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 ====================================================================== 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 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) ====================================================================== The materials in this message are private and may contain Protected Healthcare Information or other information of a sensitive nature. If you are not the intended recipient, be advised that any unauthorized use, disclosure, copying or the taking of any action in reliance on the contents of this information is strictly prohibited. If you have received this email in error, please immediately notify the sender via telephone or return mail. ====================================================================== 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 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 The information in this e-mail is intended only for the person to whom it is addressed. If you believe this e-mail was sent to you in error and the e-mail contains patient information, please contact the Partners Compliance HelpLine at http://www.partners.org/complianceline . If the e-mail was sent to you in error but does not contain patient information, please contact the sender and properly dispose of the e-mail. ====================================================================== 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) ======================================================================
