 Some links will work for NIAID staff only.
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This SOP has internal roles only.
Standard Operating Procedure Table of Contents
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Purpose
To allow timely
funding of approved initiatives by
having NIAID staff agree to a schedule of implementation dates, which
ensures that program
officers, Division
of Extramural Activities (DEA) staff,
and investigators have adequate time and information to accomplish their
work.
Procedure
Phasing creates a timeline to move initiatives through each step from
concept to award. Based on a schedule agreed to by staff in the program
divisions and DEA, each initiative gets a phasing
plan that has 1) descriptive data about the initiative and staff
assigned and 2) dates for the stages through which it progresses.
All
NIAID staff use the Scientific
Initiative Management System (SIMS) to create, approve, and track
initiatives.
Basic Phasing Process
- Program officers enter initiative descriptors into SIMS as they
develop them.
- NIAID director approves potential initiatives after program presentation
at the Summer Program Review, Winter Policy Retreat, or
NIAID Executive
Committee for
off-cycle
initiatives.
- NIAID Budget and Financial Management Branch approves budgets for future initiatives.
- Council clears
concepts for
potential development into initiatives.
- For each approved initiative, Office of Planning, Coordination,
and Operations (OPCO) sends a spreadsheet to program division phasing
coordinators
requesting
pre-phasing data. At the same time, OPCO requests contact information
from DEA's Scientific
Review Program (SRP) and Grants
Management Program (GMP) or Office
of Acquisitions (OA).
- After receiving pre-phasing data, OPCO and
Office of Initiative Development (OID) meet with staff in
each program division to review
approved
initiatives
and the pre-phasing information
on the spreadsheet.
- OPCO drafts an
initial phasing plan then requests input from OID, SRP, and GMP
or OA staff and adjusts phasing plans if necessary.
- OPCO sends a draft plan to each
program division phasing coordinator for adjustment and approval.
- OPCO enters final phasing
plans into SIMS and notifies staff that the
phasing plans
are there.
- OPCO and OID monitor compliance with phasing plan due dates and
revise phasing plans when changes occur.
- Approximately four to eight weeks before the
due date for the first draft of a program
announcement (PA), request
for applications (RFA), or acquisition plan for contracts, OID schedules
a pre-initiative
planning meeting.
This meeting brings together the program officer, branch chief, OID,
SRP, and GMP or OA staff
to discuss scope, requirements, and other issues.
- With input and comment from DEA staff, program divisions develop
PAs, RFAs, or request
for proposals (RFPs).
- OPCO director emails final RFP announcements, RFAs,
and PAs to the NIH Guide for
publication; OA publishes final RFPs on FedBizOpps and
the NIAID R&D
Contracts Web site.
- Investigators submit applications and proposals.
- SRP or Center
for Scientific Review (CSR) reviews applications and proposals,
then prepares summary
statements and technical
evaluation reports.
- Council conducts second-level
review for grants and cooperative
agreements or a source
selection committee for contracts.
- GMP or OA negotiate and award grants, cooperative agreements, or
contracts.
Program Staff
- For each potential research initiative, program officers prepare
initiative descriptors in SIMS under Research Initiatives.
- Division directors select initiatives to go
forward to the Summer Program Review, Winter Policy Retreat, or NIAID
Executive Committee for review.
- Once
the initiative reaches the EXCOM level in SIMS, SIMS converts
the initiative descriptor form into a concept clearance form that
program staff use for Council approval.
- After NIAID director and Council approve a concept, work with OPCO
to develop phasing plans.
- Program division phasing coordinators and program officers review
and approve the phasing plans.
- Use SIMS to monitor deadlines.
- Contact program division phasing coordinator and OPCO to change
phasing dates.
Division of Extramural Activities Staff
- OPCO develops phasing plans.
- OID, SRP, OA, and GMP staff provide input into the creation of the
phasing plans.
- OPCO enters phasing dates into SIMS and makes adjustments
and updates as needed.
- OPCO and OID send out reminders to staff of upcoming
deadlines.
Contacts
Contact
for NIAID Staff
-- DEA OPCO director
Contact
for NIAID Staff
Contact
for NIAID Staff
Program Division Phasing Coordinators
Contact
for NIAID Staff -- DAIDS
Contact
for NIAID Staff -- DAIT
Contact
for NIAID Staff -- DMID
If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.
Links
Concept Development SOP
Acquisition Planning Resources for contracts
"How to" Guide
to Phasing of Program Announcements, Requests for Applications, and
Request for Proposals, detailed guide to phasing.
Scientific Initiative Management System SOP
SIMS for phasing data. |
