eSRA System updates implemented January 24, 2020:

New Functionality - Employee-Affiliated Companies

To fill an institutional risk, functionality is added to identify sponsors in eSRA that have known employee affiliations.  The following updates were made:

• Updated the New Sponsor Request activity to add questions about employee affiliations.

• Updated Company Profile, View 1.0 - Sponsor Identification, to add questions about employee affiliations.

• New activities on the Company Profile Workspace to add or edit employee affiliations.

• Display of affiliations on View 4 of proposals.

• Notifications to the COI role at RIIO when affiliations are identified.

• COI review required if direct or prime sponsor, or lead organization has employee affiliations.

Details of this new functionality is included in the updated Sponsor Desk Guide.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, December 20, 2019)

Supplemental Info by Topics page

Updated the following Desk Guides to incorporate new functionality related to Employee-Affiliations.

• Sponsor Desk Guide 

• DOE Direct Overview Desk Guide 

• DOE Direct Proposal Desk Guide

• CRADA Desk Guide

• Gifts Desk Guide

Forms page

• Updated LBNL Reps & Certs document that incorporates questions related to Employee-Affiliated Companies.

If you have questions or concerns, please contact eSRAHelp@lbl.gov 

The eSRA Team

Please remember to clear the cache on your browser to obtain the best operations for system updates.

eSRA System updates implemented December 20, 2019:

System Updates

•  ‘New Submission’ button has been removed from the PI Dashboard.  It was never intended for the PI to be able to start a proposal without the training, policy, and technical expertise of the Resource Analyst.

• All fields on the Company Profile are editable by the Sponsor Administrator only after the Company Profile has been approved.

• By request from IPO, the Tech Transfer notification has been removed from the ‘Division Approve for NIH’ activity.

• New account for email: Export Control to be used with ‘Email Proposal Team’ or ‘Email Award Team’ similar to the various ‘Help’ email accounts.

• New field for the ORCID has been added to the Researcher Profile based on new NIH requirements going into effect January 2020.

SPO Enhancements

• FAC Wavier updates including minor changes to the DOE tab in the proposal workspace and updated language on the email notification to BASO.

Reports/Custom Queries

• New custom query called Mod Status Report available on the Dashboard for Resource Analysts and Contracts Officers that provides information about modifications not yet approved.  Questions about this query can be directed to Cynthia Sylvester.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, November 8, 2019)

Curriculum for Contracts Officer page

• Modification Types - QR5902 to clarify usage of the ‘Request to Change Start Date’ modification type

Forms page

• CRADA COI Form and CRADA COI Word Merge documents were updated based on changes to Contract 31 clause I.92(n)(5).  

If you have questions or concerns, please contact eSRAHelp@lbl.gov 

eSRA System updates implemented November 8, 2019:

System Updates

• The Administration activity is updated to include a comments field to improve documentation of the file when the help desk makes changes.

• Sensitive Countries link updated on View 7.0-PIN-F to reflect the change in website location of that information due to reorganizations at LBNL.

• Updated security to remove role security conflicts on PI Approve Change of PI activity so a Division Reviewer can approve on behalf of PIs not available to relinquish their awards.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, August 27, 2019)

Supplemental Info by Topics page

• CRADA Desk Guide for eSRA to update modification processing information to add time and in-kind contributions.

• SPO Admin Desk Guide - Award Closeouts & Admin Tasks to specify Division can approve closeouts on behalf of PI no longer at The Lab.

If you have questions or concerns, please contact eSRAHelp@lbl.gov 

The eSRA Team

Dear eSRA Users,

Please remember to clear the cache on your browser to obtain the best operations for system updates.

New eLearning modules were posted for DOE.  These are required courses for new Resource Analysts, but experienced Resource Analysts might want to re-take the classes as a refresher.  Each is less than ½ hour. The direct links are provided here:

• eSRA 6907 Project Creation

• eSRA 6900 DOE Direct Overview

eSRA System updates implemented August 27, 2018:

SPO and/or BASO Enhancement Requests

• Updated the Foreign Work Analysis Template to include the contact information provided in View 7.0-PIN-F of the proposal.

• Updated proposal branching and institutional approval requirements to include View 7.0-PIN-F for foreign proposals if the direct or prime sponsor is foreign.  

• If the direct sponsor is domestic, but the prime sponsor is foreign, the RA/PI will need to answer questions on both the foreign and domestic Views.

• Foreign review by BASO will be set to ‘Pending Request’ if either the direct or prime sponsor is foreign, and all related activities will be available to the SPO CO and BASO approvers.

• A new display-only question is added to View 6.8 to display separately whether the direct or prime sponsor is foreign based on their set-up in the Company Profile.

• [Note: Export Control review is not affected.  Export Control began approving both direct and prime sponsors last year.]

• Updated activity names from BSO to BASO including the text of the activity, and where applicable, updated IPO to SPO on those same activities.

• Updated some roles and dashboards from BSO to BASO.

System Updates

• To fix an approval routing bug reported by the Budget Office, we’ve updated the Bridge process to default the policy exception answer for the Contracts Officer based on the information provided by the RA when making the request.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, July 24, 2019)

Supplemental Info by Topics page

• SC Program AD POC List for Foreign Sponsored Work (new)

• Updated the following Desk Guides for the following organizational name changes: BSO to BASO, Homeland Security to National and Homeland Security, RG and IPO to SPO

• CRADA Desk Guide for eSRA
  [also updated the final closeout process to reflect the current practices at SPO and RCO]

• DOE Direct Annual Budget Formulation Desk Guide for eSRA

• DOE Direct Overview Desk Guide for eSRA

• DOE Direct Project Creation Desk Guide for eSRA

• DOE Direct Proposal Desk Guide for eSRA
  [also updated to: 1) remove NNSA details and refer users to the NNSA Desk Guide, 2) added info about requesting signed FWP in the section regarding re-opening the proposal for DOE-Requested changes, 3) added details for the RA about re-opening Office of Science proposals for DOE-requested changes]

• Gifts Desk Guide

• NNSA Proposal Desk Guide for eSRA

• PI Change Desk Guide for eSRA
  [also added detailed instructions for the Division Reviewer if approving on behalf of the relinquishing PI]

• SPO Admin Desk Guide - Award Closeouts & Admin Tasks

• Sponsor Desk Guide for eSRA

If you have questions or concerns, please contact eSRAHelp@lbl.gov 

The eSRA Team

eSRA System updates implemented July 24, 2018:

DOE Direct Stabilization Items

• Removed all Deliverable-related activities from DOE Projects.

• Removed Request DOE Eligibility Letter and Create Revised FWP activities from Project Creation proposal types.

• Updated the properties for proposals in the Placeholder Submitted state so the proposal is not editable.

• Stabilized the DOE Eligibility Letter and FWP statuses on the Activities tab.

• Updated the RA Dashboard Proposals tab to include proposals in all the newly introduced DOE states.

SPO and/or BASO Enhancement Requests

• Updated the JWS template to replace Elsie Quaite-Randall with Todd Pray.

• Updated DOE Eligibility Letters to add the FP# in the subject line for reference.

System Updates

• Marked LBNL Award Types F6-Federal DOD CMRP-Trng/Flwshp and F8Federal DOD CMRP ? Career Deve inactive for selection.  (Those are grant-type awards and DOD now only award Interagency Agreements.) 

• Added notification to the Create New Sponsor activity so all members of the Sponsor Administration team in the Budget Office know when a new sponsor is created.

• Updated workflow for new F9-DOD Weapons Activities award to include CA Review.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, June 7, 2019)

FAQ and Troubleshooting page

• All FAQs were reviewed for current relevancy.

• Organization changes were made to remove duplicated information:

• DOE Proposals and Funding Proposals were combined into the following:
  Proposals
  Proposal Workflow
  People & Roles

• PI Set-up was incorporated into the new broader section for People & Roles

• Other was eliminated with the information moved into other sections

• One new section was created:

• Navigation

Supplemental Info by Topics page

• Proposals to NETL QR5040 .pdf (updated)

• Homeland Security Proposals QR5041 (removed - obsolete; see NNSA Desk Guide for eSRA)

• National and Homeland Security Burden Agencies QR2031.pdf (169k) - added FEMA to the list

• NNSA Proposal Desk Guide for eSRA.pdf  (new)

• Request Additional Advance QR5905.pdf (new - replaces Advances on Amendments QR6505)

• Sponsor Desk Guide for eSRA.pdf (updated to add details relevant to the Sponsor Administrator data entry details)

If you have questions or concerns, please contact eSRAHelp@lbl.gov 

The eSRA Team

eSRA System updates implemented June 7, 2018:

DOE Direct Stabilization Items

• Updated and renamed BASO Review of Letter Complete to remove the FWP from this activity since it is not sent on to the BASO Proposal Approver.

• Removed Request DOE Eligibility Letter from the Pending NHS Submission and NHS Requesting Changes states by request from the National and Homeland Security Officer.

• Updated and renamed Request Nat’l and Homeland Security activity.

• Updated and renamed Approve Nat’l and Homeland Security to make it available in more scenarios by request from the National and Homeland Security Officer.

• Updated Approve NEPA-CEQA to make it available in all states.

• Updated Lab Counsel Approves Foreign Sponsor to make it available in all states.

• Updated Proposal Preparation Complete for Project Creation proposal to improve the validation for the NEPA/CEQA questions, when required.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, May 17, 2019)

Supplemental Info by Topics page

• DOE Direct Project Creation Desk Guide for eSRA (Updated to emphasize NEPA/CEQA Requirements)

• Sponsor Desk Guide for eSRA (new)

• Removed Request New Sponsor Revised (PowerPoint) - obsolete

• Removed Various Sponsors QR2053 - incorporated into Desk Guide

• Removed Reps & Certs QR2052 - incorporated into Desk Guide

• Removed old PowerPoint presentations (replaced with Quick Reference Sheets or eSRA Help Text)

• Advanced Searching and Filtering

• Award Modification - Carryover Funds Between Awards

• Award Modification - Carryover within single Award

• Award Modification - Request to End Early

• Award Modification - When, Why, How

• Award Relationships - Parent and Child Awards

• Award Relationships

• Bridge Requests (eSRA Status Report)

• Deliverables for Staff (eSR5320)

• Email Strategy for Retirements

• ESRA in Cognos

• Expediting eSRA Help Requests

• FAC Waiver Incorrect on Flow-Thru

• JIT and Negotiations for Division Staff

• Log Comment for Email Team

• NEPA-CEQA Requirements

• Navigation Tips - Shortcuts

• Navigation Tips - Right Click

• Navigation Tips - Ditch the Mouse

• Navigation Tips - Where are My Proposals-Awards

• Navigation Tips - Who Got that Email

• Printing Award Information

• Project Creation - Review

• Proposals to NETL

• Request New Sponsor Revised

• Research Owning Org Unit

• Uploading Documents including Drag and Drop

• Removed the following obsolete Quick Reference Sheets and OSPIP Old Style Guides

• Adobe Forms D Information Sheet

• Discontinue Proposal Step-by-Step

• Division Review Quick Reference

• Research Teams QR5310

• Removed the following Quick Reference Sheets that were incorporated into Desk Guides

• FWP for non-OS Proposal QR6912 - see DOE Direct Proposal Desk Guide

• Grants.gov to DOE QR6910 - see DOE Direct Proposal Desk Guide

• Project Creation QR6915 - see DOE Direct Project Creation Desk Guide

If you have questions or concerns, please contact eSRAHelp@lbl.gov

The eSRA Team