# Presentation: 432846

## David WrightOffice of Policy for Extramural Research Administration

**David Wright****Office of Policy for Extramural Research Administration**

## eRA StatisticsNIH Commons

|  | May ‘03 | Jan. ‘04 | Oct. ‘04 | June ‘05 |
| --- | --- | --- | --- | --- |
| Institutions | 425 | 778 | 1,792 | 3,024 |
| eSNAPs | 165 | 756 | 2,944 | 9,986 |
| FSRs | 7,000 | 22,302  | 38,212 | 56,602 |
| JIT | N/A | N/A | 595 | 2,033 |
| No Cost Ext. | N/A | N/A | 2,961 | 7,143 |
| Users | 3,100 | 8,972 | 25,690 | 48,059 |

**Notes:**
General statistics to show the increased usage of the Commons.

## Commons Functionality

**Profiles**
- Institutional Profile (IPF)
- Professional Profile (PPF)
**Status**
- View status of pending/awarded applications
- View and access priority score/summary statement  (PI only)
- View NIH staff contact information for each application
- Link to study section rosters and dates of meetings
- Link to NGA and other grant related documents
**e-SNAP **
- Submission of non-competing progress report
- Some differences from submitting paper 2590
- Open to all Institutions October 2004

**Notes:**
This is a list of the modules that are currently available in the Commons and the high level functionality associated with them. Not shown for space purposes is the administration module where all accounts are maintained. This list is continued on the next slide.

## Commons Functionality

**FSR (Financial Status Reports)**
- Submission of financial status reports
- Same system is used by NIH Office of Financial Mgmt.
**IAR (Internet Assisted Review)**
- Reviewer submission of critiques and preliminary scores prior to study section meeting
**Demo Facility**
- Anyone can use (don’t need a Commons Acct)
- Contains all functionality of production system
- User creates their own training accounts & institution
- Standard data populates new accounts
- Great for on-campus training classes

**Notes:**
Demo facility – The user creates a dummy institution, administrator account and a PI account when they go into the demo facility. This allows them to perform just about any function that they could in the production system. The same data is replicated to all new accounts and institutions so that they could teach classes at their institution and the participants would see the exact same thing.

## Commons FunctionalityNew Features

**Submit Extensions**
- Grantees can now submit notification to NIH of the initial no-cost extension of the final budget period in a previously approved competing segment.
- Automatically updates budget/project period end dates in the NIH database.
- Automatically generates e-mail notifications to assigned NIH staff and the grantee institution.
- Have until the current budget/project end date to submit (10 day window required for hard copy notifications has been waived for electronic notifications.)

**Notes:**
If asked, yes NIH received a Deviation from HHS policy on the 10 day window.  The 10 day requirement is in 45 CFR Pt 74 thus we took the extra step an requested a formal deviation.  It was received in December 2003.

## Commons FunctionalityNew Features (cont)

**Just-In-Time Submission**
- Grantees can now electronically submit the 4 data elements included in the just-in-time submission
- IACUC approval date
- IRB approval date
- Other support page for key personnel
- Human subjects education information for key personnel involved with human subjects
- Currently allows only a single submission per grant--requires all data at the same time.  (Future enhancement will allow multiple submissions.)

## Commons FunctionalityNew Features (cont)

- Grant Closeout
- Submit Final Progress Report
- Submit Final Invention Statement
- Submit Final Financial Status Report (FSR)

## Commons Functionality:E-SNAP

**Difference from Paper Submission**
- 45 day submission deadline (vs 60 days with hard copy)
- Incorporates centrally stored grantee information (in the Institutional Profile) and PI information (in the Person Profile)
- For publications that are available electronically, can include link rather than submit hard copy reprint
- Key Personnel Data Page—system stores previous submission to allow easy updates in future yrs

**Notes:**
Grantee info includes: Assurances, IRB and IACUC Assurance Numbers
PI Info includes: Publications

## Commons Functionality:E-SNAP

**Difference from Paper Submission (cont)**
- Testing business process change re: submission of IRB and/or IACUC approval dates
- Approval dates will not be required at time of e-SNAP submission.  Instead grantees agree to provide data on a quarterly retrospective basis.  Goal is to assure full compliance.  NIH expects the data to fully support a permanent change in the business process; i.e., eliminating the need for routine reporting for SNAP progress reports
- Retrospective data collection will be required until NIH has collected & analyzed data from a larger population of participating grantees

**Notes:**
The ultimate goal here is to be able to recommend eliminating the need for Institutions to submit this data with each SNAP progress report.  But we need to collect data that assures full compliance before we can make this type of recommendation.  This in no way lessens the grantee’s responsibility of needing to be in compliance, merely eliminates the administrative step of reporting these dates annual to NIH.  

## NIH eRA User Support

- Commons Support Page:
- _http://era.nih.gov/commons_
- Release notes
- User guides
- Deployment plans
- User tips
- FAQs

-   eRA Help Desk:
-   Mon–Fri, 7:30-5:30 Eastern Time
- (866) 504-9552 (Voice-Toll Free)
- (301) 402-7469 (Voice-Local)
- (301) 451-5675 (Fax)
- (301) 451-5939 (TTY)
- commons@od.nih.gov

**Notes:**
Contact information for extramural eRA...