Preparing for E-SNAP & E-Notification by v5rXH5


									    Preparing for
E-SNAP & E-Notification
   Marcia Hahn, OPERA
Pieces to the Puzzle


                     NIH Staff

E-Notification for
Grantees: T-5
     E-SNAP: What is it?
Electronic submission of SNAP T-5
Progress Reports
Grantee interface through NIH eRA
NIH IC staff will access data via IMPAC
II applications (GM, ICO, Grant Folder)
 E-SNAP: Differences from
       Paper Snap
Basic reporting requirements remain identical
(including answers to SNAP Qs)
Differences have been established as
“incentives” to encourage use of the E-SNAP
Differences were vetted through all applicable
functional groups receiving final EPMC
approval in July, 2001
 E-SNAP: Differences from
       Paper Snap
Submission Timing: 45 days before
start (instead of 60 days)
Research Accomplishments &
Other Significant Changes: Will
continued to be required as part of T-5
but will be a separate data section
allowing for interim updates throughout
the year as well
  E-SNAP:Differences from
       Paper Snap
Citations: If published, allow link to
on-line journal in lieu of submitting hard
  E-SNAP: Differences from
        Paper Snap
Human & Animal Subjects Assurances: Some
Assurance information will be incorporated into the
Institutional Profile in the Commons
Change grant-by-grant monitoring of IRB/IACUC
approval to monitoring of grantee systems. Will not
provide IRB/IACUC assurance #s & approval dates
for each E-SNAP T-5
Institutions would have responsibility of assuring
compliance before funds are drawn down
As part of pilot, institutions will agree to provide a
retrospective review—list could be system generated
based on our data
 E-SNAP: Differences from
       Paper Snap
Assurances & Certifications: Are part of
the Institutional Profile in the NIH Commons.
Will be enhanced by including a date each
was “assured”. If a requirement changes or a
new requirement is added, no Commons
submission will be permitted until Institutional
Profile is updated
Eliminates needs for grantee to certify
compliance with every submission
 E-SNAP: Differences from
       Paper Snap
Personnel Data Page: System will
store previous submission, providing for
easy updates
Data Submission: Still responsibility
of an Authorized Official of the grantee
institution. Grantees may delegate this
authority to PIs
     E-SNAP: Data Security &
How will we know E-SNAP data is submitted
  from an authorized official?
  Commons Registration establishes a “Working
  Relationship” with Individual Grantee Organization
  Identification of Grantee Organization Commons
  S.O./Accounts Administrator
  Formalize agreement to communicate electronically
  (signed faxed form)
  Submission of Organization Contact Info.
  Verification of Organization Identity in NIH Enterprise
  Database (IMPAC II)
NIH Commons Grantee Organization Registration
                                                          Open Site on
             Interactive               Faxable

1.          E-Mail
    Notification of Request                       4.   S.O./Acct. Admin. Account
to NIH Commons User Support                            holder receives notification via
           2.     Verification of                      including:
                      IPF#                             • Instructions -> url
                by NIH eRA Staff                       • IPF#
                                                       • password = user name

                       3.       Creation of
                             S.O./Acct. Admin.
                            by NIH eRA System
  E-SNAP: Data Security &
Creation of S.O./Accts. Administrator account
Provides S.O./Accts. Admin. with ability to
create unlimited number of “secondary”
accounts: S.O., A.O., P.I., Trainee
Provides Password Administration
Allows for Reassignment of Accounts
Modification of Account permissions
    E-SNAP: Data Security &
NIH Commons offers security for grantee data
  Data Access
    Institutional authentication
       Verification of IPF by NIH as part of registration
       Authorization of institutional official via signed/faxed
       registration form
    User authentication
       Creation of user accounts only by AOs
       Validation of individual user’s profile by NIH staff prior to
       account creation
  Data Transmission: data encrypted “across
  the wire”
 E-SNAP: How will it affect
   Grants Management?
GM Users will be able to view data
using the “View E-APP” button on the
Award Screen (yes, it’ll look somewhat like
a paper SNAP)
Will also be stored in the Grant Folder
Ability to print
 E-SNAP: How will it affect
   Grants Management?
New IMPAC II data element: E-Flag
  To be added to Search Screen (hit list
  area), Workload Screen, T-5 Receipt
  Screen, GM Worksheet
On T-5 Receipt screen “Receipt Date”
field will be automatically populated
New E-SNAP business rule for Human
Subjects Assurance and IRB Date Fields
E-SNAP: How will it affect GM
     & Program Staff ?
ICs may decide to handle internal T-5
distribution differently
  NIH staff will be notified electronically of
  the receipt of E-SNAP data
  Should electronically received progress
  reports be automatically printed off and
  distributed in hard copy to program staff?
  (IC decision)
  Other potential business process changes??
        E-SNAP: When
Pilot phase beginning Sept/Oct 2002
Eventually expect to do an evaluation of
the process and “differences” from
paper SNAP to determine what could
potentially become new business
practice for all SNAP and/or all non-
competing progress reports
T-5 Notification for Grantees
NIH will discontinue hard copy mailing
of pre-printed faces pages once we are
confident an electronic solution is in
place (sometime this summer anticipated)
Guide Announcement planned soon
T-5 Notification for Grantees
A website is being developed that will
provide T-5 due date information
All grantees will have access
Will have search & sort capabilities
Will not include e-mail notification
Will not provide pre-populated face
T-5 Notification for Grantees
For grantees registered in the NIH Commons:
  New data element in Institutional Profile
  will be required—E-notification e-mail
  address. Different from address used for
  e-mailed NGAs, will be used for a variety of
     Hot Policy Topics
     Request for info; e.g., Financial Conflict of
     Interest Policies
     “Due” reports—T-5s, Closeout, Just-In-Time
T-5 Notification for Grantees
 Once registered, NIH will eventually
 provide e-mail T-5 notification
 These grantees will also have access
 to a PDF version of the “pre-
 populated” face page around July
 2002 (incentive)
T-5 Notification for Grantees
Success of T-5 Notification report will depend
on IC use of the T-5 Receipt screen in
T-5s will only drop off of the “due” list as the
“T-5 Receipt Date” field is entered
Mandatory use of T-5 Receipt Date field
in IMPAC II by August 2002—tracking of
FY2003 T-5s
T-5 Notification for Grantees
This and other Commons status reports will
include assigned PO & GMS contact
PO assignment is already mandatory (mandatory
for Summary Statement generation)
Assigned GMS in IMPAC II, currently
optional, will become mandatory in July
New edit checks will be developed
T-5 Notification for Grantees
Effect on NIH Staff
  Ideally — None
  Realistically, NIH staff will be involved in
  educating grantee community during
  transition period
    Provide website for new report
    Provide guidance on Commons Registration to
    benefit from e-notification
  E-Notification: NIH Staff
Broader than just E-SNAP, will include
notification of all current and potential
electronic “events”
   E-Notification: NIH Staff
Possible “Events”
  Electronically submitted progress reports (and
  eventually competing applications)
  Electronic 2271 data (X-TRAIN)
  Electronically submitted No-cost Extensions
  FSRs “accepted” by OFM
  ROT data changes (act. code, 901 changes etc)
  Release of IMPAC II-generated documents; e.g.,
  Summary Statements, R15 Mailers, Priority Score
  Mailers, etc
  Notification of electronic sign-offs
  E-Notification: NIH Staff

Phased approach
 Phase 1 (Proposal): ICs to establish
 dedicated E-notification E-mail address
 (separate from NGA). Can use Outlook
 “rules” to autoforward.
   E-Notification: NIH Staff
Phase 2: More sophisticated system where
individual users will be able to indicate which
“events” they’ll be notified about and what
type of notification
Types of notification
  E-mail to individual
  Queue to be accessible when logged into IMPACII
  Continue using centralized e-mail

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