and Blood Institute NHLBI DK National Institute of Diabetes and Digestive and Kidney Diseases NIDDK LM National Library of Medicine NLM

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and Blood Institute NHLBI DK National Institute of Diabetes and Digestive and Kidney Diseases NIDDK LM National Library of Medicine NLM Powered By Docstoc
					 THE NIH GRANTS PROCESS
           from the
 “Macro” to the “Micro” Level
              and
INFORMATION TECHNOLOGY:
  New Directions at the NIH
         Thorsten A. Fjellstedt, Ph.D.
       Center for Information Technology
         National Institutes Of Health
                      Bethesda (301) 496-3680
                    North Carolina (919) 967-0679
                        fjellst@mail.nih.gov
         OVERALL OUTLINE
             The Federal Role of the NIH
                   The NIH Mission
              How the NIH does its Job
       How the Institutes are organized and Why
         The Tools the NIH has to do its job
          Facts and statistics about the NIH
            The scale of the NIH enterprise
The NIH application receipt, referral and review process
          (How extramural programs operate)
   The role of information technology in extramural
                        programs
                   Future directions
What is the Federal Role of the
             NIH?
Congressional          Improved
Appropriation         Public Health



                NIH
What is the Scientific role of the
             NIH ?
Human Biology:
                                   Medical
Biological, Social
                              Advances/Improved
 and Behavioral
                                Public Health
    Processes

                      NIH
                At the intersection
                 of Biology and
                  Public Health
Why Are There So Many NIH
        Institutes?
     Public Health Need

    Congressional Interest

       Public Interest
    Who are the Stakeholders?
Interest groups
    Congress/geography focused
    The general public and disease focused groups
       (survivors, etc.)
Granters
    NIH—Institutes/Centers
    Non-profit foundations
Grantee
    Grantee—Institutions/Deans
    Grantee—Investigators
Commercial
    Biotechnology companies
    Pharmaceutical companies
    Other support offers
    How Is The NIH Organized?
          NIH Extramural Funding Components
CA—National Cancer Institute (NCI)
HL—National Heart, Lung, and Blood Institute (NHLBI)
DK—National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK)
LM—National Library of Medicine (NLM)
HD—National Institute of Child Health and Human Development (NICHD)
DC—National Institute of Deafness and Other Communication Disorders (NIDCD)
ES—National Institute of Environmental Health Sciences (NIEHS)
NS—National Institute of Neurological Disorders and Stroke (NINDS)
AG—National Institute on Aging (NIA)
AI—National Institute of Allergy and Infectious Diseases (NIAID)
AR—National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS)
DE—National Institute of Dental and Craniofacial Research (NIDCR)
EY—National Eye Institute (NEI)
GM—National Institute of General Medical Sciences (NIGMS)
MH—National Institute of Mental Health (NIMH)
NR—National Institute for Nursing Research (NINR)
AA—National Institute on Alcohol Abuse and Alcoholism (NIAAA)
DA—National Institute on Drug Abuse (NIDA)
AT—National Center for Complementary and Alternative Medicine (NCCAM)
RR—National Center for Research Resources (NCRR)
HG—National Human Genome Research Institute (NHGRI)
EB—National Institute of Biomedical Imaging and Bioengineering (NIBIB)
TW—John E. Fogarty International Center (FIC)
MD—National Center on Minority Health and Health Disparities (NCMHD)
OD—Office of the Director (NIH)
CL—Warren Grant Magnuson Clinical Center (CC)*
RR—Center for Scientific Review (CSR)
WH—Office of Research on Women’s Health (ORWH)                         *Does not make Extramural Awards
DS—Division of Safety (DS)*
   How Are The NIH Institutes
         Organized?
                        Director
  Intramural Director              Extramural Director
    Intramural                       Extramural
     Program                          Program

Research Laboratories           Divisions/Centers/
 on NIH Campus and                  Branches
      Elsewhere              (Managing External Funding)
 How Do The Institutes/Centers
     Support Research?
                  Director

   Intramural                Extramural
    Program                   Program

  Supports Research          Fund Research at
 Laboratories on NIH          Universities and
Campus and Elsewhere         Research Institute
What Tools Does The NIH Have To
 Support Extramural Research?
   Grants        Assistance to recipient
                       Institution

 Cooperative      Same as above but with
 Agreements    close coordination with NIH
                           staff

  Contracts     Procurement mechanism
The scale of the NIH enterprise
   Facts and Statistics About the NIH
            Statistics about the NIH
4   NIH accounts for approximately 30% of the total
    national support for Health R&D.

4   NIH obligations account for approximately 79% of the
    Federal share of obligations for Health R&D .

4   Approximately 80% of the NIH Budget is devoted to
    extramural awards.

4   Over 90% of NIH’s extramural awards are grants.
Fiscal Year 2002 Total Extramural Expenditures
Approximate Distribution of NIH
        Expenditures
Approximate Distribution of NIH
        Appropriation
            What’s Involved
l   NIH budget of approximately $27 billion
l   Over 65,000 new or competing applications
l   Almost 10,000 new and competing grant awards
l   Over 38,000 grant awards
l   Operate 3,166 study section meetings
l   Support the 80 council meetings
l   Approximately 200 million pieces of paper
l   Maintain historical records (1973-Present)
l   Multiple reports and analysis
 How does the NIH carry out its
responsibility to Congress and to
           the Public?
     Two Key Responsibilities

     NIH must manage the budget

    NIH must manage and guide the
    biomedical research it supports
                   THE NIH PROCESS OVERVIEW

                     Grantee Institution
                            Issue notice                                    NIH Guide
Non-competing                                     New Grant
                           of grant award         application
                                                                          Announcement
  application
                               (NGA)



                                                                             Negotiate with
                                                                               other ICs
                   Evaluate

                                     NIH
                non-competing                       Award Grants to
                 applications                     successful applicants


                                                                Develop research initiatives


                                     Monitor
                                  funded grants
     Grant Application Cycle:
              The Individuals
                 Principal
              Investigator and
               Grants Official


     Program         NIH    Scientific Review
 Administrator and         Administrator and
Grants Management          Grants Technical
       Staff                    Assistant
     Roles of the Scientific Program
                Manager
                       Assess       Identify Gaps
        Work with                                       Develop
                       Portfolio     in Scientific
        Grantees/                                         New
                       Balance        Programs
        Applicants                                     Initiatives


  Coordinate                  Scientific                Think
  with other
ICs/Divisions/                Program                   about
   Groups                                              science
                              Manager
     Monitor
   Progress of                                         Browse
    Projects                        Communicate        Science
                 Produce           with review staff
                 Reports             on program
                                       matters
    Roles of the Scientific Review
           Administrator                            Nominate
                                        Manage        SRG
                    Produce
                                         SRG        members
                    Reports
                                        meetings
  Assign review
 responsibilities
                                                                 Select
                                                                 ad hoc
                         Scientific Review                     reviewers
 Communicate to                                                 and site
Advisory Councils         Administrator                         visitors
  regarding SRG
recommendations

                                                                  Think
  Communicate           Provide                                   about
                                       Prepare     Browse
   with program        orientation                               science
                                      summary      Science
  staff on review       for SRG      statements
      matters           members
   Roles of the Grants Management
               Specialist
         Provide
        business      Assist in       Interpret and
      guidance to    developing                         Maintain
                                       apply grant
       applicants     program                            official
                                          policy
     and reviewers     policy                          grant files

                                                              Provide
  Coordinate                 Grants                            fiscal
  with other
ICs/Divisions/             Management                       management
                                                             of grants
   Groups
                            Specialist
  Attend SRG                                            Participate with
  meetings as                                           program staff in
   resource                 Manage
                                           Award      budget negotiations
                 Produce    Overall
                                           Grants         prior to and
                 Reports    budget
                                                        following award
Budget “Balancing” Issues
        at the NIH

Balancing a VERY BIG Checkbook
 How Does the NIH Manage the
           Budget?
        What are the major issues?
      The NIH gets an appropriation each FY.
All appropriated funds must be obligated in that FY.
  The appropriation doesn’t always happen at the
                 beginning of the FY.
         New grants are funded each year.
       Almost ALL grants request funds for
       multiple years—nominally 3 to 5 years.
 How Does the NIH Manage the
           Budget?
What are the major issues? (Continued)
It takes almost a year to launch a scientific initiative
     and get the projects submitted, reviewed and
                        funded.
    The NIH commitment to a grant is based on the
  assumption that funds will be available for future
                         years.
   Budgetary Issues to Consider
       NIH projects have future-year commitments
   (most projects have 4-5 future years of commitments)
The NIH often does not have a budget at the beginning of the
                           fiscal year
(NIH is frequently on a continuing resolution at the beginning
                       of the fiscal year)
       Sometimes funds are withheld at various levels
        Scientific initiatives take time to initiate and fund
  (It is frequently 9 to 12 months to go from a concept to a
                            funded project)
         Congress often directs scientific initiatives
       The cost of supporting science inflates rapidly
         Initiating new Science at the NIH
                             Time Line

            “0”                                      “3-4”
           Months                                   Months

              Conceptualize Outside  Develop Written
                Initiative   Input  Initiative (RFA/PA)

                       Time Line (Continued)

 “3-4”        “6-7”            “9-10”                              “12”
Months       Months            Months                             Months

      Publish  Receive/Review Council      Develop           Fund
   Announcement Applications Meeting     Funding Plan     Applications
   Funding Grants—It isn’t as easy as
              it appears
                    Current Yr 1st Future Yr   2nd Future Yr 3rd Future Yr   4th Future Yr

                    Type 1
Awarded this Year   Type 2


Awarded last Year   Type 5



Awarded 2 Yrs Ago   Type 5


                                                 This simple diagram depicts two
Awarded 3 Yrs Ago   Type 5                       assumptions that are not true
                                                 1)Future year commitments
                                                   remain the same
Awarded 4Yrs Ago    Type 5                       2)The NIH funds the same dollar
                                                   value of grants each year
   Funding Grants—It isn’t as easy as
   it appears—Grant Cost Escalation
                    Current Yr 1st Future Yr   2nd Future Yr 3rd Future Yr   4th Future Yr
                    Type 1
Awarded this Year   Type 2


Awarded last Year   Type 5



Awarded 2 Yrs Ago   Type 5



Awarded 3 Yrs Ago   Type 5
                                                   Thus, the commitment of funds in
                                                  the each future year is significantly
                                                     greater than the current year
Awarded 4Yrs Ago    Type 5                           for the same group of grants.
                                                        (Example—1st Future yr)
NIH Budget Allocations
    Grant Related
 Research Project Grants
    Research Centers
  Institutional Training
   Individual Training
 Other Research Related
        SBIR-STTR
The NIH Application Receipt,
Referral and Review Process

  From the “Macro” to the “Micro”
                   THE NIH PROCESS OVERVIEW

                     Grantee Institution
                            Issue notice                                    NIH Guide
Non-competing                                     New Grant
                           of grant award         application
                                                                          Announcement
  application
                               (NGA)



                                                                             Negotiate with
                                                                               other ICs
                   Evaluate

                                     NIH
                non-competing                       Award Grants to
                 applications                     successful applicants


                                                                Develop research initiatives


                                     Monitor
                                  funded grants
    THE NIH PROCESS OVERVIEW
          Drilling Down in Detail
RECEIPT


      REFERRAL

                REVIEW

                           COUNCIL

                                     AWARD
                           Overall Timeframe
                            Submission to Award
              There are three overlapping cycles per year :

JAN     FEB   MAR    APR   MAY   JUN   JUL    AUG   SEP   OCT     NOV      DEC   JAN   FEB   MAR    APR   MAY   JUN     JUL



Cycle 1
      Receipt                      Review           Council
          Referral                                                   Award


                           Cycle 2
                                  Receipt                       Review             Council
                                   Referral                                                       Award


                                                      Cycle 3
                                                                Receipt                  Review           Council
                                                                Referral                                              Award
                       Receipt Dates
    Depends on the Type of Application
Jan 10    May 10 Sept 10   Institutional Training Applications
Jan 25    May 25 Sept 25   Academic Research Enhancement Award
                              Applications
Feb 1     June 1   Oct 1   New Research Applications
Mar 1     July 1   Nov 1   Revised Applications
                           Competing Continuation Applications
                           Supplemental Applications
April 1   Aug 1    Dec 1   Small Business Technology Transfer Research
                              Applications
                           Small Business Innovation Research
                              Applications
April 5   Aug 5    Dec 5   Individual NRSA Applications
May 1     Sept 1   Jan 1   AIDS Applications
                                   THE GRANTS
                                   PROCESS
                                                                                                                               Time Line
                                          Grant
                                        Application
                                                  Application submitted to
                                                          Application submitted to
                                              Center for Scientific Review -- NIH
                                                      Center for Scientific Review -- NIH                                    Receipt Deadline



                         Center For Scientific Review (CSR)


                                                      Assigned To Institutes                                                    1 Month
Assigned To Initial Review Group      CSR Referral                                       NIH
              (IRG)                     Office                                         Institutes
                                                                                                 Assignment to
                                   Initial Review Group                                         Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                       within each Institute
                                            Reviewers prepare written critique
    Assigns application to reviewers
                                                      Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                    Meeting             by IRG members                           Institute staff review
                                                                                              summary statements using          6 Months
          SRA prepares
       Summary Statement                                                                     the Electronic Council Book 
                                                                                                                      Book
                                                 Council members
        Summary statement                                                        Advisory                                       7 Months
                                                     access the
    uploaded into IMPAC system                                                  Committee
                                              Electronic Council Book            Meeting
                                                                                            Funding Decision by IC

                                                          Notify Unsuccessful       Award Grant to                             9 - 22 Months
                                                                                     Successful
                                                                Applicants           Applicants
Applications Receipt Room
                                 THE GRANTS
                                 PROCESS
                                                                                                                               Time Line
                                          Grant
                                        Application
                                                                  Application submitted to
                                                              Center for Scientific Review -- NIH                            Receipt Deadline

                                      Center for
                                   Scientific Review
                                        (CSR)

                                                          Assigned To Institutes                                                1 Month
                                 CSR Referral Office                                     NIH
                                                                                       Institutes
Assigned To Initial Review Group (IRG)                                                           Assignment to
                                   Initial Review Group                                         Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                       within each Institute
                                            Reviewers prepare written critique
    Assigns application to reviewers
                                                       Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                    Meeting              by IRG members                          Institute staff review
                                                                                              summary statements using          6 Months
          SRA prepares
       Summary Statement                                                                     the Electronic Council Book 
                                                                                                                      Book
                                                 Council members
         Summary statement                                                       Advisory                                       7 Months
                                                     access the
     uploaded into IMPAC system                                                 Committee
                                              Electronic Council Book            Meeting
                                                                                             Funding Decision by IC

                                                          Notify Unsuccessful       Award Grant to                             9 - 22 Months
                                                                                     Successful
                                                                Applicants           Applicants
                    Flow of a Competing Grant Application
                        Through the CSR Referral Section
                                                                        Project Control Unit:
   Application                        Mailroom                           Receipt & Record Group
                               (Receive, Date Stamp,                     (Process, Enter Skeletal
(Original & 5 Copies)                                                      Data into Computer,
                           Preliminary Sort, Add Bar Code)
                                                                              Print Status)


(Advance Copy)                                      Assignment Unit:
Scientific Review              (Assign to Scientific Review Group and Awarding Organization)
     Group



   (2 Copies)
                                   Project Control Unit:
                                Review & Control Group
Scientific Review                                                                (Original)
                            (Add Labels, Send Data to IMPAC,
     Group
                                Print Mailers, Distribute)                   Print Shop


                        (1 copy)      (1 copy)
                        OPERA          Project      (35 copies)    (20 copies)     (1 copy)    (1 copy)
                        EIS,DMC     Control Files      SRG           Original       Project    Research
                                                                    Awarding       Control    Documents
                                                                  Organization                 (IC only)
                    Flow of a Competing Grant Application
                        Through the CSR Referral Section
                                                                        Project Control Unit:
   Application                        Mailroom                           Receipt & Record Group
                               (Receive, Date Stamp,                     (Process, Enter Skeletal
(Original & 5 Copies)                                                      Data into Computer,
                           Preliminary Sort, Add Bar Code)
                                                                              Print Status)


(Advance Copy)                                      Assignment Unit:
Scientific Review              (Assign to Scientific Review Group and Awarding Organization)
     Group



   (2 Copies)
                                   Project Control Unit:
                                Review & Control Group
Scientific Review                                                                (Original)
                            (Add Labels, Send Data to IMPAC,
     Group
                                Print Mailers, Distribute)                   Print Shop


                        (1 copy)      (1 copy)
                        OPERA          Project      (35 copies)    (20 copies)     (1 copy)    (1 copy)
                        EIS,DMC     Control Files      SRG           Original       Project    Research
                                                                    Awarding       Control    Documents
                                                                  Organization                 (IC only)
                    Flow of a Competing Grant Application
                        Through the CSR Referral Section
                                                                        Project Control Unit:
   Application                        Mailroom                           Receipt & Record Group
                               (Receive, Date Stamp,                     (Process, Enter Skeletal
(Original & 5 Copies)                                                      Data into Computer,
                           Preliminary Sort, Add Bar Code)
                                                                              Print Status)


(Advance Copy)                                      Assignment Unit:
Scientific Review              (Assign to Scientific Review Group and Awarding Organization)
     Group



   (2 Copies)
                                   Project Control Unit:
                                Review & Control Group
Scientific Review                                                                (Original)
                            (Add Labels, Send Data to IMPAC,
     Group
                                Print Mailers, Distribute)                   Print Shop


                        (1 copy)      (1 copy)
                        OPERA          Project      (35 copies)    (20 copies)     (1 copy)    (1 copy)
                        EIS,DMC     Control Files      SRG           Original       Project    Research
                                                                    Awarding       Control    Documents
                                                                  Organization                 (IC only)
                    Flow of a Competing Grant Application
                        Through the CSR Referral Section
                                                                        Project Control Unit:
   Application                        Mailroom                           Receipt & Record Group
                               (Receive, Date Stamp,                     (Process, Enter Skeletal
(Original & 5 Copies)                                                      Data into Computer,
                           Preliminary Sort, Add Bar Code)
                                                                              Print Status)


(Advance Copy)                                      Assignment Unit:
Scientific Review              (Assign to Scientific Review Group and Awarding Organization)
     Group



   (2 Copies)
                                   Project Control Unit:
                                Review & Control Group
Scientific Review                                                                (Original)
                            (Add Labels, Send Data to IMPAC,
     Group
                                Print Mailers, Distribute)                   Print Shop


                        (1 copy)      (1 copy)
                        OPERA          Project      (35 copies)    (20 copies)     (1 copy)    (1 copy)
                        EIS,DMC     Control Files      SRG           Original       Project    Research
                                                                    Awarding       Control    Documents
                                                                  Organization                 (IC only)
     HOW ARE ASSIGNMENTS MADE?



l   TO STUDY SECTIONS BASED ON:
    Specific Review Guidelines of Each Study Section


l   TO INSTITUTES BASED ON:
    Overall Mission of The Institute
    Specific Programmatic Mandates and Interests of the Institute
    How Is The NIH Organized?
          NIH Extramural Funding Components
CA—National Cancer Institute (NCI)
HL—National Heart, Lung, and Blood Institute (NHLBI)
DK—National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK)
LM—National Library of Medicine (NLM)
HD—National Institute of Child Health and Human Development (NICHD)
DC—National Institute of Deafness and Other Communication Disorders (NIDCD)
ES—National Institute of Environmental Health Sciences (NIEHS)
NS—National Institute of Neurological Disorders and Stroke (NINDS)
AG—National Institute on Aging (NIA)
AI—National Institute of Allergy and Infectious Diseases (NIAID)
AR—National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS)
DE—National Institute of Dental and Craniofacial Research (NIDCR)
EY—National Eye Institute (NEI)
GM—National Institute of General Medical Sciences (NIGMS)
MH—National Institute of Mental Health (NIMH)
NR—National Institute for Nursing Research (NINR)
AA—National Institute on Alcohol Abuse and Alcoholism (NIAAA)
DA—National Institute on Drug Abuse (NIDA)
AT—National Center for Complementary and Alternative Medicine (NCCAM)
RR—National Center for Research Resources (NCRR)
HG—National Human Genome Research Institute (NHGRI)
EB—National Institute of Biomedical Imaging and Bioengineering (NIBIB)
TW—John E. Fogarty International Center (FIC)
MD—National Center on Minority Health and Health Disparities (NCMHD)
OD—Office of the Director (NIH)
CL—Warren Grant Magnuson Clinical Center (CC)*
RR—Center for Scientific Review (CSR)
WH—Office of Research on Women’s Health (ORWH)                         *Does not make Extramural Awards
DS—Division of Safety (DS)*
                    Flow of a Competing Grant Application
                        Through the CSR Referral Section
                                                                        Project Control Unit:
   Application                        Mailroom                           Receipt & Record Group
                               (Receive, Date Stamp,                     (Process, Enter Skeletal
(Original & 5 Copies)                                                      Data into Computer,
                           Preliminary Sort, Add Bar Code)
                                                                              Print Status)


(Advance Copy)                                      Assignment Unit:
Scientific Review              (Assign to Scientific Review Group and Awarding Organization)
     Group



   (2 Copies)
                                   Project Control Unit:
                                Review & Control Group
Scientific Review                                                                (Original)
                            (Add Labels, Send Data to IMPAC,
     Group
                                Print Mailers, Distribute)                   Print Shop


                        (1 copy)      (1 copy)
                        OPERA          Project      (35 copies)    (20 copies)     (1 copy)    (1 copy)
                        EIS,DMC     Control Files      SRG           Original       Project    Research
                                                                    Awarding       Control    Documents
                                                                  Organization                 (IC only)
                    Flow of a Competing Grant Application
                        Through the CSR Referral Section
                                                                        Project Control Unit:
   Application                        Mailroom                           Receipt & Record Group
                               (Receive, Date Stamp,                     (Process, Enter Skeletal
(Original & 5 Copies)                                                      Data into Computer,
                           Preliminary Sort, Add Bar Code)
                                                                              Print Status)


(Advance Copy)                                      Assignment Unit:
Scientific Review              (Assign to Scientific Review Group and Awarding Organization)
     Group



   (2 Copies)
                                   Project Control Unit:
                                Review & Control Group
Scientific Review                                                                (Original)
                            (Add Labels, Send Data to IMPAC,
     Group
                                Print Mailers, Distribute)                   Print Shop


                        (1 copy)      (1 copy)
                        OPERA          Project      (35 copies)    (20 copies)     (1 copy)    (1 copy)
                        EIS,DMC     Control Files      SRG           Original       Project    Research
                                                                    Awarding       Control    Documents
                                                                  Organization                 (IC only)
                    Flow of a Competing Grant Application
                        Through the CSR Referral Section
                                                                        Project Control Unit:
   Application                        Mailroom                           Receipt & Record Group
                               (Receive, Date Stamp,                     (Process, Enter Skeletal
(Original & 5 Copies)                                                      Data into Computer,
                           Preliminary Sort, Add Bar Code)
                                                                              Print Status)


(Advance Copy)                                      Assignment Unit:
Scientific Review              (Assign to Scientific Review Group and Awarding Organization)
     Group



   (2 Copies)
                                   Project Control Unit:
                                Review & Control Group
Scientific Review                                                                (Original)
                            (Add Labels, Send Data to IMPAC,
     Group
                                Print Mailers, Distribute)                   Print Shop


                        (1 copy)      (1 copy)
                        OPERA          Project      (35 copies)    (20 copies)     (1 copy)    (1 copy)
                        EIS,DMC     Control Files      SRG           Original       Project    Research
                                                                    Awarding       Control    Documents
                                                                  Organization                 (IC only)
                         Sample Application Number

Application   Activity      Institute Serial        Support Extension
  Type         Code           Code Number            Year




    1          R01           CA         123456        01      A1         01




   New        Individual    National       Now       First    First      Sub-project
Application   Research       Cancer         Six      Year Amended
                Grant       Institute      Digits          Application
              Types of Scientific Review Groups
              Where are Applications Reviewed?

GROUPS                         APPLICATIONS REVIEWED
                                  Research Projects
CSR IRGs                          Academic Research
 Study Sections                    Enhancement Awards
                                  Postdoctoral Fellowships
 Special Emphasis Panels
                                  Small Business Innovation
                                    Research
                                  Shared Instrumentation
INSTITUTES                       Program Projects
 Scientific Review Groups        Centers
                                 Institutional Training Grants
                                 Conference Grants
                                 Career Awards
                                 Small Grants
                                 RFAs
 Contract Review Committees      Contracts
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                 Study Section            by IRG members                           Institute staff review
                                    Meeting
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                 Study Section            by IRG members                           Institute staff review
                                    Meeting
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                 THE GRANTS
                                 PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
                                                      THE GRANTS PROCESS
                                                      THE GRANTS PROCESS
                                                                                                                                 Time Line
                                          Grant
                                        Application
                                                                   Application submitted to
                                                               Center for Scientific Review -- NIH                             Receipt Deadline

                                       Center For
                                    Scientific Review
                                         (CSR)

                                                          Assigned To Institutes                                                  1 Month
                                  CSR Referral Office                                  NIH Institutes

Assigned To Initial Review Group (IRG)                                                             Assignment to
                                   Initial Review Group                                           Program official               3-5 Months
  Scientific Review Administrator (SRA)                                                         within each Institute
                                             Reviewers prepare written critique
    Assigns application to reviewers
                                                        Applications Reviewed
   SRA uploads scores into IMPAC Study Section
                                                          by IRG members                           Institute staff review
                                    Meeting                                                                                       6 Months
          SRA prepares                                                                          summary statements using
       Summary Statement                                                                       the Electronic Council Book 
                                                                                                                        Book
                                                 Council members
         Summary statement                                                         Advisory
                                                     access the                                                                   7 Months
     uploaded into IMPAC system                                                   Committee
                                              Electronic Council Book               Meeting
                                                                                              Funding Decision by IC

                                                            Notify unsuccessful          Award Grants to                         9 - 22 Months
                                                                 applicants            successful applicants
    Electronic Tools for Extramural Staff and
                   Applicants
               Commons—Administrative Module
                Commons—Administrative Module
         CGAP—Competitive Grant Application Process
         CGAP—Competitive Grant Application Process
                RR—Receipt and Referral Module
                RR—Receipt and Referral Module
             CM—Committee Management Module
              CM—Committee Management Module
                      REV—Review Module
                      REV—Review Module
ECB/CAM—Electronic Council Book/Council Administration Module
ECB/CAM—Electronic Council Book/Council Administration Module
                    Early Concurrence Module
                    Early Concurrence Module
                GM—Grants Management Module
                GM—Grants Management Module
          ICO—Institute and Center Operation Module
          ICO—Institute and Center Operation Module
      E-SNAP—Streamlined Non-Competing Award Process
      E-SNAP—Streamlined Non-Competing Award Process
             i-Edison—Invention Reporting Module
             i-Edison—Invention Reporting Module
              QVR—Query/View/Reporting System
               QVR—Query/View/Reporting System
 IC-STORe—IC Search, Track, Order and Report (Shared Module)
 IC-STORe—IC Search, Track, Order and Report (Shared Module)
                  ICD—IC Specific Data System
                  ICD—IC Specific Data System
                 Status—Applicant status system RED = Applicant Tools
                 Status—Applicant status system
                                                 YELLOW = Staff Tools
                                               GREEN = Staff and Council
  THE GRANTS PROCESS and IMPAC APPLICATIONS
CGAP           iEdison                                        NIH Commons                                            Time Line
                                    Grant
                                  Application
eSNAP            Status                                        Application submitted to
                                                                                                                   Receipt Deadline
                                                           Center for Scientific Review -- NIH

                                    Center for
                                 Scientific Review
                                     (CSR)             Receipt and Referral
                                                     Assigned To Institutes                                           1 Month
                                   CSR Referral                                       NIH
           Assigned To               Office                                         Institutes
   Initial Review Group (IRG)                                                                 Assignment to
                                Initial Review Group                                         Program official        3-5 Months
                                                                                           within each Institute
                                    Co Reviewers prepare written critique
Scientific Review Administrator (SRA)
  Assigns application to reviewers                                                  ECB/CAM
                                       m
                                          m Applications Reviewed                     Concurrence
                                                                               Early Institute staff review
 SRA uploads scores into IMPAC
                                             itt
                                   Study Section
                                      Meeting e
                                                      by IRG members
        SRA prepares                             e                                 summary statements using           6 Months
                                                    M                             the Electronic Council Book 
                                                                                                          Book
      Summary Statement                               an
                                                          ag
                                               Council members
                                                                         Advisory
                                                  access the e
      Summary statement                                                                                               7 Months
  uploaded into IMPAC system                                   m        Committee
                                                                 en
                                           Electronic Council Book       Meeting
        Review**                                                    t             Funding Decision by IC

                                                       Notify Unsuccessful       Award Grants to                     9 - 22 Months

           QVR System                                       Applicants                             Grants
                                                                               Successful Applicants

                                                                                                 Management
                 THE GRANTS PROCESS and IMPAC APPLICATIONS
                 THE GRANTS PROCESS and IMPAC APPLICATIONS

                                  Issue notice                                          NIH Guide
Non-competing                    of grant award                   New Grant
                                                                                      Announcement
  application
                                  Grantee Institution
                                     (NGA)                        application




                             Evaluate
                          non-competing                             Award Grants to
                           applications                           successful applicants        Negotiate with
                                                                                                 other ICs



                                                     NIH                        Develop research initiatives
    G
      ra
    Re nts
       sp Ma                                                                                               am es
         on na                                                                                         o gr biliti
           si ge
             bi m                                                                                    Pr nsi
               lit e                                 Monitor                                           po
                  ie nt
                    s                             funded grants                                   R es
                 THE GRANTS PROCESS and IMPAC APPLICATIONS
                 THE GRANTS PROCESS and IMPAC APPLICATIONS

                                     Notice                                          NIH Guide
Non-competing                    of grant award                   New Grant
                                                                                   Announcement
  application
                                  Grantee Institution
                                     (NGA)                        application




                             Evaluate
                          non-competing                             Award Grants to
                           applications                           successful applicants   Negotiate with
                                                                                            other ICs

                             Query/View/Reporting
                                                     NIH
                                  System (QVR) Develop research initiatives
    G
      ra  Grants Management Module IC-STORe     IC Operations Module
    Re nts
       sp Ma                                                                                          am es
         on na                                                                                    o gr biliti
           si ge
             bi m                                                                               Pr nsi
               lit e                                 Monitor                                      po
                  ie nt
                    s                             funded grants                              R es


                                                  eSNAP
Some Added Complexities That
     Need IT Solutions

    “901” Change of Assignment
“ARA” Awaiting Receipt of Assignment
  “RFAs” Request for Applications
  “RFAs”
   “PA” Program Announcement
            Just in Time
           Joint Funding
      Secondary Assignments
           Sub-projects
       Challenges and Hurtles

                      Inertia of Rest
We have been doing business like this for years--Why change now?
We have been doing business like this for years--Why change now?
        Training of Busy Extramural Staff
   Training of Busy IRG and Council Members

      Connections to Our Grantee Customers
                The NIH Commons
  The Electronic Council Book
One Example of the future of the NIH


      Presentation to the NIEHS
          Advisory Council
         September 11, 2001
    Advisory Council--Then and Now
       Before the ECB                Using the ECB
Council books contained      l   Council members can
 ALL summary statements          analyze information in a
 generally sorted in             variety of ways
 alphabetical order              Instantly by:
lDifficult for the council       - Scientific topic
 members to analyze by           - Priority/percentile score
 topic
                                 - Funding mechanism
lCouncil members must
 request analysis from IC        - Special areas such as
 staff (time delay)              clinical trials, AIDS
     Advisory Council--Then and Now
                 One Institute’s Experience
           Before the ECB                            Using the ECB
l   Collect and print summary               l   Notify Council members that the
    statements as they become available         information is available on the ECB
l   Prepare mailings to each council            website
    member (18 to 20 members)               l   All summary statements available
l   Generally, three mailings per council       INSTANTLY
    member per council round (160           l   Website has ALL information
    FEDEX packages per year for the             pertaining to the council meeting
    NIEHS)                                      including the agenda material--even
l   Late material delivered to hotel the        the Metro map
    night before council                    l   Allows for archiving previous
                                                council rounds
      Advisory Council
   Savings and Efficiencies
  One Institute’s Experience
       EACH COUNCIL ROUND
Copy approximately 450 summary statements
          sixty copies of each set
        60 foot high stack of paper
ELIMINATION OF STAFF TIME and COSTS
       •Duplication of materials
       •Duplication
       •Collating of materials
       •Collating
       •Preparation of mailings
       •Preparation
       •FedEx expenses
       •FedEx
       •Filing of Institute copies
       •Filing
    Advisory Councils
 Savings and Efficiencies
   The NIH Experience
THREE COUNCIL ROUNDS PER YEAR
   40,000+ summary statements copied
         in approximately 60 sets
  Estimate 34 MILLION impressions
    ONE mile high stack of paper

Approximately 1400 express packages
        to council members
  Improved Effectiveness of Council
             Members
• The system is simple to use--short learning time.

• Council members can easily query the system.

• Council members can focus their attention on
  applications of particular interest to them.

• Staff can assign particular applications to
  council members for review--council members
  can easily retrieve that information.

• Users can access the system from any location.
  Goals for Extramural Programs
•Applications in Electronic Format (Currently have
•Applications
Scanned Applications—electronic submission of
applications under development)
•Electronic Review of Applications (Web-based
•Electronic
review use by several ICs
•Virtual Initial Review Group Meeting (Currently used
•Virtual
where appropriate)
•Early Council Concurrence (In production)
•Early
•Virtual Council Meeting (Feasible now)
•Virtual
                        Overall Timeframe
                        Submission to Award
           Where can we improve the efficiency of the process?

     JAN     FEB      MAR    APR   MAY   JUN   JUL   AUG    SEP   OCT   NOV   DEC




            Receipt                      Review            Council
             Referral                                                    Award

                                                         Early              Internal
   NIH              Business          Electronic
                                                        Council               And
 Commons           Intelligence        Review
                                                      Concurrence          External
                         in              and
                                                                          Electronic
 Electronic          Referral           Virtual
                                                       Electronic            Award
Applications         Process       Review Meetings
                                                      Council Book        Processing
Future Considerations

     Videos in Applications
  Elimination of Receipt Dates
    Federal Grant Application
            Security
Freedom of Information Requests
The NIH Since September 11, 2001


   EIGHTEEN ADVISORY COUNCILS MET
    ON OR WERE SCHEDULED TO MEET
      AFTER THAT INFAMOUS DATE


         The Electronic Council Book
                     And
                IMPAC system
 allowed NIH to conduct its important business
THANK YOU
The NIH Extramural Team

          Scientific
           Review


    Grants         Scientific
  Management       Programs
       PROGRAM ADMINISTRATOR
l   Develop program initiatives
l   Provide guidance and assistance to applicants
l   Interpret program policy and guidelines for reviewers
l   Attend Scientific review group (SRG) meetings as program
    resource person(s)
l   Present SRG recommendations to council
l   Communicate results of review to applicants
l   Make funding recommendations
l   Participate in identifying prospective SRG and Council nominees
l   Evaluate programs
l   Communicate with review staff on program matters
l   Monitor progress during the award period
    GRANTS MANAGEMENT SPECIALIST


l    Provide business guidance to applicants and reviewers as necessary
l    Participate with program staff in budget negotiations prior to and
     following award
l    Attend SRG meetings as resource person(s)
l    Maintain official grant files
l    Assist in developing program policy
l    Provide fiscal management of grants
l    Interpret and apply grant policy
SCIENTIFIC REVIEW ADMINISTRATOR
l   Nominate SRG members
l   Select ad hoc reviewers and site visitors
l   Provide orientation for SRG members
l   Explain and interpret NIH review policy and procedures
l   Assign review responsibilities
l   Manage project site visits
l   Manage SRG meetings
l   Prepare summary statements
l   Attend council meetings to provide requested information in support
    of committee recommendations
l   Communicate with program staff on review matters
          Typical Timeline for a New Individual
        Research Project Grant Application (R01)


     There are three overlapping cycles per year:

–Submit in February (June, October)
  –Review in June (October, February)
    –Council in September (January, May)
       –Earliest award in December (April, July)

Cycle 1----
Cycle 2----
Cycle 3----
NIH Grant Receipt, Review, and Award
             Schedule

   Jan-May
   May-Sept    Receipt Dates
   Sept-Jan

   June-July
   Oct-Nov     Review Dates
   Feb-Mar

   Sept-Oct
   Jan-Feb     National Advisory Council Board Dates
   May-June

   Dec 1
   Apr 1       Earliest Possible Beginning Date
   July 1

				
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