# Presentation: 572156

## THE NIH GRANTS PROCESSfrom the“Macro” to the “Micro” LevelandINFORMATION TECHNOLOGY:New Directions at the NIH

**Thorsten A. Fjellstedt, Ph.D.**
**Center for Information Technology**
**National Institutes Of Health**
**Bethesda (301) 496-3680**
**North Carolina (919) 967-0679**
**fjellst@mail.nih.gov**

## OVERALL OUTLINE

**The Federal Role of the NIH**
**The NIH Mission**
**How the NIH does its Job**
**How the Institutes are organized and Why**
**The Tools the NIH has to do its job**
**Facts and statistics about the NIH**
***The scale of the NIH enterprise***
**The NIH application receipt, referral and review process (How extramural programs operate)**
**The role of information technology in extramural programs**
**Future directions**

**Notes:**
Note that the last two topics are additional information that we may talk about if there is time.

## NIH

**NIH**

**Improved Public Health**

**Congressional Appropriation**

## What is the Scientific role of the NIH ? 

**NIH**
**At the intersection of ****Biology**** and ****Public Health**

**Medical Advances/Improved Public Health**

**Human Biology:**
**Biological, Social and Behavioral Processes**

## Why Are There So Many NIH Institutes? 

**Public Health Need**
**Congressional Interest**
**Public Interest**

## Who are the Stakeholders? 

**Interest groups**
**Congress/geography focused**
**The general public and disease focused groups (survivors, etc.)**
**Granters**
**NIH—Institutes/Centers**
**Non-profit foundations**
**Grantee**
**Grantee—Institutions/Deans**
**Grantee—Investigators**
**Commercial**
**Biotechnology companies**
**Pharmaceutical companies**
**Other support offers**

## NIH Extramural Funding Components

**CA****—****National Cancer Institute (NCI)**
**HL****—****National Heart, Lung, and Blood Institute (NHLBI)**
**DK****—****National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK)**
**LM****—****National Library of Medicine (NLM)**
**HD****—****National Institute of Child Health and Human Development (NICHD)**
**DC****—****National Institute of Deafness and Other Communication Disorders (NIDCD)**
**ES****—****National Institute of Environmental Health Sciences (NIEHS)**
**NS****—****National Institute of Neurological Disorders and Stroke (NINDS)**
**AG****—****National Institute on Aging (NIA)**
**AI****—****National Institute of Allergy and Infectious Diseases (NIAID)**
**AR****—****National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS)**
**DE****—****National Institute of Dental and Craniofacial Research (NIDCR)**
**EY****—****National Eye Institute (NEI)**
**GM****—****National Institute of General Medical Sciences (NIGMS)**
**MH****—****National Institute of Mental Health (NIMH)**
**NR****—****National Institute for Nursing Research (NINR)**
**AA****—****National Institute on Alcohol Abuse and Alcoholism (NIAAA)**
**DA****—****National Institute on Drug Abuse (NIDA)**
**AT****—****National Center for Complementary and Alternative Medicine (NCCAM)**
**RR****—****National Center for Research Resources (NCRR)**
**HG****—****National Human Genome Research Institute (NHGRI)**
**EB****—****National**** Institute of Biomedical Imaging and Bioengineering**** (NIBIB)**
**TW****—John E. Fogarty International Center (FIC) **
**MD****—****National**** Center on Minority Health and Health Disparities**** (NCMHD)**
**OD****—Office of the Director (NIH)**
**CL****—Warren Grant Magnuson Clinical Center (CC)***
**RR****—Center for Scientific Review (CSR)**
**WH****—Office of Research on Women’s Health (ORWH)**
**DS****—Division of Safety (DS)***

**How Is The NIH Organized?**

***Does not make Extramural Awards**

## How Are The NIH Institutes Organized? 

**Director**

**Intramural Program**

**Extramural Program**

**Research Laboratories on NIH Campus and Elsewhere**

**Divisions/Centers/**
**Branches**
**(Managing External Funding)**

**Intramural Director**

**Extramural Director**

## How Do The Institutes/Centers Support Research? 

**Director**

**Intramural Program**

**Extramural Program**

**Supports Research Laboratories on NIH Campus and Elsewhere**

**Fund Research at Universities and Research Institute**

## What Tools Does The NIH Have To Support Extramural Research? 

**Assistance to recipient Institution**
**Same as above but with close coordination with NIH staff**
**Procurement mechanism**

**Grants**
**Cooperative**
**Agreements**
**Contracts**

## The scale of the NIH enterprise Facts and Statistics About the NIH

## Statistics about the NIH

**NIH accounts for approximately 30% of the total **_**national**_** support for **_**Health R&D**_**.**** **
**NIH obligations account for approximately 79% of the  **_**Federal**_**  share of obligations for **_**Health R&D**_** .**** **
**Approximately 80% of the NIH Budget is devoted to extramural awards.**** **
**Over 90% of NIH’s extramural awards are grants.**

**Notes:**
Demonstration of why NIH is important to you and your research.

NIH plays an important role in the entire arena of Research and Development in the Health area.  Also note that in FY95 Total Health expenditures were estimated at $1021.5 billion, Total R&D was $176.5 billion and Health R&D was $35.8 billion.

Note the increase in the industry share in the area of Health R&D but not that most of the industry share is expended on the development side of the R&D equation.

## Slide 13

## Fiscal Year 2002 Total Extramural Expenditures

**Fiscal Year 2002 Total Extramural Expenditures**

## Approximate Distribution of NIH Expenditures

**Notes:**
This chart demonstrates the major categories where NIH spends the money entrusted to it.  First the budget for FY97 was $12.750.  For FY98 it is $13.658.

Of that amount $10.085 went to extramural awards.  Extramural awards are grants and contracts.

## Approximate Distribution of NIH Appropriation

## What’s Involved

**NIH budget of approximately $27 billion**
**Over 65,000 new or competing applications**
**Almost 10,000 new and competing grant awards**
**Over 38,000  grant awards**
**Operate 3,166 study section meetings **
**Support the 80 council meetings**
**Approximately 200 million pieces of paper**
**Maintain historical records (1973-Present)**
**Multiple reports and analysis**

## How does the NIH carry out its responsibility to Congress and to the Public? 

**NIH must manage the budget**
**NIH must manage and guide the**
**biomedical research it supports**

***Two Key Responsibilities***

## NIH

**THE NIH PROCESS OVERVIEW**

**Award Grants to**
**successful applicants**

**Monitor**
**funded grants**

**Non-competing**
**application**

**Evaluate**
**non-competing**
**applications**

**Issue notice**
**of grant award**
**(NGA)**

**Develop research initiatives**

**Negotiate with**
**other ICs**

**NIH Guide**
**Announcement**

**New Grant**
**application**

**NIH**

## Grant Application Cycle: 

- The Individuals

**Principal Investigator and**
**Grants Official**

**Scientific Review Administrator and Grants Technical Assistant**

**Program Administrator and Grants Management Staff**

**NIH**

## Roles of the Scientific Program Manager 

**Scientific Program Manager**

**Think about science**

**Work with Grantees/**
**Applicants**

**Coordinate with other ICs/Divisions/Groups**

**Browse**
**Science**

**Produce**
**Reports**

**Monitor Progress of Projects**

**Assess Portfolio Balance**

**Identify Gaps in Scientific Programs**

**Develop New Initiatives**

**Communicate with review staff on program matters**

## Scientific ReviewAdministrator

**Manage SRG meetings**

**Select**
**ad hoc reviewers and site visitors**

**Nominate SRG members**

**Assign review responsibilities**

**Prepare summary statements**

**Communicate with program staff on review matters**

**Provide orientation for SRG members**

**Communicate to Advisory Councils regarding SRG  recommendations**

**Roles of the Scientific Review Administrator**

**Think about science**

**Browse**
**Science**

**Produce**
**Reports**

**Notes:**
Scientific Review Administrator
is a scientist and administrator
manages the review of grants, contracts, cooperative agreements
appoints members to initial review groups/study sections/special emphasis panels
responds to questions about review at Advisory Councils and Board meetings
if Referral Officer, refers applications to study section for review and to Institute for acceptance into program

## Roles of the Grants Management Specialist 

**Grants Management Specialist**

**Provide business guidance to applicants and reviewers**

**Coordinate with other ICs/Divisions/Groups**

**Produce**
**Reports**

**Attend SRG meetings as resource**

**Assist in developing program policy**

**Interpret and apply grant policy**

**Maintain official grant files**

**Manage**
**Overall**
**budget**

**Provide fiscal management of grants**

**Participate with program staff in budget negotiations prior to and following award**

**Award Grants**

## Budget “Balancing” Issuesat the NIH

**Balancing a *****VERY BIG***** Checkbook**

## How Does the NIH Manage the Budget?

**The NIH gets an appropriation each FY.**
**All appropriated funds must be obligated in that FY.**
**The appropriation doesn’t always happen at the**
**beginning of the FY.**
**New grants are funded each year.**
**Almost ALL grants request funds for **
**multiple years—nominally 3 to 5 years.**

***What are the major issues?***

## How Does the NIH Manage the Budget?

**It takes almost a year to launch a scientific initiative**
**and get the projects submitted, reviewed and funded.**
**The NIH commitment to a grant is based on the**
**assumption that funds will be available for future years.**

***What are the major issues? (Continued)***

## Budgetary Issues to Consider

**NIH projects have future-year commitments**
***(most projects have 4-5 future years of commitments)***
**The NIH often does not have a budget at the beginning of the fiscal year**
***(NIH is frequently on a continuing resolution at the beginning of the fiscal year)***
**Sometimes funds are withheld at various levels**
**Scientific initiatives take time to initiate and fund**
***(It is frequently 9 to 12 months to go from a concept to a funded project)***
**Congress often directs scientific initiatives**
**The cost of supporting science inflates rapidly**

## Initiating new Science at the NIH

**Conceptualize**
**Initiative**

**Outside**
**Input**

**Develop Written**
**Initiative (RFA/PA)**

**Publish**
**Announcement**

**Receive/Review**
**Applications**

**Develop**
**Funding Plan**

**Council**
**Meeting**

**Fund**
**Applications**

**Time Line**

**Time Line (Continued)**

**“****0”**
**Months**

**“****3-4”**
**Months**

**“****3-4”**
**Months**

**“****6-7”**
**Months**

**“****9-10”**
**Months**

**“****12”**
**Months**

## Funding Grants—It isn’t as easy as it appears

**Type 1**
**Type 2**

**Type 5**

**Type 5**

**Type 5**

**Type 5**

**Awarded this Year**

**Awarded last Year**

**Awarded 2 Yrs Ago**

**Awarded 3 Yrs Ago**

**Awarded 4Yrs Ago**

**Current Yr**

**1****st**** Future Yr**

**2****nd**** Future Yr**

**3****rd**** Future Yr**

**4****th**** Future Yr**

**This simple diagram depicts two**
**assumptions that are not true**
**1)Future year commitments**
**    ****remain the same**
**2)The NIH funds the same dollar**
**    ****value of grants each year**

## Funding Grants—It isn’t as easy as it appears—Grant Cost Escalation

**Type 1**
**Type 2**

**Type 5**

**Type 5**

**Type 5**

**Type 5**

**Awarded this Year**

**Awarded last Year**

**Awarded 2 Yrs Ago**

**Awarded 3 Yrs Ago**

**Awarded 4Yrs Ago**

**Current Yr**

**1****st**** Future Yr**

**2****nd**** Future Yr**

**3****rd**** Future Yr**

**4****th**** Future Yr**

**Thus, the commitment of funds in**
**the each future year is significantly**
**greater than the current year**
**for the same group of grants.**
**(Example—1****st**** Future yr)**

## NIH Budget AllocationsGrant Related

**Research Project Grants**
**Research Centers**
**Institutional Training**
**Individual Training**
**Other Research Related**
**SBIR-STTR**

## The NIH Application Receipt, Referral and Review Process

**From the *****“Macro”***** to the *****“Micro”***

## NIH

**Grantee Institution**

**THE NIH PROCESS OVERVIEW**

**Award Grants to**
**successful applicants**

**Monitor**
**funded grants**

**Non-competing**
**application**

**Evaluate**
**non-competing**
**applications**

**Issue notice**
**of grant award**
**(NGA)**

**Develop research initiatives**

**Negotiate with**
**other ICs**

**NIH Guide**
**Announcement**

**New Grant**
**application**

**NIH**

## THE NIH PROCESS OVERVIEW

**THE NIH PROCESS OVERVIEW**

**RECEIPT**

**REFERRAL**

**REVIEW**

**COUNCIL**

**AWARD**

***Drilling Down in Detail***

## Overall TimeframeSubmission to Award

**There are three overlapping cycles per year :**

**JAN****      FEB      MAR     APR    MAY     JUN      JUL      AUG    SEP    OCT       NOV      DEC     ****JAN****    FEB      MAR      APR     MAY     JUN      JUL**

**Review**

**Council**

**Cycle**** ****1**

**Receipt**

**Referral**

**Award**

## Receipt Dates

**Institutional Training Applications**
**Academic Research Enhancement Award Applications **
**New Research Applications**
**Revised Applications**
**Competing Continuation Applications**
**Supplemental Applications  **
**Small Business Technology Transfer Research Applications**
**Small Business Innovation Research Applications **
**Individual NRSA Applications**
**AIDS Applications**

**   *****Depends on the Type of Application***

**Jan 10    ****May 10  **** ****Sept 10**

**Jan 25    ****May 25  **** ****Sept 25**

**Feb 1      ****June 1****    ****Oct 1**

**Mar 1      ****July 1****     ****Nov 1**

**April 1    ****Aug 1 ****    ****Dec 1**

**April 5    ****Aug 5 ****    ****Dec 5**

**May 1     ****Sept 1 ****    ****Jan 1**

## THE GRANTS PROCESS

**CSR Referral **

**Office**

**Grant**
**Application**** **

**NIH**

**Institutes**

**Initial Review Group**

**Study Section **

**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group**
** ****(IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory **

**Committee **

**Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grant to **

**Successful **

**Applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

_**THE GRANTS PROCESS**_

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify Unsuccessful **

**Applicants**

**Summary statement**
**uploaded into IMPAC system**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Center For Scientific Review (CSR)**

**Center For Scientific Review (CSR)**

## Applications Receipt Room

## THE GRANTS PROCESS

**Center for**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH**

**Institutes**

**Initial Review Group**

**Study Section **

**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory **

**Committee **

**Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grant to **

**Successful **

**Applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify Unsuccessful **

**Applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## Flow of a Competing Grant Application       Through the CSR Referral Section

**Application**
**(Original & 5 Copies)**

**Mailroom**
**(****Receive, Date Stamp,**
**Preliminary Sort, Add Bar Code)**

**Project Control Unit:**
**Receipt & Record Group**
**(Process, Enter Skeletal **
**Data into Computer,**
**Print Status)**

**Assignment Unit:**
**(Assign to Scientific Review Group and Awarding Organization)**

**(Advance Copy)**
**Scientific Review**
**Group**

**(2 Copies)**
**Scientific Review**
**Group**

**Project Control Unit:**
**Review & Control Group**
**(Add Labels, Send Data to IMPAC,**
**Print Mailers, Distribute)**

**(Original)**
**Print Shop**

**(1 copy)**
**OPERA**
**EIS,DMC**

**(1 copy)**
**Project**
**Control Files**

**(35 copies)**
**SRG**

**(20 copies)**
**Original**
**Awarding**
**Organization**

**(1 copy)**
**Project**
**Control**

**(1 copy)**
**Research**
**Documents**
**(IC only)**

## Flow of a Competing Grant Application       Through the CSR Referral Section

**Application**
**(Original & 5 Copies)**

**Mailroom**
**(****Receive, Date Stamp,**
**Preliminary Sort, Add Bar Code)**

**Project Control Unit:**
**Receipt & Record Group**
**(Process, Enter Skeletal **
**Data into Computer,**
**Print Status)**

**Assignment Unit:**
**(Assign to Scientific Review Group and Awarding Organization)**

**(Advance Copy)**
**Scientific Review**
**Group**

**(2 Copies)**
**Scientific Review**
**Group**

**Project Control Unit:**
**Review & Control Group**
**(Add Labels, Send Data to IMPAC,**
**Print Mailers, Distribute)**

**(Original)**
**Print Shop**

**(1 copy)**
**OPERA**
**EIS,DMC**

**(1 copy)**
**Project**
**Control Files**

**(35 copies)**
**SRG**

**(20 copies)**
**Original**
**Awarding**
**Organization**

**(1 copy)**
**Project**
**Control**

**(1 copy)**
**Research**
**Documents**
**(IC only)**

## Flow of a Competing Grant Application       Through the CSR Referral Section

**Application**
**(Original & 5 Copies)**

**Mailroom**
**(****Receive, Date Stamp,**
**Preliminary Sort, Add Bar Code)**

**Project Control Unit:**
**Receipt & Record Group**
**(Process, Enter Skeletal **
**Data into Computer,**
**Print Status)**

**Assignment Unit:**
**(Assign to Scientific Review Group and Awarding Organization)**

**(Advance Copy)**
**Scientific Review**
**Group**

**(2 Copies)**
**Scientific Review**
**Group**

**Project Control Unit:**
**Review & Control Group**
**(Add Labels, Send Data to IMPAC,**
**Print Mailers, Distribute)**

**(Original)**
**Print Shop**

**(1 copy)**
**OPERA**
**EIS,DMC**

**(1 copy)**
**Project**
**Control Files**

**(35 copies)**
**SRG**

**(20 copies)**
**Original**
**Awarding**
**Organization**

**(1 copy)**
**Project**
**Control**

**(1 copy)**
**Research**
**Documents**
**(IC only)**

## Flow of a Competing Grant Application       Through the CSR Referral Section

**Application**
**(Original & 5 Copies)**

**Mailroom**
**(****Receive, Date Stamp,**
**Preliminary Sort, Add Bar Code)**

**Project Control Unit:**
**Receipt & Record Group**
**(Process, Enter Skeletal **
**Data into Computer,**
**Print Status)**

**Assignment Unit:**
**(Assign to Scientific Review Group and Awarding Organization)**

**(Advance Copy)**
**Scientific Review**
**Group**

**(2 Copies)**
**Scientific Review**
**Group**

**Project Control Unit:**
**Review & Control Group**
**(Add Labels, Send Data to IMPAC,**
**Print Mailers, Distribute)**

**(Original)**
**Print Shop**

**(1 copy)**
**OPERA**
**EIS,DMC**

**(1 copy)**
**Project**
**Control Files**

**(35 copies)**
**SRG**

**(20 copies)**
**Original**
**Awarding**
**Organization**

**(1 copy)**
**Project**
**Control**

**(1 copy)**
**Research**
**Documents**
**(IC only)**

## HOW ARE ASSIGNMENTS MADE?

- TO STUDY SECTIONS BASED ON:
**Specific Review Guidelines of Each Study Section**
- TO INSTITUTES BASED ON:
**Overall Mission of The Institute**
**Specific Programmatic Mandates and Interests of the Institute**

## NIH Extramural Funding Components

**CA****—****National Cancer Institute (NCI)**
**HL****—****National Heart, Lung, and Blood Institute (NHLBI)**
**DK****—****National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK)**
**LM****—****National Library of Medicine (NLM)**
**HD****—****National Institute of Child Health and Human Development (NICHD)**
**DC****—****National Institute of Deafness and Other Communication Disorders (NIDCD)**
**ES****—****National Institute of Environmental Health Sciences (NIEHS)**
**NS****—****National Institute of Neurological Disorders and Stroke (NINDS)**
**AG****—****National Institute on Aging (NIA)**
**AI****—****National Institute of Allergy and Infectious Diseases (NIAID)**
**AR****—****National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS)**
**DE****—****National Institute of Dental and Craniofacial Research (NIDCR)**
**EY****—****National Eye Institute (NEI)**
**GM****—****National Institute of General Medical Sciences (NIGMS)**
**MH****—****National Institute of Mental Health (NIMH)**
**NR****—****National Institute for Nursing Research (NINR)**
**AA****—****National Institute on Alcohol Abuse and Alcoholism (NIAAA)**
**DA****—****National Institute on Drug Abuse (NIDA)**
**AT****—****National Center for Complementary and Alternative Medicine (NCCAM)**
**RR****—****National Center for Research Resources (NCRR)**
**HG****—****National Human Genome Research Institute (NHGRI)**
**EB****—****National**** Institute of Biomedical Imaging and Bioengineering**** (NIBIB)**
**TW****—John E. Fogarty International Center (FIC) **
**MD****—****National**** Center on Minority Health and Health Disparities**** (NCMHD)**
**OD****—Office of the Director (NIH)**
**CL****—Warren Grant Magnuson Clinical Center (CC)***
**RR****—Center for Scientific Review (CSR)**
**WH****—Office of Research on Women’s Health (ORWH)**
**DS****—Division of Safety (DS)***

**How Is The NIH Organized?**

***Does not make Extramural Awards**

## Flow of a Competing Grant Application       Through the CSR Referral Section

**Application**
**(Original & 5 Copies)**

**Mailroom**
**(****Receive, Date Stamp,**
**Preliminary Sort, Add Bar Code)**

**Project Control Unit:**
**Receipt & Record Group**
**(Process, Enter Skeletal **
**Data into Computer,**
**Print Status)**

**Assignment Unit:**
**(Assign to Scientific Review Group and Awarding Organization)**

**(Advance Copy)**
**Scientific Review**
**Group**

**(2 Copies)**
**Scientific Review**
**Group**

**Project Control Unit:**
**Review & Control Group**
**(Add Labels, Send Data to IMPAC,**
**Print Mailers, Distribute)**

**(Original)**
**Print Shop**

**(1 copy)**
**OPERA**
**EIS,DMC**

**(1 copy)**
**Project**
**Control Files**

**(35 copies)**
**SRG**

**(20 copies)**
**Original**
**Awarding**
**Organization**

**(1 copy)**
**Project**
**Control**

**(1 copy)**
**Research**
**Documents**
**(IC only)**

## Flow of a Competing Grant Application       Through the CSR Referral Section

**Application**
**(Original & 5 Copies)**

**Mailroom**
**(****Receive, Date Stamp,**
**Preliminary Sort, Add Bar Code)**

**Project Control Unit:**
**Receipt & Record Group**
**(Process, Enter Skeletal **
**Data into Computer,**
**Print Status)**

**Assignment Unit:**
**(Assign to Scientific Review Group and Awarding Organization)**

**(Advance Copy)**
**Scientific Review**
**Group**

**(2 Copies)**
**Scientific Review**
**Group**

**Project Control Unit:**
**Review & Control Group**
**(Add Labels, Send Data to IMPAC,**
**Print Mailers, Distribute)**

**(Original)**
**Print Shop**

**(1 copy)**
**OPERA**
**EIS,DMC**

**(1 copy)**
**Project**
**Control Files**

**(35 copies)**
**SRG**

**(20 copies)**
**Original**
**Awarding**
**Organization**

**(1 copy)**
**Project**
**Control**

**(1 copy)**
**Research**
**Documents**
**(IC only)**

## Flow of a Competing Grant Application       Through the CSR Referral Section

**Application**
**(Original & 5 Copies)**

**Mailroom**
**(****Receive, Date Stamp,**
**Preliminary Sort, Add Bar Code)**

**Project Control Unit:**
**Receipt & Record Group**
**(Process, Enter Skeletal **
**Data into Computer,**
**Print Status)**

**Assignment Unit:**
**(Assign to Scientific Review Group and Awarding Organization)**

**(Advance Copy)**
**Scientific Review**
**Group**

**(2 Copies)**
**Scientific Review**
**Group**

**Project Control Unit:**
**Review & Control Group**
**(Add Labels, Send Data to IMPAC,**
**Print Mailers, Distribute)**

**(Original)**
**Print Shop**

**(1 copy)**
**OPERA**
**EIS,DMC**

**(1 copy)**
**Project**
**Control Files**

**(35 copies)**
**SRG**

**(20 copies)**
**Original**
**Awarding**
**Organization**

**(1 copy)**
**Project**
**Control**

**(1 copy)**
**Research**
**Documents**
**(IC only)**

## Sample Application Number

** ****1****	****    R01****	****	****CA****	****12345*****6*****	****01****	****A1           *****01***

**Application**
**Type**

**Activity**
**Code**

**Institute**
**Code**

**Serial**
**Number**

**Support**
**Year**

**Extension**

**New**
**Application**

**Individual**
**Research**
**Grant**

**National**
**Cancer**
**Institute**

***Now***
***Six***
***Digits***

**First**
**Year**

**First**
**Amended**
**Application**

***Sub-project***

## Types of Scientific Review GroupsWhere are Applications Reviewed?

**CSR IRGs**

**Study Sections**

**Special Emphasis Panels**

**  ****INSTITUTES**

**Scientific Review Groups**

**Contract Review Committees**

**APPLICATIONS REVIEWED**

**Research Projects**

**  ****Academic Research   **

**Enhancement Awards**

**Postdoctoral Fellowships**

**Small Business Innovation **

**Research**

**Shared Instrumentation**

**Program Projects**

**Centers**

**Institutional Training Grants**

**Conference Grants**

**Career Awards**

**Types of Scientific Review Groups****Where are Applications Reviewed?**

**Small Grants**

**RFAs**

**Contracts**

** **

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

_**THE GRANTS PROCESS**_

## THE GRANTS PROCESS

**Center For**
** ****Scientific Review**
**(CSR)**

**CSR Referral Office**

**Grant**
**Application**** **

**NIH Institutes**

**Initial Review Group**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Advisory**
**Committee**
** ****Meeting**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
** ****successful applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

_**THE GRANTS PROCESS**_

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify unsuccessful**
**applicants**

**Summary statement**
**uploaded into IMPAC system**

## Electronic Tools for Extramural Staff and Applicants

**Commons****—Administrative Module**
**CGAP****—Competitive Grant Application Process**
**RR—Receipt and Referral Module**
**CM—Committee Management Module**
**REV—Review Module**
**ECB/CAM—Electronic Council Book/Council Administration Module**
**Early Concurrence Module**
**GM—Grants Management Module**
**ICO—Institute and Center Operation Module**
**E-SNAP****—Streamlined Non-Competing Award Process**
**i-Edison****—Invention Reporting Module**
**QVR—Query/View/Reporting System**
**IC-STORe—IC Search, Track, Order and Report (Shared Module)**
**ICD—IC Specific Data System**
**Status****—Applicant status system**

**RED**** = Applicant Tools**
**YELLOW = Staff Tools**
**GREEN = Staff and Council**

## THE GRANTS PROCESS and IMPAC APPLICATIONS

**Center  for**

**Scientific Review**

**(CSR)**

**CSR Referral **

**Office**

**NIH**

**Institutes**

**Study Section**
**Meeting**

**Assigned To Institutes**

**Assigned To**
** ****Initial Review Group (IRG)**

**Scientific Review Administrator (SRA)**
**Assigns application to reviewers **

**Reviewers prepare written critique**

**Applications Reviewed**
**by IRG members**

**SRA prepares**
**Summary Statement**

**Assignment to**
**Program official**
**within each Institute**

**Institute staff review **
**summary statements using**
**the Electronic Council Book**

**Council members**
**access the**
**Electronic Council Book**

**SRA uploads scores into IMPAC**

**Award Grants to**
**Successful Applicants**

**Funding Decision by IC**

**Receipt Deadline**

**1 Month**

**3-5 Months**

**6 Months**

**7 Months**

**9 - 22 Months**

**Time Line**

**THE GRANTS PROCESS and IMPAC APPLICATIONS**

**Application submitted to**
** ****Center for Scientific Review -- NIH**

**Notify Unsuccessful**
**Applicants**

**Summary statement**
**uploaded into IMPAC system**

**NIH Commons**

**Receipt and Referral**

**Review****

**ECB/CAM**
**Early Concurrence**

**Grants**
**Management**

**Grant**
**Application**

**Initial Review Group**

**Advisory**
**Committee**
**Meeting**

**Committee Management **

**QVR System**

**CGAP**

**Status**

**eSNAP**

**iEdison**

## NIH

**THE GRANTS PROCESS and IMPAC APPLICATIONS**

**Award Grants to**
**successful applicants**

**Monitor**
**funded grants**

**Non-competing**
**application**

**Evaluate**
**non-competing**
**applications**

**Issue notice**
**of grant award**
**(NGA)**

**Develop research initiatives**

**Negotiate with**
**other ICs**

**NIH Guide**
**Announcement**

**Grants Management**
**Responsibilities**

**Program**
**Responsibilities**

**New Grant**
**application**

**NIH**

## NIH

**Grantee Institution**

**THE GRANTS PROCESS and IMPAC APPLICATIONS**

**Award Grants to**
**successful applicants**

**Monitor**
**funded grants**

**Non-competing**
**application**

**Evaluate**
**non-competing**
**applications**

**Notice**
**of grant award**
**(NGA)**

**Develop research initiatives**

**Negotiate with**
**other ICs**

**NIH Guide**
**Announcement**

**Grants Management**
**Responsibilities**

**Program**
**Responsibilities**

**New Grant**
**application**

**NIH**

**Grants Management Module**

**IC Operations Module**

**Query/View/Reporting**
** ****System (QVR)**
**IC-STORe**

**eSNAP**

## Some Added Complexities That Need IT Solutions

**“****901”  Change of Assignment**
**“****ARA”  Awaiting Receipt of Assignment**
**“****RFAs”  Request for Applications**
**“****PA”  Program Announcement**
**Just in Time**
**Joint Funding**
**Secondary Assignments**
**Sub-projects**

## Challenges and Hurtles

**Inertia of Rest**
***We have been doing business like this for years--Why change now?***
**Training of *****Busy***** Extramural Staff**
**Training of *****Busy***** IRG and Council Members**

**Connections to Our Grantee Customers**
**The NIH Commons**

## The Electronic Council BookOne Example of the future of the NIH 

**Presentation to the NIEHS**
**Advisory Council**
**September 11, 2001**

## Advisory Council--Then and Now

**Council books contained ALL summary statements generally sorted in alphabetical order**
**Difficult for the council members to analyze by topic**
**Council members must request analysis from IC staff (time delay)**

**Council members can analyze information in a variety of ways**
**	****Instantly by:**
**	****-**** ****Scientific topic**
**	****- Priority/percentile score**
**	****- Funding mechanism**
**	****- Special areas such as clinical trials, AIDS **

**Before the ECB**

**Using the ECB**

## Advisory Council--Then and Now One Institute’s Experience

**Collect and print summary statements as they become available**
**Prepare mailings to each council member (18 to 20 members) **
**Generally, three mailings per council member per council round ****(*****160 FEDEX packages per year for the NIEHS*****)**
**Late material delivered to hotel the night before council**

**Notify Council members that the information is available on the ECB website**
**All summary statements available *****INSTANTLY***
**Website has ALL information pertaining to the council meeting including the agenda material--*****even the Metro map***
**Allows for archiving previous council rounds**

**Before the ECB**

**Using the ECB**

## Advisory CouncilSavings and EfficienciesOne Institute’s Experience

**EACH COUNCIL ROUND**
**Copy approximately 450 summary statements**
**sixty copies of each set**
***60 foot high stack of paper***

**ELIMINATION OF STAFF TIME *****and***** COSTS**

**Duplication of materials**
**Collating of materials**
**Preparation of mailings**
**FedEx expenses**
**Filing of Institute copies**

## Advisory CouncilsSavings and EfficienciesThe NIH Experience

**THREE COUNCIL ROUNDS PER YEAR**

**40,000+ summary statements copied in approximately 60 sets**

***Estimate****** ******34 MILLION****** ******impressions***
***ONE mile high****** ******stack of paper***
***Approximately 1400 express packages***
*** ******to council members***

## Improved Effectiveness of Council Members

**  ****The system is simple to use--short learning time.**
**  ****Council members can easily query the system.**
**  ****Council members can focus their attention on**
**  ****applications of particular interest to them.**
**  ****Staff can assign particular applications to**
**  ****council members for review--council members**
**  ****can easily retrieve that information.**
**  ****Users can access the system from any location.**

## Goals for Extramural Programs

**Applications in Electronic Format *****(Currently have Scanned Applications—electronic submission of applications under development)***
**Electronic Review of Applications ****(Web-based review use by several ICs**
**Virtual Initial Review Group Meeting *****(Currently used where appropriate)***
**Early Council Concurrence *****(In production)***
**Virtual Council Meeting *****(Feasible now)***

## Overall TimeframeSubmission to Award

**Where can we improve the efficiency of the process?**

**JAN****             FEB             MAR            APR           MAY            JUN             JUL            AUG           SEP           OCT             NOV             DEC **

**Review**

**Council**

**Receipt**

**Referral**

**Award**

**NIH**
**Commons**
**Electronic**
**Applications**

**Electronic**
**Review**
**and**
**Virtual**
**Review Meetings**

**Business**
**Intelligence**
**in**
**Referral**
**Process**

**Early**
**Council**
**Concurrence**
**Electronic**
**Council Book**

**Internal**
**And**
**External**
**Electronic**
**Award**
**Processing**

## Future Considerations

**Videos in Applications**
**Elimination of Receipt Dates**
**Federal Grant Application**
**Security**
**Freedom of Information Requests**

## The NIH Since September 11, 2001

**EIGHTEEN ADVISORY COUNCILS MET ON OR WERE SCHEDULED TO MEET AFTER THAT INFAMOUS DATE**

***The ******Electronic Council Book***
***And***
***IMPAC****** system***
*** ******allowed NIH to conduct its important business***

## THANK YOU

## The NIH Extramural Team

**ScientificReview**

**Scientific**
**Programs**

**Grants**
**Management**

## PROGRAM ADMINISTRATOR

**Develop program initiatives**
**Provide guidance and assistance to applicants**
**Interpret program policy and guidelines for reviewers**
**Attend Scientific review group (SRG) meetings as program resource person(s)**
**Present SRG recommendations to council**
**Communicate results of review to applicants**
**Make funding recommendations**
**Participate in identifying prospective SRG and Council nominees**
**Evaluate programs**
**Communicate with review staff on program matters**
**Monitor progress during the award period**

**Notes:**
Program Administrator 
is a scientist and administrator 
manages grants, contracts, cooperative agreements
identifies needs in scientific areas
identifies scientific areas of special interest and communicates interest
reports on scientific progress and program accomplishments

## GRANTS MANAGEMENT SPECIALIST

**Provide business guidance to applicants and reviewers as necessary**
**Participate with program staff in budget negotiations prior to and following award**
**Attend SRG meetings as resource person(s)**
**Maintain official grant files**
**Assist in developing program policy**
**Provide fiscal management of grants**
**Interpret and apply grant policy**

## SCIENTIFIC REVIEW ADMINISTRATOR

**Nominate SRG members**
**Select ad hoc reviewers and site visitors**
**Provide orientation for SRG members**
**Explain and interpret NIH review policy and procedures**
**Assign review responsibilities**
**Manage project site visits**
**Manage SRG meetings**
**Prepare summary statements**
**Attend council meetings to provide requested information in support of committee recommendations**
**Communicate with program staff on review matters**

**Notes:**
Scientific Review Administrator
is a scientist and administrator
manages the review of grants, contracts, cooperative agreements
appoints members to initial review groups/study sections/special emphasis panels
responds to questions about review at Advisory Councils and Board meetings
if Referral Officer, refers applications to study section for review and to Institute for acceptance into program

## Typical Timeline for a New Individual Research Project Grant Application (R01)

- Submit in February (June, October)
- Review in June (October, February)
- Council in September (January, May)
- Earliest award in December (April, July)

- Cycle 1----
- Cycle 2----
- Cycle 3----

- There are three overlapping cycles per year:

## NIH Grant Receipt, Review, and Award Schedule

** ****Jan-May**
** ****May-Sept****	****Receipt Dates**
** ****Sept-Jan**
** ****June-July**
** ****Oct-Nov****	****	****Review Dates**
** ****Feb-Mar**
** ****Sept-Oct**
** ****Jan-Feb****	****	****National Advisory Council Board Dates**
** ****May-June**
** ****Dec 1**
** ****Apr 1****	****	****Earliest Possible Beginning Date**
** ****July 1**