3,500 NIH Users

1
3,500 NIH Users
2
13 million humans in studies
3
Key Facts for FY 2000

• 13.826 million was made available for IMPAC I,
  IMPAC II, and the Commons
• Only 0.7 million was available for application
  development
• Summer FY 2000 funds for application development
  were redirected to keep I-Edison and CRISP on the
  WEB operating when the existing contract for the
  Commons came to an end.

4
Project Driven By Community/User Input
FARB
IT BOG
eRA Steering Committee Marvin Cassman
DDER Wendy Baldwin
CIO Alan Graeff

Community Input (NIH and Grantee)
eRA PM Team
Project Manager John McGowan
Impl. and Ops. Manager Jim Cain, OER

User Group, Implementation Team
Group Advocate
Analyst
Developer
OPAE
5
Steering Committee ERA Requirements are
Justified
6
Stress in any development
Technical
Schedule
Cost
7
The Last Fifteen Months-Selected Highlights
Launch Inside eRA Recommendations by the BOG
Review by the Steering Committee Establish bus.
plans for priorities Merge Group with Team
priorities Rank priorities within each
Group Set priorities - advocates users Stop
Commons development Peer review of the
commons Start eRA Project Team Announce Project
Manager
Time
8
The Last Fifteen Months-Selected Highlights (cont)
Begin Inside eRA for Partners Grant Folder
Concept Data Quality Contract Awarded Decide J2EE
architecture/tools Submit FY2002 Budget to
SC-BOG Implement Policy Group Migration to Oracle
8i Form PE and Fed Com Office Decision to Scan
Applications eRA funded at a realistic
level Launch Commons Working Group Congress
passed the budget Stalled election and budget
process
Time
9
The Last Fifteen Months-Selected Highlights (cont)
SC Direction 2nd Commons Work Group Meeting IV
V ahead of schedule Enterprise Workshop Begin
Inside eRA for Partners Quantum data quality
contract Grant Folder Concept in Review
Time
10
The Project Management Team Cross Over
Between Functional Areas (examples)
GMAC Advocate Marcia Hahn
OD Operations (DEA) Looking for Volunteers
TPC Advocate Wally Schaffer
RPC Advocate Eileen Bradley
CMO Advocate Claire Benfer
Daily Operations Manager Jim Cain
Program Advocate Bud Erickson
CIT liaison Pete Morton
Reports Advocate Carol Martin
Data Integrity OER Rep Belinda Seto
ECB Advocate Thor Fjellstedt
Commons Advocate George Stone
IT Design/Arch. Advocate Donna Frahm
Project Manager John McGowan
Receipt and Referral Brent Stanfield
Prepare for e-Grants- Scanning Steven Hausman
FDC/ROW Liaison Jay Silverman
OER Liaisons
11
Get to Know Your Group Advocates Today
FARB

• Tell us what you want fixed or enhanced in the
  module you use.
• Examine other modules and IC extension systems
  and tell us if you
• need to have a feature added to your module
• believe an IC extension (all or part) should be
  incorporated into eRA
• can suggest gems from your module if you can see
  utility in another
• are willing to help work on an eRA Project

IT BOG
eRA Steering Committee Marvin Cassman
DDER Wendy Baldwin
CIO Alan Graeff

Community Input (NIH and Grantee)
eRA PM Team
Project Manager John McGowan
Impl. and Ops. Manager Jim Cain, OER

User Group, Implementation Team
Group Advocate
Analyst
Developer
OPAE
12

• Establishespriorities for requirements, bug
  fixes with the community
• Decideswhat will and wont move forward
• Identifies / DelegatesFITS-JADS
• Monitorsthe project
• LeaderSpokesperson, liaison, outreach to your
  community NIH.

• Validatespriorities requirements to assist
  the advocate in developing implementation plans.
• Translates business plan into technical
  specifications with detailed tasking, timelines
  and resource requirements
• Monitorsthe project

• Developsthe module to meet the specifications
  established in the business plan.
• Implementsthe module in a manner consistent
  with with the architecture in the system as to be
  compatible.
• Deliversthe requirement
• Monitorsthe project

• Facilitatesthe functional groups and project.
• Documentsactions / decisions
• Reportson progress to the community
• Monitorsthe project
• Communicatesprogress, actions, decisions, issues
  through newsletters, websites and other vehicles

13
Today

• What We Want You To Due Today
• Acknowledgements
• Current status-Project is on track

14
Current Status ReminderMap Expectations to
Reality

• FY 2000 A year to regroup
• FY 2001 A year to ramp up
• Budget authority given mid-February
• FY 2002 A year to roll-out

15
Phase In Growth Process
20M
A
n
Approx.
n
u
15M
l
a
A
Contract Staff
Annual Budget
10M
FTEs
FTEs
B
u

• Full time recruiter goal 4 individuals month
• Facilities site to accommodate growth

d
g
5M
Dec 00
June 01
Feb 01
Oct 01
Apr 01
Aug 01
Dec 01
eRA Implementation
FDC/ROW Sciences
16
Recruitment Ahead of Schedule
Projected
On Board
New this month
s of People
Time
17
Different Contractors Being Utilized

• Logicon/ROW (Main Contract)
• Mitretek (Technical IVV)
• CERTAN (Equipment needs)
• RNS, Inc (Commons/IMPAC II)
• Silicon Spirit (Commons)
• Quality Associates, Inc (Scanning)
• Input Solutions, Inc (Scanning)
• Z-Tech (Commons)
• LTS (Administrative Support)
• CIOSP-2 (Technical needs)
• IVV in negotiations
• Data quality contract awarded to Quantum

18
Next Steps Map expectations with reality

• A year to ramp up resources to the project
• New people advisory, contract, staff
• general knowledge of process
• orient them to the project
• integrate into management structure
• Increased oversight and management support to
  facilitate and monitor the project
• New architecture and design being established

19
FY Priorities
Budget

• Reporting
• Commons Redesigns X-TrainI-EDISON

• Committee Management
• Population Tracking

2001

• Grants Management
• Program Module
• Simple R01s
• Post-Award Admin

• Type 5- SNAP
• DEA Module
• Quick View
• SITS

2002

• R01s clinical, animal
• ECB

• Trainee Appointment
• CRISP CRISP Plus

2003

• Receipt Referral
• Review

• Reporting
• Complex Applications (P01s-U19s etc)

2004
20
Today

• What We Want You To Due Today
• Acknowledgements
• Current status-Project is on track
• Seeking input for shifts in paradigms and
  directions
• Do you see it as good, bad, indifferent for ow we
  function
• Highlights of what to expect during the next
  15-18 months
• Closing comments

21
FY Priorities
Budget

• Reporting
• Commons Redesigns X-TrainI-EDISON

• Committee Management
• Population Tracking

2001

• Grants Management
• Program Module
• Simple R01s
• Post-Award Admin

• Type 5- SNAP
• DEA Module
• Quick View
• SITS

2002

• R01s clinical, animal
• ECB

• Trainee Appointment
• CRISP CRISP Plus

2003
Reminder the build outs in 2003/2004

• Receipt Referral
• Review

• Reporting
• Complex Applications (P01s-U19s etc)

2004
22
Design Flexibility for Institutions

• NIH Policy
• Business Practice and Rule
• Institution Policy
• Business Practice and Rule

The following examples are for FY 2003-2004 and
provided to evoke discussion and enthusiasm for
the project to re-engineering business process
and provide for redesigns
23
One IC Request a Grant from Another IC

• NIH Rule 901 - Request Transfer Grant
• Agree Decline Being Considered

d
d
24
Key Issues

• NIH Rule 901 - Request Transfer Grant
• Agree Decline Being Considered

d

• Who
• Is responsible for making the decision?
• Will be trained to do the data entry?
• System doesnt match our workflow process
• Less receptivity to the system,
• Extension systems to build in needed functionality

25
Solution
NIH Rule 901 - Request Transfer Grant Agree
Decline Being Considered

• NIH Rule 901 - Request Transfer Grant
• Agree Decline Being Considered

d
d
Build the system to allow institutions
flexibility by establishing a universal module
for ICs to trigger the NIH business rules in
IMPAC 2 or the Commons.
26
Different IC Process for Decision

• NIH Rule 901 - Request Transfer Grant
• Agree Decline Being Considered Comments

d
Institute X Process
Institute Y Process

• Initiated by Program
• Section Chief
• Branch Chief
• Division Director
• Grants Specialist
• Budget Officer
• GMO

• Initiated by Program
• Grants Specialist
• Budget Officer
• Division Director
• OD, DEA

27
We will build A Universal Module for ICs to
Use (example)
28
Example A Universal Module for ICs to Use
d
4 approvals needed
29
Unique Approvals Complete within IC Send the -
Signal to the IMPAC II to Agree to the Transfer

NIH Rule 901 - Request Transfer
Grant Agree Decline Being Considered
Comments
d
30
Switch Gears to Discuss a New Architecture J2EE
(2002-2004)

• Open standards-based with wide support and wide
  deployment in industry
• Vendor neutral
• Adaptable to rapid changes in policy and business
  processes
• Interact with different access media
• Portable across multiple hardware and operating
  systems
• Low in maintenance/operational cost

31
Why is this Important to You ? (2002-2004)

• Allows 1 login access to all modules
• System knows who you are with what permissions
  midterm solution eventually build to an
  enterprise authentication system NED.
• Helps separate business logic from the database.

32
A Portal is a Tool That Allows You To

• Customize how you integrate applications and
  reports
• Provide a uniform interface (no client server)
• Support a common architecture

33
A Portal is a Tool That Allows You To

• Grants Management
• Grants Management
• ICO
• PACA
• PRR
• 901
• ECB
• CRISP

• Integrate applications and reports
• Provide a uniform interface (no client server)
• Support a common architecture

• CAAP
• TABS
• Stars

• Web Links
• Other

34
New Technology Applied to New Paradigm

• Build business transaction process (fewer emails
  and less work and no forms) across functional
  areas by
• Using what you like about current modules
• Re-packaging the gems among different modules
• Building in new functionality
• Having an alert action report pull up grants (or
  process) that need a decision or action by you
  into a screen to you with a transaction module
  pop-up for to mark you decision.
• Tracks your portfolio
• Tracks status in process (who, what, when, where)
• Allows to build a common screen for program,
  grants, PI, Institutional Official.

35
New Technology Applied to New Paradigm

• The following is being planned for IMPAC II in
  2003-2004 but the functionality is open for
  building into the commons.
• Administrative and Institutional Official Reports
• PI report
• Following examples for IMPAC II to show concept
  but this is not something that will be available
  until 2003-2004.
• Dont let this distract you from the important
  work this afternoon on progress reports

36
My Portfolio Action Page

To Be Paid or Action Pending
IC Tables
Building a transaction not a form and email
system
37
My Portfolio Action Page

To Be Paid or Action Pending
Action - Sort by Pro Grants Bud
Review PI Ad Of Ins Of Others
IC Tables

• Quick view
• CRISP
• ICO
• ECB
• QVR
• STARS
• others

Report that can be sorted by internal fields
grant , PI, Title, RFA, IRG, Cut
38
My Portfolio Action Page

To Be Paid or Action Pending
Action - Sort by Pro Grants Bud
Review PI Ad Of Ins Of Others
IC Tables
Each IC given 10-15 tables to build out
extensions directly in the system

• CAAP
• TABS
• ECMS
• Other IC

39
My Portfolio Action Page

To Be Paid or Action Pending
Action - Sort by Pro Grants Bud
Review PI Ad Of Ins Of Others
Standardized buttons actions recognized across
modules
IC Tables
40
My Portfolio Action Page
Templates to build more flexibility to meet your
needs

To Be Paid or Action Pending
Action - Sort by Pro Grants Bud
ODDEA PI Ad Of Ins Of Others
IC Tables
Example provides reports on all grants by council
or all in a FY
Active Paid
Grants / Not Being Considered
Sort by Everything - Current Council -
All Councils FY2000
IC Tables
41
My Portfolio Action Page
Actual/Planned FY2001
Actual RPG Breakout
Hot Links

• Grants infonet
• FA Rates
• I2 modules
• Notes
• Grateful Med

RPG N01 T/Fs Other
R01 U19 P01 R21 R03
Millions / Numbers
Millions / Numbers

To Be Paid or Action Pending
Action - Sort by Pro Grants Bud
ODDEA PI Ad Of Ins Of Others
IC Tables
Active Paid
Grants / Not Being Considered
Sort by Everything - Current Council -
All Councils FY2000
IC Tables
42
New Technology Applied to New Paradigm

• Build business transaction process (no emails or
  forms) across functional areas by
• Using current modules
• Re-packaging the gems among different modules
• Building in new functionality
• Having reports pull up grants (or process) that
  need a decision or action by you into a screen to
  you with a transaction module pop-up for to mark
  you decision.
• Tracks your portfolio
• Tracks status in process (who, what, when, where)
• Allows to build a common screen for program,
  grants, PI, Institutional Official.
• Tables for IC control to build extension systems

43
An Example Using the Grant Folder from Peer Review

• Evolved in peer review with funding increase
• Balance between cross navigational buttons and
  drill downs will have to be established.

Next slide illustrates how it will work in your
portfolio
44
My Portfolio Action Page
Pick prior Summary Statements
IC Tables
Building a transaction not a form and email
system
45
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46
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48
http//impacweb3.oer.od.nih.gov9000/pls/portal30/
url/page/KP_GMO_PAGE Portfolio Portal (Future
2003-2004)
49
http//impacweb3.oer.od.nih.gov9000/pls/portal30/
url/page/KP_GMO_PAGE Portfolio Portal (Future
2003-2004)
50
(No Transcript)
51
Advantages

• Low risk use current modules then build towards
  the new architecture
• Creates ability to generate an alert report with
  transactions to do your work and get the
  information you need.
• Flexibility to provide personalized views IMPAC
  2, IC extensions, and more on the same screen.
• Easy to build reports or alerts across NIH or
  Institutions so that individuals
  (grants/institute/PI/program) all see the same
  information.
• Easier processing

52
Steering Committee ERA Requirements are
Justified
53
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54
Draft - eRA Implementation Schedule (1 of 6)
2002
2001
Apr May Jun Jul Aug Sep Oct Nov Dec Jan
Feb Mar Apr May Jun Jul Aug Sep
Business Area Apps
Committee Mgmt
CM Redesign
CM New Reports
Program Support
ECB
Council Redesign
CAM
QVR
Central Printing
Population Tracking
Other (ICO, SITS, Grants Payment Mgmt Trainee
Activities)
Grants Mgmt
Closeout
Cofunding
Legend Analysis
Development
Deployment
Start
Continuing
Includes business process reengineering and
design
55
Weve Only Just Begun
http//era.nih.gov/
56
Available Now
We Need You To Tell Us What You Want To See
57
Coming this Summer
58
Wish
One Page Access to All Groups, Minutes,
Documentation, Bugs, Wish List,
and Timelines
Coming this Summer
59
What You Can Expect In the Upcoming Months
All Grants Available Scanned Internet assisted
peer review Grant folder button Query View
and Report (QVR) Summary Statements One
Login Access Deploy X-Train V1.5 Deploy
Commons V2 Admin modules Application/Award
Status Re-engineer SNAPs R01, F32,
SBIR Re-engineer Applications R01s
BPR only
BPR only
60
Draft - eRA Implementation Schedule (4 of 6)
2001
2002
Apr May Jun Jul Aug Sep Oct Nov Dec Jan
Feb Mar Apr May Jun Jul Aug Sep
Commons
Commons Version 1
X-Train 1.5
Commons Version 2
Phase 1 Infrastructure
Phase 2
X-Train 2.0
Admin Module
Profiles
Status
Phase 3
BPR only
Progress Report
BPR only
Competing Appl (R01)
I-Edison Integration
Federal Commons Integration
Legend Analysis
Development
Deployment
Start
Continuing
Includes business process reengineering and
design
61
New Technology Applied to New Paradigm

• Dont let the last several slides on portals and
  reports distract you from the important work this
  afternoon on progress reports

62
Progress Reports A Framework for This
Afternoons Discussion

• Once a year submission
• on scientific progress
• accomplishments
• highlight issues that impact on public health
• This is the progress report.

63
Framework for This Afternoons Discussion

• Unlink certifications and assurances from the
  progress reports

64
Framework for This Afternoons Discussion

• Unique event reports
• not part of the progress report ?
• part of the grant application ?
• tied to specific events and when they happen not
  to a time or annual report

65
Framework for This Afternoons Discussion
66
We welcome your help
67
Relative Position of the NIH COMMONS
Requirements (time not shown)
Competing Applications R01, SBIR, F32, R13
Architecture Infrastructure
SNAP Non-competing
Complex Competing Applications T32-P01-U19
I-edison
Admin Modules
X-Train
Level of importance
Wireless
International
Web Forms
increasing complexity and convergence requirements
68

• "There is nothing more difficult to plan, more
  doubtful of success nor more
• dangerous to manage than the creation of a new
  system. for the initiator
• has the enmity of all who profit from the
  preservation of the old system
• and merely lukewarm defenders in those who would
  gain from the new one."
• This quote is from Niccolo Machiavelli, the
  Prince (1469-1527), who made it
• in 1513