRS
• Request DUNS from Dun Bradstreet
• Register with CCR identify the eBiz Point of
  Contact (POC)
  
• Register the Authorized Organization Reps (AORs)
  who can officially submit on behalf of your
  organization
  
• Can take 2 4 weeks up to 8 for newly
  established businesses

16
Prepare to Apply

• Registration eRA Commons - Organization
• Register your organization/institution (one
  time)
  
• Register your Signing Official (SO)
• Register and create a separate account for your
  Project Director/Principal Investigator
  
• Registration may be completed simultaneously with
  the Grants.gov registration (as soon as the DUNS
  is obtained)
  
• Allow 2 4 weeks to complete

17
Prepare to Apply

• Registration eRA Commons PD/PI
• Principal Investigators (PIs) must work through
  their institutions to register.
  
• The PI and Signing Official (SO) need separate
  accounts in eRA Commons because each has
  different privileges.
  
• PIs have one account that follows them throughout
  their careers the same account may be
  affiliated with multiple organizations.
  
• Allow 4 - 5 business days to complete.

18
Prepare to Apply

• Software
• PureEdge Viewer free at Grants.gov
• http//www.grants.gov/resources/download_software
  .jsppureedge
  
• PDF generation software list provided on
  Grants.gov website
  
• http//www.grants.gov/agencies/software.jsp3

19
Prepare to Apply

• Options for Mac users (using downloadable forms)
• Download free CITRIX server to remotely launch a
  Windows session
  
• Use PC emulation software
• Download the IBM Workplace Forms (PureEdge)
  Viewer for Mac
  
• Early release version with significant
  limitations
  
• See the Grants.gov website for detailed info
• http//www.grants.gov/resources/download_software.
  jspnon_window
  

20
Prepare to Apply

• Determine your internal review approval
  process
  
• Determine how you will share applications in
  progress
  
• Decide how to manage the last minute queue at
  Sponsored Programs (rather than using an airport
  FedEx drop box!)

21
Choose Submission Method

• Forms-based submission using PureEdge software
• System-to-System using XML data stream
• Use commercial service provider to submit
  applications on behalf of the organization
  

22
Find A Funding Opportunity
23
Find Opportunity Download Package

• ALL applications must be submitted in response to
  a Funding Opportunity Announcement (FOA)
  
• NIH will simultaneously post FOAs in the NIH
  Guide for Grants and Contracts and Grants.gov
  Find
  
• The NIH Guide is located on the Office of
  Extramural Research Homepage at
  http//grants.nih.gov/grants/oer.htm

24
Investigator Initiated Research

• NIH is committed to investigator-initiated
  research and we want your unsolicited
  applications!
  
• Since all applications must be submitted in
  response to an FOA weve created Parent FOAs
  
• Apply using the Parent electronic application
  package for your chosen mechanism

25
Office of Extramural Researchhttp//grants.nih.go
v/grants/oer.htm
New Parent FOA page added for quick reference
to unsolicited applications.
26
Enter search criteria or Select Advanced Search
27
Select the FOA number to open the announcement.
28
Find Opportunity Download FOA

• Within the announcement Click the Apply for
  Grant Electronically button
  
• This will take you directly to Grants.gov so you
  may download the package

29
Download FOA From Grants.gov
30
Download Application Instructions
Important Tip Sign up to receive notification of
changes to the FOA!
Download the application and instructions from
this location.
31
Select Save to save the application package to
your local hard drive. You will receive a warni
ng message each time you save until all required
data is entered.
32
A Walk Through theSF424(RR)Marcia Hahn
33
Features of the SF424 (RR)

• A complete application to NIH will include a
  combination of (RR) components PHS 398
  components.
  
• The applicant must complete the application using
  the package attached to that particular FOA.
  Information from the specific FOA is used in the
  forms.

34
Features of the SF424 (RR)

• Applicants cannot use any sample form packages or
  form packages from other announcements.
  
• The applicant will complete data entry in all
  necessary components and upload appropriate
  attachments.

35
Features of the SF424 (RR)

• SF424 (RR) Components include
• SF424 (RR)An application cover component
• Research Related Project/Performance Site
  Location (s)
  
• Research Related Other Project Information
• Research Related Senior/Key Person (Expanded)
• Research Related Budget
• Research Related Personal Data (NIH will not
  use)
  
• RR Subaward Budget Attachment Form
• SBIR/STTR Information

36
Features of the SF424 (RR)

• NIH requires additional information for review of
  its biomedical research portfolio. Therefore,
  NIH has developed agency-specific components
  (titled PHS 398)
• PHS 398 Cover Letter File
• PHS 398 Cover Page Supplement (supplements the
  RR Cover)
  
• PHS 398 Modular Budget
• PHS 398 Research Plan
• PHS 398 Checklist

37
Features of the SF424 (RR)

• Application components include specific data
  fields as well as multiple attachments
  
• Most attachments are text
• NIH requires PDF text attachments
• Create attachments using any word processing
  software but convert to PDF before attaching to
  the application form
  
• Do not include headers or footers in the text
  pages

38
Features of the SF424 (RR) Application Guide

• NIH has developed 2 Application Guides specific
  to the SF424 (RR)
  
• General Instructions
• General SBIR/STTR
• Includes instructions embedded in the actual
  forms as well agency-specific instructions
  
• Agency-specific instructions denoted with the HHS
  Logo

39
Application Guide

• There are two versions of the application guide
  in use.
  
• Version 1 (expires end of 2006)
• Competition ID field will be blank
• Version 2 (including 2A)
• Competition ID field includes VERSION-2-FORMS or
  VERSION-2A-FORMS
  
• A link to the appropriate application guide is in
  the FOA application package

40
Features of the SF424 (RR) Application Guide

• Documents have same part structure as PHS 398
  Instructions
  
• Part I Instructions for Preparing and
  Submitting an Application
  
• Part II Supplemental Instructions for
  Preparing the Human Subjects Section of the
  Research Plan
  
• Part III Policies, Assurances, Definitions

41
Features of the SF424 (RR)Application Package
Header

• Header page is attached to every posted
  application package
  
• Header data is pre-filled from the announcement
• Notes which components are required (mandatory)
  and which are optional for the announcement
  
• Includes basic instructions
• Includes Application Submission Verification
  Signature screen
  

42
Prepare Your Application
Header Information Pre-filled from Announcement
The CFDA Number will be left blank for NIH
Opportunities
All Mandatory Documents for the FOA will be
included in the application package.
43
Prepare Your Application
Click this button for field-specific help.
Grants.gov mandatory fields will have an asterisk
and will be highlighted
44
SF424 (RR) Cover Component Page 1
45
SF424 (RR) Cover Component Page 2
46
Component SF424 (RR) A Cover Component

• Similar to the PHS 398 Face Page
• Provides general information about the applicant
  organization, contact information for the PD/PI
  and AOR/SO
  
• Provides application-specific information (type,
  title etc.)

47
SF424 (RR) - A Cover Component A Few Data
Issues

• Item 1, Type of Submission
• Pre-application - do not use unless specifically
  noted in FOA
  
• Changed/Corrected ApplicationTo be used only
  when correcting an application that failed system
  validations. This is NOT a resubmission
  (amendment).
• Item 5, Applicant Information This is for the
  applicant organization
  

48
SF424 (RR) - A Cover Component A Few Data Issues

• Item 5, Organizational DUNS Must match DUNS in
  eRA Commons profile for Applicant Institution
  
• AOR should verify DUNS in Commons profile before
  submission
  
• Use Organizational DUNS (not any DUNS for a
  specific individual)
  
• If Organization has multiple DUNS, pick a single
  one for NIH grants

49
SF424 (RR) - A Cover Component A Few Data Issues

• Item 8, Type of Application--New Terminology
• New is the same
• Resubmission is equivalent to a Revision (a
  revised or amended application)
  
• Renewal is equivalent to a Competing
  Continuation
  
• Continuation is equivalent to a Progress Report.
  For the purposes of NIH and other PHS agencies,
  the box for Continuation will not be used and
  should not be checked.
• Revision is somewhat equivalent to a Competing
  Supplement
  
• Terminology crosswalk provided in instructions

50
SF424 (RR) - A Cover Component A Few Data Issues

• Item 10, CFDA Number Title
• CFDA Catalog of Federal Domestic Assistance
• Fields are pre-filled based on the specific
  announcement
  
• Fields may be blank for applications in response
  to an FOA that includes multiple CFDAs
  
• When multiple CFDAs are listed in an
  announcement, a CFDA will be assigned by the eRA
  system once a specific Institute assignment is
  made

51
Project/Performance Site Locations
52
RR Project/Performance Site Locations

• Equivalent to the PHS 398 Form Page 2 Performance
  Site section
  
• Collects individual data for up to 8 locations
• 8 locations information is provided in an
  attachment (not structured data, just text)
  
• Format for the 8 attachment available on SF424
  (RR) Forms Page http//grants.nih.gov/grants/fun
  ding/424/index.htm

53
Other Project Information
54
RR Other Project Information

• Includes information on involvement of Human
  Subjects, Vertebrate Animals, Environmental
  Impact, Foreign Involvement
  
• Includes separate PDF attachments for
• Project Summary/Abstract (Description)
• Project Narrative
• NIH will use this upload for the Relevance
  section of the Abstract
  
• Separate component developed for Research Plan
• Bibliography References (previously section G.
  Literature cited)
  
• Facilities Other Resources
• Equipment Resources

55
Senior/Key Person Profile
56
RR Senior/Key Person

• Version 1 2
• Captures personal profile information on the
  PD/PI, Key Personnel, and Other Significant
  Contributors
  
• Captures structured data for 8 individuals (PI
  and 7 others)
  
• 8 information is provided in an attachment (not
  structured data, just text)
  
• Format for the 8 attachment available on SF424
  (RR) Forms Page http//grants.nih.gov/grants/fu
  nding/424/index.htm

57
Senior/Key Person Profile (Expanded)
58
Research Related Senior/Key Person (Expanded)

• Version 2A
• This is the only change in the forms for packages
  noted as Version 2A.
  
• Captures structured data for up to 40 Senior/Key
  Persons.

59
Senior/Key Person Profile (Expanded)

Additional Senior/Key Person Form Attachments
60
Version 2A Research Related Senior/Key Person
(Expanded)

• Enter Senior/Key Person 1, click the Next Person
  button to display the fields for Profile
  Senior/Key Person 2.
  
• After the first 8 are entered (PI 7 others),
  the Select to Extract the RR Additional
  Senior/Key Person Form button becomes active.
  
• Click to open a new page that allows up to four
  additional Senior/Key Person (PureEdge)
  components to be attached (each containing
  another 8 individuals).

61
Senior/Key Person Profile (Expanded)

Additional Senior/Key Person Form Attachments
Clicking on the Select to Extract the RR
Additional Senior/Key Person Form button
produces the PureEdge form shown above.
62
RR Senior/Key Person Sr./Key Expanded

• Credential Must enter the eRA Commons User Name
  - for the PD/PI, this is a mandatory field for
  NIH submissions. (Most common validation failure
  to date)
• Biosketch is attached for each person
• Same data requirements exist however, page
  limits slightly change to just 4 pages
  
• Eliminated the 2-page limit for subsections

63
RR Senior/Key Person Sr./Key Expanded

• Attachment for Current Pending Support (a.k.a.
  Other Support) is not required at submission
  unless specified in FOA.
  
• For most applications, this will continue to be a
  Just-In-Time submission

64
RR Budget Sections A B
65
RR Budget, Sections A B

• Personnel separated into 2 sections
• A. Senior/Key Person
• Allows 8 as named individuals structured data
• 8 information is provided in an attachment (not
  structured data, just text)
  
• Info for PD/PI must be entered, even if 0
• B. Other Personnel
• Postdocs, Grad Students, Undergrads captures
  only
  
• NIH will request more detail in Budget
  Justification

66
RR Budget, Sections A B

• Change from Percent Effort to Person Months
• Must enter either Calendar, Academic and/or
  Summer for all Senior/Key Persons
  
• Incorporated this business process change
  throughout--See 4/2006 Interim change to PHS 398
  PHS 2590 Progress Report, including Budget
  Pages, Other Support documentation, Key Personnel
  Reports, etc.
• FAQs and Calculator available at
  http//grants.nih.gov/grants/policy/person_months_
  faqs.htm

67
RR Budget Sections C - E
68
RR Budget, Sections C - D

• C. Equipment
• Allows itemization of up to 10
• 10 equipment items details provided in an
  attachment total funds requested in attachment
  are entered in Line 11
  
• D. Travel
• RR separates out Domestic Foreign
• This will not change any NIH policy/practice. We
  will continue to award as a single category.

69
RR Budget, Section E

• E. Participant/Trainee Support Costs
• Will not be used by NIH unless specifically noted
  in an announcement
  
• Tuition Remission will continue to be included in
  Section F Other Direct Costs

70
RR Budget Sections F - K
71
RR Budget, Sections F - I

• F. Other Direct Costs
• Itemizes Supplies, Publication Costs,
  Consultants, ADP/Computer Services, Consortium
  Costs, Equipment or Facility Rental/User Fees,
  Alterations Renovations
• Have included agency-specific instructions to use
  this section to also account for patient care
  costs tuition remission
  
• G. Total Direct Costs (A F)
• H. Indirect Costs
• I. Total Costs (GH)

72
RR Budget, Sections J - K

• J. Fee
• K. Budget Justification a PDF text attachment
• Next Period Button At the top of the last
  budget page. All required data fields in this
  component must be entered before this button is
  available. This includes the Budget Justification.

73
RR Budget, General Notes

• Applicant prepares a detailed budget for every
  budget period
  
• There is no summary budget page like the PHS 398
  Form Page 5
  
• A detailed Cumulative budget is system-generated

74
(No Transcript)
75
RR Subaward Budget Attachment Form

• Use for detailed budget from any consortium
  grantee only when the prime is submitting
  detailed budget
  
• Do not use if prime is submitting Modular Budget
• Consortium grantee(s) must have PureEdge installed

76
RR Subaward Budget Attachment Form

• Allows up to 10 separate budget attachmentsone
  for each consortium grantee
  
• Applicant sends the RR budget component to the
  consortium grantee for completion it is returned
  to the applicant applicant attaches it in this
  component
• Applicant still needs to include the total costs
  for all consortiums in their own detailed budget,
  Section F.5

77
SBIR/STTR Information Page 1
78
SBIR/STTR Information Page 2
79
SBIR/STTR Information

• Includes eligibility questions answered by both
  SBIR STTR applicants as well as separate
  sections for SBIR STTR-specific questions
  
• Includes Commercialization Plan as PDF Attachment

80
Agency-specific Components (a.k.a. PHS 398
Components)

• PHS 398 Cover Letter File
• PHS 398 Cover Page Supplement (supplements the
  RR Cover)
  
• PHS 398 Modular Budget
• PHS 398 Research Plan
• PHS 398 Checklist

81
(No Transcript)
82
PHS 398 Cover Letter

• Provides a text attachment for a cover letter
• Instructions to applicant remain the same as in
  the PHS 398
  
• Is stored separately in the eRA Grant Folder, not
  as a part of the main application grant image

83
PHS 398 Cover Letter

• Is seen only by appropriate NIH staff not peer
  reviewers
  
• Required when submitting a Changed/Corrected
  Application after submission date
  
• If revising the cover letter for a
  Changed/Corrected application, include all
  previously submitted letter text

84
PHS 398 Cover Page Supplement Page 1
85
PHS 398 Cover Page Supplement Page 2
86
PHS 398 Cover Page Supplement

• Companion form to the (RR) Cover Component
• For the PI, includes New Investigator Code
  Degree fields (Note, PD/PI info at the top is
  pre-filled. Provided here for reference only.)
  
• Includes Clinical Trial Phase-III defined
  clinical trial indicators

87
PHS 398 Cover Page Supplement

• For the Business Official Contact, includes
  complete contact information (title mailing
  address missing from section 5 of the RR Cover)
  
• Includes Human Embryonic Stem Cells section

88
PHS 398 Modular Budget
89
PHS 398 Modular Budget

• Provides data entry for each budget period
• A. Direct Costs
• DC less consortium FA
• Consortium FA
• Total DC
• B. Indirect Costs Calculation section
• C. Total Costs (A B)
• Cumulative Budget is system-generated
• Budget Justification PDF text attachments for
  Personnel, Consortium and Other

90
PHS 398 Research Plan
91
PHS 398 Research Plan

• Separate PDF attachments for each section
  (designed to maximize benefits of system
  validations to accommodate bookmarking of the
  image)
• Same formatting requirements in the PHS 398
  continue here margins, page limits, etc.

92
PHS 398 Research Plan

• Appendix Material
• Allows up to 10 separate attachments
• Will be stored separately in the eRA Grant
  Folder, not as a part of the main application
  grant image
  
• Will be accessible to appropriate NIH staff and
  peer reviewers
  
• See recent changes in Appendix Material, Guide
  Notice NOT-OD-07-018
  
• http//grants.nih.gov/grants/guide/notice-files/NO
  T-OD-07-018.html

93
PHS 398 Research PlanHelpful Hints

• Create as a single document using any word
  processing software. Separate at the end before
  uploading.
  
• Do not include headers or footers
• Include a section heading as part of the text
  (i.e., Specific Aims, Background Significance)
  
• Avoid 2-column format for text (difficult for
  reviewers to read electronically)

94
PHS 398 Checklist Page 1
95
PHS 398 Checklist Page 2
96
PHS 398 Checklist

• Captures additional information currently in the
  PHS 398 Checklist
  
• Change of PI
• Change of Grantee Institution
• Inventions Patents
• Program Income
• PDF text upload for an Assurances/Certifications
  explanation

97
Application CompleteNext StepsMegan Columbus
98
Be sure to Save the completed application
package to your local hard drive.
Be sure all Mandatory Documents are completed and
moved to the submission list.
Refer to the agency-specific instructions for
which Optional Documents are required.
99
The Check Package for Errors button will ONLY
show 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.
100
The AOR submits the application to Grants.gov.
Registration with Grants.gov and eRA Commons must
be complete to successfully submit.
101
The AOR Signs Submits
Only the AOR may sign and submit the application
on behalf of the organization.
102
AOR Submits
103
Submit Application
Scroll to the bottom of the Grants.gov
confirmation screen to receive your Tracking
Number and Date/Time Stamp. Applications are
due 5 p.m. local time of the applicant org. on
day of submission deadline.
104
Expected Turnaround Times

• Grants.gov response to an application submission
  generally within hours, up to 2 weekdays
  
• eRA Commons response to an application submission
  generally within hours, up to 1 weekday
  
• AOR/SO and PI review of application image
  within 2 weekdays of availability in eRA Commons

105
Grants.gov Validations

• All Grants.gov mandatory fields have been
  completed
  
• All mandatory documents have been completed and
  moved to the Completed Documents box (Submission
  List)
  
• Checks the DUNS
• Checks date format, email address format, and
  scans for viruses

106
Email Notifications Grants.gov

• AOR receives emails
• Submission Receipt app received and is being
  validated
  
• Rejection Notice app is not validated because
  of Grants.gov errors
  
• Submission Validation Receipt app has been
  validated
  
• Grantor Agency Retrieval Receipt app has been
  retrieved by the agency
  
• Agency Tracking Number app has been assigned a
  tracking number by the grantor agency
  

107
Check Status in eRA Commons

• After submission, the eRA Commons system will
• Apply the NIH validations
• Assemble the grant image
• Generate a Table of Contents
• Include headers (PI name) footers (page
  numbers) on all pages

108
eRA Commons Validations

• The eRA Commons checks the application against
  NIH business rules
  
• Detailed check against the instructions in the
  application guide
  
• Validates against the instructions in the
  specific FOA
  
• For a detailed list of NIH validations
  http//era.nih.gov/ElectronicReceipt/prepare_app.h
  tm5
  

109
Email Notifications - eRA Commons

• AOR/SO and PI receive emails

110
Check Status in Commons PD/PI
1. Click the Status tab to view the PI Status.
2. Find application that shows eSubmission
Error in the Application Status column.
3. Follow the link on the Application ID to see
specific Error/Warning messages.
111
View Errors/Warnings
112
Errors Warnings

• Errors must be addressed before the application
  can move on to Referral.
  
• Warnings may be fixed at the applicants
  discretion but do not require action for the
  application to move on.
  
• If the PI corrects any Warnings or Errors, they
  should contact the AOR/SO. The AOR/SO must
  submit the entire changed/corrected application
  again through Grants.gov.

113
Check Status in Commons AOR/SO
Search screen allows the AOR/SO to narrow the
list of results. Click Show Prior eSubmission
Errors to view application errors.
114
Check Assembled Application
View the Application Image by clicking on the
Application ID
115
Check Assembled Application
Next, click on the e-Application link to view the
image.
116
Application Image
Be sure to review the entire application
carefully! Your application is not considered r
eceived by NIH until you see the application
image in the eRA Commons.
117
Check Assembled Application
The AOR/SO has a 2 weekday viewing window to
reject an application that has system formatting
errors. If the application is not rejected
within the 2 weekdays it will automatically
proceed to Receipt Referral.
118
Application Complete!
119
Resourcesfor Assistance
120
Electronic Submission Information
http//era.nih.gov/ElectronicReceipt/
121
Resources

• Sample Document eRA Assembly of the SF424
  (RR) Application
  
• Includes a sample Table of Contents, and
• a chart cross-referencing the location in the
  forms components for each piece of the grant
  image.
  
• http//grants.nih.gov/grants/funding/424/index.htm

122
Application Guide(s), Sample Application
Packages, Additional Format Pages found at
http//grants.nih.gov/grants/funding/424/index.htm
123
Training Tools

• Registration
• eRA Commons Registration Automated Training
  Demo http//era.nih.gov/virtualschool/external/c10
  1_GranteeRegistrationProcess.htm
  
• Working with the Application Form
• A Walk Through the SF424 (RR) - Video
• http//helix.od.nih.gov/oervideo/grantsgov/A_Walk
  _Through_SF424/index.html
  
• Completing an Application Package Grants.gov
  Automated Demo
  
• http//www.grants.gov/images/Application_Package.
  swf

124
Training Tools

• Learning the Electronic Submission Process
• Interacting Electronically with NIH
• Part I II Videos
• Hands-On Learning
• Creating a Commons Demo Account Learn the
  system and get familiar with the forms BEFORE you
  submit!
  
• Check the status of sample applications in
  various stages of submission
  
• View errors warnings
• See application images
• Videos/Hands-On http//era.nih.gov/ElectronicRece
  ipt/training.htm

125
Training Tools

• Presentations
• Archive of this training session will be
  available in streaming video and downloadable
  formats http//era.nih.gov/ElectronicReceipt/trai
  ning.htm
• Review the Application Guides Sample
  Application Packages
  
• SF424 (RR) application guides, sample
  application packages and related resources
  http//grants.nih.gov/grants/funding/424/index.htm
  

126
Training Tools

• Registration in the eRA Commons (Demo)
  http//era.nih.gov/virtualschool/external/c101_Gra
  nteeRegistrationProcess.htm
  
• Grants.govs How to Complete An Application
  Package Demo
  
• SF424 (RR) application guides, sample
  application packages and related resources
  http//grants.nih.gov/grants/funding/424/index.htm
  

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Other Tools

• Frequently Asked Questions http//era.nih.gov/Elec
  tronicReceipt/faq.htm
  
• Electronic Submission Transition Timeline
  http//era.nih.gov/ElectronicReceipt/strategy_time
  line.htm
  
• Avoiding Common Errors http//era.nih.gov/Electron
  icReceipt/avoiding_errors.htm
  
• Communications and Outreach Resources (brochures,
  presentations, drop-in newsletter articles)
  http//era.nih.gov/ElectronicReceipt/communication
  .htm

128
Finding Help Grants.gov
Registration Submission

• If help is needed with the Grants.gov
  registration process or with technical aspects of
  submitting through the Grants.gov system or
  PureEdge
• Check the resources available on the Grants.gov
  website (http//grants.gov/ )
  
• Grants.gov help is also provided by the following
  office
  
• Grants.gov Customer Support
• Contact Center Phone [phone]
• Business Hours M-F 7 a.m.- 9 p.m. EST
• Email support_at_grants.gov

129
Finding Help eRA Commons
Registration Validations Processes

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

Use the web support! Enter your own help ticket!
130
Finding Help Application Preparation

• Review the Application Instruction Guide(s)
• Contact Grants Info
• Grants Info
• Phone [phone]
• TTY 301-451-0088
• Email GrantsInfo_at_nih.gov

131
Finding Help

• All of these resources and forms are found on
  the Electronic Submission website at
  
• http//era.nih.gov/ElectronicReceipt/

132
Lessons LearnedNIH Panel of Experts
133
NIH Electronic SubmissionPanel of Experts

• Megan Columbus, NIH Program Manager for
  Electronic Submission of Grant Applications
  
• Suzanne Fisher, Director, Division of Receipt and
  Referral, Center for Scientific Review
  
• Jennifer Flach, eSubmission Technical Development
  Manager
  
• Scarlett Gibb, Manager, eRA Help Desk
• Marcia Hahn, Director, Division of Grants Policy,
  Office of Policy for Extramural Research
  Administration

134
Lessons Learned

• Work with your Office of Sponsored Research to
  determine your internal process flow (review,
  approval, document sharing etc.)
  
• Register now to be prepared
• All PIs and Fellows need to be registered
• Can take 2 4 weeks up to 8 weeks for newly
  established organizations
  
• Read and follow all instructions in the FOA the
  application package instructions!

135
Lessons Learned

• All non-PureEdge attachments MUST be in PDF
  format
  
• DO NOT
• Use special characters in file names
• Write-protect the PDF file you should disable
  all security features in the PDF
  
• Scan text attachments. Generate using word
  processing package and then convert to PDF.
  
• For more information
• http//era.nih.gov/ElectronicReceipt/faq_prepare_a
  pp.htm2e

136
Lessons Learned

• Organizational DUNS in the application must match
  DUNS in the eRA Commons profile for the Applicant
  Institution
  
• The credential e.g., agency login field on the
  RR Senior/Key Person Profile component MUST
  contain the PIs eRA Commons User ID for NIH to
  process the application submission

137
Lessons Learned

• When submitting a Changed/Corrected application,
  make sure you check the Changed/Corrected box
  in Field 1 Type of Submission
  
• Allow extra time for corrections

138
Lessons Learned

• Take time to closely review the grant image
  within 2 weekdays of availability
  
• Ensure ALL PDFs are attached
• Check each one for proper conversion
  formatting
  
• New Processbut Its Still About the Science! Our
  philosophy and policy has not changed!

139
QA with theNIH Panel of Experts
140
How To Submit Questions

• Live Audience
• Index cards in your folder
• One question per card please!

• Videocast Audience
• Submit questions online using the Live Event
  Feedback Form or
  
• Send an email to the NIH Electronic Submission
  mailbox
  
• NIHElectronicSubmiss_at_mail.nih.gov

141
Collecting User Feedback

• NIH has established an email address to collect
  comments and/or suggestions from users
  
• NIHElectronicSubmiss_at_mail.nih.gov
• Share specific suggestions for improvement
• Share what resources are most useful (Targeted
  Emails, FAQs, Avoiding Common Errors, Commons
  Alerts, Training Tools etc.)

142
Thank You!