Electronic Research Administration (ERA) Forum Webinar .
National Science FoundationElectronic Research Administration (ERA)Forum Webinar SeriesApril 12, 2018
Welcome to the NSF ERA Forum Webinar Series The agenda and presentation are available on the Policy Office website via thislink: https://www.nsf.gov/bfa/dias/policy/era forum.jsp USA/Canada, dial 1-888-898-1539 and enter passcode 9931726 To view real-time captions, go to http://fedrcc.us/fedrcc/ and enter eventconfirmation number 3606676 Helpful WebEx Tips: Please click “save and run” to download the WebEx mediaplayer plugin and join the session. Call WebEx technical support at 1 (866) 2293239 if you need additional assistance2
Agenda Welcome, Forum Webinar Logistics, and How to Engage with the Forum The ERA Forum Speakers Prioritization of Today’s Forum Webinar Discussion Topics Forum Webinar Discussion Topics– New Research.gov Account Management Modernization Functionality– New Research.gov Proposal Preparation and Submission Functionality– NSF Awards Management System Questions and Answers3
How to Engage with the ForumForum Participation WebEx Live Q&A Survey Future Forum Topics Forum Listserv and Email General Information4
Live Q&A Through WebEx Click on Q&Aicon on the topright corner In the Q&Awindow select“All panelists” tosend yourquestions andcomments.5
The ERA ForumBackground and Purpose Provides a new approach to regularly engaging the research community,which includes collecting individual opinions and perspectives on ERAactivities, gathering topics of interest for future Forum Webinars, andsoliciting volunteers for usability studies.Past Forum Webinars: September 2017: NSF’s initiative to streamline and modernize registration functionality, includingnew role request features and dashboards for managing accounts, as well ashow existing accounts will be migrated to the new system Updates on the Proposal File Update (PFU) feature as part of NSF’s ProposalSubmission Modernization (PSM) initiative March 2017: PSM Initiative: SPO and AOR Access and Activities Forum Webinar Topic Priority: Proposal Automated ComplianceChecking6
SpeakersOffice of Budget, Finance, andAward Management (BFA)Maria KoszalkaJean FeldmanStaff Associate,Head, PolicyResearch.gov, Division Office, Division ofof Institution andInstitution andAward SupportAward SupportOffice of Information andResource Management (OIRM)Jeff VieceliHeather IrelandHead, SystemsOffice, Division ofInstitution andAward SupportProject Manager,Division ofInformationSystemsWilliam DausChief, ResearchDirectorate SystemsBranch, Divisionof InformationSystems7
Prioritization of Today’s ERA Forum Discussion Topics Forum Discussion Topics: New Research.gov Account Management Modernization FunctionalityNew Research.gov Proposal Preparation and Submission FunctionalityNSF Awards Management SystemSignificance of Today’s Discussion TopicsReducing Unreasonable Administrative Burden8
NEW RESEARCH.GOV ACCOUNTMANAGEMENT MODERNIZATIONOVERVIEW
Current State – Multiple IdentitiesThe research community interacts with NSF’s external grant systems for a broadrange of activities. Currently, interactions with NSF systems involve multiple accesspoints requiring a variety of login credentials.Current State - Multiple Identities Per User10
Target State – Single NSF IdentityWith leadership from a working group including NSF Program staff, OGC, DIAS, andDFM, NSF is modernizing the account management of its external grant systems tostreamline the user experience for maintaining accounts and centralizing access. Aperson’s NSF ID will be used to manage his or her profile data and permissioninformation.Target State – A Single Identity per UserModernization is focusing on: Login: Users currently maintain multiple logins fordifferent systems, which requires users to keep trackof multiple logins and passwords/pins. Account: NSF will implement additional rules toenforce its policy that states each user should onlyhave one account (i.e., NSF ID). Self Registration: Users are currently unable toestablish an NSF ID and password without assistancefrom the organization’s Administrator. This puts anadditional burden on the Administrator to registerusers and ensure accurate information. Role Request: Users do not have an automated way torequest role permissions (e.g., PI, GRFP CoordinatingOfficial) from their organization’s Administrators. Profile Management: Users currently maintain profileinformation associated with their accounts (e.g., emailaddresses) in multiple locations, which can lead toinconsistent data.11
Account Management User GroupsNSF CommunityGRFPApplicantOrganizationUsers owshipAwardedPost AwardManagementAward CloseReleaseMarch 23,2018ReviewerSelected forReviewNSF Staff /IPAsPerformBusinessFunctions The new Account Management functionality is focused on theOrganization user group to address duplicate account creation(especially by PIs) and build the foundation for consolidatedaccount and role management.* Organization Users include PI,SPO, AOR, Org Admin, ACM ,GRFP CO/FO Addressing PIs first will also support the ability to prepopulate data for proposal submission.Invited/AcceptedSubmitReviewPost AwardManagementReimbursement12
Current and Target StatesCurrent StateTarget StateLoginLoginLogin: NSF ID PWDModule: User ManagementUser base: Organization Admin AOR SPO PI View OnlyLogin: NSF ID Last Name PWDModule: Proposal Awards and Status(PAS)User base: PILogin: NSF ID Last Name PWDModule: Research Admin Module (RAM)User base: Organization Admin AOR SPO PI View OnlyCentralized LoginLogin: NSF ID PWDNEW Account Management FunctionalityProfile InformationRoles & Role InformationNameOrganization Admin AOR SPO View OnlyEmailPhone NumberAddressIndividuals login via fivedifferent locations andmaintain profileinformation in fivelocations.Login: User Name PWDModule: Graduate Research FellowshipProgramUser base: GRFP ApplicantsLogin: Panel ID PIN Last nameModule: Panelist Functions (IPS)User base: ReviewersPI UnaffiliatedACM GRFP Coordinating Official Financial OfficialGRFP ApplicantsReviewersNSF Staff (IPAs)Individuals login once and maintain profile and role information inone location.Note: ACM Award Cash Management Service; AOR Authorized Organizational Representative; GRFP Graduate Research Fellowship Program; and IPA Intergovernmental PersonnelAct (IPA) Rotators13
Retirement of Account Management FunctionalityRetirement of Existing AccountManagement FunctionalityNew Account ManagementFunctionality in Research.govResearch.gov: User Management Module Organization Administrators will have thecapability to assign, remove, approve, andanddisapprove roles as well as add and removeusers for their organizations.FastLane: Research AdministrationAccounts Management- User AccountIndividuals will have the capability toTabrequest roles and edit their profileinformation.FastLane: New Organization and FastLane Individuals will have the capability to selfContact Registration Postdoctoralregister, self-request roles, and register aFellowship Registration new organization.Fastlane: Proposal, Awards and Status –Change PI Information, ChangeInstitution(Demographics will remain in FastLane)Users will no longer update PI informationthrough FastLane. Users will update roleinformation and set their primaryorganization through the new AccountManagement application.14
NEW RESEARCH.GOV ACCOUNTMANAGEMENT MODERNIZATIONFUNCTIONALITY
Account RegistrationNew Account Management FunctionalityNew users will have the ability to register for an account and receive anNSF ID and password. Additional logic to verify email addresses has beenput in place to ensure an individual maintains one account.Existing users will not go through the account registration process. Afterthe new functionality is launched, existing users will be migrated to thesystem when they sign into Research.gov.16
View/Edit ProfileNew Account ManagementFunctionalityIndividuals will have theability to view and edit theirprofile information from the“My Profile” link and alsoinitiate the change passwordprocess.17
Add a New RoleNew Account ManagementFunctionalityIndividuals will have theability to request roles suchas PI, organizationAdministrator, AOR, SPO,View Only, ACM , and GRFPthrough the “Add a NewRole” page. Role requests willrequire an approval from anAdministrator at theorganization.18
Role Request WizardNew Account Management FunctionalityAfter choosing the type of role to request, all role requests will follow the same steps,as indicated below:1) Look Up Organization – Enter the organization’s DUNS number registered in SAM2) Add Information – Add work phone and work email (Note: If a PI role or neworganization is selected, additional information is required)3) Choose Role(s) – Select the role(s) from a list of available roles4) Review – Review the role request information5) Confirmation – Confirm the role request. The organization Administrator willthen receive an email notification to approve the request.19
Role Request Wizard Continued20
Role Request Wizard – New Organization Registration21
Role Request Wizard – PI22
Role Request Wizard – Confirmation23
Administrator’s DashboardNew Account ManagementFunctionalityThe organization Administratorwill have access to thefollowing functionality in the“View My Users” dashboard: Approve / Disapprove RoleRequests Add a User Manage Roles Remove User Invite to Update Profile(This option is only neededfor users that have notbeen migrated to the newsystem24
Administrator’s Dashboard – Manage RolesNew Account ManagementFunctionalityAdministrators will have thecapability to Assign and Removeroles through a link provided onthe dashboard.Business rules have been built into simplify the selection of roles.For example, when the userselects “Administrator,” SPO andView Only will be auto-selected.25
Administrator’s Dashboard – Invite to RegisterNew Account Management FunctionalityUsers will have the capability to invite users that are not registered withNSF to become affiliated with the Administrator’s organization26
User’s DashboardNew Account ManagementFunctionalityIndividuals will have access to thefollowing functionality in the “ViewMy Roles” dashboard: View Pending Role Requests View Approved Role Requests Edit Role Information Select the Primary Organization27
Migrating Existing Users1New Account ManagementFunctionality2Existing users will be migratedover to the new AccountManagement at the time of SignIn. The user will be prompted withscreen (1) to start the verificationprocess. In Screen (2) the user willselect the Email and enter aphone number to be associatedwith the account. The user willconclude the migration process inscreen (3).28
Migrating Existing Users Continued34Excerpt of the View My Roles pageNew Account Management FunctionalityNotes: Email(s) populated in the drop down are checked for uniqueness. If the user hasduplicate emails, a different process is followed (see following slide). The user will have the capability to edit the email and phone number via Edit Profile. The migration process will move over the roles and the affiliated organization.29
Migrating Existing User AccountsMitigation for Users with Existing Duplicate AccountsThe New Account Management functionality implements additional rules to enforceNSF’s policy that states each user should only have one NSF ID account. The functionalitywill verify all email addresses are unique that are associated with an NSF ID.When the user signs in, a check for uniqueness will be triggered on any email address(es)associated with the user. If the check returns duplicates, the user will receive a graceperiod to reconcile the accounts. The record(s) will be stored in a log for additionalanalysis to assist with the reconciliation process.During the grace period, the user will have the capability to access “My Desktop” inResearch.gov. Through “My Desktop” the user will have access to Fastlane Modules –Research Administration, and Proposal Awards and Status to continue proposal andaward activities only.The user will not have the ability to perform the following in the Fastlane modules: Edit account information Assign Roles for an organization Register a new organization Register as unaffiliated30
NEW RESEARCH.GOV PROPOSALPREPARATION AND SUBMISSIONFUNCTIONALITY
Research.gov Proposal Preparation and Submission Modernizes the applications supporting the proposal submissionand merit review processes and improves the user experiencevia the development of a new application Reduces the administrative burden to the research communityand NSF staff associated with preparation, submission, andmanagement of proposals Increases efficiencies in proposal preparation, submission, andmanagement Improves data quality and captures proposal content in a waythat supports data analytics Improves availability, security, and flexibility of proposalpreparation and submission IT systems32
Why Are We Modernizing NSF’s Proposal Submission CapabilityIn June 2015, NSF surveyed PIs and SPOs about the proposal submission capabilitiesavailable in FastLane and used this feedback to target proposal submissionmodernization improvements.Suggestions for Potential SolutionsThe Problem StatementSPO-80%SPO - 10%*Results based on 16,736 responses from the June 2015 survey sent to 116,638 members of the research community33
How Might This Impact the Research Community? Modernized Technology Will: Improve the user experience with more intuitiveinterfaces and immediate feedback Reduce administrative burden with a dynamic interfacethat provides only relevant options34
How Might This Impact NSF? Modernized Technology Will: Increase automated compliance checking, reducing thenumber of proposals returned without review Improve data quality of submissions Increase resilience and security of proposal submissioncapability35
February Preview and April Release CapabilitiesThe February preview allows PIs to: Initiate proposalAdd Co-PIs, Senior Personnel, and AORsUpload required proposal documentsCreate budgetCheck complianceEnable SPO/AOR access for reviewIn April, the initial release will allow submission of Full, Research non-collaborative proposals,enabling the following features: AOR Submission PFU & Budget RevisionSubsequent releases will enable additional featuresHow Might This Impact NS36?36
Some Frequently Asked Questions in the PreviewWhere are the Academic and Summer months on the Budget? We’ve tried to simplify the budget. All person months can just be counted in the calendar months columnWhere do I put my page numbers, the system says I can’t use the margin? The system will automatically paginate the document for you, so no page numbers are required in the uploadeddocumentI keep getting font size and type issues on my upload! We are still tuning our compliance checking algorithm Check all bullets, equations, captions, tables, super andsubscripts.In addition to screen instructions in the application, tips will also be provided on the FAQ page onResearch.govHow Might This3737?37
NSF AWARDS MANAGEMENTSYSTEM
NSF Awards Management System Modernization NSF is modernizing its current Awards ManagementSystem (Awards System). NSF has been reengineering the Awards System for thepast two years and plans to continue modernizationactivities over the next two years. While the Awards System is largely an internal systemused to approve awards, it is also the system that isused to send the official Award Notices. You may have noticed that the Award Notice for NSFapproved No Cost Extensions has changed. As part of the modernization, the Award Notice will beupdated similar to the new NCE Notice.39
New NSF-Approved No Cost Extension Award NoticeNATIONAL SCIENCE FOUNDATIONAward NoticeAmendment Number: 001Award Number (FAIN): 1650452AWARDEE INFORMATIONAward Recipient: The University of AkronAwardee Address: 302 Buchtel Common Akron, OH 443250001Official Awardee Email Address: nsf-eprop@uakron.eduUnique Entity Identifier (DUNS ID): 045207552NullNullAMENDMENT INFORMATIONAmendment Type: No Cost ExtensionsAmendment Date: 03/27/2018Amendment Number: 001Proposal Number: Not ApplicableAmendment Description:The purpose of this amendment is to extend the end date from 08/31/2017 to 03/31/2018 without additional funds to allow for the completion of the agreed-to level ofeffort.Except as modified by this amendment, the award conditions remain unchanged.NSF CONTACT INFORMATIONThe Managing Grants Official for this award can be found at ng Official Name: Vanessa L. RichardsonAwarding Official Email: vlrichar@nsf.govManaging Program Officer Name: Ann K. SakaiManaging Program Officer Email: asakai@nsf.govNull40
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Next Steps and ERA Forum Resources Survey https://www.surveymonkey.com/r/NSF-ERASurvey ERA Forum Email If you are interested in participating in future application usability studies, pleasesend an email with your contact information to nsferaforum@nsf.gov Subscribe to ERA Forum Listserv Send an email to Nsf-era-forum-subscribe-request@listserv.nsf.gov NSF ERA Forum Website https://www.nsf.gov/bfa/dias/policy/era forum.jsp42
Mar 31, 2018 · Welcome, Forum Webinar Logistics, and How to Engage with the Forum The ERA Forum Forum Webinar Discussion Topics –New Research.gov Account Management Modernization Functionality –New Resea
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