# ![](media/image1.jpeg){width="0.4166666666666667in" height="0.2972222222222222in"} eRA Information Management (IM) Module JAD Meeting

**Date:** January 3, 2002

**Time:** 1:30 p.m.

**Location:** Rockledge 1, Room 1113

**Chair:** Emily Mitchell

**Next Meetings:** January 9, 2002, Rockledge 1, Room 1113, 1:30 p.m.

January 10, 2002, Rockledge 1, Room 1113, 1:30 p.m.

# Action Items

1.  (Vivian) Determine whether Room 1113 is available on Wednesday,
    January 9, from 1:30--3:30 p.m.

### Presentations and Discussion Topics

# General Issues

a.  Schedule of JAD meetings:

-   An additional meeting has been scheduled for Wednesday, January 9,
    from 1:30--3:30 p.m. to complete items not covered in the January 3
    meeting.

-   Instead of concluding on January 10 as originally scheduled, the IM
    JAD will continue weekly throughout January.

b.  Emily noted that new technology requires IM users to adjust to
    different methods of performing their jobs. After an initial
    learning curve, users will be able to work better and faster. They
    must look at the "big picture" and recognize that the IM module will
    satisfy the needs of both external and internal organizations. One
    benefit to IM users is that institutions will be responsible for
    maintaining their own data and for end-of-year reporting.

    c.  When IM users start capturing departments for hospitals, they
        will need to devise a major component schema for hospitals.

    d.  Lisa presented the following proposed functional flows.

-   Grant application external organization coding

1.  Query application.

    a.  Enter query parameter.

    b.  Display hit list.

    c.  Display application data.

2.  Select application.

3.  Enter external organization ID.

    a.  Query external organization.

    b.  Create new external organization (optional).

    c.  Select external organization.

-   Merge/split external organization

    1.  Query external organization.

    2.  Create new external organization.

    3.  Reassign application.

    4.  Maintain old external organization (inactivate).

-   Merge/split department --- major component

1.  Query external organization.

2.  Query department.

3.  Create new department (optional).

4.  Assign department to external organization.

5.  Reassign application.

6.  Maintain old department (inactivate) in external organization.

# Commons Issues

a.  Jerry noted that Al d'Amico and Lisa Chen discussed methods of
    defining use case specifications.

b.  The Commons wants to maintain one organizational hierarchy that will
    be used for both the Commons and for IM.

c.  Split/merge functions affect the Commons and must be included in
    Phase I of IM development. A flag or other indicator must alert IM
    users when a Commons institution is split or merged so that IM users
    and the Commons can coordinate account movements.

# Query Grant Application Design (Attachment A)

a.  Carolyn suggested that the IM module enable users to select items
    from a hit list and then assign grants.

b.  Although the JAD members would prefer an alphabetical listing of
    departments within external organization name, they require
    department names to be displayed with the applicable major component
    codes.

c.  The JAD members agreed to adopt Sylvia Dutcher's concept of
    system-generated department codes. IM users will no longer be
    required to assign these codes, and will query on department names.
    The new schema will provide better integration with the Commons.

d.  Lisa Chen noted two methods of displaying query results (hit lists)
    for external organization departments.

-   The IMPAC II standard, which will be used in Phase I of the IM
    module, displays department name with the associated school, as in
    the following example:

> Department of Information Systems, School of Computer Science

-   The Commons standard, which the IM module will eventually adopt,
    lists external organization first, followed by school, and then
    department, as in the following example:

> University of Maryland
>
> School of Computer Science
>
> Department of Information Systems

a.  The members requested that a Clear button be added to the left of
    the screen title on all query screens.

b.  The Query Grant Application screen refers to the status of
    information in a grant; no subprojects are included. The following
    modifications will be made to this screen:

-   Delete the *Assgn* field.

-   Add a *Negative Ext Org* checkbox. The default will be All (not
    selected).

-   In the *Council* field, use MMYYYY format for dates (no slash).

-   Remove periods from abbreviations.

-   Hit list modifications:

```{=html}
<!-- -->
```
-   If the information in a hit list does not fit on one line,
    additional lines will be used to display the query results.

-   Remove *Appl ID* and *Mjr Cmp* *Code* from the hit list header.

-   Increase length of *Appl Org Name* to 28 bytes and *Dept Name* to 20
    bytes.

# Attendees

Lisa Bowen

Lisa Chen

Emily Mitchell

Vivian Ramey

Christine Rumney (Recorder)

Andrew Russell

Carolyn Stelle

Jerry Stuck

Mikhail Sukhenko

Jim Tucker

Ruby Tucker-Smith

### Attachments

A.  Screen Designs