**Minutes from Receipt and Referral User Group Meeting**

Date: August 13, 2001

Attendees: Brent Stanfield, Suzanne Fisher, Richard Panniers, John
Diggs, Andy Greenleaf, Lisa Chen, Chip Groh, Sara Silver

# Items for August Release

1.  Search on PI name from Enter Referral Data screen.

2.  Allow user to view PI letter in PI Letter History Popup screen.

3.  Allow user to access Grant Folder from View Application Status
    screen.

4.  Fix to Enter 901 screen for processing a change to a Dual IC and
    Council Date for an Administrative Deferral.

5.  Fix to Enter 901 screen for dual changes.

6.  Fix to Change Mailer. As of last Friday (8/10), a SQL script has
    been running with the nightly bridge to fix the problem until the
    code fix is implemented with the August release. User would like
    mailers sent out retroactively for the 901s processed from May
    21--August 9 for applications going to January 2002 Council.

# Discussion of Items on "Problems to be Solved" List

1.  901, dual assignments mistakenly deleted. There are three different
    delete mechanisms (Clear, Delete Icon, Keyboard Delete), and all
    work differently. Lisa will research and recommend a solution.

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1.  901, valid mechanisms for 901 changes. User is asking for accurate
    list of values. Lisa will check 901 and Referral Data screens to see
    if SRA designator is being validated.

2.  Would like to expand autoassign function to certain SEPs (CSR only,
    SBIR and Fellowships). Sara will forward April e-mail with full
    description to Lisa.

3.  Amended application being inactivated when bridge award is made.
    Sara will send description of the problem and example to Lisa.

4.  Type 9 business rule for revision or competing continuation (new
    grant number doesn't have the A1 designation). Brent will take the
    issue to EPMC for policy decision; Chip will take to GMAC.

5.  List of ICO-entered council deferrals not being populated in Receipt
    and Referral. Since this arises as an issue in September, Sara will
    review in September with Janet Newburgh.

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7.  Tracking deleted records: user would like to be able to search for
    deleted information by PI name or number in View Application Status.
    Lisa will research the possible approach for solving this, and the
    design and development complexity, and will report back at the next
    user group meeting.

8.  Receipt and Referral is frequently asked to correct mistakes or make
    changes in application records, after they've been released. Lisa
    will research the possibility of incorporating the Grants Update
    Module (GUM) into Receipt and Referral, providing the ability to
    modify PI name, title, organization, and address. This would only
    need to be accessible to the Supervisor and Chief roles. This will
    not be available for the October release. Alternatives in the
    meantime:

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a.  Provide John Diggs with access to the ICO module, to make the
    changes there.

b.  Identify users with ICO GUM access who could make the changes. Chip
    will provide a list of people in each IC with access.

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9.  Foreign address problem. Per John Diggs, this can be removed from
    the list.

10. Grant Folder access through View Application Status. In August
    release.

11. IRGs (SOH within SNEM). This is not fixable, and will be removed
    from the list.

12. Spelling out full name of SEPs in letters. This will be deferred as
    an issue; solution that was implemented in July (SEP abbreviation)
    may be sufficient.

13. Error message in AIDS letter and others before user has had a chance
    to enter data. Sara will send a list of the affected letters to
    Lisa. Will be placed on October list with low priority.

14. Incorrect letter information in tracking system. Suzanne has not had
    a chance to validate whether the fix that was implemented in July is
    working.

15. Modular grants below 250K. Sara will write up description, Lisa will
    put on October release list.

16. Intermittent error with change in organization not being stored.
    Sara and John will try to duplicate together.

17. Program Class Code/Program Director for a dual IC grant. This can be
    removed from the list.

18. Referral LOV for assignment and requests. Lisa will send current LOV
    printout to Suzanne, and Suzanne will compare it to see what is
    missing.

19. Problem with more than 7 duals. Software will actually allow up to
    10 duals (change "7" to "10"). This issue will be deferred until
    later.

20. Add PI name to query parameter on Enter Referral Data screen. In
    August release.

21. Inconsistency in error message when title exceeds 56 characters.
    Remove from list.

22. Problem deleting assignment when something has been entered (because
    activity code cannot be blank). User would like Clear button.
    Long-term fix will be addressed after the October release.
    Workaround in the meantime: enter type, activity code, IC, and make
    an entry in the Notes.

23. FDA assignments not on list for SSS YY. This is a Review problem.
    Richard will follow up to move the problem to Review; it can be
    removed from this list.

24. Z01 records need to be excluded from PI history reports. This can be
    removed from the list.

25. Table issues: Sara and Suzanne will address in September.

26. Enhancement for 901s submitted electronically. Budgeted for 2002.

27. Enhancement for ARAs submitted electronically. Need to set up focus
    group.

28. Capture screen information for e-mails. Do ALT-Print Screen, then
    paste into the e-mail (CTRL V or Edit/Paste). Leave on list for now.

29. PI Brief and Full History. This can be removed from the list.

30. Sponsor status for fellowships. This will be a history report for
    sponsors, similar to the PI History. The search parameters will be
    sponsor's first and last name, and not SSN. Only types 1 and 2 will
    be included in the report, and it may be limited for how far it goes
    back. Sara and Lisa will work on specifications for the report.

31. Tracking reference letters: user would like a field where they can
    enter the number of reference letters for F and K applications. On
    list for October release.

32. Hot key or meta key for common assignments. With autoassign
    expansion, need will be reduced. Leave on the list for now.

# Miscellaneous items

1.  Note on implementing printing of Assignment Mailer and Change Mailer
    from within IMPAC II: Lisa wants to make sure everything is working
    correctly before releasing. Suzanne needs to approve the mailer
    texts. Likely for October release.

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33. Is there a way to have international addresses first in mailers?

34. New racial/ethnicity coding will be added to 398 for October
    release.

35. SBIR will be added to 398, and other changes will be made to screen,
    for January release. A separate meeting needs to be scheduled to
    discuss the 398 changes.

36. Release schedule for Receipt and Referral will be October, then
    January, March, May, etc. September will be skipped.

37. Items for tentative October release (with corresponding priorities
    in case not all can be done):

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a.  New racial/ethnicity coding High

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c.  901 dual assignment deletions High

d.  LOV for 901 High

e.  Autoassign High

f.  Error msgs. on letters Low

g.  Modular grants Medium

h.  Referral LOV Medium

i.  Sponsor status for fellowship Medium

j.  Reference letters High

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38. Next user meeting in one month.

# Action Items

+-----+----------------------------------------------+----------------+
| ##  | ### Item                                     | #              |
| # √ |                                              | ## Responsible |
+-----+----------------------------------------------+----------------+
| √   | Send change mailers out retroactively        | Logicon/Lisa   |
+-----+----------------------------------------------+----------------+
|     | Research and recommend a solution for dual   | Logicon/Lisa   |
|     | assignments mistakenly deleted               |                |
+-----+----------------------------------------------+----------------+
|     | Valid mechanisms for 901 changes. Check 901  | Logicon/Lisa   |
|     | and Referral Data screens to see if SRA      |                |
|     | designator is being validated                |                |
+-----+----------------------------------------------+----------------+
| √   | Forward April autoassign e-mail to Lisa.     | Sara           |
+-----+----------------------------------------------+----------------+
|     | Send description of bridge award problem to  | Sara           |
|     | Lisa.                                        |                |
+-----+----------------------------------------------+----------------+
|     | Policy decision for type 9 business rule for | Brent (to      |
|     | revision or competing continuation           | EPMC), Chip    |
|     |                                              | (to GMAC)      |
+-----+----------------------------------------------+----------------+
|     | Review problem with ICO-entered council      | Sara, Janet    |
|     | deferrals                                    | Newburgh       |
+-----+----------------------------------------------+----------------+
|     | Report, at next user group meeting, about    | Logicon/Lisa   |
|     | searching for deleted information by PI name |                |
|     | or number in View Application Status.        |                |
+-----+----------------------------------------------+----------------+
|     | Corrections for already released records.    | Logicon/Lisa   |
|     |                                              | (for           |
|     |                                              | incorporating  |
|     |                                              | GUM), Chip     |
|     |                                              | (list of       |
|     |                                              | people in each |
|     |                                              | IC with access |
|     |                                              | to GUM)        |
+-----+----------------------------------------------+----------------+
|     | Error message in letters before user has had | Sara (list of  |
|     | a chance to enter data.                      | letters to     |
|     |                                              | Lisa)          |
+-----+----------------------------------------------+----------------+
|     | Validate that problem of incorrect letter    | Suzanne        |
|     | information in tracking system has been      |                |
|     | fixed.                                       |                |
+-----+----------------------------------------------+----------------+
|     | Write up description of modular grants below | Sara           |
|     | 250K issue                                   |                |
+-----+----------------------------------------------+----------------+
|     | Try to duplicate intermittent error with     | Sara and John  |
|     | change in organization not being stored.     |                |
+-----+----------------------------------------------+----------------+
|     | Send current LOV for assignment and requests | Logicon/Lisa   |
|     | to Suzanne.                                  |                |
+-----+----------------------------------------------+----------------+
| √   | Refer problem with FDA assignments not on    | Richard        |
|     | list for SSS YY to Review.                   |                |
+-----+----------------------------------------------+----------------+
|     | Address table issues in September            | Suzanne/Sara   |
+-----+----------------------------------------------+----------------+
|     | Set up focus group for electronic submission | ??             |
|     | of ARAs.                                     |                |
+-----+----------------------------------------------+----------------+
|     | Work on specifications for report for        | Sara/Lisa      |
|     | sponsor status for fellowships.              |                |
+-----+----------------------------------------------+----------------+
|     | Approve text for Assignment Mailer and       | Suzanne        |
|     | Change Mailer                                |                |
+-----+----------------------------------------------+----------------+
|     | Set up meeting to discuss changes on 398     | Brent/Sara     |
+-----+----------------------------------------------+----------------+
|     | Set up next user group meeting               | Brent/Sara     |
+-----+----------------------------------------------+----------------+