Transcript Commons Account Administration Basics

eRA Commons
Account Administration
Basics
Electronic Research Administration
Office of Extramural Research
National Institutes of Health
Scarlett Gibb
eRA Commons Customer Relationship Manager
Vera Holder
April 16, 2012
Help Desk Specialist
What is the eRA Commons?
The eRA Commons is an online interface where grant
applicants, grantees and federal staff can access and
share administrative information related to grant
applications and awarded research 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
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Today’s Account Administration Topics
•Account Administration
oNavigating the eRA Commons
oWhat is an eRA Commons role?
oAccount Tips
oCreating and editing accounts
oSearching for an account
oAffiliating an account
oeRA password requirements
oForgotten passwords/locked accounts
•Institution Profile
•Personal Profile
•Delegation
•Resources
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Account
Administration
Navigating the eRA Commons
The eRA Commons navigation menu has three (3) levels.
The top level displays the main functions (tabs)
available. Clicking a top-level tab will display the
second level; clicking a second-level tab will display the
third level.
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What is an eRA Commons Role?
The functions that a user can perform in the Commons are
based on the role or roles assigned to his or her Commons
account.
Commons has administrative roles (e.g., Signing
Official: SO; Business Official: BO)
and scientific roles (e.g., Principal Investigator: PI;
Reviewer: IAR; Training: Trainee)
and other roles related to specific functions (e.g.,
Financial Conflict of Interest role: FCOI)
Full, printable list of eRA Commons roles:
http://era.nih.gov/files/eRA_Commons_Roles.pdf
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Account Tips
•During Commons registration, applicant organization
designates a Signing Official (SO). SO registers or affiliates
Project Director(s)/Principal Investigator(s), or PD/PI(s).
•A single account should not have both the PI or other
scientific roles and SO or other administrative roles. A person
needing scientific and administrative roles should have two
separate accounts (one for each type of role).
•Scientists should choose usernames wisely; your username
remains with you throughout your career!
•If a PI serves as a reviewer, his or her single account can
have both the PI and Internet Assisted Review (IAR) roles
without any issue.
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Creating and Editing Accounts
Creating New User Accounts:
•Select the Admin tab, Accounts tab, Manage Accounts
tab, then click Create New Account button.
•Signing Officials, Account Administrators,
Administrative Officials, and Business Officials only!
Editing Accounts:
•Select the Admin tab, Accounts tab, then Manage
Accounts tab.
•Search for the desired user. Select Edit link adjacent to
desired user.
•Above roles only
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Search/Check for Existing Account
Administrators should always check to see if a user already has a
Commons account before creating a new one. Ask the person if they
already have an account, or search within the Commons.
To search outside of your institution, make sure you
check this box.
If a user already has an account with a different organization, the SO should
affiliate the existing account with the user’s new organization.
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Hands-on Exercise: Accessing eRA Commons
1. Click on the eRA Commons Demo shortcut on your
computer’s desktop. If the shortcut is unavailable, enter
the following URL into an internet browser:
eRA Commons Demo (non-production environment):
https://public.uat.era.nih.gov/commons/
2. Your handouts include a username and password. Enter
the username for the signing official and password into
the appropriate fields under Commons Login.
Note: eRA Commons Password is case-sensitive.
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Hands-on Exercise: Create an Affiliation
1. In Commons demo search for a person in your institution
(Admin, Accounts, Manage Accounts) to affiliate (make
sure you check the Search outside your institution box).
2. From the search results, affiliate a person with your
institution (use Create Affiliation link in Action column).
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Hands-on Exercise: Add a Role
1. On affiliated account add a role.
2. Search for person
3. Click “edit”
4. Click the Add Role button and select a role to add.
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Password Requirements
Password policy document:
http://era.nih.gov/files/NIH_eRA_Password_Policy.pdf
Passwords must:
contain at least eight (8) characters; no blank spaces
contain a mixture of letters, numbers and these
special characters: ! # $ % - _ = + < >
Not begin or end with a number
Not contain username
Not be reused within one (1) year
Be changed every 90 days
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Did You Forget Your Password?
Click the Forgot Password/Unlock Account?
link found directly beneath the Commons
Login fields.
Enter username and e-mail
address, then select Submit.
If the username and e-mail combination
match the username and e-mail
combination in the system, a temporary
password will be e-mailed to you.
This process will also unlock your account,
and you can contact your Signing Official
or Administrative Official and have them
reset your password.
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Resetting Password and Unlocking Account
Administrators: In Admin, Accounts, Manage Accounts,
search for the account, then click Edit.
To lock or
unlock an
account, or
reset the
password,
select the
desired
button.
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Changing a Password
Enter current and new
password. Click Submit.
Available to any loggedin user.
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Institution Profile
Overview of Institution Profile (IPF)
The Institution Profile (IPF) is a central repository of
information for all Commons-registered
organizations.
It is designed so that each organization establishes and
maintains their organization’s profile data. Depending on
their privileges, users can view and/or update Institution
Profile information.
SOs only can edit IPF info.
IPF displayed as a read-only page for users with all
other Commons roles.
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Sections of the IPF
Sections of the Institution Profile include:
• Basic: basic information about the institution, including name,
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address, Institution Contact information, list of Signing Officials,
etc.
Assurances and Certifications: contains data elements that
comprise assurance/certification information about an
institution, such as Human Subjects Assurance Number and
Animal Welfare Assurance Number, etc.
Institution Usage: displays a summary of institution’s users;
may not display for institutions with a large user population
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Editing the Institution Profile (Basic Screen)
SOs (only) can
edit Institution
Profile.
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Hands-on Exercise: Editing the Institution Profile
1. Log in to Commons Demo as a Signing Official.
2. Click Institution Profile.
3. Click Basic.
4. Click on Edit link – add Human Subjects Assurance
Number.
5. Click on Submit.
6. Choose Assurances and Certifications and edit fields
where necessary.
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Personal Profile
Overview of Personal Profile (PPF)
The Personal Profile (PPF) is a central repository
for individual personal information.
• Each Commons user is responsible for keeping his or her
own information current and correct.
• Includes Personal Information, Race/Ethnicity,
Employments, Reviewer-Specific, Residential Address,
Degrees/Residency, Publications, Trainee-Specific, and
Reference Letters
• Very few staff members at NIH have access to change
information (for emergencies only)
• When you change your password, you will be automatically
redirected to the Personal Profile tab—take a moment to
review and update your information.
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Personal Profile Information is Used to:
• Verify information submitted in grant applications. If your
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profile is not current, errors or warnings may be
generated during the application submission process.
Send you agency notifications. If your profile is not
current, we may not be able to contact you. Since many
of these notifications are now automatic, we may not
even be aware that the notification did not reach you.
Complete aggregate reporting.
Determine eligibility for Early Stage Investigator (ESI)
and New Investigator (NI) status.
Determine a reviewer’s eligibility for the Continuous
Submission application submission policy.
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PPF—Personal Information
Tip: Keep your e-mail
address current. You will
need access to your email if you forget your
password. Also, NIH has
transitioned to e-mail for
most grant-related
communications.
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PPF—Employments
Add New or Edit existing employment in the next hands-on exercise!
Add New Employment
Edit
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PPF—Degrees/Residency
The Degrees/Residency screens list awarded and in-progress
academic degrees, including expected completion date.
• Degree information is important in determining eligibility for
Early Stage Investigator and New Investigator status.
Use Add New Degree button to provide
additional degree information.
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PPF—Degrees/Residency
PIs need to update their degree/residency data before submitting
an R01 application!
List of Degrees screen displays ESI status and a link to ESI Eligibility
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Information.
Use Add Medical Residency
button to provide information.
View Early Stage
Investigator Status and
End of Eligibility Date.
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PPF—Publications
Publication information is used in annual progress reports.
Commons pulls in manuscripts from NIH Manuscript Submission
System (NIHMS), publications from PubMed and PubMed
Central, and citations entered into the My NCBI tool of the
National Center for Biotechnology Information.
My NCBI citations automatically appear in the List of Publications
screen (after the user links their My NCBI & Commons accounts).
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PPF—List of Reference Letters
Some grant programs (see Application Guide) require applicants
to have references submit Letters of Reference as part of the
grant application. Letters are submitted separately from the
application directly in eRA Commons.
• PIs can see if a reference letter has been submitted, but cannot view
the letter itself.
Referees do not need to be registered in Commons to submit letters!
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Other sections of the PPF
Additional sections of the Personal Profile include:
• Race/ethnicity: information is used for aggregate reporting
only
• Reviewer-Specific: this section is designated for Commons
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users who are reviewers for NIH (have Internet Assisted
Review (IAR) role)
Residential Address: Home address info. Screen includes
Secure Payee Registration System link for reviewers to use for
payment for participation on an NIH review committee
Trainee-Specific: providing the requested information on this
screen is required for users who have the TRAINEE role
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Hands-on Exercise: PPF Employments
1. Navigate to the Personal Profile click in Personal Information.
2. Change or add any information.
3. Click submit before moving to next tab
4. Enter any other heading and change information.
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Delegations
Types of Delegations
Delegate PI (can be done by SO for PI)
•Delegation can be made to any eRA Commons user
at the PI’s institution with the Assistant (ASST) role
•Remember: SOs register assistants in Commons!
•Provides ability to complete eSNAP information for
the PI’s grants (cannot route or submit)
Delegate PPF Edit
•Delegation can be made to any other eRA Commons
user at the institution
•Provides ability to edit Personal Profile information
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Types of Delegations, cont.
Delegate Status
•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
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ability to check for application errors/warnings and to
view the assembled application image
DOES NOT provide access to application summary
statement or priority score
Delegate xTrain Authority
•Delegation can be made to any eRA Commons user at
the PI’s institution with the Assistant (ASST) role
•Provides the same authority within xTrain as the PI,
except for the ability to submit appointments to agency
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Types of Delegations, cont.
Delegate Sponsor
A User with the Sponsor role can Delegate Sponsor.
Can initiate and facilitate termination of a fellow
Cannot submit termination
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Delegate FCOI
Allows user to work on and process an FCOI. Delegate cannot submit
FCOI to NIH
Delegate Submit
SOs and BOs can Delegate Submit authority to any PI at their institution.
•Allows a PI to submit own eSNAP (Electronic Streamlined Noncompeting Award Process) information to agency
Performing Delegations
The Admin section of Commons provides users the ability to
assign (and revoke) authority to perform specific functions to
other eRA Commons users. This action is called a delegation.
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Preview of Updated Delegation Process
The delegation process in Commons will be redesigned this
summer. Commons will have a one-stop-shop for a user to
manage his or her delegations. Stay tuned!
Sample screen; subject to change.
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Hands-on Exercise: Delegation
1. Login as Principal Investigator
2. Click on Accounts/Delegations
3. Delegate status to an assistant
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Resources
OER & eRA Self-Help Resources
Websites:
eRA Commons:
https://commons.era.nih.gov/commons/
Electronic Research Administration:
http://era.nih.gov/
Applying Electronically:
http://grants.nih.gov/grants/ElectronicReceipt/
NIH About Grants:
http://grants.nih.gov/grants/oer.htm
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Finding Help
Contact the eRA Commons Help Desk for
assistance with:
Commons registration, eRA system validations,
post-submission functionality
Create ticket on Web:
http://era.nih.gov/help/index.cfm#era
Phone: 301-402-7469
Toll-free: 866-504-9552
TTY: 301-451-5939
Business hours: Mon.-Fri. (except federal holidays)
7 a.m.-8 p.m. (Eastern Time)
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