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Electronic Submission Overview 011106

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Title: Electronic Submission Overview 011106


1
NIH eRA Commons/Electronic Submission for the
Administrators and Investigators
9th Annual NIH SBIR/STTR Conference Las Vegas,
NV - February, 2007
2
Electronic Submission
Transitioning to electronic submission
Prepare to Apply
Find Opportunity and download application package
Prepare application
THE PROCESS
Submit application to Grants.gov (AOR submits)
Check submission status in Commons
Check Assembled Application
Submission Complete
Finding help
3
Multiple Systems Working Together
  • Grants.gov the Federal governments single
    on-line portal to find and apply for Federal
    grant funding.
  • Used by all 26 Federal grant-making agencies.
  • eRA Commons the 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.

Each system has its own registration
requirements and validation process.
Important!
4
Choose Submission Method
  • The applicant organizations business office will
    need to decide how their organization will submit
    grants electronically to Grants.gov.

Forms-based submission using PureEdge? software
Applicant Organization Applicant Organization
Rep./ Signing Official
System-to-system using XML data stream
Establish agreement with commercial service
provider to submit applications on behalf of the
organization
Service Provider
5
Funding Opportunity Announcements
  • NIH will continue to use RFAs and PAs, but all
    solicitations will be referred to as funding
    opportunity announcements (FOA) in Grants.gov
  • FOAs will continue to be posted in the NIH Guide
    for Grants and Contracts (http//grants2.nih.gov/g
    rants/guide/)
  • Button added to the NIH Guide announcements
    allowing applicants to access the Grants.gov
    application package directly from the NIH Guide
  • FOAs will simultaneously be posted to Grants.gov
    along with the appropriate application package
  • All grant applications must be submitted in
    response to an FOA. Investigator Initiated
    applications will now be submitted, via
    grants.gov, to parent announcements that are
    mechanism (e.g. R01, R21, R44, etc.) specific.

6
Searching the NIH Guide
Button added to the NIH Guide announcements
allows applicants to access the Grants.gov
application package directly from the NIH Guide.
7
Searching the NIH Guide
Download FOA instructions and applications
package from Grants.gov
8
  • The Grants.gov portion of our presentation

9
Find, Apply Succeed!
Managed by the U.S. Department of Health and
Human ServicesFulfilling the Presidents
Management Agenda
10
Agenda
  • What is Grants.gov?
  • What can we do at Grants.gov?
  • How can we find grant opportunities?
  • How can we apply for these opportunities?
  • How do we get registered?
  • Whats next?

11
The Grants.gov Program
  • Is a cross-agency initiative spanning 1000 grant
    programs from the 26 grant-making agencies, and
    over 400 billion in annual awards
  • Is a simple, unified storefront for all
    customers of Federal grants to electronically
  • Find Grant Opportunities
  • Apply for Grants
  • Is one of 24 Federal cross-agency E-Government
    initiatives designed to improve access to
    services via the Internet
  • Part of Public Law 106-107, which sets to
    streamline grants and grants management within
    the federal government
  • Is managed by the Department of Health and Human
    Services, the largest provider of Federal grants

12
The single website for
  • 26 Federal grant-making agencies
  • Over 1million potential applicants and grantees
  • State, Local, and Tribal governments
  • Education and Research organizations
  • Non-profit and For-profit organizations
  • Public Housing Authorities
  • essential and forward-looking Federal program
    objectives
  • Homeland Security
  • Health
  • Education
  • Housing
  • Transportation
  • Medical and Scientific Research
  • Faith-based
  • Energy/Environmental Conservation
  • Arts Humanities

13
Grants.gov provides robust functionality for the
grant community
  • One-Time Registration
  • Organizational representatives register once to
    apply to all 26-Grant-making agencies
  • Organizations control who can be authorized to
    submit grant applications on the organizations
    behalf
  • Find Grant Opportunities
  • Search for available grant opportunities
  • Register to receive notification of grant
    opportunities
  • Apply for Grants
  • Search for and download application packages
  • Complete application packages offline
  • Submit completed application packages
  • Track the status of submitted applications

14
The Find process
Easy access from every page
Locate and learn more about funding opportunities
in a standardized manner
PAGE 14
15
The Find process(continued)
Select search option according to interest
PAGE 15
16
Email Notifications
  • You must provide an email address to receive
    notices.

17
The Apply process
Grants.gov provides PureEdge Viewer, a small,
free software program to access, complete and
submit applications electronically and securely
Program Overview 11/13/2009 PAGE 17
18
The Apply Process(continued)
Easy to follow pages and instructions to find
and download application packages to any desktop
PAGE 18
19
The Apply process(continued)
Register to receive notification of changes to
application package before downloading it
PAGE 19
20
Preparing to Apply via Grants.gov Overview
  • A two-phase process for increased organizational
    security and efficiency for conducting business
    with the federal government.
  • 1. Prepare your organization
  • 2. Prepare yourself

Get your authorized users prepared to apply
today! Grants.gov registration/authentication
processes may take 7 days!
21
Registration Checklist
  • Successful Registration
  • Completed the government-wide organization
    registrations (DUNS and CCR).
  • AOR has username and password.
  • AOR has successfully logged onto Grants.gov.
  • AOR has been approved by the organizations E-biz
    POC.
  • Registering with Grants.gov is a one-time
    process. Approved AORs have the ability to
    submit grant applications to all funding
    announcements on Grants.gov. Log on to
    http//www.grants.gov/GetStarted for specific
    details.
  • Grants.gov Applicant Support Helpdesk
    1-800-518-4726Grants.gov Applicant Support
    Email support_at_grants.gov

22
Whats next? Try Grants.gov out!
  • Start the Registration Process!!!
  • Find a Grant Opportunity/Sign-up for the Email
    Notification Service
  • Download the application viewer
  • Download the selected application package
  • Complete the application package offline
  • After completing the registration process, AOR
    can submit the completed application package to
    Grants.gov
  • Youll receive a tracking number at the time of
    submission.
  • Grants.gov notifies applicant when the
    application has been validated and downloaded by
    the agency

23
Important points to remember!!
  • Make sure the registration process has been
    completed before attempting to submit.
  • Only an approved Authorized Organization
    Representative (AOR) may submit an application.
  • You must download the PureEdge viewer software
    to complete the electronic forms.
  • Always read the application instructions.

24
Contact Information
  • Grants.gov Customer Response Center
  • Monday Friday, 7 AM 9 PM (EDT)
  • 1-800-518-4726
  • support_at_grants.gov

25
  • Back to the eRA Commons Registration.

26
Registration Requirements
  • Both Grants.gov (organizations only) and eRA
    Commons (organizations and PIs) registration is
    required for electronic submission.
  • These are separate processes that can be done
    simultaneously.
  • All registrations must be completed prior to
    application submission.
  • Failure to complete the required registrations
    prior to application submission may result in
    delay of review assignment and funding
    consideration.

It is critical for institutions to begin these
registrations at least 2-4 weeks before
applications are due!
27
Preparing an Application
  • Only the specific application package associated
    with an FOA can be used to apply.
  • Some fields of the application are pre-filled
    from the announcement.
  • The forms must be filled out according to the
    accompanying application guide and any specific
    guidelines in the announcement.

Carefully read and follow all NIH instructions!
28
Preparing Text Attachments
  • NIH only accepts attachments in PureEdge or PDF
    format.
  • Do not submit attachments in other formats such
    as Microsoft Word, Word Perfect, etc.
  • Do not put special characters in file names.
  • Disable all security features in the PDF
    document.
  • Do not send PDF documents with editable fields
    (fields that can be changed).

Second most common Error made by applicants
to-date.
Check out http//era.nih.gov/ElectronicReceipt/
for additional information on avoiding common
errors.
29
Advice from Experience
  • Read and follow all application instructions!
  • Failure to follow instructions has resulted in
    applicants having to submit corrected
    applications.
  • There are application fields not marked as
    mandatory on the federal-wide form but that are
    required by NIH
  • For example, the credential field of the RR
    Senior/Key Person Profile component MUST contain
    the PIs assigned eRA Commons User ID for NIH to
    process the application submission.

Important!
Most common Error made by applicants to-date.

30
PI eRA Commons User ID must be supplied here for
successful submission
31
Post-Grants.gov Submissiongrant application is
now with eRA Commons
32
Check Submission Status in Commons
  • Once the application has been submitted,
    Grants.gov and eRA Commons will send a series of
    status Email notifications.
  • Grants.gov sends notifications to the AOR only
    eRA Commons sends notifications to the AOR/SO
    and the PI.
  • A full list of notification messages can be found
    at http//era.nih.gov/ElectronicReceipt/submit_ap
    p.htm4.
  • Email can be unreliable applicants should
    proactively check the status of their
    applications in eRA Commons after submission.

eRA Commons will process the app. and send an
email within 1 business days after availability
in Grants.gov.
Grants.gov will process the app. and send an
email within 2 business days after submission.
33
Viewing Application Errors/Warnings
  • 1. Click the Status tab to view the PI Status.
  • 2. Find application that shows eSubmission
    Error in Application Status.
  • 3. Follow the link on the Application ID to see
    specific error/warning messages.

34
Viewing Application Errors/Warnings
35
Errors and Warnings
  • IMPORTANT There must be a different account for
    the PI and the AOR/SO (one account may NOT have
    both Roles)
  • Warnings can be fixed at the applicants
    discretion but do not require action for the
    application to move on.
  • Errors must be addressed before the application
    can move on.
  • After making all corrections, the entire
    changed/corrected application must be resubmitted
    through Grants.gov.
  • Once all errors are corrected, a grant image is
    generated and made available for review by the PI
    and AOR/SO.
  • The AOR/SO must Reject the application within 2
    days if the application is to be modified and
    resubmitted.

36
Verify the Application - NOT!
  • As of May 2006, NIH no longer requires an
    electronic signature on the SF424 from either the
    PI or the AOR/SO.
  • Upon receipt at eRA, applications that have no
    errors will move forward to the Referral step of
    the process after 2 business days.
  • Email notification sent to the PI and AOR/SO
  • A PI who wishes to make corrections to an
    application with warnings must ask the AOR/SO to
    reject the application within the 2 business
    day period.
  • The modifications are made and the AOR/SO will
    submit the changed/corrected application.

37
AOR/SO Status Result
The AOR/SO can reject an application from the hit
list.
38
PI Status Result
The PI has the opportunity to view the
application and/or the transmittal sheet.
39
Where to find more information
Electronic Submission Website at http//era.nih.g
ov/ElectronicReceipt/
40
Finding Help
  • General information on Electronic Submission and
    the SF424 (RR)
  • http//era.nih.gov/ElectronicReceipt
  • Grants.gov registration, submission and Pure Edge
    behavior questions
  • Visit http//www.grants.gov/CustomerSupport
  • Grants.gov Customer Service
  • E-mail support_at_grants.gov
  • Phone 1-800-518-4726
  • eRA Commons registration and post submission
    questions on Commons functionality
  • Support Page http//era.nih.gov/commons/index.cfm
  • eRA Commons Help Desk
  • Web support http//ithelpdesk.nih.gov/eRA/
  • E-mail commons_at_od.nih.gov
  • Phone 1-866-504-9552 OR 301-402-7469
  • Forms transition and questions on NIHs overall
    plan for electronic receipt
  • NIH Grants Information
  • E-mail grantsinfo_at_nih.gov
  • Phone 301-435-0714

41
Questions?___________________Thank you!
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