### IMPAC II GM Lead Users Group Meeting

### Minutes of 6/12/2002

# Attendees

Representatives from 20 ICs, AHRQ, OPERA, NGIT and LTS attended.

Dave Chicchirichi thanked Mike Loewe and NICHD for today's parking
stickers. He also expressed appreciation to Maddy Monheit for recording
GM Lead User meeting minutes for the past 15 months. Vonetta Christian
will be taking over this function. Marcia Hahn explained that meeting
documentation is a service provided by the eRA Office of Communications
and Outreach.

# Agenda Topics

1.  **Moving forward to J2EE and Commons Version 2**

Dave announced that the July release would be the last for this fiscal
year. After that, some major enhancements to GM and other IMPAC II
modules will be postponed so that developers can funnel their energies
into the migration to Java™ 2 Platform Enterprise Edition (J2EE)
architecture. For more information about this technology, go to
<http://java.sun.com/j2ee/overview.html>.

At the same time, eRA will continue retiring functions of the IMPAC I
legacy system. Starting in August 2002, NIH will transition the
notification of due date information for Non-Competing Grant Progress
Reports from hard copy mailing of preprinted PHS 2590 and PHS 416-9 face
pages to electronic notification (e-notification). The new notification
system was announced in the NIH Guide on May 2, 2002 (see Notice
[NOT-OD-02-047](http://grants.nih.gov/grants/guide/notice-files/NOT-OD-02-047.html)).
The last pre-printed Type 5 face pages to be mailed will be for awards
with start dates in November 2002. They should arrive in business
offices about July 1. Marcia has been making presentations since early
May to orient the NIH community to the new procedures. She will continue
her outreach at the GMAC retreat next week.

For December 2002 starts and beyond, NIH will provide due date
information for Non-Competing Grant Progress Reports in two ways:

-   At the end of July, the NIH Office of Extramural Research will begin
    posting due date information on a new public website that will have
    limited search and sort capabilities. Grantees may choose to use
    this website until they register for the NIH Commons. Institutions
    that have not registered will not receive e-mail reminders or have
    access to pre-populated face pages.

-   When registration for the NIH Commons reopens in August, the
    institutional official will provide a central e-mail address for
    notification of NIH pending actions. By this means, the institution
    will receive a list of pending progress reports. These grantees also
    will have access to a PDF version of the pre-populated face page
    through the Commons Status module.

The accuracy of the new T-5 notification system will depend on Institute
and Center (IC) staff using the T-5 Receipt screen in IMPAC II. Entering
the receipt date becomes mandatory in August 2002. T-5s will not drop
off the list of pending progress reports until their receipt is recorded
in the database. Beginning with the July release, the edit checker will
issue a warning message if a user attempts to issue an award for an FY03
start without entering the T-5 receipt date. Development of an API to
upload the date from IC extension systems has been approved.

Since Commons status reports will include contact information for the
assigned Program Officer (PO) and Grants Management Specialist (GMS),
data also must be entered in these IMPAC II fields. Assigned PO is
already mandatory; Assigned GMS will become mandatory in July. An API
exists to upload the specialist name. Contact Tim Twomey for assistance.

Debra Carle commented that the specialist name already appears on the
NGA. Marcia pointed out that the NGA sent to the grantee is usually
forwarded to the PI; business officials also may need to contact the
specialist. With the new Status module, grantees will be able to see the
assigned specialist even before the application goes to Review. Marcia
added that the specialist's name, phone, fax and email address need to
be stored in IMPAC II in order to show up on the NGA. Mike encouraged
ICs to make sure that all contact information is up-to-date. Tim's query
at <http://impacii.nih.gov/tools/assign_search.cfm> is useful for
examining contact information.

Mike and Marcia called on lead users to help educate colleagues and
grantees about the new T-5 procedures. Details will be provided to both
NIH staff and the grantee community as the launch date of the website
draws near. Mike and Marcia also asked colleagues to encourage grantees
to register in the Commons to benefit from e-notification. NIH is
proceeding in accordance with a Congressional mandate to enable
electronic communications by next year. New PIs are generally computer
literate. Those who are not can appoint a delegate to interface with the
system.

2.  **Data Quality Control Contacts**

Bobby Tarwater said that he had been designated as NIDCR's data quality
control contact. He inquired if other lead users had been asked to
perform this role. The response was affirmative. See
<http://era.nih.gov/Docs/IC_Data_Quality_Control_Contacts_06-14-02.doc>
for a list of contacts. Marcia commented that GM best understands
personal profiles.

Mike provided background about new procedures for updating profile data.
The data quality control contacts will have primary responsibility
within their IC for modifying IMPAC II profile-level data (demographic
and sensitive data, degree and employment information and addresses of
the type "HOM" and "RES"), which is associated with an NIH Commons
account. In July, eRA will limit profile update access as a means of
improving the quality of NIH information about its grantees. As a
further restriction, System Quality Assurance and Interfaces Branch
(SQAIB) staff now must perform all profile collapse actions.

Designated contacts who need training should contact Mike or Dave.
Marcia suggested planning a group demo.

3.  **Creation of Type 6 and 7 Records**

Cathy Walker reported that the July release of IMPAC II would include a
module to create Type 6 and 7 records. This capability is needed in
order to sunset IMPAC I. There will be a button on the search screen
labeled "Create Record." If pressed, a drop-down menu appears with a
choice of Type 3, Shannon, Type 4, Type 6 or Type 7. If the user selects
Type 7, a pop-up box opens requiring the name of the new institution and
the budget period start date. The EIN and the PI's new phone, email and
fax numbers are optional. The system will generate a new Type 7 record;
however, there will be a negative IPF number until Emily Mitchell's
branch (SQAIB) processes the record. To inform SQAIB of a new Type 7,
the GM specialist must fax the face page. Policy dictates that GM cannot
perform the entire process. Ultimately, SQAIB will receive electronic
notification.

There was a question about whether it was possible to create a Type 6 or
7 for an unfunded grant. Marcia responded no; the change must go through
CSR. Also, GM cannot delete Type 6/7 records; delete requests need to be
routed to SQAIB. It is important to note that the creation of a Type 6/7
wipes out the PI address; there will be an error message at the time of
award if this field remains blank. Debra Carle will coordinate a Type
6/7demo for GM users in August. It was suggested that new Commons
Version 2 Status screens be included in the presentation.

Another question concerned the impact on Type 5 shells for the out
years. Cathy intends to test the synchronization mechanism. Different
scenarios (e.g., two-year budgets) will be developed for testing.

Update: Actual deployment of this new functionality will be delayed
until the Fall 2002 deployment. The adjustment in deployment is
necessary so that it corresponds with turning off the bridges between
IMPAC I & II.

4.  **Grants Closeout System (GCS)**

Mike Loewe demonstrated basic GCS functions at the eRA symposium on May
10. Nine ICs participated in approximately two hours of pre-pilot
testing. During the tests, Tracy Soto, eRA analyst, and Loc Vu,
technical lead, had an opportunity to observe the users' interaction
with the system and to elicit feedback.

GCS is now being piloted by the same nine ICs. System capabilities
include the ability to extract data from IMPAC II records, to send email
notices and to document the receipt of reports. In July, the GCS will be
deployed for use by all ICs. Tim Twomey will present the system at the
upcoming GMAC retreat; Mike will orient GMOs. He encouraged users to try
Tim's tool for identifying grants for closeout. This query is located at
<http://impacii.nih.gov/tools/co/login.cfm>.

The July release will support the following capabilities:

-   Report on grants eligible for closeout by month/year

-   Access to history information to help determine eligibility for
    closeout

-   Customized notification letters automatically populated with the
    specialist's name, phone, fax and email and which request only
    missing closeout items.

-   Federal Records Center (FRC) report with ability to batch update
    accession number, box number and FRC sent date.

The GCS is the first application to be deployed in J2EE and will set a
precedent for GM and other modules. Mike expressed his thanks to Tracy
and the NGIT team for meeting project deadlines. Dave and Marcia also
praised Mike for his contribution. There will be a meeting later in the
day to discuss 50 proposed enhancements with the developers.

5.  **Keeping up with eRA**

Dave and Mike stressed the importance of changing our perception of
workflow from a paper to an electronic process. eRA provides a great
opportunity to simplify and improve the way GM does business; it offers
similar benefits for grantees. To fully appreciate the scope of eRA,
users need to understand the way IMPAC II interacts with the Commons and
the way GM interacts with other IMPAC II applications. Dave encouraged
lead users to visit the eRA website at <http://era.nih.gov/> and to read
the [latest issue of *Inside
eRA*.](http://era.nih.gov/eranews/latestInside.cfm)

Debra Carle asked if Program staff were on board with eRA. Marcia
reminded the group that GM has much more of a community across ICs and a
longer history of collaborating. Program officers, however, now
participate in the ePUG users group and are represented by eRA Advocate
Bud Erickson. Cathy Walker added that she hopes that the planned Program
Portal will attract the Program community. The portal will facilitate
all aspects of Programs' tasking, including interfacing with PIs,
keeping up with science as well as performing administrative functions.

Bobby Tarwater mentioned that he's had positive feedback from Program on
Cathy Walker's quick guide to ICO. Carolyn Mason added that she also has
been promoting ICO among NIEHS Program staff. Marcia agreed that GM has
taken the lead in outreach for ICO. She then spoke about several planned
eRA tools, which may encourage Program to update their business
practices:

-   Customizable checklists for Type 5's

-   E-Notification for E-SNAPs and later for PO signoff

-   Feasibility of scanning paper Type 5's for electronic access to all
    progress reports.

Debra Carle suggested that GM lobby DEA to help support eRA initiatives.
Marcia's presentations to EPMC have been very well received. Mike
encouraged ICs to check with eRA before investing resources in the
development of IC-specific systems. The desired capabilities may exist
in IMPAC II or may be planned for the near future.

6.  **Ideas for New Working Groups**

There are three GM Working Groups at the present
time---Closeout.Customizable Checklists, and FSR. Dave asked for
suggestions for new groups.

-   ***GM Help*** ---Mike recommended a committee to improve online
    help. Error messages need to be rewritten in plain language. The
    edit checker would be a good place to start by writing
    understandable explanations of why business rules fail. Since the GM
    redesign has been postponed, the group would have adequate time to
    prepare better documentation. Debra Hendry volunteered to form the
    working group; Marc Pitts offered to assist.

-   ***FIC Reporting Screen***---Marcia said that initially an
    enhancement was requested for the addition of a foreign component
    indicator. The scope on this item has been expanded to now include
    all the data necessary for the Fogarty 1820 report. She suggested a
    working group to develop a screen for Fogarty International
    reporting.

-   ***Human Subject Screens***---Marcia said it would be helpful to
    consolidate all data on human subjects on one screen and incorporate
    other data items ICs may be tracking; e.g., data safety monitoring
    boards.

-   ***IMPAC II Training***---Mike said there is an on-going need to
    update GM on new IMPAC II features and to provide fundamental
    training to new employees. Patty Austin, the training coordinator
    for eRA, would be a good resource for the working group. Debra
    Carle, who is a member of the GMAC subcommittee on training,
    suggested dividing the GM process into logical segments and
    providing instruction for each on videotape. Mike said that
    completion of the series could become part of the GM certification
    process.

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-   ***Using Technology to Assist GM Customers***---GM has a wide-range
    of clients including DEA, Program and the grantee community. This
    working group would come up with ideas for cross-cutting
    initiatives. For example, Marcia suggested an electronic request
    from grantees for no-cost extensions, electronic submission of FSRs
    and invention reports (the latter to be integrated with iEdison).

Lead users or their colleagues who would like to join a new working
group should email Dave. Groups generally meet for an hour or two once a
month for several months.

# Action Items

1.  (ICs) Validate that IMPAC II contact information for Grants
    specialists is correct.

2.  (Debra Carle) Coordinate GM demo of Type 6/7 creation and Commons
    Version 2 in August.

3.  (Marcia Hahn/Cathy Walker) Create test scenarios for Type 6/7---Type
    5 shell synchronization.

4.  (Data Quality Control Contacts) Contact Mike Loewe or Dave
    Chicchirichi if you need training.

5.  (Madeline Monheit) Post Cathy Walker's ICO Quick Reference on the
    eRA website.

6.  (Interested Lead Users) Email Dave Chicchirichi with ideas for new
    GM working groups and/or to participate in a group suggested above.

# Next Meeting

The next regularly scheduled meeting is Wednesday, August 14, 9:00 a.m.,
in the Neurosciences Building, 6001 Executive Blvd., Conference Rooms A1
and A2. The parking sticker host will be announced in the agenda.