IORA FAQs

• How does the use of IORA facilitate research administration?

  IORA provides electronic routing of Funding Proposals for internal review, transparency, notifications and error checking.  The System to System (S2S) proposal submission feature of IORA promotes successful transmission of funding proposals to grants.gov without the use of an additional federal sponsor submission system. Timely notifications for pending action items provide transparency throughout the process.

  The Award management features of IORA provide detailed award information (GR#, award by year, terms and conditions, budgets, payments received etc.), and post-award processes to request and view award modifications.

  For Principal Investigators, in addition to the benefits listed above, PIs will soon have a dashboard view that shows all of Proposal, Award and Agreement activities occurring in their areas, allowing for easier tracking and reporting.

  For Department Administrators, necessary budget data is pre-populated in IORA improving accuracy and ease in budgeting for Funding Proposals. IORA’s S2S capabilities automate submissions to select federal agencies. The current status of successfully submitted proposals, awards and agreements is available at any time.

  For ORPA and other central administrative staff, processes are streamlined and simplified, making information readily available to all who need it.

• Who can initiate funding proposals in IORA?

  To initiate an IORA Funding Proposal, you must be CLASP-certified, view four short MyPath training videos, answer the basic questions and acknowledge your adherence to the University’s Code of Conduct. The four videos will cover topics such as an introduction to funding proposals, navigating the general dashboard, completing forms and managing the internal review process.  Please visit MyPath to complete these activities at any time.

  Visit the ORPA site for access to IORA User Guides and more information about CLASP training.

• Are Faculty (PIs) required to take training?

  Faculty who work with CLASP-certified administrators are not required to take the trainings. Faculty who work outside the structure of the department, are required to take a mandatory MyPath training where they would certify to having read the code of conduct.

   

• Is IORA mobile friendly?

  The IORA website has been developed with responsive design in mind. This means the layout adjusts to accommodate the screen size of common devices (laptops, tablets, mobile phones, etc.).

  You will be able to browse and interact with the IORA website via your device with either of the following methods:

  • Connected directly to the UR/URMC network via UR/URMC Wireless (not “Guest” wireless) or VPN
  • Using DUO (2-factor authentication) via Active Directory
    • UR: https://tech.rochester.edu/services/two-factor-authentication/
    • URMC: http://sites.mc.rochester.edu/information-systems/get-help/keeping-information-safe/two-factor-authentication.aspx
• What is the "Team Disclosure Status" and do I need to do something with it?

  The “Team Disclosure Status” is associated with Huron’s Conflict of Interest Management module. The University is not currently utilizing this module.

• How is proposal information shared across departments in IORA?

  In addition to broad reporting capabilities, individuals have access to various proposals, awards and agreements in IORA based on their security permissions and roles.

• What browsers and operating systems can be used with IORA (Huron version 10.0)?

  For basic site browsing, the following operating systems and web browsers are supported:

  Platform	Browser
  Microsoft Windows 7, 8, 8.1, 10 Server 2012, Server 2012 R2	Internet Explorer: version 11 Edge: latest version Firefox: latest version Chrome*: latest version
  Apple Mac OS 10.11, 10.12, 10.13	Safari: latest version applicable to OS Firefox: latest version Chrome: latest version
  Apple iOS 9, 10, 11 (iPhone and iPad)	Safari

  View more details here.

• How does IORA assist with the submission of funding proposals to sponsors?

  There are 3 different methods for the submission of funding proposals.  Regardless of which method of submission is used, all funding proposals must be entered and approved in IORA prior to submission.

  • • • Submission by the Department/PI via email or non-standard system (subawards, small foundations, etc).
        • In situations when the sponsor does not require ORPA to submit the proposal via a third-party submission system such as ASSIST, Research.gov, etc., or via email, a Funding Proposal must still be created in IORA and all proposal documentation must be uploaded for review, storage and reporting purposes.  Submission can only occur when all required University approvals are reflected in IORA.  A copy of the final, approved and submitted proposal must be saved in IORA.
      • Submission via a sponsor system (ASSIST, Research.gov, Proposal Central, etc.)
        • When a sponsor’s submission system requires ORPA to submit (ie. Institutional certification is required), a Funding Proposal must be created in IORA and select proposal documents (such as the budget justification) must be uploaded for review, storage and reporting purposes. ORPA will submit the proposal utilizing the sponsor’s system.
      • Submission via IORA system-to-system (S2S) (only available for select federal agencies)
      • • Submission via system-to-system using the IORA SF424, requires creation of a Funding Proposal in IORA with all required proposal documents uploaded for review, storage and reporting purposes. Documents uploaded in the Funding Proposal will pre-populate the IORA SF424.  ORPA will submit the SF424 through IORA which will automatically route it to the sponsor.  Please refer to the IORA Pre-Award User Guide for specific detailed instructions.

  Please review these process flows for more information.

  NOTE:  GR numbers cannot be assigned, nor an award set up in IORA, until ORPA review and approval has occurred, and the Funding Proposal is in the “Pending Sponsor Review” state.

• Does the five day internal proposal deadline apply in IORA?

  Yes.  While IORA represents an electronic submission system, sufficient lead time is required to allow ORPA to conduct a thorough review of the Funding Proposal, to verify that all necessary approvals have been obtained and to ensure that the information in IORA matches the information entered into the sponsor’s submission system if applicable.

• When should I start entering proposal information in IORA?

  Please begin completing the IORA Funding Proposal smartforms as soon as you are aware of an upcoming proposal.  Completing the General Proposal Information smartform fields, and the Budget and Key Dates smartform fields allow the proposal to appear on ORPA’s IORA submission calendar.

• I chose NIH as the Prime Sponsor but it shows up in IORA as a foundation. Why?

  NIH might appear as a Foundation if an incorrect sponsor was chosen.  If the Direct Sponsor or Prime Sponsor is NIH, choose “National Institutes of Health (NIH)”. To search for NIH in IORA, use the wild card as follows: %NIH%. For Funding Proposals, you must choose this NIH organization to allow IORA to show NIH as a federal sponsor. Do not choose a specific Institute within NIH (i.e. NHLBI).

• I have a new faculty member coming to the U of R, and we need to begin transferring grants here (or submit a grant on their behalf) before their start date. What do I do?

  There are three options:

  1. Wait until the faculty member’s employment start date and they appear in HRMS. At that time, their account in the identity management system will be enabled, and an Active Directory (AD) account will become associated with their UR/URMC email address. You can then use the Request an IORA User Account Form to request an IORA account.
  2. A guest Active Directory account can be sponsored by the new faculty member’s primary department prior to their employment start date. Use the Request an IORA User Account Form to request an IORA Account once the Active Directory account is active. The IORA account allows them to be appear in the IORA study staff directory before their start date and be chosen as a Principal Investigator (PI). After their employment start date the Guest account will be disabled. The Department must confirm that the correct email address and URID for the new faculty member is in IORA. If a discrepancy is noticed, contact University IT to resolve the matter.
  3. Another leader/Mentor from their Department can be listed as the PI on Funding Proposals until they arrive.  After following #1 above ORPA can update the associated IORA records.

  Note:  The options above also apply to unfunded agreements (DUAs and MTAs) when these types of agreements must be in place prior to the arrival of the faculty member.

• Do we have to decide if we want to use system to system or ASSIST ahead of time?

  Yes, because the information required in the IORA Funding Proposal workspaces differs based on method of submission.

• Does ORPA have a preference that we use system-to-system?

  No, while ORPA encourages S2S, you should feel free to use what you are most comfortable with.

• Do we need to process RPPRs/Progress Reports in IORA?

  For RPPRs/Progress Reports that ORPA is required to submit (non-SNAP) or that require ORPA approval/signature, an abbreviated Continuation Funding Proposal is required in IORA. The IORA Continuation Funding Proposal allows us to capture the required PI certification prior to submission.

  For RPPRs/Progress Reports submitted directly by the PI, no Continuation Funding Proposal is required in IORA.

• How will I be notified if there is a correction needed to my IORA Funding Proposal?

  Your ORPA RA will use the “Request Clarifications” activity in IORA to request the corrections needed and you will receive an IORA Notification.  After you make the requested corrections, it is important to remember to use the “Submit Clarifications” activity to submit the corrections back to ORPA.

• Do we have to put the budget in IORA if we are submitting via a sponsor’s system and not using system to system?

  Yes. Preparing the budget in the IORA Funding Proposal is necessary. Upon award, the budget information previously entered in the IORA budget workspaces will automatically import to the IORA award.  In addition, the IORA budget automatically feeds the budget information into WorkDay/UR Financials.   IORA includes current salary information as well as approved fringe benefit rates allowing budget calculations to occur automatically.  In most cases (excluding complex proposals), IORA’s automatic calculations eliminate the need for a separate Excel spreadsheet.

• Why does the “import Personnel” button disappear when creating an IORA Funding Proposal Budget?

  When a Funding Proposal budget is initiated in IORA and you navigate to the “Personnel Cost Definition” smartform, an option to “import proposal personnel” will appear. When clicked, this option will import all personnel listed in the Personnel section of the Funding Proposal smartforms. Once the option to import proposal personnel has been executed, this import option will no longer be available.

  To add more Personnel, you must navigate back to the Personnel section of the Funding Proposal, add the new personnel and return to the budget pages. The newly added personnel will be available from the dropdown window after selecting “add” from the Personnel Cost Definition smartform.

• I used the “Export Budget” activity. Where do I find my exported IORA budget?

  The exported budget will appear as an Excel spreadsheet in the “History” tab.

• What if a department reviewer is not available to review/approve a Funding Proposal?

  IORA allows for an alternate department approver to be named who can provide approval in cases when a department reviewer/approver is unavailable. If you need to add someone as an alternate approver, please complete the Request an IORA User Account Form . Please allow 3-5 business days for the team to make the update in IORA.

• When should PIs complete the PI certification for a Funding Proposal?

  The proposal should be in final form prior to PI certification.  The PI should certify when they can attest to the following:

  “ I certify (1) that the information submitted within the application is true, complete and accurate to the best of the my knowledge; (2) that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties; and (3) that the I agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of the application;(4) that I am aware of federal requirements on lobbying. I am in compliance and have disclosed any lobbying activity; (5) that I am not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from current transactions by a federal department or agency; and (6) I agree to the leadership plan as described in the application.”

  ORPA cannot submit a funding proposal without PI certification. The PI will receive an e-mail notification requesting they provide their certification after the funding proposal has been approved by the Department Reviewer.

• How do NIH Multiple PIs (MPIs) certify a funding proposal in IORA?

  The Principal Investigator Assurance Certification form must be completed, signed and uploaded in IORA to provide MPI certification.

• How can I look up my IORA Award if all I have is my GR#?

  Within the Grants module, click on the sub- tab “Reports”, click “Custom Reports.”  A report called: UR Award Lookup by GR# will be available.

  

• What should I do if I don't see an Award in IORA?

  Please contact your ORPA Research Administrator (RA).

• Are research related agreements also being managed in IORA?

  Yes. IORA allows us to maintain a single repository for all agreement types, including non-disclosure, data use, clinical trials, research agreements and material transfer agreements.

  The benefits of managing agreements in IORA:

  • Automates submission of agreements for creation or review/negotiation by ORPA
  • Allows for universal ORPA access to agreements for coverage and collaboration purposes
  • Provides transparency in the review/negotiation process
  • Allows for the linking between different types of agreements, grants, IRB submissions.
  • Provides automated tracking and management of all versions of agreements
  • Provides ORPA with flexibility to determine and request necessary additional reviews
  • Stores and tracks emails for documentation purposes
  • Eliminates the need to manually track correspondence and maintain document version history
  • Identify bottlenecks and make informed decisions about necessary follow-up
• Are Subagreements processed in IORA?

  Yes, Subagreements are requested via the Agreements module of IORA. From the Award, utilize the “Create Agreement” activity to initiate the process of requesting a Subagreement.

• How do I request an amendment to award the next year of funding to a Subrecipient?

  Navigate to the Agreements module and search on the unique SUB# assigned when the Subagreement was initiated. Use the “Create Amendment” activity to initiate the request for a Subagreement amendment.

• How will departments and administrators get proposal reports for their own departments and for others?

  IORA has various standard reports available. The majority of reporting will continue to be housed in the Data Warehouse.