eRA Update at NIH bringing it all together

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eRA Update at NIH bringing it all together

• John J. McGowan, Ph.D.
• Director
• Division of Extramural Activities (DEA), NIAID,
  NIH, DHHS
• and
• Program Manager
• Electronic Research Administration (eRA), NIH,
  DHHS
• Phone [phone]
• Fax     [phone]

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The Developing World at Night
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http//era.nih.gov
eRA is a global Effort part of e-grants
four integrated systems
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eRA Partnerships
27 NIH ICs and the OD

• ERA Software Systems
• RAMS Company
• InfoEd International

• Cayuse, Inc.
• Formatta Corp.
• Clinical Tools

6 Industries

• IMPAC II
• NIH
• AHRQ
• NIOSH/CDC
• SAMHSA

• CRISP on the Web
• NIH
• AHRQ
• FDA
• NIOSH/CDC

7 DHHS OPDIVs e-grants

• SAMHSA
• OASH
• HRSA

• National Institutes of Health (NIH)
• United States Department of AgricultureCooperativ
  e State Research, Education, and Extension
  Service (USDA/CSREES)
• U.S. National Oceanic Atmospheric
  Administration (NOAA)
• U.S. Food and Drug Administration (FDA)
• U.S. Agency for International Development (USAID)
• Centers for Disease Control and Prevention (CDC)
• Agency for Toxic Substances and Disease Registry
  (ASTDR)
• Indian Health Service

• National Science Foundation
• Medical Research and Materiel Command (ARMY/MRMC)
• Air Force Office of Scientific Research
  (USAF/AFOSR)
• Agency for Health Care Research and Quality
  (AHRQ)
• Environmental Protection Agency (EPA)
• Office of Naval Research (NAVY/ONR)
• Forest Service (USDA/FS)
• U.S. Air Force Electronic Systems Center
  (USAF/ESC)
• U.S. Department of Agriculture, Agricultural
  Research Service (USDA/ARS)
• U.S. Army Soldier System Center (SSC)

18 Federal Agencies
2300 Institutions
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Examples in All Areas
eRA
J2EE
Future
Operational Platform
Software Development
Business Process Re-engineering
NIHs Link to e-Government
Partnership's
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Grant Receipt, Referral, Review, Award and Post
Award Administration Process
Commons
National Institutes of Health
IMPAC II
Submits Application
University Research Institution
Center for Scientific Review
Initiates Research Idea Conducts Research
Assign to IC IRG/Study Section
Study Section
Review for Scientific Merit
Principal Investigator
Institute
Evaluate for Relevance
Advisory Councils Boards
Post-Award Administration
Recommend Action
Allocation of Funds
Award
Institute Director
Takes Final Action
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eRA Modules Through Award
NIH eRA Commons
IMPAC II
Commons Registration
?

IC Operations
.(IC Administration Management Interface)
?
Electronic Competitive Grants Application
Process (e-CGAP)
?
Receipt Referral
?
Status Application Received
?
Committee Management
?
Scanning
?

IC Operations
.(Program Management Interface)
?
Electronic Council Book
?
CD Ordering
?
Internet Assisted Review
?
Peer Review
?
Status Priority Scores
?
Summary Statement Generation
?
Status Summary Statements
?

IC Operations
?
Grants Management
?
Grants Payment Management
?
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eRA Post Award Process
NIH eRA Commons
IMPAC II
?
Status Notice of Grant Award

?
IC Operations
.(Program Management Interface)
?
electronic Streamlined Non-Competing Application
Process (e-SNAP)
?
electronic Non-Competing Application Process
(e-NAP)
Financial Status Reports (FSR)
?
?
Population Tracking

?
IC Operations
.(Program Management Interface)
I Edison
?
Grants Closeout
Multiple Reporting Vehicles
Multiple Reporting Vehicles
?
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Overview of eRA Modules
Background Modules
NIH eRA Commons
IMPAC II Modules (cont)

• ICE IC Extensions. APIs.
• Common Mailers (will be merged into
  e-Notification)
• Batch Assignment Module for POs, PCCs, GMOs, GSs
• J2EE Base System (formerly the framework
  modules)
• Status Code Computation Module
• Type 5 Processing
• Type 4, 6, 7 Processing

• Commons Base System
• Accounts Administration
• Profiles (IPF and PPF)
• X-Train and Status (Commons v.1 modules)
• Status System
• e-SNAP
• e-NAP
• c-GAP
• FSR System
• IEdison
• CRISP on the Web

• Peer Review
• Summary Statement Generation
• Internet Assisted Review
• Scanning
• CD Ordering
• SITS
• Trainee Appointments and Payback
• User Administration Module
• X-Train
• Electronic 901s
• Workflow Architecture
• Reporting Databases Tools
• IRDB
• Power Views
• QuickView
• Pre-Programmed Reports
• Ad Hoc Query
• QVR
• J2EE Query Tool

Shared Modules
IMPAC II Modules

• People Module
• Grant Folder
• Grant Update Module (GUM)
• Coding
• Subproject Maintenance Module
• ICSTORe
• Edit Checker
• E-Mail Registration and Notification System
• Customizable Checklists

• Committee Management
• CRISP Plus
• IC Operations
• IQR Institute Query and Reporting
• Program Module
• Institute eRA Management Interface
• Electronic Council Book
• Grants Payment Management
• Grants Management
• Grants Closeout System
• Population Tracking

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E-grants Don't let the situation confuse you...
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NIH Commons is part of e-grants strategy in the
e-gov initiatives
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The Commons Expectation

• NIH Commons is part of e-grants strategy in the
  e-gov indicatives

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What This Means for NIH

• NIH will not have a competing web application
  interface.
• NIH will work with e-grants for data streams and
  B2G standards allowing partners to stream to us
  in flexible ways.
• 6 SBIR awardees and others ready to make this a
  business
• turbo tax model
• Application service provider integrating
  HR/Personnel/Application services
• Selling integrated solutions to universities

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Switching Over to e-Business Requires Time
Time Step

• Scanned Applications into IMPAC II CD mail outs
  instead of paper
• Launch Commons Registration, FSR, IAR, eSNAP
• Target PIs on the use of the Status Screens to
  bring them in
• Launch Program Module to prepare for wide use of
  eSNAP in FY 04
• Launch pilots of the xml data streams with our
  partners
• Migrate more IMPAC II functionality into J2EE
  applications
• Help NIH move towards the changes in practice

2003

• Move to eSNAP and eNAP Modules to replace paper
  processes
• Refined Program Module with annotation features
• Expanding pilots of CGAP for R01s and simple
  mechanisms.
• Expand on Knowledge Discovery Pilots and
  Integration into eRA

2004

• Move to CGAP module for receipt of grant
  applications
• Pilots of Multiproject CGAPs
• Establish cutoff dates for the elimination of
  paper progress reports
• Push the migration of all modules to the J2EE
  Platform

2005
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https//commons.era.nih.gov
https//commons.era.nih.gov
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The PI Status Screen
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Grant Status Details
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Commons V 2.0 Functionality

• New GUI Interface new demo facility
• Registration authentication using IPF
• Accounts Administration
• IPF (Institution Profile)
• Maintain general IPF information ,
  assurances/certifications, full user-defined
  organizational hierarchy, maintain e-mail
  addresses, NGA, assignment of applications to
  hierarchy(coming)
• Grant Status
• View status information, scores, NIH contact
  information, study section information, NGA,
  Summary Statement, Abstract, grant application
  (coming), and pre-populated forms for type 5
  renewals
• FSR
• Submit new/revised FSR, View FSR status (due,
  late, received etc.), Replaces dial-up TSO
  system, eNotification Notices to PI and
  Organization Officials on pending progress
  reports, FSR, other (coming)
• eSNAP
• IAR
• CGAP

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eSNAP Functionality

• Submission 45 days prior to anniversary
• No abstract updating
• Submission of Research Accomplishments
• Delegation of Submission to PI controlled by SO
• Reconfiguration of e-SNAP questions
• Presentation of Personnel Data Page

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Internet Assisted Review

• Allows reviewers submit preliminary critiques and
  score prior to review meeting
• Facilitates meeting discussion and speeds up
  review process
• Integrates with NIH Commons accounts

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Target Time Table

• Phase 1 Now to end of January 03
• Standard XML documentation, technology and
  application receipt flow
• Inception, tech architecture and analysis
• Phase 2 February April 03
• Application Receipt and validation
• Build and test the receipt of XML stream
• Phase 3 May July 03
• Business to Government flow and interchange
  infrastructure
• Complete Design and build B to Gov exchange
• Pilot
• Phase 4 August November 03
• Integration with bi-directional communications on
  IPF, PPF, FSR and potentially other requests
• Build out the integrated system for
  e-Applications Test and Gradual introduction

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eRA SBIR Initiative Status

• NIH issued RFA for eRA SBIR Initiative January
  29, 2002
• Six Awards made by in 2002
• ERA Software Systems, Inc.
• Research and Management Systems, Inc.
• InfoEd International
• Cayuse, Inc.
• Clinical Tools, Inc.
• Formatta Corporation
• Initial meeting with awardees to establish
  initial milestones took place Nov. 13, 2002
• Program Contact Dr. Amy Swain, NCRR
  

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The Project is Complex
NIHs Link to e-Government
Business Process Re-engineering
Software Development
Operational Platform
Partnerships
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For the Next Few Years Multi-Source
Receipts
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Single Source Receipt for NIH
Service Provider 1
Institution
NSF
Institution
Institution
SP
Federal e-Grants Broker
DOE
XML File
Institution
SP
Service Provider 2
Institution
XML File
NIH
Institution
398 e-Grant kit
Institution
FDA
FDA
Institution
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One-way Communications
Institution
Service Provider
Institution
NIH
Receipt
Institution
SP
Institution
SP
Institution
SP
Receipt Model Submission initiated at will by
SP Web services at NIH called by Submitter High
peak and large transactions Festival Seating
model ?
Institution
Institution
SP
Institution
SP
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One-way Communications
Institution
Service Provider
Institution
NIH
Receipt
Institution
SP
Institution
SP
Institution
SP
Receipt Model Submission initiated at will by
SP Web services at NIH called by Submitter High
peak and large transactions Festival Seating
model ?
Institution
Institution
SP
Institution
SP
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Ticket Process

• SUBMISSION
• Request for submission issued with application
  identifier and file characteristics
• NIH issues an accession number and a place in
  queue
• NIH records submission request and file
  characteristics
• LATER
• NIH signals for download
• SP sends file or NIH gets it
• NIH processes file

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Ticket Process
NIH Exchange
Institution
Service Provider
Queues, Validation, Test Suite
Institution
Institution
SP
Institution
SP
Institution
SP
NIH Internal
Institution
Receipt
Institution
SP
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Ticket Model
NIH Exchange
Queues, Validation, Test Suite
Institution
Submission
Service Provider
Issue ticket
Institution
Download
Institution
SP
Institution
SP
Institution
SP
NIH Internal
Institution
Receipt
Institution
SP
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Projection for the Commons (low estimate)
cMAP
eCGAP
Number of Sessions Per Year
eNAP
eSNAP
Status
Year
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Rapid Growth Since Opening in Jan
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People Like It
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Commons Where Are We Today

• 274 Institutions registered
• 2555 Active users
• 1027 PIs registered
• 1870 FSRs Submitted

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End to End Electronic Research Administration
Past Present
Future
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eRA is the NIH Bridge Between Science and
Management of 19 Billion Dollars in Extramural
Research Grants
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Training/Outreach/Support

• NIH eRA Helpdesk(866) 504-9552 (Voice -Toll
  Free)[phone] (Voice - Local)(301)
  451-5675 (Fax)[phone] (TTY)commons_at_od.nih
  .gov