ASSIST Application Submission System & Interface for Submission Tracking A new way to submit NIH and other Public Health Service Multi-Project Grant Applications
What is ASSIST? ASSIST is a web-based system designed to accommodate the complexities of NIH s multiproject applications ASSIST works with Grants.gov to download and complete forms for multi-project applications The structure of NIH s multi-project applications cannot be accommodated by Grants.gov s downloadable forms
How it all works University of Minnesota now University of Minnesota in the future
System roll out schedule NIH was able to reach its goal of accepting all competing grant applications electronically
Key features ASSIST is a web based package so multiple people can work on it at the same time A form is locked whenever someone is working on it so only one person can work on it at any given time Once components are completed, they are marked final so no additional edits can be made Leverages existing era Commons credentials Pre-populates with data from era Commons profiles Validates Grants.gov and NIH business rules before you submit Provides preview of NIH application image Generates table of contents, headers & footers Tracks Grants.gov and era Commons submission status
Hot off the press NIH has added 8/2014: Ability to Copy an Application Ability to Delete Applications and Components ASSIST Access Extended to All era Commons Roles Application Image (PDF) Format Enhancements Unique File Names Required for Multiple Attachments on a Single Form
Overview of Process
ASSIST New Process Where do I find the funding opportunities?
Some helpful hints to know about The system does generate emails at quite a few junctures in the process ASSIST Agency-specific instructions are marked with the HHS logo. To work in ASSIST users must have an era Commons ID Subcontractors are tracked by their DUNS numbers When instructions in the Application Guide conflict with instructions in the FOA, the FOA wins.
Before you begin, learn the announcement requirements Types of components allowed for the FOA and available in ASSIST for application preparation. Page limits for each component
ASSIST New Process All electronic multi-project applications will include A single Overall component o Provides overview of entire application Some number of additional components o o Component types allowed vary by opportunity Announcements will clearly indicate the types of components expected in a responsive application Automatically prepared data summaries o o Compiled from information included in components Helps reviewers and staff work with the applications
ASSIST New Process The multi-project application images are assembled by the system The Overall component is presented first Data summaries follow the Overall component Additional component types are presented in alphabetical order (e.g. Cores before Projects) Components of the same type are grouped together and presented in the order created in ASSIST o Identified by Component Type and sequential number (e.g. Core-001, Core-002)
A bit of planning will speed the process Think about the components you plan to include PD/PI(s) for entire application Organization lead for each component Project lead for each component Project Title for application/components Start/End dates for application/components As of April 25, 2014, applicants can rearrange components of the same type (e.g., have the third project entered in ASSIST appear first in the assembled application image) Components can be added or abandoned at any time Proposals may be cloned for a future submission
Building the proposal in ASSIST Let s get started Log into the ASSIST with your era Commons credentials: (https://public.era.nih.gov/assist) Identify the Funding Opportunity Announcement (FOA)
Building the proposal in ASSIST Initiate your application Enter Project Title. NIH truncates at 81 characters. Top of Initiate screen includes non-editable FOA information pulled from Grants.gov. Choose organization from list to populate organization name, address and DUNS. Click Initiate Application to complete the initiation and save the application.
Building the proposal in ASSIST Note the functionality built on each page
Building the proposal in ASSIST Add the Overall Component first Click Add Overall Component to start building your application. The Add Overall Component screen requests the minimal information needed to save the component. Enter the Commons Username for the contact PD/PI and use the Populate Name from Username button or type PD/PI name. Click Save.
Building the proposal in ASSIST The Overall Component landing page The required forms are presented for the component. The Overall Component is added to the component navigation.
Building the proposal in ASSIST Adding Additional Components Click Add New Component to continue building your application. Select from the dropdown list of component types available for the FOA. Note: Only component types available for your FOA will be displayed.
Building the proposal in ASSIST A few simple steps to build the application shell Each component is given a random 3 digit, system-generated number for identification. Components will be given sequential numbers in the assembled application image
Giving access to users in ASSIST Access is based on Application Role ASSIST automatically provides application access to some individuals based on their Commons roles or role on the application All SOs and AOs at the applicant institution have edit access for the entire application All PD/PIs listed on the Overall application have edit access for the entire application The Project Leads have edit access for their component only The person that initiates the application has edit access for the entire application
Giving access to users in ASSIST Some ASSIST delegation facts Application access can be controlled across these variables: Entire application vs. specific components Read vs. Edit Budget vs. Non-budget data SO can delegate Access Maintainer authority to other users within their institution To have an Access Maintainer role assigned, write eprops@umn.edu with pertinent info of proposal number and era Commons user name of individual to be given role.
Giving access to users in ASSIST Project leads have automatic access to the projects they own Project title appears on the navigation bar
Giving access to users in ASSIST Individuals with SO rights can give Access Maintainer rights This individual controls access to the entire application
Giving access to users in ASSIST Users with automatic access based on application role are listed on the User Access Summary page Click Add User to provide access to others.
Giving access to users in ASSIST Access can be granted at the individual component level Click Save after the desired access is selected. Different access levels can be selected for Budget and Nonbudget data on a component.
Building the proposal in ASSIST Finding an in-progress application Click Search Application. Enter search parameters. Click Search.
Navigating to a Specific Component Use the component navigation to identify the component you want to work on.
Building the proposal in ASSIST Entering data is easy! Breadcrumbs provide quick and easy navigation. Click each tab to access form data entry screens. Click Edit and Get Lock to edit data. Click Expand All to expose all data fields.
Building the proposal in ASSIST A little more info on the data entry into the ASSIST program Choose the section of the proposal Some actions are only available from the Summary page. Every component has a Summary page.
NIH recommendations to avoid ASSIST screen tips common errors Found at the top of many data entry screens Application Guide Annotated form sets http://grants.nih.gov/grants/electronicreceipt/communica tion.htm#forms Ten Checks to Help Avoid Common Errors http://grants.nih.gov/grants/electronicreceipt/avoiding_er rors.htm#10checks
Building the proposal in ASSIST Entry begins When the Edit button has been selected
Building the proposal in ASSIST The system will warn you if you have not saved the section before moving on to other areas of the proposal
Building the proposal in ASSIST Forms can be locked after entry to guarantee others with access do not change information added. Only the individual who locks a form can unlock the form.
Building the proposal in ASSIST The system is built with checks and balances Once all data is entered. Click Save and Release Lock. ASSIST will validate entered data and provide any errors at the top of the screen. Errors must be corrected before saving.
Building the proposal in ASSIST R&R Cover page Expand All exposes only the subset of fields required for components.
Building the proposal in ASSIST Senior Key Take advantage of options to populate data from list of Sr/Key persons already entered in application or from era Commons credentials. Applications must include a single biosketch for each Sr/Key person regardless of the number of components they are listed on. Biosketch can be included with any entry just pick one.
Building the proposal in ASSIST R&R Budget The Add Period button creates an additional budget period carrying over all budget entries descriptions and amounts from the previous period. All fields remain editable.
Building the proposal in ASSIST An example for adding equipment
Building the proposal in ASSIST The system will add the costs entered. Data boxes are provide when other information needs to be added to application
Building the proposal in ASSIST Some tips to help you fill out the budget form Section A: Senior Key Persons Can include up to 100 entries (Senior Key form also has this capability) Remember to include effort in Calendar or Academic/Summer months for all Sr/Key Calculation of IDC for Subs is an area NIH is currently working on. The latest is NIH is creating a F&A form to solve for this, more to come Use the Add Optional Form action if subaward budgets are included
Building the proposal in ASSIST An example for entering personnel into the Key Personnel section of the budget
Building the proposal in ASSIST Adding optional forms is easy Click Add Optional Form. Select form and click Submit. The form tab is added to navigation.
Completing the proposal in ASSIST Several actions are available as components are added Change Component Order Validate Component Preview Current Component Update Component Status Work In Progress only status that allows editing Complete component data entry is complete Final component has been reviewed by applicant organization and incorporated into the application Let s cover a few in more detail
Change Component Order Select Component Type to reorder. Provide desired sequence. 45
Completing the proposal in ASSIST Validating the proposal The Validate Application action is only available from the Application Information screen. Click Validate Application.
Completing the proposal in ASSIST Validation checks If Errors or Warnings are detected for a component in Complete status it can be put back in Work In Progress status for correction. Each Error or Warning includes the Component and Form where the problem was identified.
Completing the proposal in ASSIST NIH policy on Errors and Warnings will apply in ASSIST Errors stop application processing and must be corrected before the deadline Warnings do not stop the application from processing. Warnings are corrected at the discretion of the applicant. Any corrections must be made before the deadline. Avoiding Common Errors page: http://grants.nih.gov/grants/electronicreceipt/avoiding_errors.htm
Completing the proposal in ASSIST Preview a component in ASSIST Component preview does not include bookmarks, Table of Contents, data summaries or biosketches. Click Preview Current Component to view the information included in that component.
Completing the proposal in ASSIST Application Status Work In Progress Allows editing All Components Final This status will not apply to the full application until each component status is set to Final All Components Validated Automatically set once Application Validation is error-free Ready for Submission Should be set after all internal reviews have taken place Submitted Automatically set after submitting to Grants.gov
Completing the proposal in ASSIST Update Component Status Click Update Component Status. Select status and enter comment for Status History. Once a component is marked Complete no additional edits can be made unless someone with entire application edit authority returns the status to Work in Progress. Status on Summary page is updated.
Completing the proposal in ASSIST Is it over? No, just a few more steps As components are marked Complete, the applicant organization work group can preview them and incorporate those that are ready into the final application by updating the component status to Final. All components must be marked Final before an application can be prepared for submission. Prior to finalizing components, it is good practice to validate the application.
Completing the proposal in ASSIST Finalizing the components
Completing the proposal in ASSIST Finalizing Components ASSIST will check to ensure that only one biosketch is included for every Senior/Key person in the application. If a biosketch is already included for any Sr/Key, you will have the option to view each biosketch and select the one you wish to keep.
Completing the proposal in ASSIST Updating Application Status Although the Status shown in the Component Information for each component maybe set to Final, the Application Information still shows a Status of Work in Progress.
Check out the Display Component Status Provides all application and component status on a single screen.
Completing the proposal in ASSIST All components are final You can prepare your application for submission once the status for all individual components has been set to Final. Click Update Submission Status. Go to Application Information. Set the application status to All Components Final.
Completing the proposal in ASSIST Final validation check
Completing the proposal in ASSIST Preview application
Submitting the proposal in ASSIST Once all internal reviews are complete, update the application status to Ready for Submission. Application Status must be set to Ready for Submission before you can submit to SPA
Submitting the proposal in ASSIST Submission of an ASSIST package Only a Signing Official (SO) for the Lead Organization who is an Authorized Organizational Representative (AOR) can submit the application. Error-free submission must be made by 5:00 p.m. local time (of submitting organization) on due date Submit early (days, not minutes) to have time to address any unforeseen issues and to have time to view your application image in the Commons.
After submission to SPA and GA review, the AOR submits The AOR enters their credentials and clicks Enter. Click Submit Application.
Submitting the proposal in ASSIST Applications are submitted from ASSIST to Grants.gov. Message will appear indicating the application was sent to Grants.gov.
Submitting the proposal in ASSIST ASSIST Notifications To help track your application, ASSIST sends out quite a few email notifications to the PI and others with proposal access throughout the preparation and submission process. These include: When access to the application is granted or changed Updates to component or application status Updates to submission status
Submitting the proposal in ASSIST ASSIST provides the ability to track both Grants.gov and NIH status Click View Submission Status Details.
Submitting the proposal in ASSIST You must click Check for Status Updates to force ASSIST to poll Grants.gov and NIH for status. ASSIST will indicate if a status change was detected.
Submitting the proposal in ASSIST ASSIST, Grants.gov and Agency submission status are available. Grants.gov status of Agency Tracking Number Assigned and Agency status of Processed is good news! Agency Tracking # link brings you to the detailed status screen in era Commons.
Viewing the proposal in ASSIST Viewing the application in the Commons Log in to Commons and click the Status tab. Select Recent/Pending esubmissions Click on the Application ID to view detailed status information for the selected application. An esubmission Status of Pending Verification indicates the application was successfully processed and an image is available for viewing.
Viewing the proposal in ASSIST eapplication is the application image reviewers will use so check it carefully. You will also want to check the Cover Letter and Component Appendices which are stored separate from the proposal image. It is your responsibility to carefully review the entire application to ensure it has been processed correctly!
Viewing the proposal in ASSIST Application viewing window Applicants have two (2) business days to view the assembled application image in the era Commons before it automatically moves forward to NIH staff for further processing. Only an SO can Reject an application and submit the Changed/Corrected one. The SO can only reject the application if there is time to correct and re-submit before the deadline.
Viewing the proposal in ASSIST Application Viewing Window con d Remember applications should be rejected only if the assembled package does not correctly reflect the submitted application package due to system issues with the era Commons or Grants.gov (i.e. some part of the application was lost during the submission process or did not transfer correctly). If no action is taken the application during the two business day viewing window, it automatically moves forward to NIH. Once the application has moved forward, it can no longer be changed.
Viewing the proposal in ASSIST Automatic Data Summaries
Final notes from NIH Don t be a Repeat Clicker! Some ASSIST actions are quite involved and require some time to complete. Be patient when Validating or Previewing a Component or Application and resist the urge to click the action button again and again. It will only increase the time to complete the action.
Need help? Start first with the on-line ASSIST help built into the forms Click on question mark icon to access ASSIST help. Help opens in a separate window at the location requested. Search feature. Help on form data entry screens provides easy access to Application Guide for additional guidance on field content information.
NIH is always looking for feedback Have suggestions? Let NIH know through the era Help Desk web ticketing system Link to https://public.era.nih.gov/commonshelp Choose Other for the I need help with question Start your Description with ASSIST Feedback
NIH Support for ASSIST Review the ASSIST webinar at the OER Website: http://grants.nih.gov/grants/upcoming_webinars.htm era Commons Help Desk Web: http://era.nih.gov/help/ Toll-free: 1-866-504-9552 Phone: 301-402-7469 TTY: 301-451-5939 Hours: Mon-Fri, 7a.m. to 8 p.m. Eastern Time (Except for Federal holidays) ASSIST is a system developed and managed by NIH. The era Commons Help Desk should be your first stop for support.
Take a test drive! Want to know more about ASSIST? Check out funding opportunity PA-40-201 at https://public.uat.era.nih.gov/commons