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F.I.R.S.T. User Guide
Office for Faculty Affairs
Harvard Medical School
WELCOME TO FIRST 1
Overview 1
FIRST Access 1
How to obtain an eCommons account 1
How to access FIRST 2
How to grant proxy rights 2
Creating a CV in FIRST 3
Entering CV Information 3
How to enter CV information 4
How to edit or delete CV information 5
Bibliography 6
How to enter citations manually 6
How to download citations 7
How to edit citations 9
Generating the CV 9
How to generate a CV 9
NIH Biosketch 11
Entering Biosketch information 11
How to enter Biosketch information 11
Generating the Biosketch 13
How to generate a Biosketch 13
Reports 14
The Annual Report 14
How to run an Annual Report 14
The Custom CV 15
How to create a custom CV 15
Searching FIRST 17
How to search for articles by HMS faculty 17
Contact Information 19
FIRST
Welcome to FIRST
Overview
F.I.R.S.T. (Faculty Information Retrieval and Search Tool) is a web-based
application used to enter and maintain faculty information. The program allows
users to:
• Print/Download a curriculum vitae (C.V.) in HMS format which
corresponds to the “Purple Book” guidelines
• Electronically download bibliographic citations into the CV from the
National Library of Medicine
• Perform searches to find other HMS faculty who have had interests in
specified topics
• Generate an Annual Report of professional activities to give to a
department head
• Generate an NIH Biosketch using data entered for the CV
Faculty can directly access FIRST through eCommons, or they can assign proxy
access to others so that assistants can maintain their FIRST account.
FIRST Access
The FIRST system is opened through eCommons. eCommons is the intranet for
the Harvard Medical community, which gives access to information about every
department, lab, and person at HMS.
Faculty with current Harvard appointments will automatically gain access to
FIRST. Administrators who need access to faculty accounts should be set up
with proxy access to those accounts.
Both faculty members and administrators need eCommons accounts in order to
access the FIRST system. Anyone with a Harvard ID or an email address from a
Harvard affiliated hospital or institution can sign up for an eCommons account.
How to obtain an eCommons account
• Go to www.ecommons.med.harvard.edu
• Click “Obtaining an Account” (top middle).
• Click “New User Registration” (middle).
• Fill out the form, and submit it.
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- If you have a Harvard ID, use that ID to register for your
eCommons account
- When you register, if you get a message that says the system
could not find you, continue the registration process – as long as
your email address is from a Harvard affiliated hospital or
institution, you will gain eCommons access
How to access FIRST
• Go to www.ecommons.med.harvard.edu
• Login with your eCommons username and password
• Click “Applications” (top left)
• Click “FIRST” (sixth link down from the top)
If you are a faculty member you will be automatically logged in. If you
have been designated as a proxy (see the following), you will be shown a list
of faculty. Click the name of the faculty member for whom you have been
given proxy privileges to access that faculty member’s account.
How to grant proxy rights
• The faculty member should login to eCommons
• Click “Preferences” (top left)
• Click “Advanced” (middle right)
• Go to the bottom of the screen
• At “Assign F.I.R.S.T Proxies”, enter the last name of the person you
want to designate as a proxy
• Click “Search”
• Click on the designee's name (all staff must have an eCommons account
and must have signed into eCommons at least once, before they appear
on the list)
• Select from the drop down menu: “Can do everything”
• Click “Designate this person as my proxy”
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Creating a CV in FIRST
FIRST is comprised of a series of forms that are used to enter data, which is then
available for output into a Harvard Medical School formatted CV. The CV that
is generated conforms to the guidelines set in the “Purple Book”.
There are three main sections to the CV portion of FIRST, with each of these
main sections having several subsections. The main sections with the
subsections listed below are:
General Research/Clinical/Teaching Bibliography
Personal* Narrative Report Original Articles
Demographics* Funded Activities Proceedings of Meetings
Education* Non-Funded Research Activities Books/Monographs/Textbooks
Postdoctoral Training Medical/Dental/DMS Courses Abstracts
Licensure & Certification Graduate Medical Courses Thesis
Academic Appointments* Local Invited Presentations Patents
Hospital Appointments Continuing Medical Education Courses Nonprint Materials
Other/Visiting Appointments Advisory/Supervisory Responsibilities Educational Materials
Hospital Service Responsibilities Local Teaching Leadership Roles Reviews/Chapters/Editorials
Administrative Responsibilities Advisees/Trainees Clinical Communications
Committee Assignments Non-Local Invited Presentations
Professional Societies Non-Local Teaching Leadership Roles
Community Service Teaching Awards
Editorial Boards Major Curriculum Offerings
Awards and Honors Clinical Activities
*These subsections will be prepopulated with data from the HMS Human
Resources database. This information can be edited or added to in FIRST,
however this will not effect data in the HMS database. If any information in
these sections is incorrect, make the changes in FIRST, and then please contact
Faculty Services at 617-432-1490 so that your information can be updated.
Entering CV Information
Each entry in a section of the CV is entered in a form which asks for the data
needed for that particular section. The basic process involves opening the form,
entering the information, and then saving the data. Existing entries can be
edited as needed. When the CV is generated, the information that is input
through the forms is formatted and placed in the correct category corresponding
to the HMS CV format.
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The process of data entry for the “General” and “Research/Clinical/Teaching”
sections is the same. Only the specific data entered for each subsection differs.
How to enter CV information
• Log into FIRST
• You will then see the following screen:
Main CV
Category Tabs
Subcategories
Main FIRST screen
• Click on the main category tab for the section of the CV you wish to
enter data
• Click on a subcategory to open a form for data entry into that section of
the CV
• You will see a page similar to the following:
Section edit screen
• This page will list previously entered items for the section
- All data for each entry may not display on this screen
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• Click New Entry to enter a new item for the section
• The data entry form will open
Data entry form
• Enter the required data and click Save to save the item and go back to
the section edit screen, or click Save&Add New to save the item and add
another entry to the section
• A preview of what the section’s data will look like in the generated CV
can be seen by clicking on the Preview link on the section edit screen
How to edit or delete CV information
• Click on the main category tab for the section of the CV you wish to
enter data
• Click on a subcategory to open a form for data entry into that section of
the CV
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• Click Edit next to the entry to be modified
• Make changes in the form that opens and click Save
• Click SaveAsNew to save the changes made as a new entry
- Choosing this option will leave the original entry unchanged
• To delete the entry, click Delete at the bottom of the form that opens
Bibliography
Bibliographical citations can be entered either manually or by downloading the
citation from the National Library of Medicine (NLM). Downloading citations
from the NLM is the preferred method for two reasons. First, the citations do
not have to be entered manually. Each one just needs to be selected from a list,
and then is imported directly into FIRST for display on the CV.
Second, when citations are downloaded, MeSH (Medical Subject Heading)
terms related to the article being cited automatically become part of a searchable
database which can be queried from within FIRST. For example, if a search is
conducted for a MeSH term such as “cancer”, all citations that have been
downloaded from the NLM with that MeSH term attached will be returned along
with the abstract for the article. This feature provides a means for identifying
HMS faculty with specific research interests.
How to enter citations manually
• Click on the Bibliography main category tab
Bibliography
categories
Bibliography main page
• Click on the bibliography category for the citation to be entered
• A new page will open listing previously entered citations for the
category
• Click New Entry to enter a new citation
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• The following form opens:
Citation edit page
• Enter the required data and click Save to save the citation and go back to
the category edit screen, or click Save&Add New to save the citation
and add another citation to the category
How to download citations
• Click on the Bibliography main category tab
• Click Download from NLM
• The following new window will open with citations displayed
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First searched the NLM for
citations with authors that
match this text string
Citation download page
• FIRST searches the NLM database for citations with authors that match
the last name and first two initials of the physician
- More citations may be returned by using the Enter Your Name
Manually button
The last name and only the first initial can be entered,
which will broaden the search criteria
Another author of a particular article may also be entered
to try to pull that citation from the NLM database
- The NLM does not catalog all journals, so some citations may not
be returned – these should be entered manually
• Place a check next to all citations on which you were an author
• Click Save Checked Items at the bottom of the page to download the
checked citations into FIRST
• If more than 50 citations are available, they will appear on the next
screen
• Continue checking and saving citations until there are no more to
download
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Sometimes citations downloaded from the NLM are put in inappropriate
categories (i.e. a Review put into Original Articles). Any citation can be edited
to correct this or any other error.
How to edit citations
• Click on the Bibliography main category tab
• Click on the bibliography category which contains the citation to be
edited
• A new page will open listing previously entered citations for the
category
• Click Edit next to the citation to be modified
• The citation will open in the citation edit page
• Change the “Citation Type” drop down list at the top of the page to
change the category for the citation
• Make other necessary changes and click Save
Generating the CV
Once data has been entered into the various categories, an HMS formatted CV
can be produced. The CV can be created at any time, even before data entry is
complete, to check appearance and layout. After any changes are made, a new
CV can be generated with a click of a button.
The CV can either be output as a PDF, or saved as a Word document so that it
can be edited manually.
How to generate a CV
• Click the My HMS CV link near the top of any page
• The HMS formatted CV will open in a new window
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FIRST generated CV
• Click View/Print as PDF to create the CV as a PDF file
• Click Download as Word to save the CV as an editable Word document
to your computer
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NIH Biosketch
FIRST can also be used to generate an NIH Biosketch which meets the
formatting requirements of PHS 398/2590 (Rev. 09/04). Since the Biosketch
requires much of the same information as the CV, previously entered data
intended for use in the CV can be brought directly into the Biosketch.
After the Biosketch data has been selected/entered, the document can be
generated as a PDF.
Entering Biosketch information
Data entry for the Biosketch works much the same way as entering data for the
CV. Each section of the Biosketch uses its own form which requires data
specific to that section. Information is entered into the form, saved, and then
can be edited as needed. The data can then be output into the Biosketch with the
correct formatting and placement.
Previously entered data can be brought into the Biosketch by selecting entries to
import. This import is done in the individual sections of the Biosketch.
How to enter Biosketch information
• Click on the NIH Biosketch main category tab
• Click on a Biosketch category to open a form for data entry into that
section of the Biosketch
Biosketch
categories
NIH Biosketch main page
• A new page will open listing existing entries, or data that can be
imported for the category
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NIH Biosketch section edit screen
• All Biosketch categories can have data imported, except Principal
Investigator and eRA Commons User Name
- To import an entry, place a check next to the information to be
imported, then click Add Checked Items
- If additional entries need to be added that are not listed, click
Select Additional Entries from CV
• If no information is to be imported, click New Entry to enter new data
into the category
• A form will open
NIH Biosketch data entry form
• Due to NIH space considerations some category entries are limited to a
specific number of characters
- Enter the required data, then click the “View” button to see how
the data will display in the generated Biosketch
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- Entries that exceed the space requirement will be truncated
- Edit the data until the entry fits into the “View” field
• Click Save to save the data and go back to the category edit screen
Generating the Biosketch
Once data has been entered into the various categories, an NIH Biosketch can be
output as a PDF. The file that is created meets the formatting requirements of
PHS 398/2590 (Rev. 09/04).
The Biosketch can be created at any time, even before data entry is complete, to
check appearance and layout. After any changes are made, a new Biosketch can
be generated with a click of a button.
How to generate a Biosketch
• Click the View/Print Your Biosketch link on the NIH Biosketch main
page
NIH Biosketch main page
• The Biosketch will open in a new window
• Click View/Print as PDF to create the Biosketch as a PDF file
FIRST Page 13
Reports
After data has been entered through FIRST, that information becomes available
for two different reports, in addition to being output into the HMS formatted CV
and the NIH Biosketch. The two reporting options are the Annual Report, and a
custom CV which can be used for purposes outside of HMS.
The Annual Report
The Annual Report is used to give department heads information about activities
performed during the previous academic year. Only CV entries that correspond
to a specified date range appear in the report. The dates entered for each CV
entry determine whether the entry appears within a certain time frame.
How to run an Annual Report
• Click on the Reports main category tab
• Click on Custom Reports on the Reports page
Items to include
in the report
Custom Reports main page
• Click the Annual Report option on the right side of the Custom Reports
main page
• Set the date range for the report
- The default range is the beginning of the current academic year to
the current date
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• Place a check next to the items to include in the report
• Click Generate Report
• The Annual Report will open in a new window
• Click View/Print as PDF to create the Annual Report as a PDF file
The Custom CV
A CV can be created which contains only particular sections of the Harvard
formatted CV. There is no need to reenter information. The specific sections
can be selected from existing data to be included in the custom CV. This
custom CV can then be used for purposes outside HMS.
How to create a custom CV
• Click on the Reports main category tab
• Click on Custom Reports on the Reports page
Main sections of
the HMS CV
Custom Reports main page
• Click the Curriculum Vitae option on the left side of the Custom
Reports main page
• Choose the main section(s) of the HMS CV to be included in the custom
CV by placing a check next to the main section(s) to be used
FIRST Page 15
• Click Customize Part I, II, or III under each main section to choose the
subsections which will be brought into the custom CV
• Click Generate Report after sections have been chosen
• The custom CV will open in a new window
• The CV can be saved as a PDF or a Word document
FIRST Page 16
Searching FIRST
FIRST can also be used to perform searches to find HMS faculty who have had
interests in specified topics. Bibliography citations that have been downloaded
from the NLM become a part of a searchable database. When citations are
downloaded, MeSH terms assigned by the NLM are attached to each citation.
MeSH terms can then be searched, returning the names and citations for authors
and articles that correspond to the term being searched.
How to search for articles by HMS faculty
• Click on the Search main category tab
• Enter MeSH terms, author(s), and/or words in an article title
FIRST search page
• Click Search
Click to view all
articles listed in
FIRST by this person
Click to view abstract
for this article
Search results
• A new window will open with all matching results displayed
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• Click Read Abstract in the search results to read an abstract for a
particular citation
• The abstract will open in a new window
Abstract
• Click on a name in the search results to view all citations for that person
List of articles by user
FIRST Page 18
Contact Information
If you have any questions or comments about FIRST, please do not hesitate to
contact us.
first_support@hms.harvard.edu
User Support Steve Wimberg
617-432-1173
Dr. Maureen Connelly maureen_connelly@hms.harvard.edu
Academic Dr. Ellice Lieberman ellice_lieberman@hms.harvard.edu
Dr. Mortimer Litt mortimer_litt@hms.harvard.edu
Technical Patricia Beckett patricia_beckett@hms.harvard.edu
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