Changes in the Scientific Review and Evaluation Award SREA Operations David L. Whitmer, Executive Of

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Changes in the Scientific Review and Evaluation
Award (SREA) OperationsDavid L. Whitmer,
Executive Officer, CSRPeer Review Advisory
Council (PRAC) May 16, 2005
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SREA Background

• SREA funds are used to reimburse travel, lodging,
  per diem, and honoraria for Initial Review Group
  (IRG) members.
• Cooperative agreements (U09) are awarded to the
  Chairpersons (which is sometimes why SREA Awards
  are referred to as Chairmans Grants).
• NIH deposits funds into the NIH Credit Union in
  53 separate accounts.
• CSR issues payments for 13 ICs, 11 ICs issue
  their own payments.
• Total annual program cost is approximately 47M,
  of which approximately 12M is for travel costs
  (airlines).

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OMA Study of SREA Operations

• The NIH Office of Management Assessment (OMA)
  was asked by the Office of Financial Management
  to determine whether the program
• Complies with existing policies and regulations
• Has adequate internal controls
• Operates effectively and efficiently

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OMA Study - Findings

• Inadequate internal controls for oversight and
  accountability
• High risk for fraud, waste, and abuse
• Data is not reliable, complete, or accurate
• Inconsistent treatment of similar costs

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OMA Study Recommendations

• Internal Controls should be strengthened.
• Decentralization has led to inconsistent
  practices and data.
• Current process of reviewers submitting vouchers
  for various expenses is labor intensive and
  paper-driven.
• Use of Credit Union is inefficient payment
  through OFM more appropriate.
• Office of General Council (OGC) found that
  reviewers are eligible for government travel
  rates but the travel should be paid directly from
  government accounts.
• Implicit is that only government accounts that
  are appropriate to pay travel should be used.

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OMA Study - Recommendations

• Centralize program administration in CSR.
• Develop and implement a flat-rate payment system
  to reimburse reviewers NSF has adopted this
  approach.
• Issue electronic payments through OFM.
• Beginning in FY 2006, fund program through
  Research Management and Support (RMS) funds to
  retain eligibility for Government travel rates.
• Transfer funds from grants to RMS in FY 2006
  budget and display a comparable adjustment to the
  FY 2005 column of the FY 2006 budget.
• NIH Deputy Director for Management (DDM) appoints
  appropriate group to implement recommendations.

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NIH Governance Review of Proposal

• The Extramural Activities Work Group (EAWG) and
  the Management and Budget Working Group (MBWG)
  have reviewed both the OMA Report and the issue
  of Government travel rates and endorses the
  proposed recommendations.
• NIH Steering Committee reviewed and approved of
  the recommendations.

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SREA Cost Savings Opportunity

• NIH-wide Blanket Purchase Agreements (BPA) with
  local hotels to take advantage of volume pricing,
  tax exempt status, consistency in pricing, ease
  of use by SRA/HSAs.
• Flat-rate reimbursement system to contain costs
  and improve reimbursement.
• Direct payment to hotels for sleeping rooms
  allowing for exemption of state and local taxes.
• Fewer number of staff involved in voucher
  processing.
• Lower travel management fees.

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SREA Changes Reviewer Perspective

• Flat rate of reimbursement (no need to complete
  vouchers)
• Electronic deposit of funds for travel
  reimbursement and honorarium within a few days of
  the meeting
• Travel Management Center to assist in airline and
  hotel reservations

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SREA Transition Team

• Responsible for implementing the recommendations
  from the Office of Management Study regarding NIH
  SREA activities and report back to the principal
  stakeholders on its progress.
• Membership includes extramural scientific and
  administrative staff throughout the NIH
  community.
• Subcommittees Hotel Contract, IMPAC Other
  Systems, Office of Financial Management
  Activities, Peer Review Impact, and Travel
  Management Center
• For more information on the status of the
  transition efforts (NIH only) see online at
  http//cms.csrweb.nih.gov/AdministrativeResources/
  Travel/ScientificReviewandEvaluationAwardTransitio
  nTeam/
• Note An external website with communication
  directed to reviewers will also be available soon

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SREA Transition Team Members

• Committee Member Office Role / Expertise
• Georgina Baumgartner CSR Administrative
  Officer/Management Analyst
• James Blagaich CSR Planning/WEB Development Team
  Leader
• Sheryl Brining NCRR Director of OR
• Francisco Calvo NIDDK Chief, Review Branch
• Kimberly Caraballo NICHD Senior Committee
  Management Specialist
• Beverly Copeland CSR SREA Team Leader
• Janet Dudrick OD Assistant Director for
  Management
• Edwin Echegoyen CSR SREA Officer
• Caroline Grabner NHLBI Deputy CMO/SREA Officer
• Claire Harris NCI Committee Management Officer
• Sally Lee NIGMS Deputy Executive Officer
• Ruth Linn NINDS Committee Management Specialist
• Mary Nuss NIAID Committee Management Officer
• Alexander Politis CSR Chief, IDM IRG
• Tracy Shahan NIAID Chief, Program Man. and Op.
  Branch
• Sophonia Simms OD ERA Project Task
  Manager/Business Analyst
• John Slovikosky OD Assistant Director for Finance
• Anna Snouffer OD Deputy Director, OFACP

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Next Steps

• Finalize logistics on flat rate payment
• Complete hotel contract
• Determine program administration
• Create NIH-wide financial management systems for
  tracking and accountability
• Outreach efforts to reviewer community

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More Information

• David Whitmer
• Executive Officer, CSR
• Phone [phone]
• E-mail WhitmerD_at_csr.nih.gov