CDMRP ereceipt System User Guide Congressionally Directed Medical Research Programs (CDMRP) Last Updated: January 2011
Table of Contents Overview... 3 Purpose... 3 Help Desk Contact Information... 3 System Requirements... 3 Internet Browser...3 Cookies... 3 Inactivity Timeout... 3 Getting Started... 3 My Profile... 5 My Profile for Principal Investigators... 5 My Profile for Business Officials... 5 Institution Files... 5 My Applications... 6 Pre-Application Status... 6 Starting a New Pre-Application... 7 Summary Tab... 8 Letters of Recommendation... 9 Pre-Application Submission Instructions... 9 Application Information Tab... 9 Application Contacts Tab...9 Collaborators and COI Tab... 11 Required Files Tab... 12 Submit Pre-Application Tab... 13 Other Documents Tab... 13 Funding Notification/Summary Statement...14 2
Overview The CDMRP ereceipt System (ereceipt) is designed to allow Principal Investigators (PIs) to submit their pre-applications electronically over the Internet through a secure connection. PIs can access the ereceipt home page at https://cdmrp.org/. A preapplication is required for all applications submitted to CDMRP. Full applications MUST be submitted through Grants.gov. For information about pre-application and full application preparation and forms, please check the Program Announcements and Forms section on the ereceipt or Grants.gov site. Purpose The purpose of this user guide is to provide general information and instructions to PIs and Organization s Business Officials (person at the organization to be contacted on matters involving the application) regarding use of the ereceipt system. Information pertaining to PIs will have a solid-blue side bar, while information for Business Officials will have a dotted-gold side bar. Help Desk Contact Information Questions: Please check the web site at https://cdmrp.org/ for hours of support. E-mail: help@cdmrp.org Phone: 301-682-5507 System Requirements Internet Browser This site is best viewed at a resolution of 800x600 using Microsoft Internet Explorer 5.x (or later release) or Netscape 7.1 (or later release). If you are unsure whether your browser is compatible with the ereceipt system, please send an email to the ereceipt Help Desk at help@cdmrp.org. Cookies The ereceipt System requires the use of non-persistent cookies. If you have attempted to log into ereceipt with the correct user ID and password, but are denied access, please make sure that your Internet browser accepts non-persistent cookies. If you need help configuring your browser to accept cookies, contact the ereceipt Help Desk at help@cdmrp.org or 301-682-5507. Inactivity Timeout For security purposes, the inactivity timeout for a session login is 4 hours. This means if you are logged into the system, but have not clicked on a link or button for a period greater than 4 hours, you will be automatically logged out of the system, potentially 3
losing any unsaved information. Please make sure you have saved any changes, and logged out when you are not using the ereceipt system. To logout, select the Logout link found in the top-right portion of the page. Getting Started PIs and Organizational Business Officials (identified in Block 5 of the Grants.gov SF424 (R&R) as the organization s person to be contacted on matters involving the application) can register for an account in ereceipt under the Sign In/Register section of the ereceipt home page. To register, select the Register here link, and complete the required information. PIs may start a new pre-application by selecting the start a new pre-application link from the My Applications section. This will display a list of open CDMRP funding opportunities by program. To continue, select a program award mechanism from the list. An application ID (CDMRP Application Log Number) will be assigned by the ereceipt system once the PI has selected an award mechanism and completed the application information. After the CDMRP Application Log Number has been created, the Summary tab for the pre-application will be displayed that provides an overview and status of each section in the pre-application submission process. All sections must be completed and the pre-application must be submitted under the Submit Pre-Application tab. Only SUBMITTED pre-applications will be considered by CDMRP. PIs: Please be advised that you must assign a Business Official from your organization in the Application Contacts section of your to your pre-application as soon as possible so that your Sponsored Programs Office/Grants Office is aware of your intent to submit an application. Your Business Official will be notified by email immediately after they have been assigned. 4
My Profile My Profile for Principal Investigators Review/Update Account Info tab Review/Update Demographics tab Review/Update Contact Information tab PIs can setup their user profile by selecting the My Profile link at the top-left portion of the page. The PI s profile contains information that will be used to pre-populate some of the fields in the Application Contacts section of the pre-application submission. Multiple contact information records can be stored in ereceipt, but only the default contact information record will be used to populate the Application Contacts section. If necessary, PIs can apply a different profile in the Application Contacts section after a new pre-application has been started. Information in this tab MUST match the information entered in the Grants.gov application. My Profile for Organizational Business Officials Review/Update Account Info tab Review/Update Demographics tab Review/Update Contact Information tab Review/Update Institution Files tab Business Officials can setup their user profile by selecting the My Profile link at the top left portion of the page. The Business Official s profile contains information that pertains to the Business Official and the institution, including name, address, institution, DUNS and EIN. Institution Files There are three documents that need to be uploaded as part of the Business Official s profile under the Institution Files tab. These documents will be requested at the funding stage of the application process. Certifications and Assurances for Assistance Agreements Representations for Assistance Agreements DHHS - Indirect Rate Agreements All files uploaded must be in PDF format and should NOT be password protected. A file may be selected for upload by selecting the browse button associated with the file type. Once selected the file may be uploaded by selecting the upload button associated with the file type. The file can be viewed or deleted after upload using the View and Delete buttons. We recommend that the institution files be uploaded prior to approval of any application submission, but upload of these files is not required to complete the approval process. These files only need to be uploaded once and will be applied to all CDMRP Application Log Numbers for that Business Official. Thereafter, the files must be verified annually. 5
Any files that were uploaded or last verified more than one year ago from the current date are noted. You can verify a document by clicking on the View button and reviewing the document in question. If the information is correct, click the Verified button. If the document is no longer valid you can delete the current document and upload an updated version. My Applications Pre-Application Status The current status of each pre-application is displayed in the application list on the My Applications main page. Below is a description of each application status: DRAFT The PI has started the pre-application, but all tabs (Application Information, Application Contacts, Collaborators/COIs, Required Files, Submit Pre-Application) have not yet been completed and the pre-application has not been submitted. All tabs must be completed and the pre-application must be submitted under the Submit Pre- Application tab. Only SUBMITTED pre-applications will be considered by CDMRP. SUBMITTED All tab requirements have been completed and the pre-application has been submitted by the PI. This indicates that the pre-application process is completed. WITHDRAWN To withdraw a submitted pre-application, please contact the ereceipt Help Desk. The application list in My Applications can be filtered by program, year, and application status by selecting the appropriate options in the Filter Application List box and clicking the Refresh List button. Both PIs and Business Officials can use the filter to simplify the application listing. 6
Starting A New Pre-Application Complete Application Information PIs may start a new pre-application by selecting the start a new pre-application link from the My Applications section. This will display a list of open CDMRP funding opportunities by program. To continue, select a program award mechanism from the list. (For more information about the program award mechanisms, please see the Program Announcements and Forms section on ereceipt). A CDMRP Application Log Number will be assigned by the ereceipt system after the PI selects an award mechanism and completes the application information. Create a New Pre-Application 7
Summary Tab The Summary tab provides an overview and status of each section in the preapplication submission process. Each tab must be completed before the pre-application can be submitted in the Submit Pre-Application tab. Documents and forms specific to the program award mechanism are also available for download from the Summary tab. Summary Tab 8
Letters of Recommendation If the program announcement requires Letters of Recommendation you will see a link for Letters of Recommendation in the Summary tab. This link will take you to a page in the Required Files tab where you can request Letters of Recommendation from designated individuals by email. PIs and Business Officials are not able to view the Letters of Recommendation submitted to ereceipt, but they can check in the Required Files tab to see if the letters have been submitted. Please check the specific program announcement for more information about required Letters of Recommendation. Pre-Application Submission Instructions Application Information Tab Principal Investigator s Role Complete Application Information Save The Application Information tab captures CDMRP-specific information related to your full application. The PI should complete the Application Information tab and save the information by selecting the Save button at the bottom of the page. Application Contacts Tab Principal Investigator s Role Review/Update Application Contact Information Assign Business Official Assign Alternate Submitter (optional) In this section the PI MUST identify a Business Official and may include an Alternate Submitter (optional). The Business Official is an individual from the institution s Sponsored Programs or Grants or Research Office who is to be contacted on matters involving the application and should match the person identified in block 5 on the Grants.gov SF 424 (R&R) form of the full application package. A Business Official should be assigned to the application as soon as possible so that your Sponsored Programs Office is aware of your intent to submit an application. The Alternate Submitter should be an individual that can assist the PI in the pre-application submission process. 9
The PI can assign application contacts in ereceipt by selecting the search button under the role of the contact to be assigned. A search can be performed on last name, email address or institution. If the contact is found in the search results, the PI can assign him/her to the pre-application by selecting the Add Contact link in the search results list. Once contacts have been assigned to a preapplication they will receive an email with information regarding your intent to submit an application to CDMRP. If a contact does not have an account in ereceipt, an email invitation can be sent to the contact inviting him/her to register by selecting the send them an invitation link at the bottom of the page. When the contact accepts the invitation by selecting the link in the email, they will be directed to the ereceipt site, where they can register for a new account. After the contact has successfully logged into ereceipt, he/she will automatically be assigned to the application and the PI will be notified that the contact has been assigned. 10
Collaborators and COI Tab Principal Investigator s Role Add Collaborators and Conflicts of Interest for the Application Add Partnering PI(s) if applicable To avoid real and apparent conflicts during the application review process, please enter all collaborators and conflicts of interest in the Collaborators & COI tab. This includes Co-PIs, co-investigators, collaborators, consultants, and sub-awardees, as well as individuals outside of the application who may have a conflict of interest in its review. To add a person to the list of collaborators and conflicts of interest for your application, enter the name, institution, phone number, email address, and role. For applications that include Partnering PIs: One partner will be identified as the Initiating PI and will be responsible for the majority of the administrative tasks associated with application submission. The other PI(s) will be identified as the Partnering PI(s). Initiating and Partnering PIs each have different 11
submission requirements; however, all PIs should contribute significantly to the development of the proposed research project, including the project narrative, Statement of Work, and other required statements. The Initiating PI must complete the pre-application submission process and submit the contact information for each Partnering PI. If the program announcement requires an invitation to submit an application to Grants.gov, then the Initiating PI will be notified by the CDMRP ereceipt system to view the invite and not invite lists and letter of invitation/not invited. The letter will provide the information necessary to begin application submission through Grants.gov. Each Partnering PI will subsequently be notified separately by email. Please note that each Partnering PI must follow the link in the email and register with CDMRP ereceipt in order to associate his/her application to Grants.gov with that of the Initiating PI. Required Files Tab Principal Investigator s Role (or Alternate Submitter) Upload a Single PDF for each Required File The PI may upload pre-application files any time after creating a new pre-application. The Required Files tab contains those files that must be uploaded prior to pre-application submission. Check the specific program announcement. All files uploaded must be in PDF format and should NOT be password protected. A file may be selected for upload by selecting the browse button associated with the file type. Then select the Upload button associated with the file type. The file can be viewed or deleted after upload using the view and delete buttons. 12
Submit Pre-Application Tab Principal Investigator s Role Submit Pre-Application The PI (or Alternate Submitter) must submit the pre-application by entering his/her password and clicking on the SUBMIT button, and then clicking on CONFIRM SUBMISSION. Any required elements of the pre-application that are incomplete will be displayed under the Pre-Application Sections heading. These issues must first be addressed before the pre-application can be submitted. After submission, any section of the pre-application can be updated prior to the deadline by selecting the Reset Preapplication Submission to Draft button. This will set the pre-application back to DRAFT and allow changes to be made. Please remember to re-submit the pre-application after making any changes. Only SUBMITTED pre-applications will be considered by CDMRP. Other Documents Tab During the review or negotiations phases of the application process, the Other Documents tab may be used. Forms located in this tab are not required unless otherwise specified by the Program Announcement or requested by the CDMRP. 13
Funding Notification/Summary Statement After programmatic review, PIs and Business Officials will receive an email notification that the funding notification letter, summary statement, and program information paper for the application is available for review on the ereceipt site. These documents can be downloaded directly from the Summary tab. Additional instruction for those applications recommended for funding and a link to Frequently Asked Questions is also available from the Summary tab. Please refer to the specific program announcement for program timelines. Funding Negotiations If an application is recommended for funding, it will enter the negotiations phase of the grant process. The PI must log into his/her ereceipt account and click on View Award Information to the right of the application log number for that award. There are two tabs of information that are required, the Required Award Information tab and the Required Award Documents tab. Required Award Information If an application is recommended for funding, the PI must complete the questions in this section. Required Award Documents If an application is recommended for funding, the PI must upload several regulatory documents into the Required Award Documents tab. These include the facility safety assurances and plans (if applicable), the certification of environmental compliance, and if applicable, human and animal use documents. Additional documents requested during negotiations (e.g., updated current and pending support, revised budget, revised cost justifications, revised statement of work, revised proposal, statistical plans) should be submitted under the Other Documents tab. All documents are submitted by selecting the appropriate document type, clicking the browse button to select a file for upload, providing a description of the file to be uploaded, and clicking the Upload File button. (If a category does not exist, please select Other from the drop-down menu). All files uploaded must be in PDF format and should NOT be password protected. 14