Johns Hopkins University School of Medicine Electronic Information Sheet (eIS) Navigation Handout http://www.hopkinsmedicine.org/webnotes Send questions/comments to: SOMeISHELP@jhmi.edu
eIS At-A-Glance • All information is entered into the eIS document while in “Draft” status. Complete the 5 sections listed (Personnel, General, Budget, Compliance, Signers). • After loading information into “Draft” status, Send the eIS document from “Draft” status to “In-Circulation” status (via clicking the blue “Circulate” button). • After circulating the eIS document, Print a hard copy of the eIS “In-Circulation” version to route for signatures. • Obtain appropriate signatures (i.e., PI, Dept Admin, Dept Chair) on the “In-Circulation” eIS document. • Route one hard copy of eIS document and the original and one copy of proposal to the Office of Research Administration.
RPA Applications Access • Access the Research Projects Administration Electronic Information Sheet (eIS) website: • https://resource.ca.jhu.edu/rpa/index.jsp • Use your JHED ID(name and password) to log onto the RPA server.
RPA Application Menu • ReSource • eIS • Select eISto create an electronic information sheet.
Welcome Screen • On this screen you will be asked to select one of three items: • Create a new Information Sheet OR • Findan existing Information Sheet(NOTE: To find an existing Information Sheet, enter the last 5 digits of the eIS number, or enter PI’s name). OR • Manage previously viewed Information Sheet
New Principal Investigator • Enter the social security number of the Principal Investigator on the project. • Click the Continuebutton
New Information Sheet • Principal Investigator Name • This field is an automatic feed from the SS# entered. • Research Administration Office • Select School of Medicine as your Research Admin Office
New Information Sheet (cont.) Proposal Type (select ONE from the following list) • New: a proposal submitted to sponsor the 1st time and/or new dollars to JHU. • Renewal: a request for funding to renew, by one or more additional budget periods, a project period that would otherwise expire. Extending dates and receiving additional funds. • Supplement: a request for an increase in support in a current budget period for expansion of the project’s approved scope or research protocol. The request may specify budgetary changes required for the remainder of the project period as well as for the current budget period (NIH Type 3). A Type 3 prefix also refers to a request/award for a non-competing administrative supplement). • Non-competing continuation: a progress report and request for funding of a non-competing continuation award for the second or subsequent budget period within an approved competitive segment (NIH Type 5). • Revision: an unfunded application that the applicant has modified following initial review and resubmitted for consideration. Change in budget of an application. • No-Cost Extension: extending the final budget period of a current award w/o additional funds. • Allocation: a proposal requesting funds already awarded to JHU (IRG, CSA, any internal funding request). • Task Order: federal contract issued as a master w/terms and conditions. New money for each task order/protocol.
New Information Sheet (cont.) • Sponsor Name • Office of Research Administration to provide acronym • Program Announcement No. • If responding to a Program Announcement or Request for a Proposal (RFP) enter the corresponding number. • Due at Sponsor • Enter the sponsor due date. • Project Title • Enter the title of the project. (Please be sure to check the sponsor guidelines for title length.) • After entering all information, click the Create a new Information Sheet button
New Information Sheet (Sections) • After completion of the “Create a new eIS” the document is assigned an eIS number (i.e.: M04110300348) • M (Medicine; 04 (year); 11 (month) 03 (day); 00348 (eIS number). • eIS is in “Draft” status • The eIS Menu is comprised of 5 separate sections. (Note: All sections are incomplete for “Circulation until completed”.) • Personnel • General • Budget • Compliance • Signers (optional section)
eIS Navigation Draft In-circ. Approved Awarded Withdrawn Returned
Department User ORA User X X X X X X X X X X X X X X X eIS User Permissions • Create • Edit Draft • Circulate • Withdraw • Approve • Return • Edit Approved • View • Download
eIS Status: Draft Draft • Editable by ‘Edit draft’ users • Can be deleted • Can be circulated for signature by ‘Circulate’ users • PDF watermarked “DRAFT” and lacks signature page
eIS Status: In-circulation Draft In-circ. • Cannot be edited • Paper copy circulatedfor signature • Can be withdrawn • PDF has no watermark;does have signature page • Can be approved • Can be returned
eIS Status: Approved Draft In-circ. Approved • Can be edited only by ‘Edit approved’ users • Can be withdrawn • Has corresponding ReSource record • PDF watermarked “Approved” and lacks signature page
eIS Status: Awarded Draft In-circ. Approved Awarded • Awarded status set from ReSource • Cannot be edited • PDF watermarked “Awarded” and lacks signature page
eIS Status: Withdrawn Draft In-circ. Approved Withdrawn • Cannot be edited, or changed in any way • PDF watermarked “Withdrawn”
In-circ. Returned eIS Status: Returned • Cannot be edited, or changed in any way • PDF watermarked “Returned”
eIS Status: Inactive Draft In-circ. X X OR • Six months after last modification • Cannot be edited • Approved Infosheet status controlled by ReSource (Awarded/Not Funded)
eIS Status: Duplication Draft • Any user who has Createpermission can duplicatean Infosheet In-circ. Draft • An Infosheet of any statuscan be duplicated . . . Returned
Personnel Section (cont.) • Name • This field is carried forward • Title • The system will automatically populate this field. If incorrect, enter the correct title of the PI. • Phone • The system will automatically populate this field. If incorrect, enter the correct phone number of the PI. • Email • The system will automatically populate this field. If incorrect, enter the correct email address of the PI. • Primary Department Code • The system will automatically populate this field. If incorrect, enter the correct department code of the PI. (Note: This information is taken from the payroll system. If incorrect, contact your departmental payroll representative to make the necessary corrections to your information).
Personnel Section (cont.) • CUFS Area • Enter the 3 digit CUFS area of the PI. • Salary contact • Name of individual with whom you confirmed the PI’s salary. • Percent of Effort • Enter the percent effort of the PI on this project. • Percentage of Salary • Enter the percentage of salary of the PI on this project. • Zero Effort Explanation • If percentage of salary requested is less than percent of effort committed, please indicate the budget number where the difference will be charged, and explain the difference.
Personnel Section (cont.) • Additional PersonnelAdd ALL JHU “Key Personnel” on the project. • Specify role of additional key personnel • Co-Investigator • Other Personnel • Complete required fields for additional key personnel • Social Security number • Percent effort on this project • Percentage of salary on this project • Zero Effort Explanation (Ifpercentage of salary requested is less than percent of effort committed, indicate budget number where the difference will be charged, and explain the difference.) • After completion, click the Menubutton located at the top of the page. The Menu screen shows the Personnel section is completed. Proceed to another section.
General Project & Sponsor Data Section • The following fields are automatically populated: • Project Department Code • Project Title • Sponsor Name • Sponsor Type • Program Announcement number (if responding to a PA/RFA) • Due at Sponsor • Type of Proposal • Current CUFS number • For revised or continuation applications, enter the current CUFS number associated with the project. • Sponsor Type • Select whether the Sponsor is Federal, State, or Other. • Sponsor Address • Enter the sponsor address. If commercial and address is unknown, provide contact name and phone number. • CFDA No (Catalog of Federal Domestic Assistance – located in an RFA or PA. If not listed, leave blank) • Sponsor Grant/Contract number • Enter project ID number (if not a New application).
General Project & Sponsor Data Section (cont.) • Type of Project. Select type of project. • Grant • Project designed by PI. • Contract • An agreement between two or more parties, usually for acquiring property or services, for the direct benefit of the sponsor. • Co-Op Agreement • Financial assistance similar to a grant, but where the sponsor has substantial involvement in the research project. May also be called a Memorandum of Understanding (MOU). • IPA • Intergovernmental Personnel Act (salary transfer agreement). • Subaward • If subaward is selected, provide prime sponsor’s name. • Unknown
General Project & Sponsor Data Section (cont.) • Project Purpose. Select ONE of the following: • Research • Training (e.g. Fellowships, Career Development Awards and Institutional Training Grants). • Other (e.g. equipment and conference agreements, commercial). • Type of Activity. Check the box/boxes on the list that pertain to the project.
General Project & Sponsor Data Section (cont.) • JHU Contact • Enter the name of the individual to be called for proposal questions and/or proposal pick-up. (NOTE: A phone number or email address is a required field.) • Project Location • Select whether the project will take place “On” or “Off” campus. • If the project will be located at both “On” and “Off” campus locations, add another location and complete the required information for the additional location. • Enter the Description • This is the location where the project will take place. • Comments • Enter any comments relating to the project that will be useful during review. (Note: This section will also be used for comments related to Cost Sharing/Matching on the “Budget” section.) • Click the Menubutton located at the top of the page. The Menu screen shows the General section is completed. Proceed to another section.
Budget Section • Multiple Accounts • Answer “Yes” or “No” • Answer “Yes” if project is awarded, the project will require additional budget numbers (i.e., master and allocation accounts). • Answer “No” if only one budget number is required. • Cost sharing or matching? • Answer “Yes” or “No”. Describe Cost sharing/matching under “Budget” comments section. • The University has four methods of accounting for cost sharing: A) Cost Sharing Using the Effort Reporting System (ERS) where the department is paying an individual directly on a non-sponsored account, but their effort is related to a specific sponsored activity; B) Cost Sharing Transferred to a Non-Sponsored Account where the sponsored account is being directly charged and a portion of the costs are transferred to a non-sponsored account; C) Cost Sharing Charged Directly to a Non-Sponsored Account where a non-sponsored account is set up in conjunction with the sponsored account; and D) Cost Sharing for Sponsored Capital Projects. • http://www.controller.jhu.edu/policies.htm
Budget Section (cont.) • First Budget Period • Enter project to/from dates and dollar amounts. • Total Project Period • Enter project end date and dollar amounts. • (NOTE: The total will be listed on the printed Circulate PDF). • F&A Rate:Select one of the following: • MTDC: modified total direct costs (less certain excluded items by negotiation agreement or by sponsor policy) (may excludes items such as equipment, patient care, major alterations, etc). • TDC: total direct costs of a project (e.g. commercial agreements). • TR: training project (8% IDC). • SALW: salary and wage base only project. • On Campus/Off Campus Rate • Enter the appropriate IDC rate used for the project (Enter the rate that is effective on the firstt day of the first budget period). • Click the Menubutton located at the top of the page. The Menu screen shows the Budget section is completed. Proceed to another section.
Compliance Section ALL questions are to be answered “Yes” or “No”. If “Yes”, complete the required field information.
Compliance Section • Question # 1:Financial interest • For guidance, see section C on the following web address. http://www.hopkinsmedicine.org/faculty_staff/policies/facultypolicies/conflict_interest