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Current & Pending Tool

Last updated: 02/08/2021 - 5:44pm

Purpose

The “Current & Pending Tool” (C&P tool) was developed to assist Research Advancement staff with the creation of Current & Pending (C&P) documents quickly and accurately.   While the tool specifically creates NSF- and NIH-formatted documents, the information provided in the tool can be used to meet other sponsors’ requirements for information on awards and pending proposals.

Note: An NIH-style C&P document is known as Other Support and is typically submitted at the time of award, whereas an NSF-style Current & Pending document is submitted with the proposal.


How the Current & Pending Tool Works

The C&P tool pulls all C&P information directly from one source: Enterprise Research Administration (ERA) System.  Current grants are pulled from “awards” listed in ERA Awards.  “Pending” items are ERA Funding Proposals (FPs) that have been submitted to the sponsor and have not yet been awarded or denied (according to ERA, as the system-of-record).  


Instructions

ACCESSING THE CURRENT & PENDING TOOL

1. The C&P tool can be accessed within ERA by navigating to Grants > Reports or through the Grants > Dashboard under Quick Links. Current & Pending Tool

C&P Tool link in ERA

2. Choose the format (NIH, NSF, Other, or ERA Internal Report) that you need. 

3. Start typing the investigator’s name (first or last) in the drop-down menu labeled “Please select a PI” and select the individual from the list that appears.

  • Note: the search feature only brings up the top 10 results, so it may be necessary to try searching in different ways (i.e., try searching by the first name if the last name didn’t work) or to search by the whole name (e.g., “Smith, John” or "John Smith")

4. Proceed to NSF (or Other) instructions or NIH instructions


NSF (or Other) Instructions

1. Review data for accuracy and completeness. Uncheck any awards or pending proposals that should not be included.

        • Pending - The C&P Tool pulls the Total Award Budget Amount from the FP Total Sponsor Budget line under the Proposed Budget Information subsection of the Project Information tab.

        • Awarded – The C&P Tool pulls the Total Award Amount from the ERA Award (AWD 2.0, Q2.0 on Project Information View).

2. Click the  button. This will download a PDF document which you will open and see the C&P Report.

3. Since the NSF proposal for which you are creating the C&P document will not be included in the information generated by the C&P tool, this will need to be added manually once the C&P form is downloaded from ERA. The NSF form created using the C&P Tool will have extra, blank entries to add the NSF proposal for which you are creating as long as less than 15 items are selected. Add the information for the proposal you are working on to the C&P in the next fillable form section. If the individual has more than 15 items that need to be included in their C&P, the NSF SciENcv format should be used (see NSF-Approved Formats for Biographical Sketches).

4. Circulate the document to the faculty for review and approval.

Note: Before uploading to FastLane or Research.gov, the information in the C&P forms pulled from the ERA C&P Tool will need to be transferred into the NSF Fillable PDF form downloaded from NSF’s website. The C&P form that is pulled from ERA is not currently compliant with NSF systems and will not pass NSF validations. This section of NSF’s website also provides FAQs for both the NSF Fillable PDF format of the C&P and the SciENcv version.


NIH Instructions

1. Review data for accuracy and completeness. Uncheck any awards or pending proposals that should not be included.

        • Pending - The C&P Tool pulls the Year 1 Total Direct Cost from the FP Current Sponsor Budget 

        • Awarded - The C&P Tool pulls the direct cost amount for the current year (sum of all Budget Allocations for the current year on AWD 5.0, Q2.0 in Create/Edit Authorized Award Budget Allocations view). If the amount is $0 it will find the prior year’s Funding Allocations and pull the direct cost from all of those.

2. As needed, complete the “NIH Major Goals” section with the information required.

3. Enter the information regarding Overlap, which is to be summarized for that individual.

4. Click the Generate Document button. This will download a Word document which you will open and see the C&P Report.

Note: C&Ps generated from this tool will download as a Word document but default to save as a webpage. Be sure to save as a Word document.

5. The NIH C&P document is created, however you will need to update the report as follows:

        a. Award amounts need to be updated to reflect only the annual direct costs of the project (or, for proposals the direct cost budget amount for the initial budget period). 

        b. If you did not enter any information in the Overlap box, you will see a note in the Overlap section at the bottom of the report that reads: (Enter Text Here).

6. Circulate the document to the faculty for review and approval.
 

Frequently Asked Questions

 

• How is the list of investigators populated?

The C&P Tool provides a report for any individual who is named on an active FP or active Award, regardless of their role on the project.

-    ‘Named’ means selected as PI or any Additional Personnel on FP 1.1.1 or AWD 1.0.

-    An ‘active award’ is any ERA Award that is in one of the following status: Activation in Progress, Activation Hold, Active, or Expired.


• Why do postdocs and other non-PI individuals show up in the tool?

The tool does not filter by project role, as users need to be able to easily pull a report of all projects on which an individual is named.

The C&P tool presents the role that is listed in the FP or AWD (e.g., Post Doctoral Associate, Other Professional, etc.), to make it easier to determine which projects to include or exclude from a C&P report, as appropriate.


• What is an “Expired” award, and why do expired awards appear in the C&P tool?

Expired awards are those that are past the Award End Date listed in ERA, but have not been closed out yet. Expired awards are included in the C&P tool because there may be pending No Cost Extensions, etc. that have not yet been approved or processed.

In order to help users efficiently filter out Expired awards, when appropriate, the current status of the award is presented in the tool.


• How do I save Person Months and/or NIH Major Goals?

The Current & Pending (C&P) Tool does not save manual entries within the tool itself (e.g., person months updates, checked/unchecked projects, NIH Goals, Overlap) – instead, this data pulls from ERA Grants.

An ‘Update NIH Major Goals’ activity is available to Research Advancement (RA) users on each ERA Funding Proposal (FP) and ERA Award, to allow RA users to enter the NIH Major Goals.

An ‘Update Person Months’ activity is available to RA users on each ERA Award, which allows RA users to manually enter the person months of effort each individual has designated for the project.




• Where does the Person Months data pull from for Pending proposals?

The C&P Tool includes up to five project periods for person months effort from both the Sponsored and Cost Sharing Budget. RA users can update this field in the tool and/or on the generated C&P reports, as appropriate.


• Why doesn’t the overlap text save anywhere?

This response should vary from proposal to proposal, as it is specific to the proposed project.


• Why might the Total Award Amount need to be manually updated for an NIH-formatted C&P?

NIH requires that the Annual Direct Costs be reported. At this time, there is not a “best” field in ERA Awards to pull the annual direct costs for an Award because the way that budget allocations are set up may be different from award to award due to various factors.

For the NIH format, the C&P Tool should pull the direct cost amount for the current year (sum of all Budget Allocations for the current year on AWD 5.0, Q2.0 in Create/Edit Authorized Award Budget Allocations view). If the amount is $0, the tool will find the prior year’s Funding Allocations and pull the direct cost total from all of those.


• Should we include contributed effort (i.e., cost shared effort) on Current & Pending Support?

Yes, all effort committed to the project should be reported.


• A proposal was recently awarded, and is not showing up on an investigator’s C&P in either section (pending or awarded). What should I do?

Once a proposal has been awarded, there is a delay between when it was awarded and when the data is populated in ERA Awards. During that in-between time, you may need to insert a blank row to add the new award to the C&P report manually.


• A proposal was declined by the sponsor but still shows up in the C&P Tool. Who should I contact to update ERA?

Use the Notify PNT activity within the Funding Proposal (FP) site for the declined proposal, to alert ORSPA that the proposal was not selected for funding. The assigned Proposal GCO will update the FP state as appropriate. Once an FP has moved into the Declined state, it should no longer be pulled into the C&P Tool.


• My PI is no longer associated with a project that appears on their report. Why is it showing?

This is likely occurring because the individual is listed within an AWD or FP SmartForm that the C&P Tool pulls information from. The table below lists the SmartForms that the C&P Tool uses to create each individual’s C&P report and how this information can be updated. Until the updates can be made, uncheck the box(es) to exclude the project(s) from the generated C&P.         

ERA Module

Information Connected To C&P Tool

How to Update This Information

Grants > Awards

Individual Names: AWD SmartForm 1.0 Award Setup > Subsection 5.0 “Select other ASU personnel who will participate in this project:”

Person Months: Update Person Months activity in AWD (will automatically populate from the FP on AWDs created after 11/30/2020)

Remove an Individual: Submit an Award Change Request in the AWD to remove the individual from this SmartForm location. An Investigator Allocation Change may also need to be completed.

Adjust Person Months Effort: Select the Update Person Months activity and enter current person months on this project.

 

Grants > Proposals

Individual Names: FP 1.1.1 Additional Personnel

Person Months: Current Budget > 3.0 Personnel Costs - Grid

Remove an Individual: Complete an ASU Post Submission Request in the FP to remove the individual from SmartForm 1.1.1 (may also require updates to the budget and Investigator Allocations, re-routing for department reviews, and approval by the sponsor prior to award).

Adjust Person Months Effort: Create a simulation budget and update the appropriate person months effort. Promote to Current Budget once completed and re-route for department reviews. Sponsor will need to approve budget changes.

 

• The C&P Tool is missing some awards that should be included for a faculty member in my department. Why is this occurring?

This most often occurs when a faculty member or other personnel were not listed on the original Award and were later added on a Revision (Rev) FP. The Rev FP will show in the C&P Tool while in a Submitted state, but once Awarded it will no longer populate in the report. Including new personnel in a Rev FP does not automatically pull them into the personnel list on the Award side. In order to add new personnel to an ERA Award, an Award Change Request will need to be submitted in the AWD (follow WI-EP-130; see Change in Key Personnel section) to add the new personnel. Once added, the Update Person Months activity will need to be completed to include their appropriate person months on the project. After those steps are completed, the Award and associated person months will be included in the C&P Tool for that individual.

 

• Why isn’t the ERA-generated NSF C&P document compliant with the NSF system validations?

NSF has not released the schema or coding that ASU developers would need to use in order to update ERA to generate an C&P that NSF systems will “see” as identical to NSF’s Fillable PDF form.

• Who should I contact if the C&P Tool is not functioning as expected?


Email RAhelp@asu.edu, with the name of the investigator for whom you are pulling a report and a detailed explanation of the issue. Please include screenshots, if possible.


• Who should I contact if I have additional questions about the ERA C&P Tool?

Email ERA@asu.edu, or call 5-9065, Option 0.

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