# Presentation: 123530

## GRANT FOLDERWhat’s in it for me?

- 5-10-2002
- Dr. Carlos Caban, OER/OD
- Ms. Deborah Hendry, NIAAA
- Dr. Tracy E. Orr, CSR

- Grant Folder - What's in it for me?

- May 10, 2002

## What is the “Grant Folder”? 

- ONE SCREEN on your computer
- An electronic version of a grant file
- Similar to your paper grant file
- Contains copies of critical grant information – to look at & print
- YOU CAN USE IT TODAY!  AT YOUR DESK!  Or by remote access (parachute)

- Grant Folder - What's in it for me?

- May 10, 2002

## Paper grant file folder

- Electronic Grant Folder

- Grant Folder - What's in it for me?

- May 10, 2002

## Current Contents of Grant Folder

- Grant Image (scanned & Bookmarked PDF image of the grant application,since 1/2002)
- E-SNAP (type 5s), progress reports soon
- PI History  (Brief or Detailed)
- Summary Statements (Prior or Current)
- Abstract
- Notice(s) of Grant Award
- Grant Snapshot Report

- Grant Folder - What's in it for me?

- May 10, 2002

## Slide 5

- Grant Folder - What's in it for me?

- May 10, 2002

## Who can use it?

- NIH extramural staff
- Grants mgmt.
- Review
- Program
- Budget
- Use it as a _TRAINING TOOL_ TO THE GRANT CYCLE FOR NEW EMPLOYEES

- Grant Folder - What's in it for me?

- May 10, 2002

## Why Talk About it Now?

- Because is a relatively new USEFUL tool
- It will have the documents as soon as they are posted electronically
- Grant Folder is intuitive
- NIH cross-cutting tool – It is common to several IMPAC II Modules:
- Grants Management
- Review
- Quick View
- ICO (Institute Center Operations)

- Grant Folder - What's in it for me?

- May 10, 2002

## What Can I use it for?

- To Look at a grant application before receiving the hard copy
- To Look up info at your desk about a grant in
- Your own portfolio
- Your Branch or IC portfolio
- Another IC at NIH in your subject area
- To reduce the amount of paper files in your office

- Grant Folder - What's in it for me?

- May 10, 2002

## Administrative Reviews before SRG Meetings, Awards and Post-Award Administration

- Do a Complete administrative review – see Description, Specific Aims, if the PI addressed Human Subjects Protection, Gender, Minority, Children Study Issues, Animals, etc.
- See the SRG’s comments in the Summary Statement or prior summary statement
- Find all the requested budget information
- PI contact information (including e-mail)
- See if a grant has been awarded and award amounts

- Grant Folder - What's in it for me?

- May 10, 2002

## How do I get to the Grant Folder?

- Make sure that you have an
- IMPAC II user name & account
- password, and
- know which database to use
- The Grant Folder Button is on the IMPAC II Module Screens
- Arrange thru your IC rep
- _[http://impacii.nih.gov/users/techrep_list.](http://impacii.nih.gov/users/techrep_list.htm)__[htm](http://impacii.nih.gov/users/techrep_list.htm)_

- Grant Folder - What's in it for me?

- May 10, 2002

## Log into IMPAC II, 

- Log into IMPAC II,
- e.g. Quickview
- IMPP database
- Press “SEARCH” Button

- Grant Folder - What's in it for me?

- May 10, 2002

##  Type in the grant number

-  Type in the grant number
-   Run Query

- Grant Folder - What's in it for me?

- May 10, 2002

##   Hit List appears of all applications with that number

-   Hit List appears of all applications with that number
-   Highlight type 2 and DOUBLE CLICK

- Grant Folder - What's in it for me?

- May 10, 2002

##   Screen appears with basic grant information

-   Screen appears with basic grant information
-   Click on GRANT FOLDER on Top Row

- Grant Folder - What's in it for me?

- May 10, 2002

## Let’s Look at What is Available!

- Grant Folder - What's in it for me?

- May 10, 2002

## GRANT SNAPSHOT 

- GRANT SNAPSHOT

- Grant Folder - What's in it for me?

- May 10, 2002

## GRANT APPLICATION – SEARCHABLE Bookmarks 

- GRANT APPLICATION – SEARCHABLE Bookmarks
- on Left Side.   Use Print(er), Text highlight, search(binocular), & other icons.

- Grant Folder - What's in it for me?

- May 10, 2002

## Go to PI’s History (Brief or Full)  

- Go to PI’s History (Brief or Full)

- Grant Folder - What's in it for me?

- May 10, 2002

## Go to the Summary Statement.  Can Print it out. Search it.

- Grant Folder - What's in it for me?

- May 10, 2002

## Go to the Abstract for the Project (from CRISP after award).

- Note: the “Description” is also available in the Grant image & S.S.

- Grant Folder - What's in it for me?

- May 10, 2002

## Go to the Notice of Grant Award- can print it via clipboard

- Will have revised NGAs also

- Grant Folder - What's in it for me?

- May 10, 2002

## Scroll to Section IV for Specific Terms of Award –e.g., DSMP, HS, Cooperative agmts, etc.

- Grant Folder - What's in it for me?

- May 10, 2002

## An SRA’s View:Tracy E. Orr, Ph.D.

- How to use it?
- When to use it?
- Advantages Now
- Future Tasks

- Grant Folder - What's in it for me?

- May 10, 2002

## How to use it?

- In IMPAC II, Review Module, go under “List of Applications for a Meeting”:

- Grant Folder - What's in it for me?

- May 10, 2002

## Highlight Desired Application, Click on Grant Folder Button on left

- Grant Folder - What's in it for me?

- May 10, 2002

## Choose what you want to see

- Grant Folder - What's in it for me?

- May 10, 2002

## When to use it?

- You can use the grants folder for almost the same tasks as the current paper application:
- Administrative Review
- Budget
- Conflicts
- Areas of Needed Expertise
- Human/Animal Subjects

- Grant Folder - What's in it for me?

- May 10, 2002

## When to use it? (con’t)

- PI History
- What Council reviewed?
- What previous IRG?
- Program Officer
- Funding History
- Previous Summary Statement
-  Previous Score
-  Previous Roster
-  Previous Recommendations

- Grant Folder - What's in it for me?

- May 10, 2002

## Specific Examples

- You want to get a list of previous reviewers for all your A1s.  Within minutes, you can look up all the A1 applications and find previous rosters.
- A reviewer calls you up to ask you a question.  Without getting up from your desk, you can look up the application’s grant image, go to the right place through the bookmarks and answer.

- Grant Folder - What's in it for me?

- May 10, 2002

## Specific Examples (con’t)

- You are making final assignments and want to double check a possible conflict of interest.
- PI calls to ask you question about whether he addressed human subjects correctly.

- Grant Folder - What's in it for me?

- May 10, 2002

## Current Advantages

- The application is _bookmarked_ for ease of use:
- Quickly find specific aims
- Quickly find human/animal subjects page
- Quickly find any major heading!

- Grant Folder - What's in it for me?

- May 10, 2002

## Slide 32

- Grant Folder - What's in it for me?

- May 10, 2002

## Other Advantages

- All information is in one place.
- Much quicker than going through all the paper applications.
- Can use anytime, i.e., if GTA is filing applications.
- Can look at applications remotely using parachute.

- Grant Folder - What's in it for me?

- May 10, 2002

## Future Tasks

- Scanning will get faster, less time before grant image in Impac II.
- All applications filed electronically – no need to scan.
- Cover letters (and appendices?) will be scanned, currently not.

- Grant Folder - What's in it for me?

- May 10, 2002

## Conclusions

- It’s easy!!!
- It’s quick!!!
- It’s portable!!! (with parachute)
- It’s great!!

- Grant Folder - What's in it for me?

- May 10, 2002

## A Grants Management Specialist’s View:By Deborah Hendry

- How to use it?
- When to use it?
- Advantages Now
- Future Tasks

- Grant Folder - What's in it for me?

- May 10, 2002

## How to Use It?

- When do you use the IMPACII _Grants Management Module_ to access the Grant Folder?
- Use it for grant applications or awards _assigned to your institute/center._

- Grant Folder - What's in it for me?

- May 10, 2002

## How to use it? (cont’d)

- When do you use the IMPACII _Quickview Module_ to access the Grant Folder?
- Use it for grant applications or _awards assigned to NIH institutes/centers other than your own._

- Grant Folder - What's in it for me?

- May 10, 2002

## Open the IMPAC II Grants Management Module.  Search.

- Grant Folder - What's in it for me?

- May 10, 2002

## Click on the ‘Clear record’ button.

- Grant Folder - What's in it for me?

- May 10, 2002

## Query the grant number you are interested in.

- Grant Folder - What's in it for me?

- May 10, 2002

## After highlighting desired application, click on Grant and then choose Grant Folder from the drop-down menu.

- Grant Folder - What's in it for me?

- May 10, 2002

## Choose what you want to see.

- Grant Folder - What's in it for me?

- May 10, 2002

## When to Use It?

- To quickly view and/or print copies of _Notices of Grant Award_ of NIH funded grants.
- To quickly view copies of current and/or prior _summary statements_.
- To view a principal investigator’s grant _history _(brief and detailed live report).

- Grant Folder - What's in it for me?

- May 10, 2002

## When to use it? (Cont’d)

- To view a _Grant Snapshot Report_ that displays the following data for a single grant:
- Project, PI and institution information
- Info on Review, admin. Codes, and PCCs
- Pre-award Budget Detail and Award Detail
- Current fiscal year line items for a selected grant.

- Grant Folder - What's in it for me?

- May 10, 2002

## Specific Examples

- You are working in the Grants Management Module preparing notices of grant award for a first of the month budget start date.  A PI calls you on the phone to discuss a recently revised notice of grant award he has received.
-  _Without getting up from your desk_ or exiting the Grants Management Module you are working in, _you can look up the notice of grant award and discuss with the PI_.

- Grant Folder - What's in it for me?

- May 10, 2002

## Specific Examples (Cont’d)

- You are administratively reviewing an amended application that has been selected for funding.  You are interested in finding out how the PI addressed comments made by the study section on the summary statement of the originally submitted application.
-  _Without leaving your desk, you can view and print copies of the current and prior summary statement. _

- Grant Folder - What's in it for me?

- May 10, 2002

## Specific Examples (Cont’d)

- You can use _PI History_ for a list of the _PI’s active and pending grant support_ to compare with the PI’s submitted ‘Other Support’ pages.

- Grant Folder - What's in it for me?

- May 10, 2002

## Specific Examples (Cont’d)

- A specialist from another IC for which your IC has _co-funded_ a grant calls you to discuss your IC’s contribution.
- You can view your IC’s contribution by pulling up a Grant Snapshot Report.

- Grant Folder - What's in it for me?

- May 10, 2002

## Advantages

- Efficient
- Quick
- Fast
- Convenient
- Information available at your computer - no need to search through hard copies of paperwork.  Information is up to date.

- Grant Folder - What's in it for me?

- May 10, 2002

## Future Tasks

- Beginning with E-SNAP this fall, the electronically submitted SNAP T-5 progress reports by grantees will be stored in the Grant Folder.
- FSRs will be stored in the Grant Folder (projected for Fall 2002).

- Grant Folder - What's in it for me?

- May 10, 2002

## Program Official’s ViewCarlos Caban  

- How to use it?
- Access through Quickview (see above) or ICO modules
- When to use it?
- Advantages now?

- Grant Folder - What's in it for me?

- May 10, 2002

## When to use it?

- To look at a grant application assigned to you, or when you have an ARA, before you get a hard copy
- Description
- Specific Aims
- Human Subjects and Animal Welfare coverage
- Confirm it fits in your scientific portfolio and should be assigned to you

- Grant Folder - What's in it for me?

- May 10, 2002

## Go to the Research Plan --  Specific Aims

- Grant Folder - What's in it for me?

- May 10, 2002

## Go to the Human Subjects Section

- Grant Folder - What's in it for me?

- May 10, 2002

## When to use it?

- Learn about the _PI’s grant History_ on this or other grants
- Access the _summary statement_ for any unacceptable areas that need to be resolved
- Perform _administrative review_ before award
- Budget
- Human/Animal Subjects
- Etc.
- Access grants that have _dual assignment_, or responded to _joint IC RFAs_, or are _co-funded_

- Grant Folder - What's in it for me?

- May 10, 2002

## When to use it?

- When talking with PI, can access information readily from your desktop without search thru filing cabinets
- View or print _Notice(s) of Grant Award_ to determine what restrictive terms have been put on the award
- Access _Progress Reports_ (fall, 2002)

- Grant Folder - What's in it for me?

- May 10, 2002

## Advantages now?

- Key grant information is in one place
- Can use anytime, and from a remote site
- Can replace the need to search through paper copies of files in your filing cabinet to find the most up-to-date information
- All NIH grant applications are being scanned and BOOKMARKED and are accessible via the Grant Folder
- Notices of Grant Awards are available to see what restrictions are on awards, budget, etc.

- Grant Folder - What's in it for me?

- May 10, 2002

## Summary

- The Grant Folder is available right now!
- It can be used by all Extramural Staff
- It saves time!
- It replaces paper files!
- It makes finding key information about a grant application/award easier
- It can be a training tool to the grant cycle
- It is evolving as eRA evolves.
- It’s on ONE SCREEN!

- Grant Folder - What's in it for me?

- May 10, 2002

## Any Questions?

- Thanks for attending
- Send comments to
- Carlos Caban     (global e-mail)
- Cc25a@nih.gov

- Grant Folder - What's in it for me?

- May 10, 2002