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**IMPAC II GM Lead Users Group Meeting**

### Minutes of 2/13/2002

# Attendees

Representatives from 19 ICs, AHRQ, OPERA, Northrop Grumman and LTS
attended.

# Discussion Topics

1.  **IMPAC II Performance Issues**

Cathy Walker provided status on the resolution of recent IMPAC II
performance problems. Starting in early January, users began reporting
intermittent slowdowns in system response. The situation escalated on
January 29, when the OLTP production database locked up; the OLTP hung
again on February 6.

As of this morning, the system is up and running well with all services
available. The OLTP has been restored to the ES40 production server,
which may have to be rebooted on a weekly basis until Compaq provides a
needed fix to properly reclaim operating system resources. Also, eRA
Operations worked with CIT and DNST to implement network changes to
relieve possible bottlenecks. Finally critically needed storage was
added over the weekend.

eRA is preparing to roll out a new production environment with two new
Compaq GS160 AlphaServers and an enhanced storage area network (SAN).
The new configuration will increase system speed, enable faster backup
and recovery, and support additional database instances.

Cathy encouraged users to continue to report problems to the Helpdesk.

2.  **Type 6/Type 7 Creation Module**

Cathy will be working on new functionality for GM or ICO. After
receiving a transferred application, GM will enter required data and
then use the module to generate the Type 6 or 7 record. It still will be
necessary to call Emily Mitchell for the IPF number. After polling the
group, Cathy determined that in most ICs, specialists individually
contact Emily. Therefore, Cathy will recommend to Sherry Zucker that the
module reside in GM.

3.  **Program Approval Checklist**

Dave Chicchirichi inquired about usage of the Program Official Checklist
across the ICs. Responses varied widely; NIAID uses the checklist; in
NIDCD, some Program Officials do not even use IMPAC II. Dave requested
feedback via email. Cathy will demo the Program Approval screen at an
upcoming seminar at the NIH Natcher Conference Center. The screen
includes the eight mandatory questions for all Type 5s. There was a
question about the transition from the five questions previously
required. Loc Vu explained that if any of the old questions have not
been answered, the software brings up the new questions.

Marcia Hahn reported that eRA intends to develop a Program-specific
IMPAC II application. The e-PUG Users Group, led by Bud Erickson (NCI),
is developing requirements for the new module. Program functions
currently are part of ICO.

4.  **Foreign Component Enhancement**

According to Marcia, the initial GM request was for a new data element
to flag grants with a foreign component. The scope has now expanded to
include more Fogarty data fields such as dollars and country. There also
is a need to show multiple foreign components.

Marcia asked the group's permission to defer adding the simple indicator
in favor of addressing all the requirements, including the ability for
Fogarty to run reports. There were no objections to Marcia's proposal.
She added that developers might be able to reuse some of the code they
wrote for sub-project screens.

5.  **Edit Checker Presentation**

Loc Vu gave a presentation on Peer Review's Edit Checker functionality
to assess interest for inclusion of similar functionality in GM. The
checker offers the following features:

-   Application of business rules to multiple grants at the same time

-   Option to display only warnings or failures

-   Ability to print the edit check report

-   Sort capability by PI name or grant number

-   Navigation directly to GUM to make corrections

Cathy commented that it would be nice to segregate grants that do not
pass by reordering the current GM list with failures at the top; this
option is not viable because of the way GM's rules are called. GM has
over 100 business rules. Given the complexity of the undertaking, the
group decided to defer edit checker development until the GM redesign.

There was a request to make the pop-up form larger to minimize rolling.
Loc said this was not possible since other business areas use the same
form.

6.  **Stem Cell Discussion**

Marcia distributed a draft version of helpful hints for entering stem
cell data (see attachment). Two new fields were added to ICO in January.
With the March 15 software release, these new fields also will appear in
GM as part of the Admin screen.

Marcia's guide includes an FAQ section. Please send comments and
additional questions to Marcia by February 22.

See <http://odoerdb2.od.nih.gov/gmac/topics/stemcells_main.html> for
stem cell guidance on the GM Infonet. IMPAC II release notes also will
be posted.

7.  **IMPAC II Release on March 15**

GM Release 1.9.7.0 will include the following enhancements:

-   Stem cell data elements will be shown on the GM Admin screen.

-   The addition of a \"Links\" dropdown menu will provide users with
    access to websites frequently used by grants management, such as the
    F&A rate file, PMS, and many others.

-   The length of the Human Subjects field will be increased to
    accommodate new Federalwise Assurance of Protection for Human
    Subjects (FWA) numbers.

-   The Edit checker will automatically exit if all rules passed.

-   Users will be able to search on any fiscal year when using the T-5
    Receipt screen and/or the Workload screens.

-   The City field will be added to the list of parameters in the
    Assignment Rules Module.

-   Automatic window positioning will be disabled. When a user moves a
    window to a different part of a screen, the window will remain at
    the new location.

-   The first phase of accommodating awards processing for Agency for
    Healthcare Research & Quality (AHRQ) will be implemented. New edit
    checks, which should be transparent to NIH users, have been added.

8.  **Update on Closeout Module**

Mike Loewe thanked the working group for their valuable feedback.
Although development is moving quickly, deployment has been pushed back
from March to May. One change is that the module will be designed using
Java technology instead of Cold Fusion. There will be a meeting on
Friday to discuss the CDR document.

9.  **Update on FSR Module**

This cross-cutting initiative has proved to be more complex than first
anticipated. Marcia has been working with the Commons group to gather
requirements, ensure compatibility and coordinate deployment next fall.
There also is a need to retrieve historical data from IMPAC I. The goal
is to make the FSR available in PDF format in the Grant Folder.
Anticipated deployment of the new FSR system is September/October 2002.

10. **Electronic Notification** **& Preparing for E-SNAP**

An effort to develop an enterprise-wide IMPAC II notification system is
underway. This will be an important piece of the bigger
puzzle---preparing Grants Management for E-SNAPs by September 2002. A
working group was formed to discuss both of these issues and make
recommendations. Ultimately, the notification system will be used to
alert staff about a variety of "electronic events" including receipt of
2271 data, all FSRs, other closeout documents, no-cost extensions,
signoffs, release of summary statements, etc. On the grantee side,
notifications will be used for reports due/overdue.

The working group met yesterday and proposed a phased-in approach. The
initial system should be ready by the summer. The working group made the
following recommendations:

-   Mandatory use of the T-5 Receipt Screen to enter receipt date.
    Marcia will work with Patty Austin to set up training.

-   Mandatory assignment of GMS, GMO and PO. There will be an API to
    gather and upload these data elements from shadow systems to IMPAC
    II.

11. **Excel Spreadsheet for Budgets**

Mike Loewe announced that Tom Turley is developing a generic Excel
spreadsheet for grant budgets. Please email Mike if you are interested
in testing the spreadsheet.

# Action Items

1.  (Lead Users) Provide Dave Chicchirichi with feedback about your IC's
    use of the Program Approval Checklist.

2.  (Lead Users) Send questions and comments on draft stem cell helpful
    hints document to Marcia Hahn by February 22.

3.  (Lead Users) Gather feedback from your IC on recommendations of
    working group on Electronic Notification

4.  (Interested Users) Contact Mike Loewe to participate in testing new
    budget spreadsheet.

# Attachment

Draft Grants Management Helpful Hints---Stem Cells
(<http://era.nih.gov/Docs/Grants_Management_Helpful_Hints_Stem_Cells_Draft.doc>
)

# Next Meeting

The next regularly scheduled meeting is Wednesday, March 13, 9:00 a.m.
in the Neurosciences Building, 6001 Executive Blvd., Conference Rooms
A1/A2. NIMH will be our parking sticker host.