Re: RESADM-L Digest - 21 Mar 2011 to 22 Mar 2011 (#2011-67) Monica VanBuskirk 24 Mar 2011 12:53 EST

Hi Charlie,

I'm lucky to have a Systems Administrator that regularly reminds the PIs that she wants nothing to do with their passwords and the liability that it entails. She directs them to the "forgot password" link and gives tips on creating/remembering good passwords. This makes it painful enough that they keep track of it somewhere and reinforces a culture of not giving out passwords.

When I see that a PI in my department has eSNAP or know that JIT is coming up, I email them step-by-step directions to delegate me, then go in and do the majority of the administrative work (or all of it in the case of the JIT). Once that's done, I arrange a 15-minute meeting with them to walk them through uploading the research report (for eSNAP) and routing it to the SO. While it's a task that makes them grumble about navigating yet another research platform, they do know how to get their reviewers comments, and they realize the maze that I'm usually navigating on their behalf, so that's a nice perk.

Best of luck!
Monica

Monica VanBuskirk
Program Manager
MGH Institute for Technology Assessment
 
Email: xxxxxx@mgh-ita.org
Phone: (617) 724-1583
Fax: (617) 726-9414
Web: www.mgh-ita.org

------------------------------

Date:    Tue, 22 Mar 2011 19:25:05 +0000
From:    Charles Hathaway <xxxxxx@EINSTEIN.YU.EDU>
Subject: NIH JITsubmissions;eSNAP Routing

The last time I posed this question, I took the approach of trying to organize a mob of RESADMers to storm NIH and demand stuff.  And no one seemed interested.  This time I'll try something different.

Facts (?)

1) At no time during the preparation and submission of a NIH competing application is the PI required to log into Commons and do anything. Aside from getting scores and critiques, there is always someone else who can perform the necessary functions.

2) However, in order to upload JIT documents or route an eSNAP application to the SO for final submission, or upload MYPR documents, the PI's username and password are required.

Question: Assuming that administrators/assistants help many PIs with much grant administration, how do these people at your institution deal with these JIT and eSNAP chores?

Do they ask the PI to do it? (Waste of PI time)

Do they login using the PI's password?  (Often gives access to confidential info)

Do you let each PI decide how to handle this?

Thanks

Charlie Hathaway

***********************************************
Charles B. Hathaway, Ph.D.
Director, Office of Grant Support
Albert Einstein College of Medicine of Yeshiva University
1300 Morris Park Avenue
Bronx, NY 10461
718.430.3642  phone
718.430.3198  fax
xxxxxx@einstein.yu.edu

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 Instructions on how to use the RESADM-L Mailing List, including
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 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)
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------------------------------

Date:    Tue, 22 Mar 2011 13:35:02 -0600
From:    "Holmberg, Janet" <xxxxxx@LRRI.ORG>
Subject: Re: NIH JITsubmissions;eSNAP Routing

For e-SNAPS I go into the Commons and give myself I believe it is called
Delegate permission for that PI in question.  With that I can log into
the Commons using my account info, access the e-SNAP info, and fill it
all out/upload info.  Then I have the PI review what I've uploaded,
change the PI/my permissions back to usual, and submit as Authorized
Official.  I work at a fairly small non-profit and I am basically the
only one in sponsored research who uses the Commons, so I have
permission to do everything from account set up to proposal submission.
This is not so easy if you have to go through several people to get the
permission levels changed.
janet

Janet Holmberg
Grants & Contracts Specialist
Lovelace Respiratory Research Institute
505 348-9507

-----Original Message-----
From: Research Administration List
[mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Charles Hathaway
Sent: Tuesday, March 22, 2011 1:25 PM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] NIH JITsubmissions;eSNAP Routing

The last time I posed this question, I took the approach of trying to
organize a mob of RESADMers to storm NIH and demand stuff.  And no one
seemed interested.  This time I'll try something different.

Facts (?)

1) At no time during the preparation and submission of a NIH competing
application is the PI required to log into Commons and do anything.
Aside from getting scores and critiques, there is always someone else
who can perform the necessary functions.

2) However, in order to upload JIT documents or route an eSNAP
application to the SO for final submission, or upload MYPR documents,
the PI's username and password are required.

Question: Assuming that administrators/assistants help many PIs with
much grant administration, how do these people at your institution deal
with these JIT and eSNAP chores?

Do they ask the PI to do it? (Waste of PI time)

Do they login using the PI's password?  (Often gives access to
confidential info)

Do you let each PI decide how to handle this?

Thanks

Charlie Hathaway

***********************************************
Charles B. Hathaway, Ph.D.
Director, Office of Grant Support
Albert Einstein College of Medicine of Yeshiva University
1300 Morris Park Avenue
Bronx, NY 10461
718.430.3642  phone
718.430.3198  fax
xxxxxx@einstein.yu.edu

======================================================================
 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)
======================================================================

======================================================================
 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)
======================================================================

------------------------------

Date:    Tue, 22 Mar 2011 14:56:09 -0500
From:    Susan E Morris <xxxxxx@NORTHWESTERN.EDU>
Subject: Re: NIH JITsubmissions;eSNAP Routing

Hi Charlie,

For eSNAPs, administrators here generally use the ASST function to
complete most of the data entry. The PI just needs to review, add a few
finishing touches, and push the button to route to SO. I think this is a
reasonable requirement and my department's faculty are willing to take
these minimal steps. After all, they should really be the ones who write
the narrative component, know whether they've invented anything new, etc.

JIT is different from the eSNAP because a PI adds little or no value to
a JIT -- I doubt he's familiar with the intricacies of his
collaborators' OS. The submission process here depends entirely on the
grants officer handling the submission at our sponsored research office.
Some are willing to upload and submit the information if I send it to
them. Others require that the PI log in and upload/route the information
himself. I prefer the former because OSR administrators are going to be
more knowledgeable about Commons than the PI, and because I think it's
just good customer service to take small administrative tasks off the
PI's hands whenever possible. Of course, the SO's resources are limited
like everyone else's, and they have to make trade-offs somewhere.

As for using the PI's login... I can't say that it's a best practice, or
that I would choose it myself, but there are definitely PIs who would
rather give away their passwords than be required to do administrative
work. When you provide a human being with several flawed options and no
ideal ones, you can't expect him to choose the least bad option all of
the time.

Susan

Charles Hathaway on 3/22/2011 2:25 PM:
> The last time I posed this question, I took the approach of trying to organize a mob of RESADMers to storm NIH and demand stuff.  And no one seemed interested.  This time I'll try something different.
>
> Facts (?)
>
> 1) At no time during the preparation and submission of a NIH competing application is the PI required to log into Commons and do anything. Aside from getting scores and critiques, there is always someone else who can perform the necessary functions.
>
> 2) However, in order to upload JIT documents or route an eSNAP application to the SO for final submission, or upload MYPR documents, the PI's username and password are required.
>
> Question: Assuming that administrators/assistants help many PIs with much grant administration, how do these people at your institution deal with these JIT and eSNAP chores?
>
> Do they ask the PI to do it? (Waste of PI time)
>
> Do they login using the PI's password?  (Often gives access to confidential info)
>
> Do you let each PI decide how to handle this?
>
>
> Thanks
>
> Charlie Hathaway
>
>
>
> ***********************************************
> Charles B. Hathaway, Ph.D.
> Director, Office of Grant Support
> Albert Einstein College of Medicine of Yeshiva University
> 1300 Morris Park Avenue
> Bronx, NY 10461
> 718.430.3642  phone
> 718.430.3198  fax
> xxxxxx@einstein.yu.edu
>
>
> ======================================================================
>   Instructions on how to use the RESADM-L Mailing List, including
>   subscription information and a web-searchable archive, are available
>   via our web site at http://www.healthresearch.org (click on the
>   "LISTSERV" link in the upper right corner)
> ======================================================================
>

--
------------------------------------------------------------------------
Susan Elizabeth Morris
Research Administrator
Biomedical Engineering
2145 Sheridan Rd, Tech M328
Phone: 847/491.7341
Fax: 847/491.4928
Email: xxxxxx@northwestern.edu
http://ra.mccormick.northwestern.edu

======================================================================
 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)
======================================================================

------------------------------

Date:    Tue, 22 Mar 2011 14:59:45 -0500
From:    "Carril, Matthew" <xxxxxx@NEURO.WUSTL.EDU>
Subject: Re: NIH JITsubmissions;eSNAP Routing

We let our PI's decide in the Department of Neurology, and I would assume across the university.  Almost all of my PI's have delegated authority to me, save for a couple want to see all of the work themselves.  The delegation setup is pretty simple and they only have to do it once to cover all of their grants, so I haven't had many complaints regarding the process.  We generally discourage them giving us their passwords unless it is an "emergency" and they can't access their account to delegate.  This has only happened once that I can remember.

Thanks

Matt Carril, Project Manager
Washington University School of Medicine
Department of Neurology
Phone: (314) 362.3971 | Fax: (314) 362.2596
Email: xxxxxx@neuro.wustl.edu

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Charles Hathaway
Sent: Tuesday, March 22, 2011 2:25 PM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] NIH JITsubmissions;eSNAP Routing

The last time I posed this question, I took the approach of trying to organize a mob of RESADMers to storm NIH and demand stuff.  And no one seemed interested.  This time I'll try something different.

Facts (?)

1) At no time during the preparation and submission of a NIH competing application is the PI required to log into Commons and do anything. Aside from getting scores and critiques, there is always someone else who can perform the necessary functions.

2) However, in order to upload JIT documents or route an eSNAP application to the SO for final submission, or upload MYPR documents, the PI's username and password are required.

Question: Assuming that administrators/assistants help many PIs with much grant administration, how do these people at your institution deal with these JIT and eSNAP chores?

Do they ask the PI to do it? (Waste of PI time)

Do they login using the PI's password?  (Often gives access to confidential info)

Do you let each PI decide how to handle this?

Thanks

Charlie Hathaway

***********************************************
Charles B. Hathaway, Ph.D.
Director, Office of Grant Support
Albert Einstein College of Medicine of Yeshiva University
1300 Morris Park Avenue
Bronx, NY 10461
718.430.3642  phone
718.430.3198  fax
xxxxxx@einstein.yu.edu

======================================================================
 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)
======================================================================

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 Instructions on how to use the RESADM-L Mailing List, including
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 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)
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------------------------------

Date:    Tue, 22 Mar 2011 21:14:22 +0000
From:    Charles Hathaway <xxxxxx@EINSTEIN.YU.EDU>
Subject: Re: NIH JITsubmissions;eSNAP Routing

Thanks for all the on/off list replies.

Note I was incorrect re JIT: the SO can upload (and of course submit) JIT documents.  Many OSPs handle the upload for the PIs/dept as part of their review.

For eSNAP, most institutions appear to employ what works and is acceptable by the individual PI.

[I still think a little IT tweaking by eRA Commons would improve things.]

CH

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Holmberg, Janet
Sent: Tuesday, March 22, 2011 3:35 PM
To: xxxxxx@lists.healthresearch.org
Subject: Re: [RESADM-L] NIH JITsubmissions;eSNAP Routing

For e-SNAPS I go into the Commons and give myself I believe it is called
Delegate permission for that PI in question.  With that I can log into
the Commons using my account info, access the e-SNAP info, and fill it
all out/upload info.  Then I have the PI review what I've uploaded,
change the PI/my permissions back to usual, and submit as Authorized
Official.  I work at a fairly small non-profit and I am basically the
only one in sponsored research who uses the Commons, so I have
permission to do everything from account set up to proposal submission.
This is not so easy if you have to go through several people to get the
permission levels changed.
janet

Janet Holmberg
Grants & Contracts Specialist
Lovelace Respiratory Research Institute
505 348-9507

-----Original Message-----
From: Research Administration List
[mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Charles Hathaway
Sent: Tuesday, March 22, 2011 1:25 PM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] NIH JITsubmissions;eSNAP Routing

The last time I posed this question, I took the approach of trying to
organize a mob of RESADMers to storm NIH and demand stuff.  And no one
seemed interested.  This time I'll try something different.

Facts (?)

1) At no time during the preparation and submission of a NIH competing
application is the PI required to log into Commons and do anything.
Aside from getting scores and critiques, there is always someone else
who can perform the necessary functions.

2) However, in order to upload JIT documents or route an eSNAP
application to the SO for final submission, or upload MYPR documents,
the PI's username and password are required.

Question: Assuming that administrators/assistants help many PIs with
much grant administration, how do these people at your institution deal
with these JIT and eSNAP chores?

Do they ask the PI to do it? (Waste of PI time)

Do they login using the PI's password?  (Often gives access to
confidential info)

Do you let each PI decide how to handle this?

Thanks

Charlie Hathaway

***********************************************
Charles B. Hathaway, Ph.D.
Director, Office of Grant Support
Albert Einstein College of Medicine of Yeshiva University
1300 Morris Park Avenue
Bronx, NY 10461
718.430.3642  phone
718.430.3198  fax
xxxxxx@einstein.yu.edu

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 Instructions on how to use the RESADM-L Mailing List, including
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 via our web site at http://www.healthresearch.org (click on the
 "LISTSERV" link in the upper right corner)
======================================================================