# Review Users Group Meeting

**Date:** October 15, 2001

**Time:** 1:00 p.m.

**Location:** Rockledge II, Room 3087

**Next Meeting**: TBD

Dr. Bradley said that the successful migration of percentiling to IMPAC
II represents a big step forward. The next major step will be to migrate
summary statements.

### Update on Summary Statement (SS) Deployment---Scarlett Gibb (Attachment A)

Scarlett reviewed the four-phased deployment plan. In Phase 1, the major
enhancement was support for rich-text SSs with the top section populated
from the IMPAC II database and the body imported from Word or
WordPerfect with all formatting retained (e.g., bolding, subscripts,
Greek letters, equations). We are currently in Phase 2; all SSs are now
converted to PDF with pagination preserved and rosters attached. Users
can view SSs going back five years via the Grant Folder; they can print
locally or centrally, merge multiple PDF files and create zip files of
current and prior SSs. Developers also have delivered APIs to enable
extension systems to get SSs in PDF format from IMPAC II.

Although IMPAC I is still the venue for preparing and releasing SSs,
there is a pilot in progress for testing these functions in IMPAC II.
Scarlett demonstrated the procedure, beginning with clicking the
"Prepare Summary Statements" radio button on the Peer Review main menu
(see screen shots in attachment A for details).

The following questions were raised:

**Q:** How do I suppress the percentile?

> **A:** Set to "private" on the Percentile Administration Screen.
>
> **Q:** Why is there a "Release Roster" button if this is a CM
> function?
>
> **A:** The button is there only for the pilot to show how the roster
> will appear.
>
> **Q:** In naming the file, can I put the PI name first?
>
> **A:** Yes, the order is not important as long as the document name
> includes the grant number.
>
> **Q:** What is the purpose of the "Rel. Roster" button?
>
> **A:** It creates a final roster report and adds the roster to the SS.
> If you change the roster, you have to re-release the roster and SS.
>
> **Q:** How are the parts of the SS assembled?
>
> **A:** The top is on the first page; the body begins on page 2; and
> the roster is at the end.
>
> **Q:** What is the expected volume and will the system be able to
> accommodate it?
>
> **A:** Bridging statistics show the highest volume to be 800 SS/day.
> The system is designed to handle 800 in four hours, but we won't know
> until we go production. Dr. Bradley said that we should encourage
> gradual releasing.
>
> **Q:** How do I replace the top with an updated version?
>
> **A:** You need to import again.
>
> **Q:** Can I release the SS before the meeting is released?
>
> **A:** No. The software will validate that the meeting already has
> been released.
>
> **Q:** If I import a file with 2.5" margins, what happens?
>
> **A:** The top will appear in the standard format; however, the
> software will respect specifications in the text area (e.g., choice of
> font). Anthony Coelho stated that soon there would be a policy
> statement concerning use of standard fonts and margins. The "View SS"
> option is useful for seeing how the document will look.

Phase 3 is scheduled to commence in January. At that time, users will
build draft SSs and release to final form in IMPAC II, which will be the
only complete source of SSs; only IMPAC I generated SSs will be
available for printing via current methods. In preparation for Phase 3,
developers are working on the following:

-   a system to track and distribute SSs

-   automated notifications to Program and IC DEA of SS release

-   SS mailers (unscored)

-   support for IC extension system access of IMPAC II Bfiles (where SS
    are stored)

-   resolution of performance issues

-   training for user community

### ICSTORe Presentation---Daniel Fox (Attachment B)

ICSTORe (**S**earch, **T**rack, **O**rder, **R**eport) will be the
mechanism for tracking and distributing when IMPAC II Summary Statement
(SS) deployment enters Phase 3 in January. Eileen Bradley, Marcia Hahn,
Bud Erickson and Carol Martin served on the focus group that directed
ICSTORe development efforts. ICSTORe will be a common screen accessible
from multiple modules, including Review, ICO and QuickView. The
functionality of the new interface will not be limited to SSs.
Ultimately, it will serve for abstracts, applications, NGAs and other
electronic documents. There will be an ICSTORe pilot in November.

Daniel Fox demonstrated how users will enter query parameters to
generate a hitlist. It will be possible to select only newly released
SSs. Once the search criteria are established, the query can be named
and saved for future use. The hitlist can be sorted on any of the
fields, and the fields can be reordered on the report. The hitlist also
can be exported to Excel. An advanced search capability, to be available
in the next version, will enable full text search to select
applications. In response to a question, Daniel indicated that reports
can be run across ICs, study sections and SRGs.

Options for print central include number of copies, paper type, simplex
or duplex, page range and the ability to exclude rosters. Users can
define sections (e.g., RFAs and non-RFAs) for printed books of SSs and
specify sort order by section. Sorting can be based on values (e.g., PCC
codes 2Bs before 2As). Book definitions can be saved for reuse.

ICSTORe was also designed to distribute electronic copies. Users can
merge selected SSs into a PDF file or create a zip file. An API for ECB
will provided to enable access to IMPAC II generated SSs.

There was a question about retrieving historic information (more than
five years old) on PIs. IQR is a tool for accessing records in the
warehouse database. The IQR User Guide is located at
<http://odoerdb2.od.nih.gov/oer/impac/appl/appl.htm#IQR>.

### Miscellaneous Discussion Items

1.  *Feedback on Deployment of IMPAC II Percentiling*---Traci said that
    thanks to the excellent training provided by the RTAs, the
    transition went very smoothly. Bobbi inquired why the "30%" wording
    changed. Mark Siegert responded that although the wording has
    changed (Do you want to designate a base or use the CSR base?), the
    logic remains the same.

> Eileen remarked that choosing a base is a policy decision. How to
> choose a base is not part of Review module training. Guidance is
> needed from RPC.
>
> Neil Musto thanked Scarlett for assistance with the transition. He
> thinks user documentation is inadequate.

2.  *Phantom Records*---Ev Sinnett reported that if applications are
    withdrawn and a new meeting is organized, the applications reappear.
    Daniel Fox will work with Lisa Chen to find a solution.

3.  *CM Redesign*---Ev is serving on the JAD. He needs input on user
    requirements.

4.  *Edit Checker* --- Glen noted that IMPAC I blanks out children,
    minority and gender codes. IMPAC II does not blank out these fields
    automatically. Daniel said that developers are reviewing all edit
    checks. There was a suggestion to flag the start date field if
    blank. It was noted that if the degree field is blank, IMPAC I
    inserts a dash on the summary statement. Anthony Coehlo will be
    asked about the policy.

Traci reported that some released SSs are not showing up on the status
reports in either IMPAC I or II. The SSs, however, are available in
IMPAC II, and if you try to re-release, the system responds that they
already have been released. Daniel will investigate documented cases.

### Action Items

1.  (All Interested) Need volunteers to participate in ICSTORe pilot.

2.  (Daniel Fox/Lisa Chen) Modify R&R to disconnect unscored, withdrawn
    applications.

3.  (All) Provide Ev Sinnett with input for CM Redesign JAD.

### Attachments

A Summary Statement Deployment Presentation

B Draft ICSTORe Screen Shots

### Attendees

Ansari, Aftab, NIAMS

Benjamin, Angela, NIDA

Bilgrama, Sadiya, Logicon

Bradley, Eileen, CSR

Cecil Christy, NIMH

Coelho, Anthony, OD

David, Bobby, CSR

David, Tracey, CSR

Ellis, Bonnie, CSR

Evans, Glen, OD

Fay, Rob, Logicon

Filina, Anna, Logicon

Fox, Daniel, Logicon

Georges, Marie, Logicon

Gibb, Scarlett, OD

Githens, Sherwood, NCI

Grant, Faye, Logicon

Hines, Beverly, NIGMS

Lasnoff, Cynthia, Soza

Le, Lana, NIDA

Levy, Adam, Logicon

Madonna, Gary, NIAID

Maryland, Cecilia, NCCAM

Monheit, Madeline, LTS

Musto, Neal, NIDDK

Panitz-Pesach, Debra, Logicon

Panniers, Richard, CSR

Prenger, Valerie, NHLBI

Qian, Jack, Logicon

Richardson, Carolyn, NCRR

Sesma, Mike, NIGMS

Siegert, Mark, OD

Sinnett, Ev, CSR

Trocki, Rebecca, AHRQ

Windle, Sosi, NINDS

Wright, Janice, OD

Zeldin, Lev, Logicon