ICSTORe for IC Search, Track, Order, and Reporting of Documents

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ICSTORe for IC Search, Track, Order, and
Reporting of Documents

• eRA Symposium
• May 10, 2002

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ICSTORe

• Search for grant applications based on a variety
  of fields and generate a hit list
• Sort the hit list according to your defined
  criteria
• Identify and track newly released documents
• Publish books or collections of documents that
  can be divided into different sections, each with
  its own sort.

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ICSTORe, cont.

• Print documents for selected applications at the
  NIH central printers
• Generate a download file of documents merged into
  a single PDF
• Generate a download zip file of individual PDFs
• Export your hit list to Excel

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• You can access ICSTORe from QuickView or ICO one
  of two ways
• Run a query using the query parameters in QV or
  ICO. Then click ICSTORe
• to transfer you current hitlist to ICSTORe.
  Before running a query from QV or
• ICO, click ICSTORe, then use the ICSTORE
  query parameters to run a query.
• When you navigate to ICSTORe from Peer Review,
  your hit list with applics.
• from your default meeting will transfer over.
  
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When you transfer your current hit list to
ICSTORe, the ICSTORe query parameter block
will be grayed out (disabled). You can then sort
your transferred hit list, use the various
ICSTORe options for requesting summary
statements, customize your hit list, and/or
export the hit list to Excel. To use the ICSTORe
query parameter block to generate a new hit list,
click Enter Query. This will wipe out the
current hit list and ready the query parameter
block for input. 5
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• ICSTORe has 3 Tabs or screens
• Track Order the default screen
• Book Definition for customizing the order of
  docs. in Books
• Advanced Search Criteria available in March
  release 6

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• To run a new Query on the ICSTORe Track and Order
  screen
• Click Enter Query
• Enter desired Query Parameters and any
  combination
• Council (YYYYMM) - Grant number components -
  Document (Sum.Stmnt)
• PO (Pgm. Official) - Score - App_ID
• SRG/SRA - Appl.status - Released as of
• Incl. Duals - PCC
• Click Run Query
  
  
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• To View Query Results
• Scroll through default hit list
• Customize hit list
• Sort, sequence, order the hit list
• Export hit list to MS Excel

• Fields in default hit list
• Grant Number
• SRG/SEP Mtg. 6. Priority Score
• PI Name 7. Percentile
• Sum.Stmnt. Status 8. PO Name, Phone, e-Mail
• Sum.Stmnt. Init. Release Date
• Sum.Stmnt. Initial Latest
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Customize Hit List If you hadnt already
customized your hitlist, then when the screen
comes up, the Selected Field Name Block will be
populated with the default hitlist fields in the
default order. To add additional fields, select
desired field from Available Hitlist Fields block
and click gtgt to move the field over to Selected
Field Name block. Use the ltlt arrow to remove a
selected field. You can change order of
selected fields. The system will remember each
users customized hitlist between sessions.
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To sort hit list, click on column heading.
Notice order s will be out of sequence.
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Click Resequence to renumber your sorted hit
list starting with 1.
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• . Reordering the Hit List
• To switch the order of any row of the hitlist,
  overwrite
• the order numbers as desired.
• Here the hit list has order numbers 1 and 3
  switched. 12

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Hit list with reordered in user-specified order
number. 13


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• Exporting Hit List
• After customizing and sorting your hit list as
  desired,
• click Export to MS Excel to download hit list
  data to a spreadsheet. 20

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Tracking Documents

• Release of new documents since a particular date
• Release of new documents since last time you
  checked
• Applications for which documents havent yet been
  released
• Identification of revised documents.

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• Tracking Documents
• Applications for which Summary Statements hadnt
  yet been generated will have a NULL status.
• This can be important information.
• Applications with different Initial Release and
  Latest Release dates have been revised.
• Query on Released as of Date to identify
  documents released on or after the user-entered
  date. 22
• 
  
  
  

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• Tracking documents released since the last time
  you checked (especially useful for Program Staff)
• Run a query for your portfolio (PO name or
  PCCs).
• Save the query (see instructions for saving and
  retrieving queries).
• When you run a saved query, the Last Run date
  will be automatically set to todays date.

• Next time you check, retrieve your saved query.
  Notice that the Released as of Date will
• default to your previous Last Run date. Run the
  query. The Released as of Date will be
• compared with the documents Latest Release
  date.
• The Last Run date will now be set to todays
  date. The next time you retrieve this query,
• the Released as of Date will be set to your
  previous Last Run date.
• Note that you can always change the Released
  as of Date.
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Managing Queries

• Save private queries that only you can see
• Save IC queries that anyone from your IC can see
• View saved queries
• Private only
• All IC queries
• Both of the above
• Private and IC queries that you created
• Delete Private and IC queries that you created

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• Saving a Query
• Enter query parameters (running the query is
  optional)
• Click Save Query to invoke the Save Query
  dialog
• Enter a query name
• Enter an optional description
• Click the List Type drop-down list and select
  Private or IC Specific
• Click Save.
  
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• Retrieving a Query
• Click Retrieve Query to open the Retrieve
  Query dialog
• Filter the list of queries using the Query Type
  drop-down list
• Select the desired query and click Retrieve.
• Note You may retrieve an IC query and use Save
  As to save
• it under a different name, then modify it.
• Deleting a Query
• Follow instructions for Retrieving a Query
• Note that you may delete only queries that you
  created. 26

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• Viewing a Document
• Select a hit list application
• with a status of Final.
• Alternatively click Grant Folder.
• Click View.

The Summary Statement will be displayed in
Adobe Acrobat from your Web browser.
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Merging Documents

• When you click Merge, all of the selected
  (checked) documents on your hitlist with a status
  of Final will be merged into a single PDF and
  downloaded. You can save the file or print it
  from your network printer.
• The advantage of a merge file, as opposed to a
  zip file, is that all of the documents can be
  printed with a single Print command. Use this
  feature to create and print a book or collection
  of documents.

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Zipping Documents
The Zip feature creates an archive file for
downloading that contains individual documents,
each in a separate PDF. Use WinZip to extract the
individual PDFs to save and/or print. As with
Merge or Print, only documents with a Final
status will be included. Use Zip to save
individual documents or to distribute them to
different individuals.
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Printing Documents

• Print single documents using View or the Grant
  Folder
• Print multiple documents from
• Merge file
• CIT Central Printers with following Print
  Central' options
• Designate Box - Multiple copies
• Duplex printing - Exclude rosters
• 3-Hole paper - Page range

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Print Central Dialog. Note that only selected
documents with a Final status will be printed.
The first time you select Print Central, you
must register your IMPACII account with your
mainframe account.


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Book Definition

• Lets ICs define complex custom sorts for IC
  Council Books or other document collections
• Books may be comprised of 1 or 2 sections
• Each section may have a different sort
• In addition to traditional Ascending or
  Descending sorts, you can specify a particular
  sort order (e.g., by Activity with R01 first,
  P01 second, U10 third, followed by the rest
  of the activities.
• Note The Book Definition must be Applied to
  your hitlist.

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Managing Book Definitions

• Save private definitions that only you can see
• Save IC definitions that anyone from your IC can
  see
• View saved definitions
• Private only
• All IC definitions
• Both of the above
• Private and IC definitions that you created
• Delete Private and IC definitions that you
  created

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• Creating a Book Definition
• From the ICSTORe Track and Order screen, click
  on the Book Definition Tab.
• Click New to open the Save Book Definition
  Dialog.
• Note Unlike Queries, Book Definitions must be
  named before creating.
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• Creating a Book Definition, cont.
• Enter a mandatory Book Definition name.
• Enter an optional description.
• Select List Type IC Specific or Private.
• Click Save.
• Note This just saves a named definition with
• nothing in it. Now you must build your
  definition. 35

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• Defining a Book
• First, define your sections. There are 3 options
• All entire hit list appears in a single
  section, sorted as specified.
• RFAs Non-RFAs
• Primaries Duals
• From the Available Sections block, select your
  choice, then click gtgt to move it to the Section
  Names block.
  
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• Defining a Book, cont.
• Second, for each section, define the sort
• Select the section to be sorted in the Section
  Name block.
• Select the sort fields from the Available
  Fields block and click gtgt to move the sort
  fields to the Order of Fields w/in Sections
  block.
• Select the next section to be sorted and then
  select the sort fields for that section.
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Note that the Fields are synchronized with the
selected Section name. For example, if you have
Primary selected (highlighted), then select
Activity Code for the sort field, Activity
Code applies to the Primary section, not the
Dual section.
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• Defining a Book, cont.
• Third, for each sort field, specify Ascending,
  Descending, or By Value.
• Select the sort field from the Order of Fields
  w/in Sections block.
• For Ascending order, do nothing. Asc is the
  default.

• For Descending order, click Desc in the Sort
  Field Order block.

• For By Value, click By Value in the Sort
  Field Order block.

• Select the next sort field and specify Asc.,
  Desc., or By Value. Repeat for each sort field
• Note that the Sort Field Order block is
  synchronized with the Order of Fields w/i
  Sections block.
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• Defining a Book, cont.
• To specify the exact sort order for a sort field,
  click on By Value.
• When you click on By Value, the Sort Field
  Order details block becomes enabled for input.
• On each row, enter the value for the sort field
  in your desired order. Use the wildcard as
  needed.
• Note that you are not specifying a query or a
  filter, but rather the order for your existing
  hit list. Therefore, the last row of your sort
  order will always default to All The Rest.
  
  

Book definition with 1 section. Hit list will be
sorted first by Activity, then by Grant
Number. Within Activity, the order will be R01s,
then the rest of the Rs, followed by
fellowships, followed By Training grants,
followed by the rest of the activities.
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• Defining a Book, cont.
• After defining your book, return to the Track and
  Order screen to sort your hitlist using the book
  definition.
• Click on Track and Order Tab. (Your book
  definition will be automatically saved.)
• Click on Apply Book. Your hitlist will be
  reordered according to your definition.

Request output using Print Central, Merge, Zip,
or output to MS Excel. 40
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• Sample Council Book Scenarios
• In the 1st section, include non-RFA applications.

• Sort 1st section by Activity code in following
  order
• P, R, S, U, K, T, all others.
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In the 2nd section, include RFAs
Sort by RFAs number
Display docs. With AIs RFA first
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• Sample Council Book Scenarios, cont.
• This is a single section book sorted by Activity.
  First include applications with a 1 in the 3rd
  character, then applications with a 3 in the
  3rd character, then all the rest. Using this
  scenario, R01 and U01 will come before P50.

To designate the 3rd character of the activity
code, use the wildcard substitution symbol for a
single character, which is an underscore _. To
specify the 3rd character, use 2 underscores
followed by the value of the 3rd character.
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• Sample Council Book Scenarios, cont.
• This is a 1 section book sorted by PCC in the
  following order 1A, 1B, 2A, 2B, 3A, 3B, 4A, 4B.
  

Next come all applications with PCCs that do not
begin with 2. Note the Not Equal operator lt
gt is used to specify applications with PCCs not
starting with 2.
Finally, include all PCCs which begin with 2
and are not equal to 2A or 2B, then all the
rest. 44
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ICSTORe Advanced Query
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all functionality from the Book Definition Screen
ICSTORe Advanced Queryincludes
all functionality from the Track Order Screen

• Plus
• Additional Features

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Track Order/Book Definition Features in
Advanced Query

• Search for grant applications based on a variety
  of fields and generate a hit list
• Sort the hit list according to your defined
  criteria
• Identify and track newly released documents
• Publish books or collections of documents that
  can be divided into different sections, each with
  its own sort.

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Track Order/Book Definition Features in
Advanced Query, cont.

• Print documents for selected applications at the
  NIH central printers
• Generate a download file of documents merged into
  a single PDF
• Generate a download zip file of individual PDFs
• Export your hit list to Excel

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Advanced Query Functionality

• Enter multiple values for selected fields
• Select grant applications based on application
  status (special selects)
• Select grant applications based on availability
  of selected documents
• Summary Statement exists
• Abstract exists
• Resume exists

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Advanced Query Functionality, cont.

• Select include or exclude applications with
• Subprojects
• Duals
• Active grants
• Concerns for subjects animal, human, gender,
  etc.
• Phase 3 clinical trials
• Foreign grants
• AIDS related
• Human embryonic stem cells

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Advanced Query Functionality, cont.

• Includes CONTAINS operator for searching for
  scientific terms in long text (e.g. Summary
  Statement, 398 image, etc.)
• Search for Null and Not Null fields
• Save private queries and share IC queries

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• Creating an Advanced Query
• From the Track and Order screen, click on the
  Advanced Search Criteria Tab.
• Click New to open the Save Advanced Search
  Dialog.
• Note Advanced Queries must be named before
  creating.

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• Naming an Advanced Query
• Enter a query name
• Enter an optional query description
• Select Private or IC-specific
• Click Save.

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• Creating an Advanced Query
• Select your search field parameters. From the
  All Search Fields block, select your choice,
  then click gtgt to move it to the Query Builder
  block.

• Select your operator ,lt gt, gt, lt, contains, etc.

• Enter the value to be searched for or NULL

• Select application status optional.

• Check special selects optional.

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Scenario 1

• Find applications for my IC MH
• Reviewed at a particular council round 200110
• Where the priority score is below a particular
  number lt250
• Where the title contains a particular keyword
  depression
• The application is not a particular mechanism
  Fellowship.
• Export results to Excel spreadsheet

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Scenario 2

• Find applics with a particular RFA MH02-009
• That have been scored Pending Council
• For a particular fiscal year 2002
• Where the total cost requested exceeds a
  particular dollar amount gt1 million dollars
• Where the Institution is in a particular state
  NY
• Where the scanned grant image is available

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Scenario 3

• Find applications from a particular IC GM
• with a particular mechanism pgm. projects
• For either of 2 fiscal years2001 or 2002
• For either of two application types 1 or 2
• That are awarded
• Include subprojects
• Print out a bibliography of abstracts

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Scenario 4

• Find applications from a particular IC HL,
  including that ICs duals
• For a particular council round 200110
• That are Pending Council
• With either Animal, human, gender, child, or
  minority concerns.
• View details on the concern(s)

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