I’m a PD/PI with an active Commons account. When logging into eRA Commons, why can’t I see my DOC awards?

Please contact the eRA Service Desk toll-free at (866) 504-9552 or (301) 402-7469 (Press 1 for eRA Commons support).  The eRA Service Desk hours of operation are Monday – Friday 7 AM to 8 PM Eastern Time (closed on Federal holidays). Users can also utilize the ticketing system by selecting “Submit a Web Ticket” from the “Need Help” page of the eRA website.

If my organization has an account in eRA Commons due to grant applications with NIH grants, should we register again?

Registering with eRA Commons is a one-time process. If your organization is already registered due to previous interactions with NIH grants, there is no need to register again.

 

Can anyone in a recipient organization register their organization in eRA Commons?

No.  The registration process must be conducted by someone with signature authority within the organization, known as a Signing Official (SO). Once registered, a Signing Official account will be established, allowing them to create additional accounts for users within the organization.

 

What should recipient organizations do if they have current grants but aren't applying for new grants?

Even if your organization is not planning to apply for new grants at this time, it is essential to register with eRA Commons. Managing existing grants through Grants Online will no longer be possible after GEMS go-live. Please note that Notices of Funding Opportunity (NOFOs), except those processed in the Sea Grants Pilot, will continue to be posted via Grants Online until December 2023.

 

Will grantees be able to access ASAP during the blackout period to draw down funds for grants already awarded and set up in ASAP?

No. Grantees will not have the ability to draw down funds from ASAP during the blackout period. The blackout period is the time between the Fiscal Year 2023 Year-End Close (YEC) cut-off for grants, which is September 20th, and October 25^th, the date the new systems will come online. Look for additional guidance to be posted soon regarding drawdowns for project needs during the month of October.

 

What are the specific dates for grantee fund drawdowns in October? Will there be any temporary access suspension during the year-end close, affecting grantees' access to the ASAP system this cycle?

For MBDA, ITA, and NTIA TBC Awards:

Grantee access to ASAP will be suspended starting 3:00pm on September 15th through October 2^nd.

For NOAA Awards:

Grantee access to ASAP will be suspended starting 3:00pm on September 20th through October 25^th.

 

What will be the availability and scope of Grants Online during October and beyond?

Please be aware that during October and subsequent months, Grants Online will only be accessible for a limited subset of activity, specifically Pre-award activity. Unfortunately, there will be no access for grantees and no availability for activities ranging from Award through Closeout during this period. This limitation will remain in effect until the electronic Research Administration (eRA) system (GEMS) is operational.

 

What is the difference between GEMS and eRA Commons?

Grants Enterprise Management Solution (GEMS) is the “modernization and consolidation” effort being undertaken by the Department of Commence to bring all the different Bureau grant programs under one “roof”.  eRA is the platform (application or system) through which we will be administering those grants. eRA is taking the place of Grants Online and other separate applications or systems in which the bureaus are currently managing the transactional work and administration of grants.  eRA Commons is module/extension of eRA that is external/grantee/applicant facing where external users interact with DOC staff to conduct business.  While eRA replaces Grants Online, eRA Commons compares to the Grants Online’s grantee user access. 

 

How do I get assistance troubleshooting eRA Commons registration?

Users are directed to contact the eRA Service/Help desk toll free at (866) 504-9552 or (301) 402-7469.  The eRA Service Desk hours of operation are Monday – Friday 7AM to 8PM Eastern Time (closed on Federal holidays).

 

With eRA coming online – will the landscape change so that applicants find out about funding opportunities using Grants.gov and then apply using eRA?

Grant applicants will continue to apply via Grants.gov just as they are doing now.  DOC applicants will NOT be using the eRA Commons "ASSIST" module to submit applications directly into the eRA system.  However, they DO still need to be registered as an organization in eRA Commons because their applications will not be able to be pulled into eRA from Grants.gov for processing unless their organizations are registered in eRA Commons.

 

Should current awardees with RPPR’s due on September 20, 2023 submit through Grants Online (GOL) or eRA?

Please submit through Grants Online through September 22, 2023.  If submitting after September 22, 2023, you must submit in eRA. 

 

How long will grantees have access to Grants Online?

Grants Online will be available to grantees through COB Friday September 22.  eRA will be available Sept 23, 2023, through target date of October 30, 2023. 

The DOC Accounting system, BAS, has a blackout period from September 20 – October 25, 2023.  The eRA system has a few extra days to sync the grant system with the BAS system before it also goes live.

 

What is the best way to get support for issues with your account in ASAP?

Please contact the Grants Online Help Desk at  [email protected]

 

What is the user account validation and establishment process for eRA Transition?

The Grants Online PMO has initiated contact with the Authorized Account Approvers to conduct a validation process of their existing list of Grants Online users. This validation exercise serves the purpose of creating a comprehensive report outlining users and their associated roles in eRA. The report will be generated through an automated comparison between current Grants Online roles and their corresponding roles in eRA. Subsequently, this report is scheduled to be transmitted to the eRA Help Desk on Monday, October 2nd, marking the commencement of user account establishment in eRA.

Starting early to mid-October, individual end users will receive email notifications from the eRA Help Desk once their accounts have been successfully established. It is worth noting that, while users may gain access to eRA production during this phase, the absence of data will limit their ability to view any substantial information until the data migration activities are finalized.

 

What are the essential user requirements for accessing eRA, including the necessary steps for authentication?

Users will need to be connected to their DOC VPN.  Users are required to utilize their CAC card credentials with the DOC single-sign-on system.  There is no alternative option for user ID and password. 

 

Will users be able to indicate acceptance of funding while the grant management system is down?

Users will not be able to indicate acceptance.  Users will need to wait until eRA comes back up to accept awards.

 

Will recorded training material be available on the GEMS website after the sessions are complete?

Users will have access to recorded training materials on the GEMS website after the training is complete and the recordings have been uploaded.  Please bookmark the site link if you have not done so already. 

 

Is there a way for users to access and practice using the new system before ‘Go Live’ on October 30?

The eRA application does not have what is called a ‘sandbox’ or environment for users to ‘practice’ using the system at this time. We know that some users prefer this method of ‘hands-on’ learning when getting familiar with a new system, so we have provided a robust schedule of training sessions for all modules in the system, for both internal and external users. In addition to the trainings, we have a number of Quick Reference Guides (QRGs), training session recordings and supporting documentation, and other helpful guidance and instructions that can be found on our web page for External Stakeholders. External users can visit the eRA Commons page for additional info on the system modules. Once you have had a chance to review these materials, please let us know if you have further questions.

 

What if I cannot attend the live virtual trainings? Will there be recordings of the trainings on the GEMS website?

If you are unable to attend any of the live virtual trainings, you can access the recordings here on the GEMS External Webpage. Each training topic has a description of the course, a recording link, and materials such as business process guides and the slide deck provided to participants. Please bookmark this page ASAP so you can access the on-demand training resources in preparation for the October 30th transition.

 

Where can I get assistance for enrolling in ASAP?

Please contact [email protected] for enrolling in ASAP assistance.