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

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

eSRA System updates implemented April 19, 2018:

DOE Direct Stabilization Items

• Updated the FWP templates to fix numbering inconsistency and the grid for non-Office of Science Electronic version.

• Improved the conditional display to hide the FWP question for Project Creation and Placeholder proposals.  It is never needed for those two types of proposals.

• ‘Upload Additional Internal Documents’ now adds documents cumulatively.  

• An RA Proposal Tracking Report was added to Resource Analyst’s Dashboard.

Enhancements

• Update instructions on the ‘Request CRADA Final Report’ notification to the PI based on changes at the RCO.

• Updated the SPP help text for the final National & Homeland Security question which now autofills ‘yes’ answer for agencies identified by the National & Homeland Security office.  

Bug Fixes

• Request for COI (Conflict of Interest) review on a modification will only stop the final approval by the CO, not other approvals.

• Submit CRF to AWRC will now create and display the CRF document in the history of the proposal.

• The ‘Approve Homeland Security’ activity is now available as designed.

• Updated the SPP Proposal Workspace to remove the DOE-specific language.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, April 1, 2019)

Supplemental Info by Topics page

Note: The DOE Direct Desk Guides were updated to add information about linking orphan proposals plus minor changes as reported by end users throught the Help Desk.

• DOE Direct Annual Budget Formulation Desk Guide (updated)

• DOE Direct Proposal Desk Guide (updated)

• DOE Direct Project Creation Desk Guide (updated)

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 May 17, 2018:

DOE Direct Stabilization Items

• Conditionally hid the FWP question on View 2.9 for Placeholders and PS Project Creation proposals.

• Minor correction to the automatically created FWP documents.

• Note about DOE proposal processing removed from the SPP proposal workspace.

• Updated help text for the 4th National and Homeland Security question for SPP, M&O Contractor, CRADA, and Gift proposals to identify the new auto-fill functionality introduced with the DOE Direct line of business

• Updated the Dashboard for the DOE Proposal role to not display requests for FWP signatures.  (The FWP signature is provided by the DOE Science role.)

Enhancements

• eMail notification to the PI when requesting the Final CRADA Report updated per SPO and RCO request.  

Bug Fixes

• Invalid error message removed from the Final De-Obligation modification.

• Invalid error message removed from the Submit CRF to AWRC activity.

• COI approval, when required will process normally and only block approval of the modification if COI approval still pending.

• Uploading Additional Internal Documents will add the documents cumulatively.

• Public Statement of Work on View 2 is again a required question.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, April 19, 2019)

Supplemental Info by Topics page

• CRADA Desk Guide for eSRA (Updated)

• Gifts Desk Guide for eSRA (Updated - formatting only)

• National and Homeland Security Burden Agencies (Updated - add new agencies)

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.

eSRA System updates implemented April 1, 2019:

Major New Development for DOE Direct Proposals

• Full development for DOE Proposals (including Non-SC and Grants.gov)

• Enhancements related to the Annual Budget Call and Placeholder Proposals

• Process improvement to Project Creation proposals to capture NEPA-CEQA requirements

• More than 500 Streamlining Improvements for DOE Views and Activities

• An overview plus three step-by-step Desk Guides are posted for the new processes (see below) replacing eLearning modules

SPP, CRADA, Gifts, etc. changes resulting from new DOE Development

• View 1, question 1.f - Project Purpose moved to View 2.0 (posted help text to notify users about the change of location)

• View 1, new question 1.i.1 - All Post Award RAs

• View 2, question 2.e.1 - Project Purpose has been moved from View 1.0 and conditionally displayed only for SPP, DOE Field Offices, DOE National Labs, and CRADA proposals

• View 7.0 (PI questions) - final National and Homeland Security question will be auto-filled based on new specifications on the Company Profile provided by John Valentine.  [Note: Proposals already started and the question has been answered will not benefit from this new functionality.] If either the Direct or Prime Sponsor is part of this group, the answer will auto-fill to ‘yes’

• View 7.2.a - LBNL Buildings:  List was updated to remove buildings based on a review by Jeff Philliber

• DOE Eligibility Letters

• Request recorded on the Approvals Tab and displayed in the inbox at BASO

• New activity available for BASO to sign and route it back to the RA also updating the Approvals Tab

• Improved the instructions for use by SPP and DOE proposals

For Contracts Officers

• Updated activity for CRADA Amendments submitted to BASO to update the institutional approval tab.

• Updated the Word templates for the Directorate Gift Acceptance letters.

• Updated the Word templates for Department of Homeland Security and Federal Submission transmittal letters.

Grants.gov Applications only

• Updated mapping to resolve company name for non-LBNL locations issue.

• Updated mapping for DOE Grants.gov proposals as part of the new development.

• Improved help text in the eSRA questions to reference standard locations for data going into the Grants.gov applications.

For Official Use Only documents are being removed from historical references and replaced with a generic document referring eSRA users to the SPO CO or Manager.  Questions about this should be directed to SPO.

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, December 14, 2018)

Supplemental Info by Topics page

• Gift Desk Guide (updated) January: updated to add overview of routing process, re-formatted, and preliminary changes to the closeout process; February: final changes to the closeout process including managing gifts with negative balances, and changing IPO to SPO

• DOE Direct Overview Desk Guide (new)

• DOE Direct Annual Budget Formulation Desk Guide (new)

• DOE Direct Proposal Desk Guide (new)

• DOE Direct Project Creation Desk Guide (new)

• Type and Targets QR2008 (updated)

• States in eSRA QR2006 (udpated)

• DOE Zoom Training - PowerPoint slides will be posted after the April 2 training sessions

• DOE Annual Budget Formulation 2019

• DOE Project Creation 2019

• DOE Proposals 2019

• DOE Grants.gov 2019

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 14, 2018:

System Updates

• Changed ‘Indirect Costs’ to ‘Institutional Support Costs’ per business changes implemented by the OCFO Budget Office

• Updated the FAC waiver logic when more than one reason applies

For Resource Analysts and Contracts Officers

• New field (View 2.0) to enter time proposal is due, if other than standard close of business

For Contracts Officers

• Updated existing Transmittal Letter templates for SPO letterhead and language changes provided by SPO

• Added new Transmittal Letter template options:

• Chevron

• Chevron Amendment

• Flow through Award LBNL Subaward with FAC Waiver

• Flow through Award LBNL Subaward with FAC

• PHENIX Industrial Consortium

• Updated some standard terms and conditions for NIH

• Able to delete a term and condition selected while award is still in ‘Award Preparation’ state.

• Stabilized the request and approval statuses for Export Control and DOE Foreign

Grants.gov Applications only

• Updated Grants.gov auto-fill for new SPO address for SPP and retained OCFO address for DOE

• Performance Site address all reflect LBNL first, then location in first address line

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Informational Website (eSRA.lbl.gov) Updates: (since the last announcement, November 1, 2018)

Supplemental Info by Topics page

• Gift Desk Guide (updated for changes to closeout processes for General Accounting and Contract Accounting)

• Re-budget Modifications QR5425 (new)

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

Dear eSRA Users,

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

eSRA System updates implemented  November 1, 2018:

System Updates

• Help text updated to link to the new SPO website and Contracts Officer Assignments by

Enhancements to Export Control process

• Export Control Approval will be required if the Direct or Prime Sponsor is foreign or if any of the National and Homeland Security questions are answered ‘yes’ (including DOE-Direct proposals)

• Export Control status will be ‘Pending Approval’ instead of ‘Notified’ and approval is required before award generation for non-DOE-Direct awards.

• Request for Approval is triggered on the following activities:

• Issue CO Approval

• CO Approve Gift Proposal

• Approve for DOE Submission - Office of Science

• Approve for DOE Submission - Not Office of Science Electronic System

Enhancements to CRADA Closeout process

• Final Report closeout activities and notifications provide information for special handling of Final Reports that contain CRADA Protected Information.  The following activities contain the updates:

• Request CRADA Final Report (available to SPO Closeout Coordinator)

• Submit Final CRADA Report to SPO (available to PI)

• Submit Final CRADA Report to BSO (available to SPO Closeout Coordinator)

• Close CRADA Award (available to SPO Closeout Coordinator)

Enhancement to Salary Cap process

• Activity: Request Over Salary Cap Approval updated to reference the new form created and required by the Directorate for Over Salary Cap approvals.

• Request Over Salary Cap and Accept Over Salary Cap activities now available in more states beginning with ‘Preparation.’

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Informational Website (eSRA.lbl.gov) Updates:(since the last announcement, August 31, 2018)

Supplemental Info by Topics page

• CRADA Desk Guide (updated for changes to Final CRADA Report processes)

Forms page

• Business Manager_Closeout_Checklist_and_Delegation_of_Authority_Form (new)

• Commitment Request Form (new) - posted on behalf of Darren Ho

• Directorate Discretionary Funds Request Form (new) - posted on behalf of Darren Ho

• NIH Salary Cap Funds Request Form (new) - posted on behalf of Darren Ho

• Request for Shared Cost Support (revised) - posted on behalf of Darren Ho

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

The eSRA Team