Date: July 24, 2001
Time: 9:00 am
Location: 6700B Rockledge, Room 1205
Chair: John McGowan

Next Meeting: August 14, 2001, 6700B Rockledge, Room 1205, 9:00 am

Action Items

1. (All) Verify names on Participation Matrix and forward changes to Megan Columbus. The matrix and a letter will be sent from the Steering Committee to all ICs.

2. (All) Verify with user groups how frequently and when ICs enter population/tracking data into the system and bring the information back to the Population/Tracking Committee.

3. (All) Jack Dennis of Denali Associates will be calling to schedule an interview with all advocates. Please be as open as possible in these interviews. If any advocates have suggestions regarding the individuals interviewed at the ICs, contact Jack Dennis from Denali Associates at (410) 431-5005.

4. (Megan Columbus) Contact advocates in the next month with options for dates and times of focus groups for the "Granting Agency of the Future" project with the Center for Technology in Government.

Presentations

1. Enterprise Systems and eRA Budget - Al Graeff

Al Graeff presented an overview of NIH enterprise systems from the CIT perspective and within the context of the DHHS desire to centralize IT functions. NIH systems are recognized as stellar management examples at DHHS. The NIH enterprise IT architecture consists of 3 stacks including administrative IT systems (NBS, EHRP), eRA (IMPAC and Commons), and clinical IT systems. See attached slide "NIH IT Architecture".

CIT has an initiative to look at Enterprise Application Integration (EAI), which focuses on data warehousing and corporation intelligence. This initiative and others is on hold due to the hiring freeze. There are 125 to 130 vacant IT positions. The value of portal technology is recognized and the technology for implementing it is easy. The difficulty is a "single sign on" in a large matrix organization such as NIH. A person is needed to develop a plan. E-commerce strategy, a web-based mall for procurement, is another initiative that is stalled because there is no project manager.

2. Project Assessment Overview - Jack Dennis, Denali Associates

Jack Dennis presented an overview of the Denali Associates review of the eRA Project. They intend to meet with everyone before the end of the project to identify opportunities to do things better. Their review will focus on 3 areas: cost data and budget (led by Earl Hamilton); development processes from user requirements to design (Tom Kessler); and user input, a crucial component of the overall assessment (Jack Dennis and Patricia Kelly). A status report will be completed by the end of August and the project will be completed by September 30th. The Project Team was asked to contact Jack Dennis with comments, questions or concerns related to the Denali project.

3. Population Tracking Module - Donna Frahm

Donna Frahm presented a design walk-through of the new IMPAC II population tracking system, which she presented at EPMC on July 18th. Still in the design phase, the purpose of the system is to track composition and counts of study populations who participate in NIH Clinical Trials. The impetus for the system development was a GAO report that concluded that the current Wylbur system is deficient and recommended that NIH take steps towards improving the system. The Office of Research on Women's Health requested a full business re-engineering of the Population Tracking system and established a focus group in November 2000.

There was discussion on how frequently and when ICs enter population/tracking data into the system. The Project Team was asked to verify the process with their user groups and bring the information back to the Population/Tracking Committee. The Project Team commended Donna Frahm for her presentation and the thoroughness with which she unraveled such a complex issue. See attached PowerPoint presentation for details. "Population Tracking"

4. Software Development Decision Process - Bob Reifsnider

Bob Reifsnider presented an overview of the software development process for Commons Version 2.0. The software is being developed using Rational Unified Process (RUP) methodology. This web-enabled software engineering process enables the extensive use of guidelines, templates and examples for e-development activities. He reviewed the timeline and the points in the software development life cycle where the Project Team and Group Advocates will be asked to signoff. He stressed the collaborative nature of the process and encouraged the Project Team to review the NIH Commons website for additional information http://commons2.oer.od.nih.gov . He also referred the Project Team to the RUP website www.rational.com and J2EE website www.javasoft.com . See attached PowerPoint presentation for details. "Commons Software Development"

5. Granting Agency of the Future - Theresa Pardo, SUNY Albany

Theresa Pardo presented an overview of a recently awarded NSF project entitled, Developing an Information Technology and Organizational Design Research Agenda for the Evaluation and Management of Research Proposals. eRA has partnered with NSF in funding the project. The project is being administered by the Center for Technology in Government (CTG) at SUNY Albany. CTG is working with the government to develop well-informed strategies that foster innovation and enhance quality and coordination of public services through the applied research and partnerships project that address the policy management and technical dimension of information use in the public sector. Over the next 7 months, the project staff will be fostering partnerships with government agencies and the private sector to identify best practices and emerging technologies. Two workshops are planned. The first in early fall will be a 2 day workshop (with NSF and NIH participation) to define the characteristics of the ideal proposal and grants management process. The second workshop in early midwinter will identify policies, management and technical changes necessary to achieve the ideal process to create a research agenda and to accomplish the technical and organizational transformation that will be necessary. More information is available at the website: www.ctg.albany.edu .

A representative from the Center for Technology in Government will be holding focus groups for key NIH business area experts (group advocates) and policy experts in the fall. Megan Columbus will contact advocates with potential dates and times for the focus groups. See attached PowerPoint presentation for details. "SUNY Project"

Announcements and Status Reports

1. Washington Fax states that the HHS Efficiency Plan does not include moving agency grants administration downtown (July 24, 2001).

Terrence Tychan, HHS Deputy Assistant Secretary for Grants and Acquisition Management, told Washington Fax that grants management functions from operating divisions such as NIH, CDC and FDA will remain in the agencies.

2. IMPAC II Release. The July 20th release was successfully accomplished without any problems.

3. IMPAC I Sunset Memo. The memo was sent to all ICs.

4. Commons. EPMC had no comments on proposed Commons Working Group (CWG) recommendations. The same information will be presented to the CWG at their August meeting.

5. New 398 Form. Members of the Project Team have received questions about the new 398 form. eRA was not involved in the revised 398 form.

6. OMB. A briefing or demo is being scheduled to demonstrate NIH progress on e-grants.

Attendees