# Program Portal JAD Meeting

**Date:** September 24, 2001

**Time:** 1:00--4:00 p.m.

**Location:** Logicon, 1700 Research Blvd., Room 4005

**Facilitators:** Bud Erickson, Carlos Caban

**Technical Leads**: Krishna Collie, Michael Martin

[**Next Meeting**: October 1, 2001, 1:00 p.m., Logicon, Room
4005]{.mark}

[Agenda: Program Process Flow]{.mark}

### Action Items

1.  (Sandy) Continue to input responses into a consolidated Functional
    Decomposition list and make available for future discussion.

2.  (All) Prepare for JAD4 by outlining PO workflow, identifying steps,
    information resource requirements, applications accessed and
    extramural/intramural communications.

### Agenda Items

**1. Institute and Center Operations (ICO) Presentation**

Sherry Zucker repeated the PowerPoint presentation she recently provided
for ePUG (see attachments A and B). Sherry thanked Michael Martin and
Swati Khatri for developing the module. The purpose of the demo was to
introduce the team to ICO functionality that can be mined for the
portal.

ICO was intended to be a one-stop shop for R&R, Program and Review.
There are general capabilities (e.g., query) for all users and specific
functionalities for IC Referral Officers/ Information Specialists,
Program Administrators, Grant Data Administrators and OER staff.

###### ICO Query Capabilities \-- Noteworthy Features

-   Of all modules (including ECB), ICO has the most robust query
    capability because it enables tracking of all duals.

-   Radio buttons permit three choices regarding subprojects (omit all,
    include all, include awarded). The Common Subproject screen can be
    invoked. Duals can display the PO for the primary IC.

-   Wild cards are supported for PCC code, activity code and
    institution.

-   There is a radio button to set search defaults such as council
    round.

-   The priority/percentile criteria support \>, \< and a range.

-   The Grant Folder button enables the display of critical documents
    (abstract, application (if scanned), summary statement(s), etc.) for
    each grant on the hitlist.

-   Derrick suggested that abstracts be available at application receipt
    to allow all ICs to review for potential funding. Sherry said that
    once all applications are scanned (or submitted electronically), a
    QuickView search can be set up for new abstracts.

-   ICO provides access to SRG meeting information including order of
    review.

-   From ICO, users can call GUM, which provides review details,
    financial data and other grant administration information.

ICO Update C Noteworthy Features

-   There is a checklist for Type 5\'s and a block for approvals. These
    features will soon be customizable by IC.

-   It is possible to cut and paste from Word into Program Notes. POs
    can only see notes from their own IC.

-   ICO sign notes currently support correspondence among GMOs, POs and
    Grants Specialists. Workflow is now being built into ICO and will
    include automatic email notification of significant events (e.g.,
    all approvals completed).

-   There is a portal opportunity regarding automatic email. Users
    should be able to subscribe and unsubscribe for specific types of
    notification.

-   ICO can be used to assign (and reassign) grants to a PO. The last
    two characters of the PCC code represent the official=s initials.
    Batch assignments can be made; assignees can accept or reject
    assignments.

-   An administrator in each IC maintains the valid list of PCC codes. A
    requested new feature is to permit ICs to view each other=s codes
    and their definitions.

-   ICO help is context-sensitive. Hint text (where available) displays
    at the bottom of the screen.

-   The award CAN and no-cost extension can be updated from ICO.

-   Dual ICs can use ICO to defer until the next council round.

-   ICO GUM is unique in that all duals can record council actions.

-   Council Sweep is a handy feature for ICO Data Administrators. If the
    IRG recommends award (A1\"), the sweep sets the council action to
    A1\".

ICO Reports C Noteworthy Features

-   The full list of reports can be found on page 95 of Sherry=s
    presentation.

-   Summary statement tracking will be a new report

-   There is a very useful exception report which shows when the council
    disagrees with the IRG and when there are special concerns (e.g.,
    human/animal subjects).

-   Carlos commented that ICO reports can be used as the basis for
    designing portlets.

**2. Functional Decomposition Review**

There were four responses to the first draft, three of which were
incorporated (see attachment C). It was agreed that more time is needed
to collect input. Carlos volunteered to present the draft for comment at
upcoming POPOF and ePUG meetings.

In the general discussion, the following points were made:

-   Two errors need to be corrected. ANIH Guide Book@ should be ANIH
    Guide@. The acronym AARA@ stands for AAwaiting Receipt of
    Applications@.

-   ALink to Form 398\" should be expanded to ALink to Standard NIH
    Forms@.

-   It would be useful to poll Program for their top ten bookmarks.
    Johnnie noted that we have no control over the validity and currency
    of external web sites. The only way to be sure of the content is to
    maintain it ourselves, which the group agreed is not feasible. Andy
    believes that it is safe to include links to major, frequently used
    sites.

-   Della suggested an alternate approach. The JAD should identify
    Anuggets@ and then ask colleagues where they go for relevant
    information.

-   Richard suggested adding a content category for scientific resources
    including NIH lectures, seminars, professional societies and
    journals.

-   Derrick suggested a link to grant-writing aids.

-   Richard asked that university staff directories be included.

**3. Program Official Process Flow**

Next Monday=s JAD will use a different strategy for developing the
Program Portal. Instead of structuring the portal on content categories,
members will diagram the workflow in their ICs, identity common tasks,
and flesh out details. The team should be prepared to roll up their
sleeves for a productive session. Dr. McGowan plans to attend.

### Attendees

Caban, Carlos, Co-Facilitator, OD

Chatterjee, Ranesh, Logicon

Collie, Krishna, RNSolutions

Erickson, Bud, Co-Facilitator, NCI

Fisher, Richard, NEI

Greenleaf, Andy, Logicon

Hann, Della, OD

Martin, Michael, Oracle

Monheit, Madeline, LTS/OPAE

Prince, Mary Lou, NIMH

Pearson, Johnnie, Z-Tech

Seppala, Sandy, LTS/OPAE

Serrano, Jose, NIDDK

Tabor, Derrick, NIGMS

Zucker, Sherry, OD/OER/OPERA/DEIS

### Attachments

A.  ICO Presentation, Part I

B.  ICO Presentation, Part II

C.  Working Draft, Consolidated Functional Decomposition List