eBRAP Helpdesk Slides.pdf

Electronic Biomedical Research Application Portal - eBRAP

INTERFACE GUIDE FOR HELPDESK AND OPERATIONS

The functionality and user interfaces presented in this document are current as of November 2020. Ongoing enhancements are in process which will result in changes.

Attachment 08 eBRAP – Helpdesk Contents

• Homepage / Log-in screen

• Navigation

• Funding Opportunity Set-up

• Iterative Review Set-up

• Notifications

• Grant Application Processor (GAP)

• Compliance

• Award Management

• Organizational Approval

• User Profile Edit

• Organization Profile Edit eBRAP – Homepage/Login

• Log-in screen

• Helpdesk credentials associated with account eBRAP – Helpdesk Navigation

•Once logged in with helpdesk credentials, a navigation bar specific for helpdesk operations will appear.

•Additional Helpdesk tools and reports are available from the Summary section.

Funding Opportunity Set-up: Creation •Funding opportunity set-up within eBRAP is highly configurable and may differ based on the needs of each submission option.

Funding Opportunity Set-up:

General Information

• Basic questions and field entry are available. The data selections drive the configuration and general set-up for each individual funding opportunity.

Funding Opportunity Set-up: Configuration

• Once a funding opportunity is established, additional configurations and refinement are available including:

General Information

Research Classifications

Compliance Information

Document Types

Compliance Checklist

File Concatenation

File Upload

Research Classifications

• Each funding opportunity can have any number of customizable sets of research classification codes or code hierarchies.

Codes include Congressionally specified topic, focus, or program-specific configurations based on the needs defined by the organization and program.

Research Classification hierarchy description

Research Classification hierarchy description

Research classification hierarchy descriptions first level

Research Classification hierarchy description

Research classification hierarchy descriptions second level

Research Classification hierarchy description

Research classification hierarchy descriptions third level

Research classification hierarchy descriptions fourth level

Fourth level research classification hierarchy. Codes and descriptions

First Area of Encouragement description Second Area of Encouragement description Third Area of Encouragement description Fourth Area of Encouragement description Fifth Area of Encouragement description

Compliance Information

• Compliance Information configuration capabilities within eBRAP allow the definition of distinct points of contact and other high-level process definitions that may occur throughout the funding opportunity lifecycle.

List of user names to choose from appear here for selection

The selected user(s) appear here

Document Types

• eBRAP’s customization capabilities allow for various file types and categories to be designated in the document types section. These configurations are tailored for the needs of each funding opportunity.

Compliance Checklist

• The compliance checklist configuration will designate eBRAP’s automated document checks for each funding opportunity.

File Concatenation

• The file concatenation section allows the user to designate and group file attachment submissions into a single file or document package for a given funding opportunity. These concatenated document formats better support upcoming tiered review processes.

Funding Opportunity Set-up: File Upload

• Last in the funding opportunity set-up, the file upload section allows for document upload(s) that may be specifically tied to a given funding opportunity.

Iterative Review Set-up

• During the set-up of a funding opportunity, eBRAP provides functionality to set iterative reviews.

Notifications: Posting of Invitation Lists

• Regular notifications are an essential communication tool within eBRAP providing support for each funding opportunity.

• eBRAP supports timely notifications to Principal Investigators (PI) for display within the system and is achieved by upload of Invitation lists.

This mechanism posts various types of Invitation Letters to eBRAP available to the PI.

PRG

Notifications: Posting of Funding Statuses

• Further notification capabilities within eBRAP to support posting of Funding Statuses.

• Supported capabilities include post notification files (summary statements, funding letters, etc…) to corresponding applications as well as automated update of the records’ status. Email notifications are built into the process which notify PI’s to check their eBRAP account for any status changes.

GB2100X

GB2200X

GB2300X

Grant Application Processor (GAP)

• eBRAP’s Grant Application Processor (GAP) provides a system-to-system interface with Grants.gov to retrieve full application packages and pair them with the corresponding eBRAP record.

• Options available within the

GAP:

• Run “GAP Commands”

• Obtain Statuses

USER NAME

• GAP processing features allow the “start” and “stop” functions to the Grants.gov system-to-system interface for each applicable funding opportunity.

• Additional communications with Grants.gov to retrieve the status of each funding opportunity or package.

USER NAME

• The status for the funding opportunity and individual package information are displayed.

USER NAME

XX

XX

XX

XX

XXX

XX

• Further reporting information and filtering capabilities are available for each funding opportunity within the “GAP log” Helpdesk section.

• Message examples at Grants.gov regarding system-to-system transfers.

BG20XX01

TEST

XYZ000

XYZ000

Compliance: Monitor/Assign Applications

• Various modules within eBRAP are available to support compliance for funding opportunities. These modules are used by different user roles throughout the compliance process.

• Within the Compliance section, the Monitor/Assign Applications is completed by logging into eBRAP with and account with role of “Administrative Reviewer”.

Last, First (SR)

Last, First (SR)

Last, First (SR)

Manager, Prog

Manager, Prog

Manager, Prog

Last, First (KO)

Last, First (KO)

Last, First (KO)

Compliance: Monitor/Assign Applications

• Capabilities are present to filter for the funding opportunity and assign reviewers to the applications.

• Assignments can be made both individually or in bulk.

Compliance: Monitoring Assignments

• The Monitoring Assignments module shows the review milestones and percentage complete.

• The scale to the right keeps a tally of the status of each application throughout the review process.

Compliance: Overview

• The Overview displays which applications are completed for a funding opportunity and which ones are still in review.

• Once all applications have completed, a date will display under the “Push to PM Date”, when clicked on, the applications that are applicable will be available for the Program Manager for review.

Compliance: Overview

• The My Assignments tab displays a list of applications (per funding opportunity) assigned to the individual reviewer logged in. This view is consistent among Administrative Reviewers, Program Managers and Contract Officers.

• The number displayed next to the title displays the total number of applications which could span multiple funding opportunities.

Sarah Tester

Compliance: Post Compliance

• The Post Compliance tab displays all applications that have completed compliance review. All applications will have a decision of ‘compliant’ or ‘not compliant’ and are listed according to funding opportunity.

• Filtering options are available

Compliance: Reports

• The Reports tab displays for all users logged into eBRAP with a ‘reviewer’ role showing the data generated and filtered based on the funding opportunity selected.

Compliance: Reviews

• The Reviews section provides capabilities to assign a Scientific Reviewer for further review. This step would occur prior to assigning for final QC review.

• User clicks on the log number, then clicks “Request Scientific Reviewer” link under “My Recommendations”.

• The Applications section shows all the applications awaiting scientific review.

Compliance: Review Files

• The Administrative Reviewer is the only reviewer that has the functionality to delete, re-categorize, or upload a new file under the Files tab for the application.

• Administrative Reviewers decide if the application is non-compliant, adds comments, selects that radio button and upon clicking the confirm button, the application gets assigned to the Program Manager for further review.

Compliance: Non-compliant Letter

• For non-compliant applications, the non-compliant letter is generated and is sent to the Principal Investigator via their application. The letter can be viewed under the “Non-compliant” tab visible by the Administrative Reviewer, the Program Manager and the Contracting Officer.

Non-compliance letter populated with PI name, log number, project title, etc.

Award Management

• Helpdesk access to facilitate Award Management activities is available through the “Info Finder” tool.

• Capability exists to locate an award in multiple ways by searching the Principal Investigator, Organization, Funding Opportunity or by the specific application log number. TE200001

TE200001 Smith, First Name Test Award Mechanism XXX

Award Management: Summary •Helpdesk access to an award record provides entry to the following sections filled out by the Principal Investigator:

Summary Required Award Info Animal Use Documents Human Use Documents Human Cadaver Use Documents Human Anatomical Substance

Documents Optional Safety and Environment

Documents Administrative and Revised

Documents Technical Reports

Testing Application Title

GRANT123456789

W81XWH-19-S-TEST

Sarah Test David Test

Test Labs LLC

Test award mechanism

Dr. Science Officer SO@test.mil

BGX0001

Award Management: Required Award Info

• Basic information about the award is collected in the Required Award Information section.

The helpdesk has administrative access to all of the fields filled out.

Award Management: Required Award Info

• Continuation of Required Award Information provides further data entry including document collection of support files which are needed to facilitate making the award.

Test Subcontractor

John Test

TESTER1

TESTER1

TESTER1

TESTER1

TESTER1

TESTER1

Amanda Test, Amanda Test, Amanda Test, Amanda Test, Test Smith, Test Smith, Test.pdf

Test.pdf

Test.pdf

Test.pdf

Test.pdf

Uni

Test University

Award Management: Animal Use Documents •Helpdesk access for Animal Use Documents section provides administrative access to any animal use documents uploaded to support the research.

• Any DoD-funded research involving animals, human subjects, anatomical substances, or cadavers must be reviewed and approved by the DoD Office of Research Protections prior to starting. This interface facilitates that collection.

Award Management: Human Use Documents •Helpdesk access for Human Use Documents section provides administrative access to any human use documents uploaded to support the research.

• Any DoD-funded research involving animals, human subjects, anatomical substances, or cadavers must be reviewed and approved by the

Award Management: Human Cadaver Documents •Helpdesk access for Human Cadaver Documents section provides administrative access to any human cadaver documents uploaded to support the research.

• Any DoD-funded research involving animals, human subjects, anatomical substances, or cadavers must be reviewed and approved by the

Award Management: Human Anatomical Substances Documents •Helpdesk access for Human Anatomical Substances Documents section provides administrative access to any human anatomical substance documents uploaded to support the research.

• Any DoD-funded research involving animals, human subjects, anatomical substances, or cadavers must be reviewed and approved by the DoD Office of Research Protections prior to starting. This interface facilitates that collection.

Award Management: Optional Safety and Environment Documents •Helpdesk access for Optional Safety and Environment Documents section provides administrative access to any safety and environment documents uploaded to support the research.

Award Management: Administrative and Revised Documents •Helpdesk access for Administrative and Revised Documents section provides administrative access to any other documents uploaded to support the research.

Dr. Test Officer SO@test.mil

Award Management: Technical Reports

• Helpdesk access for Technical Reports section provides administrative access to any technical report documents uploaded to support the research.

Organization Approval

• Users can create and register organizations within eBRAP. When information is entered, the helpdesk must verify and approve the organization to complete the registration process.

• Helpdesk users can view organizations that are pending approval.

• A Helpdesk user can accept or decline an organizations invitation as well as modify basic information through the Organization section.

Ms. Test Representative test2@mail.com test@email.com

Dr. Test Investigator

User Profile Edit

•Within the “Info Finder” tool, perform a search of a user to locate a record for editing.

Test, Investigator

Test, Rep

Test, User

TESTER1

TESTEREP21

USRACCT

Application Records

User Profile Edit

• eBRAP provides the capability to edit a users organization, change their account role or align or remove the organization from applications.

Investigator Test

123 Test Street Frederick, MD 21702

123-456-7890 tinvestigator@test.com

1234560

TESTUSER1

Investigator Test

Investigator Test

Investigator Test

TE200001 Testing Application Title

Organization Profile Edit

• eBRAP provides the capability to edit organization information details as well as deactivate and remove applications from the organization.

Test

Test

123 Street Name Testing, MD 11111

(111)111-1111 (222)222-2222 test@testUniversity.com

0XXXX11

IXXXX

000000 0000000

Test

0XXXX11

IXXXX

000000

0000000

0XXXX11Test University Test University

Second Testing University Second Testing University

123 Street Name Testing, MD 11111

321 Street Name Testing, VA 00000

00XXX10

Testing

MD

123 Stre

000000

Test