# Presentation: 725680

## NIMHGrants Closeout SystemNIH Workshop on Extramural Enterprise and Extension Systems May 10, 2001Tracy Soto, NIMH

## System Overview

- Designed for Grants Management staff to:
- Identify and capture terminating grants
- Request required closeout documents from the grantee Institution
- Track the collection of those documents

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## Technical Overview

- First released in January 2000
- Web-based – Cold Fusion 4.5, JavaScript, HTML
- Database – Oracle 8i
- Uses live IMPACII and NIMH specific data stored in the IMPACII IRDB database
- Items like PI name, grant number, project dates are displayed real-time from IMPACII
- Items specific to closeout like final report date, letter dates are stored within an NIMH schema in IRDB

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## Specific Features

- Monthly queries to identify terminated grants
- Grants can be added for closeout or held in a pending area
- Checks for availability of FSR (Financial Status Report) and provides link to FSR Snapshot System
- Ability to assign grants to individual system users
- PI other support readily available
- Ability to send email to the business official and PI requesting missing closeout items
- Copies of all emails stored centrally

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## Main Screen

- To help users manage their workload, shows logged in user’s assignments *(doesn’t prohibit user from seeing other grants)*
- Shows letter dates
- Search for any grant by serial number (open or closed, regardless of assignment)
- Click grant number to see detail and edit screen
- Links provided to other system features and reports

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## Main Screen Shot

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## Grant Detail/Edit Screen

- Shows PI name and other relevant information live from IMPACII
- PI name is a hyperlink, click to see PI’s other current support
- Provides PI and
-    Business Official’s
-    email
-    – can be modified

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## PI’s Other Support

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## Grant Detail/Edit Screen – continued

- Staff check “Yes” to indicate closeout items have been received, provide date for Final Report
- Provide Grant Close Date when all items are received

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## FSR Availability

- If IMPACII indicates that the FSR has been accepted, a link to the FSR Snapshot system is provided on the Grant Detail/Edit screen

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## Create Letter/Emails

- Requests only items not received on Grant Detail/Edit Screen
- Email includes list
-     of PI’s
-     other support
- Can be modified
-     before sending
-     (for content or
-     to add CCs)

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## Checksheet Report

- Copy printed for the file when grant has been officially closed out

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## Identifying Terminated Grants

- Click on name of month to generate report

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## Monthly Termination List 

- To determine whether or not a grant listed is actually terminating, click on serial number for grant history and details

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## Grant History

- The grant below is terminating since there are no pending or questionable records
- Click _Add to GCS_ to add the grant for closeout

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## Add Grant to GCS and Assign

- Confirmation that grant has been added
- Ability to assign grant to a GCS user (optional)

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## Example of a Pending Grant

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## Assignments

- Open grants can be assigned and reassigned to GCS users by simply highlighting the grant(s) and choosing a name from the dropdown list of users

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## Assignments

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## Assignments

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## Workload Reports

- Closeout Process Not Started
- Closeout in Progress
- Closed in CY 2000 or 2001
- Unassigned Grants

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## GCS Enhancements Planned

- Fellowships (currently excluded)
- Training Grant letters (email letters with language specific to training grants)
- Improvements to FRC Update Report (to allow batch processing)

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## For more information contact:

- Tracy Soto, NIMH
- Software Development Project Officer, IMPACII Representative
- 301-443-6733
- tsoto@mail.nih.gov
- Pam Mayer
- Grants Management Specialist
- 301-443-2762
- pmayer@nih.gov

- Khalid Masood, SAIC
- Principal Investigator/Project Leader
- 301-443-0216
- kmasood@mail.nih.gov
- Bridget Jen, SAIC
- Lead Developer - Grants Closeout System
- 301-443-0216
- bjen@mail.nih.gov

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