Announcements


03/10/2017 Update

posted Mar 10, 2017, 6:43 AM by Cynthia Sylvester

For March 10, 2017 eSRA Production Upgrade

Dear eSRA Users,

We implemented certain updates to the eSRA system on March 10, 2017.  The updates were based on feedback received from eSRA users.  Below is a summary of the implemented updates that you may notice:

New resource documents posted to the Supplemental Topics page of eSRA.lbl.gov

·       email for Help Directly from eSRA QR2022

·       email from eSRA to Central Office Help QR2023

·       Grants.gov applications to DOE QR6910 (updated version)

·       Merge Word Document QR2025

·       PI Change Desk Guide for eSRA

·       Proposals to NETL QR5040

·       Sponsor Reference Number Desk Guide

 

New documents posted or updated on the Forms page of eSRA.lbl.gov

·       Award Word Merge Master List (updated)

·       Proposal Word Merge Master List (updated)

·       eSRA Equipment Gift Approval Form (updated for use with PI Change modification process)

·       eSRA Gift Approval Form (updated for use with PI Change modification process)

·       2nd Division Approval Change of PI (for use with updated PI Change modification process)

 

Changes of universal interest:

·       New Process and functionality for PI Change modifications.  Refer to the PI Change Desk Guide for eSRA for the details.

·       Can now send help requests directly from eSRA proposal and awards to the following:

o   AR Help

o   WFO Help

o   DOE Direct

o   eSRA Help

See the new resource guide eMail for Help Directly from eSRA QR2022 for more information.

·       New functionality around updating or changing the non-federal sponsor reference #s when the change is not concurrent with a funding increment.  Refer to the Sponsor Reference Number Desk Guide for the details.

o   New activity for Contracts Officer to correct the PO # on non-federal awards

o   New activity for Contracts Officer to send email to Contract Accounting when a subsequent PO# is to be used on an on-going award.

·       Non-Standard Financial Terms (NSFT) for modifications should now correctly display in the inbox of approvers.

 

Grants.gov-specific changes:

·       DOD question 6.1.b will not be filled into question 4.a Federal Identified on the SF424 application per requirement changes mandated by DOD.

·       Subaward budgets must be uploaded directly in the SF424 workspace.  Instructions are provided in the help text of View 9.1.G – Subaward Budgets.

·       Changes at Grants.gov mandate a version match between the Grants.gov application package and the specific subaward files.  The subaward budget forms have been removed from View 9.1.G – Subaward Budgets and replaced with instructional information.

·       The ‘Submission to Sponsor’ tab should be available in all states to enable downstream reference to the Grants.gov application packages, and specifically to access the subaward budgets.

·       Updated the help text for question 2.9 to specify selecting a Contracts Officer from the Budget Office Direct Budget group and referring to Grants.gov applications to DOE QR6910 for additional reference.

 

Functionality of particular interest to Resource Analysts (RAs):

·       The broken link for the co-PI Assurance form has been fixed.

·       Updated the help text on questions in View 7.0-PIN PI and 7.0-PIN-D Domestic Sponsors with information provided by IPO.

·       There is a new process for the PI Change modification in eSRA.  Refer to the PI Change Desk Guide for eSRA for more information.

 

Functionality of particular interest to Contract Officers (COs):

·       Updated the branching for Master Agreements to remove the funding allocations View.

·       Process change for PI changes implemented along with desk guide.

·       Process change for corrections and changes to non-federal sponsor reference #s (PO #s) along with a desk guide.

 

Please email eSRAHelp@lbl.gov if you have any questions.

12/21/2016 Update

posted Dec 21, 2016, 7:38 AM by Cynthia Sylvester

We implemented certain updates to the eSRA system on December 21, 2016.  The updates were based on feedback received from eSRA users.  Below is a summary of the implemented updates that you may notice:

Changes of universal interest:

·        Updated Research Owning Org units where the existing unit no longer exists because of a re-organization.

·        Fixed bug that was hiding comments and email from some users.

Post Go-Live updates for Gifts: (Note these changes have been incorporated into the Desk Guide and re-posted on the eSRA website.)

·        Added two fields to View 7.1.M needed for completion of the UDV100:

o   wire/check number

o   date the wire/check was received at LBNL

·        Updated the language for BSO acceptance of gifts.

·        Updated the ‘BSO Rejects Gift’ activity to enable additional roles at BSO to reject gifts.

·        Updated the ‘Generate BSO Approval Letter’ activity to enable additional roles at BSO to generate the letter.

·        Added the DOE Administration role as email recipient on the ‘BSO Review of Gift Documentation Complete’ and ‘BSO Approve Gift Acceptance’ activities.

·        Corrected the BSO Approval letter template per BSO specifications.

Functionality of particular interest to Resource Analysts (RAs):

·        Fixed bug so only applicable Division Reviewer approval activity is only available in Division Review state.

·        Updated help text for the selection of Contracts Officer to include URL to the Budget Office website where Contract Officer assignments are updated.

·        Updated DOE Eligibility Letter template with Jacolyn Byrd’s signature line per BSO specifications.

Functionality of particular interest to Contract Officers (COs):

·        Updated modifications to skip the funding allocations View on the types of modifications where  funding allocations should not be added or updated. 

·        Updated the ‘Non-Competing Continuation Approved’ and ‘Supplement or Amendment Awarded’ activities to confirm all institutional approvals.

11/23/2016 Update

posted Nov 22, 2016, 1:39 PM by Cynthia Sylvester

We implemented certain updates to the eSRA system on November 23, 2016.  The updates were based on feedback received from eSRA users.  Below is a summary of the implemented updates that you may notice:

Post Go-Live updates for Gifts: (Note these changes have been incorporated into the Desk Guide and a revised version re-posted.)

·        Initial notification to the PI updated to include information about keeping track of spending and report to IPO upon request.

·        BSO Gift Reviewer included on notification if BSO rejects a gift.

·        Updated/corrected content of the notification to General Accounting when Costs are Final.

 

Functionality of particular interest to Resource Analysts (RAs):

·        The RA personal workspace has been updated as follows:

o   Proposals tab:  lists all proposals, regardless of the state where you are listed as one of the proposal or post-award RAs on the proposal.

o   Awards in Preparation tab: lists all awards in one of the preparation states where you are listed as one of the post-award RAs on the award.

o   Awards tab: lists all active, expired, and closed awards (including the various closeout process states) where you are listed as one of the post-award RAs on the award.

·        Deliverable activities (‘Update Individual Deliverables’ and ‘Complete Deliverable’) are now available in the ‘Award Closed’ state to enable recording deliverables even if the award has already been closed.

·        Upgrade to the SF424 modules should resolve the following problems you have reported:

o   Generate SF424 PDF not displaying all files on the K99 applications.

o   Update SF424 activity removing the Cumulative Inclusion Enrollment Report from the SF424 application package.

Functionality of particular interest to Contract Officers (COs):

·        The Foreign Work Analysis worksheet document and the activity used to send the foreign proposal to BSO is updated to include the PI’s email address and phone number.

·        Corrected the instructional information on the ‘Request DOE Signature’ activity based on the changes implemented November 7th.

·        Corrected the new activity ‘Send Edited Reconciliation Sheet’ so it displays in the history section.

11/07/2016 Update - enhancements and bug fixes

posted Nov 7, 2016, 7:36 AM by Cynthia Sylvester

Below is a list of the bug fixes and enhancements that accompanied the go-live of Gifts. 

Bug Fixes:

·       Deliverable notifications have been fixed and will be sent according to the schedule selected for each individual deliverable.

·       Sponsor Comments will now display correctly for all company profile records.

·       The activity ‘Request Additional Advance’ will be displayed in the history of the award.

Functionality of particular interest to Resource Analysts (RAs):

·       The activity ‘Edit Proposal RAs’ will enable updating of the primary proposal RA in addition to selecting or removing additional RAs for the proposal.

Functionality of particular interest to Contracts Officers (COs)

·       The ‘Request DOE Signature’ activity now provides an option to edit the Reconciliation Sheet before submitting it to BSO for signature on an award or modification.

·       CEC transmittal letters have been added to the ‘Create Transmittal Letter’ activity.

·       Non-federal transmittal letters have been updated per IPO specifications.

·       The transmittal letters for Other UC and UCB have been combined into a single option for UC.

eSRA Notifications are improving 

Award Notifications: We incorporated 9 enhancement requests to all (approximately 16) award notifications.  While some changes are specific to individual notifications, here are some generalizations you will see:

·        Subject lines have changed: 

o   to indicate 'Information only' or 'Action for ___'

o   to include the  project ID

·        The standard language in the body of the notification has changed:

o   to move comments and attachments to the top for greater visibility of customized portion of the email

o   to include the sponsor's name 

o   to include reminders about needing VPN when outside the LBNL network if action is required for the PI or Division reviewer

o   to remove references to 'OSPIP'

 

Award Modification Notifications: We are incorporating 13 enhancement requests to modification notifications.  We completed the remaining 25%.  While some changes are specific to individual notifications, here are some generalizations you will see:

·        Subject lines have changed: 

o   to indicate 'Information only' or 'Action for ___'

o   to include the modification type

o   to specify the award and modification #

·        The standard language in the body of the notification has changed:

o   to move the comments and attachments to the top for greater visibility of the customized portion of the email

o   to include the sponsor's name 

o   to include reminders about needing VPN when outside the LBNL network if action is required for the PI or Division reviewer

o   to remove references to 'OSPIP'

o   to add a link to the modification workspace (in addition to the link to the award)

If you have any questions, please email eSRAHelp@lbl.gov.

Gift Functionality updated in eSRA

posted Nov 7, 2016, 7:30 AM by Cynthia Sylvester

This major patch implements new functionality for Gifts.   The Gifts Desk Guide for eSRA which contains details about each step in the process is posted in the Training/Supplemental Information by Topic page on the eSRA informational website.

Please remember to clear the cache in all the browsers you use for eSRA to avoid any system conflicts.  

If you have any questions, please email eSRAHelp@lbl.gov.

09/26/2016 Update

posted Sep 27, 2016, 8:08 AM by Cynthia Sylvester   [ updated Sep 27, 2016, 8:12 AM ]

Foreign Total Project Costs
  • Question 7.f on View 7.0-PIN-F Foreign Sponsors now calculates total costs instead of millions of dollars to conform to new DOE requirement for the Foreign SC form.
  • The Foreign SC form is also updated to reflect total dollars and to display the FY costs in sequential order.
Request Additional Advance Invoices
  • The activity the CO uses to request an additional advance invoice on award modifications now displays correctly in the history of the modification.

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