# Presentation: 815091

## Changes in the Scientific Review and Evaluation Award (SREA) OperationsDavid L. Whitmer, Executive Officer, CSRPeer Review Advisory Council (PRAC) May 16, 2005

## SREA Background

- SREA funds are used to reimburse travel, lodging, per diem, and honoraria for Initial Review Group (IRG) members.
- Cooperative agreements (U09) are awarded to the Chairpersons (which is sometimes why SREA Awards are referred to as Chairman’s Grants).
- NIH deposits funds into the NIH Credit Union in 53 separate  accounts.
- CSR issues payments for 13 ICs, 11 ICs issue their own payments.
- Total annual program cost is approximately $47M, of which approximately $12M is for travel costs (airlines).

## OMA Study of SREA Operations

-     The NIH Office of Management Assessment (OMA) was asked by the Office of Financial Management to determine whether the program:
- Complies with existing policies and regulations
- Has adequate internal controls
- Operates effectively and efficiently

## OMA Study - Findings

- Inadequate internal controls for oversight and accountability
- High risk for fraud, waste, and abuse
- Data is not reliable, complete, or accurate
- Inconsistent treatment of similar costs

## OMA Study – Recommendations

- Internal Controls should be strengthened.
- Decentralization has led to inconsistent practices and data.
- Current process of reviewers submitting vouchers for various expenses is labor intensive and paper-driven.
- Use of Credit Union is inefficient; payment through OFM more appropriate.
- Office of General Council (OGC) found that reviewers are eligible for government travel rates but the travel should be paid directly from government accounts.
- Implicit is that only government accounts that are appropriate to pay travel should be used.

## OMA Study - Recommendations

- Centralize program administration in CSR.
- Develop and implement a flat-rate payment system to reimburse reviewers – NSF has adopted this approach.
- Issue electronic payments through OFM.
- Beginning in FY 2006, fund program through Research Management and Support (RMS) funds to retain eligibility for Government travel rates.
- Transfer funds from grants to RMS in FY 2006 budget and display a comparable adjustment to the FY 2005 column of the FY 2006 budget.
- NIH Deputy Director for Management (DDM) appoints appropriate group to implement recommendations.

## NIH Governance Review of Proposal

- The Extramural Activities Work Group (EAWG) and the Management and Budget Working Group (MBWG) have reviewed both the OMA Report and the issue of Government travel rates and endorses the proposed recommendations.
- NIH Steering Committee reviewed and approved of the recommendations.

## NIH-wide Blanket Purchase Agreements (BPA) with local hotels to take advantage of volume pricing, tax exempt status, consistency in pricing, ease of use by SRA/HSAs.
Flat-rate reimbursement system to contain costs and improve reimbursement.
Direct payment to hotels for sleeping rooms allowing for exemption of state and local taxes.
Fewer number of staff involved in voucher processing.
Lower travel management fees.

- NIH-wide Blanket Purchase Agreements (BPA) with local hotels to take advantage of volume pricing, tax exempt status, consistency in pricing, ease of use by SRA/HSAs.
- Flat-rate reimbursement system to contain costs and improve reimbursement.
- Direct payment to hotels for sleeping rooms allowing for exemption of state and local taxes.
- Fewer number of staff involved in voucher processing.
- Lower travel management fees.

## Flat rate of reimbursement (no need to complete vouchers)
Electronic deposit of funds for travel reimbursement and honorarium within a few days of the meeting
Travel Management Center to assist in airline and hotel reservations

- Flat rate of reimbursement (no need to complete vouchers)
- Electronic deposit of funds for travel reimbursement and honorarium within a few days of the meeting
- Travel Management Center to assist in airline and hotel reservations

## SREA Transition Team

- Responsible for implementing the recommendations from the Office of Management Study regarding NIH SREA activities and report back to the principal stakeholders on its progress.
- Membership includes extramural scientific and administrative staff throughout the NIH community.
- Subcommittees: Hotel Contract, IMPAC & Other Systems, Office of Financial Management Activities, Peer Review Impact, and Travel Management Center
- For more information on the status of the transition efforts (NIH only) – see online at: _[http://cms.csrweb.nih.gov/AdministrativeResources/Travel/ScientificReviewandEvaluationAwardTransitionTeam/](http://cms.csrweb.nih.gov/AdministrativeResources/Travel/ScientificReviewandEvaluationAwardTransitionTeam/)_
-      *Note: An external website with communication directed to reviewers will also be available soon*

## Committee Member 	Office	Role / Expertise
Georgina Baumgartner	CSR	Administrative Officer/Management Analyst
James Blagaich	CSR	Planning/WEB Development Team Leader
Sheryl Brining	NCRR	Director of OR
Francisco Calvo	NIDDK	Chief, Review Branch
Kimberly Caraballo	NICHD	Senior Committee Management Specialist
Beverly Copeland	CSR	SREA Team Leader
Janet Dudrick	OD	Assistant Director for Management
Edwin Echegoyen	CSR	SREA Officer
Caroline Grabner	NHLBI	Deputy CMO/SREA Officer
Claire Harris		NCI	Committee Management Officer
Sally Lee		NIGMS	Deputy Executive Officer
Ruth Linn		NINDS	Committee Management Specialist
Mary Nuss		NIAID	Committee Management Officer
Alexander Politis	CSR	Chief, IDM IRG
Tracy Shahan	NIAID	Chief, Program Man. and Op. Branch
Sophonia Simms	OD	ERA Project Task Manager/Business Analyst
John Slovikosky	OD	Assistant Director for Finance
Anna Snouffer	OD	Deputy Director, OFACP
Veronica Vanwagner	NHLBI	Administrative Officer
Justin Wellner	HHS/OS	NIH ELP Administrative Fellow
Robert Weymouth	OD	Director Division, Quality Management
David Whitmer	CSR	Committee Chair/Executive Officer 
Alan Willard		NINDS	Chair, RPC and Chief, NINDS Sci. Rev. Br.

_**Committee Member **__**	**__**Office**__**	**__**Role / Expertise**_
- Georgina Baumgartner	CSR	Administrative Officer/Management Analyst
- James Blagaich	CSR	Planning/WEB Development Team Leader
- Sheryl Brining	NCRR	Director of OR
- Francisco Calvo	NIDDK	Chief, Review Branch
- Kimberly Caraballo	NICHD	Senior Committee Management Specialist
- Beverly Copeland	CSR	SREA Team Leader
- Janet Dudrick	OD	Assistant Director for Management
- Edwin Echegoyen	CSR	SREA Officer
- Caroline Grabner	NHLBI	Deputy CMO/SREA Officer
- Claire Harris		NCI	Committee Management Officer
- Sally Lee		NIGMS	Deputy Executive Officer
- Ruth Linn		NINDS	Committee Management Specialist
- Mary Nuss		NIAID	Committee Management Officer
- Alexander Politis	CSR	Chief, IDM IRG
- Tracy Shahan	NIAID	Chief, Program Man. and Op. Branch
- Sophonia Simms	OD	ERA Project Task Manager/Business Analyst
- John Slovikosky	OD	Assistant Director for Finance
- Anna Snouffer	OD	Deputy Director, OFACP
- Veronica Vanwagner	NHLBI	Administrative Officer
- Justin Wellner	HHS/OS	NIH ELP Administrative Fellow
- Robert Weymouth	OD	Director Division, Quality Management
- David Whitmer	CSR	Committee Chair/Executive Officer
- Alan Willard		NINDS	Chair, RPC and Chief, NINDS Sci. Rev. Br.

## Finalize logistics on flat rate payment
Complete hotel contract
Determine program administration
Create NIH-wide financial management systems for tracking and accountability
Outreach efforts to reviewer community

- Finalize logistics on flat rate payment
- Complete hotel contract
- Determine program administration
- Create NIH-wide financial management systems for tracking and accountability
- Outreach efforts to reviewer community

## More Information

-    David Whitmer
-    Executive Officer, CSR
-    Phone:    301.435.1110
-    E-mail:    _[WhitmerD@csr.nih.gov](mailto:WhitmerD@csr.nih.gov)_