NIH eRA COMMONS

Principal Investigator LabRegional Seminar

AlbuquerqueApril 2005

April 6, 2005 2

Today’s Agenda

COMMONS Overview COMMONS Demonstration Site Demonstration of COMMONS

systems Hands-on exercises

Wrap-up and Questions

April 6, 2005 3

COMMONS Overview

On-line connection to NIH for information on pending applications and awarded grants. Get timely information regarding a

pending review, its results, summary statements, and award information.

Links to NIH staff: Scientific Review Administrator, Program Official, Grants Management Officer and Specialist.

April 6, 2005 4

COMMONS Overview Registering your Institution

Must be done by an official in the business office.

Information is entered on-line and electronically sent to NIH

A copy of the page is printed, signed, and faxed to the eRA Commons Help Desk

Upon NIH verification, the Business Office official can begin creating accounts for Institution staff

April 6, 2005 5

COMMONS Overview Explanation of Commons “Roles”

SO – Signing Official Has the authority to submit information to NIH,

create/maintain accounts, and view limited information for all of the institution’s grantees

AO – Administrative Official Can create/maintain AO, PI, and ASST accounts;

can view limited information for all of the institution’s grantees;can be part of the institution’s approval workflow process when submitting electronic applications to NIH

April 6, 2005 6

COMMONS Overview

Commons Roles (cont) PI – Principal Investigator

Can view information for all of his/her grants and applications at NIH, including access to summary statement, Notice of Grant Award (NGA), create a “pre-printed” face page for non-competing continuation, and much more

ASST – Administrative Assistant Can be delegated authority to access/update

eSNAP and X-Train information for a PI

April 6, 2005 7

COMMONS Overview

Commons Roles (cont) IAR – Internet Assisted Review

Can participate as a reviewer for NIH Peer Review committee; Does not have to be affiliated with an institution

FSR – Financial Status Report Administrator

Can update and submit FSR’s to NIH

April 6, 2005 8

COMMONS Overview

Commons Roles (cont) AA – Account Administrator

Can create, maintain, and delete accounts for the institution; Role is granted by the SO

April 6, 2005 9

Systems We’ll Be Covering Today

Institution Profile (View-only for PI Role)

Account Administration

Personal Profile (PPF)

April 6, 2005 10

Systems We’ll Be Covering Today

Status

eSNAP

Just in time (JIT)

IAR

April 6, 2005 11

COMMONS Demonstration Site

Created to emulate the production COMMONS system

Allows access to anyone who has an interest in the NIH eRA COMMONS, no need to be affiliated with a registered institution

April 6, 2005 12

Institution Profile

View-only access for all roles other than SO

Basic Information Page

Assurances and Certifications Page

April 6, 2005 13

Account Administration

Functions: Delegate PI; Delegate PPF; Change Password; Verify NIH Support

Hands-on Exercise 1: Administer Your Account

April 6, 2005 14

Personal Profile (PPF)

Single Point of Ownership You are responsible for keeping your

information current and correct Very few staff members at NIH have

access to change information (for emergencies only)

April 6, 2005 15

Personal Profile (PPF) Personal Information

Race/Ethnicity

Employments Address for current employment is

used for your grant application when entered into the eRA database

April 6, 2005 16

Personal Profile (PPF)

Reviewer Address

Residential Address

Degrees

Publications

April 6, 2005 17

Personal Profile (PPF)

Hands-on Exercise 2: Maintain your Personal Profile

April 6, 2005 18

Status Status Hit List

Grant Number is hyperlink to full Status information

Detailed application information including: Scientific Review Group meeting date/location Scores, review results, access to Summary

Statement and other relevant documents Program and Grants Management staff

contact information

April 6, 2005 19

Status

Person with PI role can only see his/her own grants Currently cannot delegate this

permission to another user

Hands-on Exercise 3: Using Status

April 6, 2005 20

eSNAP electronic Streamlined Non-

competing Application Process

First e-submission system at NIH

No longer in Pilot Organization can self-register to use

this function

April 6, 2005 21

eSNAP

eSNAP Hit List Shows all of your grants at NIH Hyperlink grant numbers are eSNAP

eligible Shows the due date, eSNAP status,

and current reviewer

April 6, 2005 22

eSNAP

Functions of the different roles PI – Initiate the eSNAP Work-In-

Progress (WIP), edit business and scientific information, view the eSNAP report, route the eSNAP to an AO or SO

ASST – Can do everything that the PI can do EXCEPT route the eSNAP

April 6, 2005 23

eSNAP

AO – Can edit business information, view the eSNAP report, route to the PI or SO

SO – In addition to AO’s abilities, can submit the eSNAP to NIH SO can grant permission to a PI to

submit his/her own eSNAP to NIH

April 6, 2005 24

eSNAP

Initiate the eSNAP creates the WIP PI becomes the current reviewer Status is set to PI WIP

eSNAP Menu page Status of Completion is information

only! - not linked to actual data entered

April 6, 2005 25

eSNAP Upload Science

Progress Report file

Research Accomplishments file

Other Documentation file

Citations/Publications

April 6, 2005 26

eSNAP

Edit Business Organization Info (face page) Performance Sites Key Personnel Research Subjects SNAP Questions and Checklist

April 6, 2005 27

eSNAP Inclusion Enrollment

2 versions of the form: 4/98 and 5/01 5/01 version contains multi-ethnic and

multi-racial categories Part B. Hispanic Enrollment: Each

category in this section is a subset of the total in Part A

April 6, 2005 28

eSNAP Other functions:

View eSNAP Report Validate View Routing History Route Recall

Once the eSNAP is routed to the SO, s/he can submit it to NIH

April 6, 2005 29

eSNAP

Hands-on Exercise 4: Creating an eSNAP

April 6, 2005 30

Just in Time (JIT) Availability depends on review

outcome This does not indicate a pending award Items to submit

Other Support file IRB date Human Subjects education for Key

Personnel Must be submitted to NIH by SO

April 6, 2005 31

JIT

Hands-on Exercise 5: Just in Time Other Support Submission

April 6, 2005 32

IAR (Internet Assisted Review)

Ability to view application image on-line

Ability to submit critiques for applications in a meeting

Assign preliminary scores to applications to which you are assigned

Ability to read critiques submitted by other reviewers

April 6, 2005 33

IAR Released in August 2003 Over 21,000 Commons Accounts

with an IAR role Over 1500 Meetings Conducted in FY

2005 Over 220,000 Critiques Submitted Currently, IAR usage is

approximately 75% of its projected future utilization.

April 6, 2005 34

IAR

Setting up a meeting NIH Scientific Review Administrator

(SRA) creates a roster of reviewers for a meeting and assigns applications to each reviewer

Meeting is set up in IAR and each reviewer is sent an email invitation to participate.

April 6, 2005 35

IAR

Invitation to join the meeting Email is different depending on

whether or not the reviewer is currently registered in COMMONS.

If Reviewer doesn’t have a Commons account, a web site for creating an account will be provided.

Reviewer’s email address is from the Reviewer Address in Personal Profile

April 6, 2005 36

IAR Meeting Phases

Submit Phase (mandatory) Reviewers log in and submit critiques and

preliminary scores for their assigned applications.

Reviewers can only see critiques and scores that they have submitted during this phase.

This phase usually ends a few days before the actual meeting.

April 6, 2005 37

IAR

Meeting Phases Read Phase (mandatory) Read phase begins after Submit

phase (critique due date). Reviewers are permitted to read

other Reviewer’s critiques (if not in conflict). 

April 6, 2005 38

IAR

If a reviewer has not submitted an assigned critique, the SRA may block the Reviewer from reading other critiques on that application until he/she submits

April 6, 2005 39

IAR Meeting Phases – Read Phase continued Reviewers may view the Score Matrix

that indicates streamlined or lower-half applications as designated by the SRA. These lower-half applications may not be discussed at the actual meeting.

The Read phase usually begins a few days before the meeting and is open until the actual meeting is held.

April 6, 2005 40

IAR Meeting Phases Edit Phase (optional at SRA’s discretion) Reviewers may submit updated

critiques or critiques for unassigned applications.

Score submission is not permitted. This phase is usually open for a few

days to a week after the actual meeting.

April 6, 2005 41

IAR Submitting Critiques and Preliminary

Scores Word or Text document types supported. Preliminary Scores can be numeric (1.0-

5.0) or alphanumeric (see Submit screen for guidance)

Reviewers should NOT include their Name as part of the critique file they upload.

To modify a previously submitted critique, simply resubmit a new file. Only the most recent critique is retained.

April 6, 2005 42

IAR

Conflicts If Reviewer has an institutional conflict,

he/she cannot submit or view critiques or scores on applications where conflicts exist.

In addition, if Reviewer is in competitive conflict, he/she also cannot view the online application image.

April 6, 2005 43

IAR

Hands-on Exercise 6: Using Internet Assisted Review (IAR)