# ![](media/image1.jpeg){width="0.4166666666666667in" height="0.2972222222222222in"} eRA Institutional Profile File (IPF) Module JAD Meeting

**Date:** October 25, 2001

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

**Location:** Rockledge 1

**Chair:** Emily Mitchell

**Next Meeting**: October 31, Rockledge 1, 1:30 p.m.

# Action Items

1.  Bob will investigate United States Postal Service (USPS)
    applications that validate state abbreviations against zip codes;
    such a program could eliminate processing errors that occur when a
    user selects an incorrect state abbreviation. Any program selected
    must use the required Federal Information Processing Standards
    (FIPS) state abbreviations.

2.  Emily, Carolyn, and Jim will determine whether the Main Campus
    Organization ID (IPF number) corresponds to information currently
    maintained in table 46.

3.  Jim will talk to Natasha about the Pub File Code. The JAD
    participants would like to investigate whether data for this code
    can be automatically generated after the IRDB pub file is created.

4.  Lisa will determine the purpose of the Audit Reason Text field.

5.  Ruby will determine how the following four ORI data elements are
    updated by ORI: Certification Mailing Date, Certification Expiration
    Date, Certification Group Code, and Certification Status Code.

6.  Lisa will check the size of the Major Component Name data element,
    which is listed as 74 characters on the "Data Associated with Major
    Component" page of the *Draft Data Specifications for IPF*.

7.  Jim, Lisa, Carolyn, and Sylvia will meet separately to discuss IPF
    history.

8.  Lisa will research the Department Code, Department Name, and
    Department Active Code data elements listed on the "Data Associated
    with Department" page of the *Draft Data Specifications for IPF.*

### Presentations and Discussion Topics

1.  **Project Schedule**

> Lisa stated that Phase 1 of the IPF module development is scheduled
> for completion in late May 2002. Phase 2, which will include
> auto-coding, will begin after May/June 2002.

9.  **Activity Flow Charts (Attachments A-C)**

# JAD participants discussed three flow chart diagrams provided by Lisa.

# Establish Maintain IPF Activity (Attachment A)

> Bob recommended that Lisa add a decision point after the Yes option
> from the Institutional Profile Found decision point.

# Split Merge Department Activity (Attachment B)

> This flow chart applies to higher education organizations.

# Split Merge IPF Activity (Attachment C)

> This flow chart applies to non-higher education organizations.

a.  If a process requires an update to a table and the system cannot
    transparently modify/update affected tables, the JAD participants
    want the system to include a button/option that enables users to
    update the table from the screen on which they are working. Lisa
    confirmed that this capability will be provided.

# Discussion: IPF Numbers

# Bob mentioned that the NIH Commons would like to develop an automated process for the system to register Commons users. After discussion, the group agreed that during Phase 1, any registration will require some human intervention. Some automation will be possible in Phase 2. (The system will provide an IPF code to the organization when a signing official is assigned.)

# The JAD participants clarified the definitions of multi-campus and system organizations.

-   All grants for a multi-campus organization are reported at the IPF
    number for the parent (or main) campus of the university.

    -   In a university system, each campus has its own administration
        (president/ chancellor). Each campus is considered a separate
        organizational entity and is reported separately. For example,
        the University of Maryland College Park is reported separately
        from the University of Maryland, Baltimore. IPF staff must be
        able to identify the campus to which support is assigned.

# Draft Data Specifications for IPF (Attachment D)

> The JAD members discussed each data element on the *Draft Data
> Specifications for IPF.*

a.  On the data element list, an asterisk (\*) and boldface data element
    names both represent elements that are in IMPAC II but not in the
    IPF in IMPAC I. Items that are struck through represent elements
    that are in IMPAC I but not in IMPAC II.

b.  The following data elements are to be deleted from the list for IPF
    IM Phase I. Some are current IPF items that are no longer needed or
    have system-generated audit information. Others are data elements
    that may be maintained by the Commons and/or others.

> Alternate Phone Number
>
> Phone Extension Number
>
> Phone Format Code
>
> Fax Number
>
> Contact Name
>
> Effective Date
>
> Termination Date
>
> Preferred Address Code
>
> Data Verification Code
>
> Data Verification Date
>
> Case Report Secondary Code
>
> Source Document ID
>
> Case Organization ID
>
> Case Organization Type Code
>
> Case State Code
>
> Hospital Control Code
>
> Hospital Service Code
>
> Organization Subcategory Code
>
> Class Code
>
> History Change Code
>
> Initial Reference Doc ID
>
> Initial Reference Date
>
> Record Update Date
>
> Animal Subject Assurance Number
>
> Animal Subject IACUC Date
>
> Human Subject Assurance Number
>
> Human Subject IRB Date
>
> Former ID Code
>
> Component Contact Name

c.  All fields listed on the "Additional fields from Institutional
    Profile Record Form" page are to be deleted.

d.  The following modifications or clarifications apply to the listed
    elements.

+------------------+---------------------------------------------------+
| **Element Name** | **Modification or Clarification**                 |
+==================+===================================================+
| Organization     | This element is the short (40-byte) name of the   |
| Name             | organization as entered by Project Control.       |
+------------------+---------------------------------------------------+
| Main Campus      | This element represents table 46.                 |
| Organization ID  |                                                   |
| (IPF Number)     |                                                   |
+------------------+---------------------------------------------------+
| Address type     | Type 1: BUS (Business Office) is the notice of    |
| code             | grant address.                                    |
|                  |                                                   |
|                  | Type 2: I (Institution) is captured by Project    |
|                  | Central from the grant application.               |
|                  |                                                   |
|                  | Type 3: MLG is the address associated with the    |
|                  | IPF number.                                       |
|                  |                                                   |
|                  | Types 1 and 2 should be display-only. IPF staff   |
|                  | may want to copy BUS or I address and use it as   |
|                  | the MLG address.                                  |
+------------------+---------------------------------------------------+
| Mailing Address  | Five lines are available for the organization     |
| 5                | address. City, state, and zip code appear twice,  |
|                  | once on line 5.                                   |
+------------------+---------------------------------------------------+
| NIH State Code   | Change the name of this element to State          |
|                  | Abbreviation Code.                                |
+------------------+---------------------------------------------------+
| NIH Country Code | Change the name of this element to Country        |
|                  | Sequence Number.                                  |
+------------------+---------------------------------------------------+
| Notes            | This element is to be renamed "Cross-reference"   |
|                  | and the size is to be increased to 4000 bytes.    |
+------------------+---------------------------------------------------+
| Congressional    | This code relates to the MLG address and is       |
| District Code    | associated with the external organization.        |
+------------------+---------------------------------------------------+
| Kind (Type)      | IPF staff maintains this information and would    |
| Code, Ownership  | like a drop-down LOV from which to select a code. |
| Control Code     |                                                   |
+------------------+---------------------------------------------------+
| Certification    | Replace references to OSI with Office of Research |
| Mailing Date,    | Integrity (ORI). ORI staff maintains only these   |
| Certification    | four fields and will require a different user     |
| Expiration Date, | role in Phase 1 of IPF deployment that provides   |
| Certification    | appropriate access. In a later phase, ORI will    |
| Group Code,      | need to be notified when a new record is          |
| Certification    | established.                                      |
| Status Code      |                                                   |
+------------------+---------------------------------------------------+
| Multi-Campus     | Remove type 2, (P). There should be three         |
| System ID        | options:                                          |
|                  |                                                   |
|                  | 1: C (multi-campus)                               |
|                  |                                                   |
|                  | 2: S (system)                                     |
|                  |                                                   |
|                  | 3: Null                                           |
+------------------+---------------------------------------------------+
| Multi-Campus     | Value 1, Yes, applies if the Multi Campus System  |
| Institution Flag | ID is equal to C.                                 |
+------------------+---------------------------------------------------+
| Medical School   | This element is the actual name of a medical      |
| Name             | school at an institution and is equivalent to     |
|                  | table 81.                                         |
+------------------+---------------------------------------------------+
| Record Status    | Value 1: "\*" is equal to closed record.          |
| Code             |                                                   |
|                  | Value 2: "R" has no meaning and is to be removed. |
|                  |                                                   |
|                  | Value 3: "-" is equal to null.                    |
+------------------+---------------------------------------------------+
| Organization     | This element, which is captured in R&R from the   |
| Category Code    | application face page, should be display-only.    |
+------------------+---------------------------------------------------+
| Pub File Code    | IPF staff occasionally need to edit this element  |
|                  | and should have access to it. An automated        |
|                  | process will generate the data annually when the  |
|                  | IRDB pub file is created.                         |
+------------------+---------------------------------------------------+
| Commons Email    | Change the name of this element to NGA Email      |
| Address          | Address.                                          |
+------------------+---------------------------------------------------+
| Organization     | Change the name of this element to NGA            |
| Preferred Name   | Organization Preferred Name.                      |
+------------------+---------------------------------------------------+
| Commons Submit   | This element should be display-only.              |
| Date/Time        |                                                   |
+------------------+---------------------------------------------------+
| NGA Contact      | These elements should be display-only.            |
| Name, NGA Phone  |                                                   |
| Number           |                                                   |
+------------------+---------------------------------------------------+
| Major Component  | This element should be display-only. Major        |
| Name             | component name as typed by Project Control from   |
|                  | the application.                                  |
+------------------+---------------------------------------------------+

# Attendees

Lisa Chen

Svetlana Diggs

Diana Dixon

Emily Mitchell

Bob Reifsnider

Christine Rumney (Recorder)

Carolyn Stelle

Jerry Stuck

Mikhail Sukhenko

Jim Tucker

Ruby Tucker-Smith

### Attachments

A.  Establish Maintain IPF Activity

B.  Split Merge Department Activity

C.  Split Merge IPF Activity

D.  Draft Data Specifications for IPF