# Presentation: 577405

## ICSTORe for IC Search, Track, Order, and Reporting of Documents 

- eRA Symposium
- May 10, 2002

## ICSTORe

- Search for grant applications based on a variety of fields and generate a hit list
- Sort the hit list according to your defined criteria
- Identify and track newly released documents
- Publish books or collections of documents that can be divided into different sections, each with its own sort.

## ICSTORe, cont.

- Print documents for selected applications at the NIH central printers
- Generate a download file of documents merged into a single PDF
- Generate a download zip file of individual PDFs
- Export your hit list to Excel

## You can access ICSTORe from QuickView or ICO one of  two ways:

**You can access ICSTORe from QuickView or ICO one of  two ways:**
**  ****Run a query using the query parameters in QV or ICO. Then click ‘ICSTORe’**
**   ****to transfer you current hitlist to ICSTORe.  Before running a query from QV or **
**   ****ICO, click ‘ ICSTORe’, then use the ICSTORE query parameters to run a query. **
**When you navigate to ICSTORe from Peer Review, your hit list with applics.**
**from your default meeting will transfer over.                                                           4**

## When you transfer your current hit list to ICSTORe, the ICSTORe query parameter block will

**When you transfer your current hit list to ICSTORe, the ICSTORe query parameter block will**
**be grayed out (disabled). You can then sort your transferred hit list, use the various ICSTORe **
**options for requesting summary statements, customize your hit list, and/or export the hit list to Excel.**
**To use the ICSTORe query parameter block to generate a new hit list, click ‘Enter Query’. **
**This will wipe out the current hit list and ready the query parameter block for input.**                        5

## ICSTORe has 3 Tabs or screens:

**ICSTORe has 3 Tabs or screens:**
** ****Track & Order – the default screen’**
** ****Book Definition – for customizing the order of docs. in Books**
** ****Advanced Search Criteria – available in March release                               6**

## To run a new Query on the ICSTORe Track and Order screen:

_**To run a new Query on the ICSTORe Track and Order screen:**_
** ****Click ‘Enter Query’**
** ****Enter desired Query Parameters and any combination:**
** ****Council (YYYYMM)****	****- Grant number components****	****- Document (Sum.Stmnt)**
** ****PO (Pgm. Official)****	****- Score****	****	****	****- App_ID**
** ****SRG/SRA****	****	****- Appl.status****	****	****- Released as of...**
**Incl. Duals****	****	****- PCC**
** ****Click ‘Run Query’**                                                                                                                                        7

## To View Query Results:

_**To View Query Results:**_
** ****Scroll through default hit list **
** ****Customize hit list**
** ****Sort, sequence, & order the hit list**
** ****Export hit list to MS Excel**

_**Fields in default hit list**_
**Grant Number****	****	**
**SRG/SEP Mtg.****	****	****6. Priority Score**
**PI Name****	****	****7. Percentile**
**Sum.Stmnt. Status****	****8. PO Name, Phone, e-Mail**
**Sum.Stmnt. Init. Release Date**
**Sum.Stmnt. Initial Latest**                                         8

## Customize Hit List

_**Customize Hit List**_
**If you hadn’t already customized your hitlist, then when the screen comes up, the ‘Selected Field Name’**
**Block will be populated with the default hitlist fields in the default order. To add additional fields, **
**select desired field from Available Hitlist Fields block and click >> to move the field over to **
**‘****Selected Field Name’ block. Use the << arrow to remove a selected field. You can change order# **
**of selected fields. The system will remember each user’s customized hitlist between sessions**.      9

## To sort hit list, click on column heading.  Notice order #s will be out of sequence.          10

**To sort hit list, click on column heading.  Notice order #s will be out of sequence.          10**

## Click ‘Resequence’ to renumber your  sorted hit list starting with ‘1’.                                 11

**Click ‘Resequence’ to renumber your  sorted hit list starting with ‘1’.                                 11**

## . Reordering the Hit List

*. *_**Reordering the Hit List**_
** ****To switch the order of any row of the hitlist, overwrite**
**   ****the order numbers as desired.**
**Here the hit list has order numbers 1 and 3 switched.          12**

## Hit list with reordered in user-specified order number.                                      13                                                                                       

**Hit list with reordered in user-specified order number.***                                      13                                                                                       *

## Slide 14

## Slide 15

## Slide 16

## Slide 17

## Exporting Hit List

_**Exporting Hit List**_
** ****After customizing and sorting your hit list as desired, **
** ****click ‘Export to MS Excel’  to download hit list data to a spreadsheet**.   20

## Tracking Documents

- Release of new documents since a particular date
- Release of new documents since last time you checked
- Applications for which documents haven’t yet been released
- Identification of revised documents

## Tracking Documents:

_**Tracking Documents:**_
** ****Applications for which Summary Statements hadn’t yet been generated will have a NULL status. **
**  ****This can be important information.**
** ****Applications with different Initial Release and Latest Release dates have been revised.**
** ****Query on ‘Released as of Date’ to identify documents released on or after the user-entered date.  22**

## Tracking documents released since the last time you checked (especially useful for Program Staff)

_**Tracking documents released since the last time you checked **_**(especially useful for Program Staff)**
** ****Run a query for your portfolio (PO name or PCCs).**
** ****Save the query (see instructions for saving and retrieving queries). **
**  ****When you run a saved query, the ‘Last Run’ date will be automatically set to today’s date.**

** ****Next time you check, retrieve your saved query. Notice that the ‘Released as of Date’ will **
**  ****default to your previous Last Run date. Run the query. The Released as of Date will be **
**  ****compared with the documents’ Latest Release date.**
** ****The Last Run date will now be set to today’s date. The next time you retrieve this query, **
**   ****the Released as of Date will be set to your previous Last Run date. **
**   ****Note that you can always change the Released as of Date.****                                                        23**

## Managing Queries

- Save private queries that only you can see
- Save IC queries that anyone from your IC can see
- View saved queries
- Private only
- All IC queries
- Both of the above
- Private and IC queries that you created
- Delete Private and IC queries that you created

## Saving a Query

_**Saving a Query**_
** ****Enter query parameters (running the query is optional)**
** ****Click ‘Save Query’ to invoke the ‘Save Query’ dialog**
** ****Enter a query name**
** ****Enter an optional description**
** ****Click the List Type drop-down list and select ‘Private’ or ‘IC Specific’**
** ****Click ‘Save’.**                                                                                                                                  25

## Retrieving a Query

_**Retrieving a Query**_
** ****Click ‘Retrieve Query’ to open the Retrieve Query dialog**
** ****Filter the list of queries using the Query Type drop-down list**
** ****Select the desired query and click ‘Retrieve’.**
**  ****Note: You may retrieve an IC query and use Save As to save**
**  ****it under a different name, then modify it.**
_**Deleting a Query**_
** ****Follow instructions for Retrieving a Query**
** ****Note that you may delete only queries that you created.            26**

* *

## The Summary Statement will

_**Viewing a Document**_
** ****Select a hit list application**
**  ****with a status of ‘Final’.**
** ****Alternatively click ‘Grant Folder’.**
** ****Click ‘View’.**

**The Summary Statement will**
**  ****be displayed in Adobe Acrobat **
**  ****from your Web browser.**               27

## Merging Documents

- When you click ‘Merge’, all of the selected (checked) documents on your hitlist with a status of ‘Final’ will be merged into a single PDF and downloaded. You can save the file or print it from your network printer.
- The advantage of a merge file, as opposed to a zip file, is that all of the documents can be printed with a single ‘Print’ command. Use this feature to create and print a book or collection of documents.

## Zipping Documents

- The Zip feature creates an archive file for downloading that contains individual documents, each in a separate PDF. Use WinZip to extract the individual PDFs to save and/or print. As with Merge or Print, only documents with a ‘Final’ status will be included.
- Use Zip to save individual documents or to distribute them to different individuals.

## Printing Documents

- Print single documents using ‘View’ or the Grant Folder
- Print multiple documents from:
- Merge file
- CIT Central Printers with following ‘Print Central' options:
- Designate Box #		- Multiple copies
-  Duplex printing		- Exclude rosters
-  3-Hole paper		- Page range

## Print Central Dialog.  Note that only selected documents with a ‘Final’ status will be printed.   The first time you select Print Central, you must register your IMPACII account with your mainframe account.                                                                                                                                                   								31

**Print Central Dialog.  Note that only selected documents with a ‘Final’ status will be printed.**   **The first time you select Print Central, you must register your IMPACII account with your mainframe account**.                                                                                                                                                   								31

## Book Definition

*Books may be comprised of 1 or 2 sections*
*Each section may have a different sort*
*In addition to traditional ‘Ascending’ or ‘Descending’ sorts, you can specify a particular sort order (e.g., by Activity with ‘R01’ first, ‘P01’ second, ‘U10’ third, followed by the rest of the activities.*
*Note: The Book Definition must be ‘Applied’ to your hitlist.*

***Book Definition***

## Managing

***Book Definitions***

- Save private definitions that only you can see
- Save IC definitions that anyone from your IC can see
- View saved definitions
- Private only
- All IC definitions
- Both of the above
- Private and IC definitions that you created
- Delete Private and IC definitions that you created

## Creating a Book Definition

_**Creating a Book Definition**_
** ****From the ICSTORe Track and Order screen, click on the ‘Book Definition’ Tab.**
** ****Click ‘New’ to open the Save Book Definition Dialog.**
**Note: Unlike Queries, Book Definitions must be named before creating.                                **34

## Creating a Book Definition, cont.

_**Creating a Book Definition, cont.**_
** ****Enter a mandatory Book Definition name.**
** ****Enter an optional description.**
** ****Select List Type ‘IC Specific’ or ‘Private’.**
** ****Click ‘Save’.**
**Note: This just saves a named definition with **
**nothing in it. Now you must build your definition. 35**

## Defining a Book 

_**Defining a Book **_
**First, define your sections. There are 3 options:**
**All – entire hit list appears in a single section, sorted as specified.**
**RFAs & Non-RFAs **
**Primaries & Duals**
**From the ‘Available Sections’ block, select your choice, then click >> to move it to the Section Names block.                                                                                               36****  **

## Defining a Book, cont.

_**Defining a Book, cont.**_
**Second,  for each section, define the sort**
**Select the section to be sorted in the ‘Section Name’ block.**
**Select the sort fields from the ‘Available Fields’ block and click >> to move the sort fields to the ‘Order of Fields w/in Sections’ block. **
**Select the next section to be sorted and  then select the sort fields for that section.**
- 37

**Note that the Fields are synchronized with the **
**selected Section name. For example, if you have **
**Primary selected (highlighted), then select **
**‘****Activity Code’ for the sort field, Activity Code**
** ****applies to the Primary section, **
**not the Dual section.**

## Defining a Book, cont.

_**Defining a Book, cont.**_
**Third,  for each sort field, specify Ascending, Descending, or By Value.**
**Select the sort field  from the ‘Order of Fields w/in Sections’ block. **
**For Ascending order, do nothing. ‘Asc’ is the default.**

-   **For Descending order, click ‘Desc’ in the Sort Field Order block.**

**  ****For ‘By Value’, click ‘By Value’ in the Sort Field Order block. **

**Select the next sort field and specify Asc., Desc., or By Value. Repeat for each sort field**
**Note that the Sort Field Order block is synchronized with the Order of Fields w/i Sections block**.                                                             								38

## Defining a Book, cont.

_**Defining a Book, cont.**_
**To specify the exact sort order for a sort field, click on  ‘By Value’.**
**When you click on ‘By Value’, the Sort Field Order details block becomes enabled for input.**
**On each row, enter the value for the sort field in your desired order. Use the wildcard ‘%’ as needed.**
**Note that you are not specifying a query or a filter, but rather the order for your existing hit list. Therefore, the last row of your sort order will always default to ‘All The Rest’.**

**Book definition with 1 section. Hit list will be sorted first by Activity, then by Grant Number.**
**Within Activity, the order will be R01s, then the rest of the ‘R’s, followed by ‘fellowships, followed **
**By Training grants, followed by the rest of the activities.                                   39**

## Defining a Book, cont.

_**Defining a Book, cont.**_
**After defining your book, return to the Track and Order screen to sort your hitlist using the book definition.**
**Click on ‘Track and Order’ Tab. (Your book definition will be automatically saved.)**
**Click on ‘Apply Book’. Your hitlist will be reordered according to your definition.  **

**Request output using Print Central, Merge,  Zip, or output to MS Excel.      40**

## Sample Council Book Scenarios

_**Sample Council Book Scenarios**_
**In the 1****st**** section, include non-RFA applications.**

**Sort 1****st**** section by Activity code in following order:**
**         ****P, R, S, U, K, T, all others.                                   41**

## In the 2nd section, include RFAs

**In the 2****nd**** section, include RFAs**

**Sort by RFAs number**

**Display docs. With AI’s  RFA first                  42**

## Sample Council Book Scenarios, cont.

_**Sample Council Book Scenarios, cont.**_
**This is a single section book sorted by Activity. First include applications with a ‘1’ in the 3****rd**** character, then applications with a ‘3’ in  the 3****rd**** character, then all the rest. Using this scenario, R01 and U01 will come before P50.**

**To designate the 3****rd**** character of the activity code, use the wildcard substitution symbol for a single character, which is an underscore ‘_’.  To specify the 3****rd**** character, use 2 underscores followed by the value of the 3****rd**** character.**        43

## Sample Council Book Scenarios, cont.

_**Sample Council Book Scenarios, cont.**_
**This is a 1 section book sorted by  PCC in the following order: 1A, 1B, 2A, 2B, 3A, 3B, 4A, 4B.**

**Next come all applications with PCCs that do not begin with ‘2’. Note the ‘Not Equal’ operator ‘< >’ is used to specify applications with PCCs not starting with ‘2’.**

**Finally, include all PCCs which begin with ‘2’ and are not equal to ‘2A’ or ‘2B’, then all the rest.  44**

## ICSTORe Advanced Query

## all functionality from the Book Definition Screen

- Plus
**Additional Features**

***ICSTORe Advanced Query****includes*

- all functionality from the** **
**Track & Order Screen**

## Track & Order/Book Definition Features in Advanced Query

- Search for grant applications based on a variety of fields and generate a hit list
- Sort the hit list according to your defined criteria
- Identify and track newly released documents
- Publish books or collections of documents that can be divided into different sections, each with its own sort.

## Print documents for selected applications at the NIH central printers
Generate a download file of documents merged into a single PDF
Generate a download zip file of individual PDFs
Export your hit list to Excel

- Generate a download file of documents merged into a single PDF
- Generate a download zip file of individual PDFs
- Export your hit list to Excel

***Track & Order/Book Definition Features in Advanced Query, ****cont.*

## Advanced Query Functionality

- Enter multiple values for selected fields
- Select grant applications based on application status (special selects)
- Select grant applications based on availability of selected documents:
- Summary Statement exists
- Abstract exists
- Resume exists

## Advanced Query Functionality, cont.

- Select include or exclude applications with:
- Subprojects
- Duals
- Active grants
- Concerns for subjects: animal, human, gender, etc.
-  Phase 3 clinical trials
- Foreign grants
- AIDS related
- Human embryonic stem cells

## Advanced Query Functionality, cont.

- Includes ‘CONTAINS’ operator for searching for scientific terms in long text (e.g. Summary Statement, 398 image, etc.)
- Search for Null and Not Null fields
- Save private queries and share IC queries

## Slide 50

## Creating an Advanced Query

_**Creating an Advanced Query**_
** ****From the Track and Order screen, click on the ‘Advanced Search Criteria’ Tab.**
** ****Click ‘New’ to open the Save Advanced Search Dialog.**
**Note: Advanced Queries must be named before creating. **

## Naming an Advanced Query

_**Naming an Advanced Query**_
** ****Enter a query name**
** ****Enter an optional query description**
** ****Select Private or IC-specific**
** ****Click ‘Save’.**

## Creating an Advanced Query 

_**Creating an Advanced Query **_
**Select your search field parameters. From the ‘All Search Fields’ block, select your choice, then click >> to move it to the Query Builder block. **

**Select your operator: =,< >, >, <, **contains**, **etc.** **

**Enter the value to be searched for or ‘NULL’**

**Select application status – optional.**

**Check special selects – optional.**

## Scenario 1

- Find applications for my IC [MH]
- Reviewed at a particular council round [200110]
- Where the priority score is below a particular number [<250]
- Where the title contains a particular keyword [“depression”]
- The application is not a particular mechanism [Fellowship].
- Export results to Excel spreadsheet

## Slide 55

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## Scenario 2

- Find applics with a particular RFA # [MH02-009]
- That have been scored [Pending Council]
- For a particular fiscal year [2002]
- Where the total cost requested exceeds a particular dollar amount [>1 million dollars]
- Where the Institution is in a particular state [NY]
- Where the scanned grant image is available

## Slide 60

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## Slide 63

## Scenario 3

- Find applications from a particular IC [GM]
- with a particular mechanism [pgm. projects]
- For either of 2 fiscal years[2001 or 2002]
- For either of two application types [1 or 2]
- That are awarded
- Include subprojects
- Print out a bibliography of abstracts

## Slide 65

## Slide 66

## Slide 67

## Scenario 4

- Find applications from a particular IC [HL], including that IC’s duals
- For a particular council round [200110]
- That are Pending Council
- With either Animal, human, gender, child, or minority concerns.
- View details on the concern(s)

## Slide 69

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