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NIAIDScientific Review Data Management System

(SRDMS) Guide

The Admin Review One-Stop-Shop

Updated: November 2016

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Table of Terms, Acronyms and AbbreviationsApp ApplicationAttachment 2 NIAID-originated term used to when ‘attaching’ several files for reviewer

recruitment/screening. Attachment 2 is the list of primary role key personnel and institutions sent to the reviewer for self-declaration of conflict.

Attachment 4 NIAID-originated term used to when ‘attaching’ several files for reviewer recruitment/screening. Attachment 4 is a list of review-specific science areas sent to the reviewer for self-declaration of expertise.

COI Conflict of InterestCP Core/Project (abbrev. used prior to Sub-Proj, old system labels will be changed)Expertise Scientific terms or key words found in the application/proposal that are used for

reviewer recruitment.FOA Funding Opportunity AnnouncementIC Institute & CenterLOI Letter of IntentKP Key PersonnelMI Middle InitialMS MicrosoftPA Program AnnouncementPI Principal InvestigatorProp ProposalRFA Request for ApplicationRFP Request for ProposalSEP Special Emphasis PanelSpecial Issues NIAID-originated term used to cluster data elements related to the inclusion codes,

sharing plans, select agents, etc.SS Summary StatementSub-Proj Sub-Project (projects, cores or other components)TER Technical Evaluation Report (NIAID contract proposal post-review report)

Table of Contents

Guide Notes and Usability Feature: Navigation Pane (electronic version only)............................5Overview........................................................................................................................................6Log In and System Access............................................................................................................6Review Types................................................................................................................................6System Functionality......................................................................................................................7

SRDMS Review List............................................................................................................................... 7Create, Edit or Delete a Review (including Additional FOA Fields).........................................................7Copy Apps/Props into Another Review...................................................................................................7Find and Open a Review........................................................................................................................ 8Review Window and Menu..................................................................................................................... 8

LOI and Admin Review Input Form.....................................................................................................8LOI Reports Menu................................................................................................................................ 20

Letters of Intent by PI........................................................................................................................21LOI PIs with Email Addresses List.....................................................................................................21LOI PubMed Search Info...................................................................................................................21LOI COI Master List........................................................................................................................... 22LOI Expertise Search Form...............................................................................................................22

General Reports Menu.........................................................................................................................22Shelf Labels....................................................................................................................................... 22Application Overview by PI................................................................................................................23Application Overview by PI (Reviewable Apps Only)........................................................................23PIs with Email Address List (Reviewable Apps Only)........................................................................23General Application Search Form.....................................................................................................24Enter/View App and SEP Numbers...................................................................................................24

Key Personnel and COI Reports Menu.................................................................................................25# of Key Personnel by PI (use to check that levels are entered).......................................................25List of All Key Personnel by PI (Reviewable Apps Only)...................................................................25Update Key Personnel Roles and Levels (by PI)...............................................................................25COI Master List................................................................................................................................. 26PubMed Search Info.......................................................................................................................... 26QVR COI “Like” Search Info..............................................................................................................26Update COI Role Drop Down Values................................................................................................26

COI Packet Menu................................................................................................................................. 27COI Attachment 2 – Excel Export......................................................................................................27Confidentiality and Certification Forms..............................................................................................27Personal Info Form (Word)................................................................................................................28

Expertise Reports Menu.......................................................................................................................28Expertise Search Form...................................................................................................................... 28Reviewer Expertise Form.................................................................................................................. 29Reviewer Assignment Form (Export Only)........................................................................................29View/Change Expertise Drop Down Values (No effect on App/Prop Data).......................................30

Admin Review Reports Menu...............................................................................................................30Abstract Book.................................................................................................................................... 30Special Issues Summary Report.......................................................................................................31Application Overview Report.............................................................................................................31

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Post Review Reports Menu..................................................................................................................32Review Summary Report................................................................................................................... 32Pre-SS Critique Extractor.................................................................................................................. 33Summary Statement Builder..............................................................................................................33Summary Statement Report..............................................................................................................33

eApplication Import............................................................................................................................... 34eRSS and Proposal Review Data Entry Tips........................................................................................34

Appendix A: Create, Edit or Delete a Review or Set as a Favorite.............................................36Appendix B: Searchable Form Overview.....................................................................................40Appendix C: Exporting Reports...................................................................................................41Appendix D: Tips and FAQs........................................................................................................42

FAQs.................................................................................................................................................... 42Tips....................................................................................................................................................... 42

Appendix E: Admin Functions......................................................................................................43Default Drop Down Value Lists.............................................................................................................43

To update a value list........................................................................................................................44Restore (un-delete) or Permanently Delete a LOI/App/Prop or Review................................................44

To restore a record............................................................................................................................ 44To permanently delete a record.........................................................................................................44

IC-Level System Account Management................................................................................................45To Activate an IC............................................................................................................................... 45To Copy the IC-Updateable Value List Tables..................................................................................46To delete an IC’s Account or Inactivate System Access...................................................................46

System User Account Management.....................................................................................................46To add a new person/activate system access...................................................................................46To edit a person’s record...................................................................................................................47To delete a person’s record/inactivate system access......................................................................47

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Guide Notes and Usability Feature: Navigation Pane (electronic version only)This is a comprehensive guide for both function and use of the SRDMS.

A is used to highlight important notes throughout the guide.

Instead of scrolling through the guide to find a specific section/function, the Microsoft Word Navigation Pane functionality can be used to quickly access different sections of this guide.

1. To turn the it on, check the Navigation Pane check box on the ‘View’ tab

2. Once this is turned on, a Navigation window will open on the left side of the document area (as seen below). This can be used to navigate within the document by clicking on any heading listed.

You can adjust the Navigation window width by clicking and then dragging the border.

3. When you are done using this module, use the X on the pane or uncheck the View\Navigation Pane box to close it or it will remain available for other documents.

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OverviewThe Scientific Review Data Management System is a web-based administrative review one-stop-shop that complements IMPAC II.

It is utilized to collect application/proposal specific data, perform specialized administrative review and facilitate complex data analysis/reporting related to the review stages including:

Letter of Intent pre-recruitment and review strategizing;

Administrative Review conflict of interest management, special issues, expertise and FOA-specific requirement tracking;

Post-Review overall review statistics and summary statement resume generation.

The following website will allow multiple review team members to simultaneously update the same review without the issues that occur when sharing an Excel workbook.

Trans-IC NIAID SRDMS Site: http://srdms.niaid.nih.gov/

Open the sites with Internet Explorer 8, 10 or 11 or Chrome. Do not use Firefox or other internet browsers to ensure data is saved and other functions operate as expected.

This system is continually being updated based on all review staff feedback and policy changes. The current enhancement and release list (NIAID network access only): R:\SRP-DEAS-SHARED\Tools and Technical Guides\SRDMS\Release+Enhancement List.docx

SRDMS Support: [email protected] or [email protected]

System Admin staff: see Appendix F: System Admin Functions

Log In and System AccessSee Appendix E for information about system roles and account management.

The system uses the NIH log in (similar to IMPAC II) and is available for use by other NIH ICs. The system has been setup with the following specific usage timeframes and functions.

If the system is closed, a log in screen will appear the next time it is opened.

If SRDMS, IMPAC II or another system that uses the same log in screen has been open recently, click the PIV card ‘Log in’ button and select the related PIV card profile to quickly re-open the system.

The NIH inactivity required timeout is based on no activity occurring within the system for 55 minutes. If the system has been inactive for 50 minutes the pre-log out warning message shown below will appear. This message will allow the user to opt to remain active or log out. If they do not select one of these options within 5 minutes, the system will automatically log them out and go to the standard NIH log out screen.

As long as the system is actively being used (moving between records, adding records, opening/closing forms and reports, etc.), the system will not timeout until 600 minutes/10 hours have passed.

Review Types Single project application review (with or without LOIs).

Multi-project application review (with or without LOIs).o Use this version for combined single and multi-project or multi-component reviews.

Charter committee (Ts & Ks) application review (without LOIs).

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Proposal review (with or without LOIs).

System FunctionalityThe following information is based on a multi-project application admin review. The forms, reports and functionality are comparable to the other types, with minimal variation in data collected and reports.

SRDMS Review ListAfter logging in to the system using the NIH login credentials, the website opens with either a list of assigned reviews (based on an automatic NIH login name match) or a list of all reviews within the related IC.

Create, Edit or Delete a Review (including Additional FOA Fields)Any review team member can create, edit, or delete a SRDMS review, as well as set a review as an Internet Explorer Favorite or computer shortcut, using the instructions in Appendix A: Create, Edit or Delete a Review or Set as a Favorite.

Copy Apps/Props into Another Review1. Select the original/source review on the review list and then click the Copy Apps/Props button (shown above).

The selected review will automatically appear as the ‘Source Review’ in following window. If it isn’t the correct review, use the drop down to select the appropriate one.

2. Select the appropriate ‘Destination Review’

3. Select all app/props by marking the top checkbox or mark the checkbox(es) for specific apps/props, as needed

4. Click the Copy button (shown below). If an app/prop has already been copied to the destination review, it will not be copied again. The original app/prop record will remain in the ‘Source Review’, but is not linked to the new copy (will not be

updated). The SRO may opt to delete it or mark it unresponsive/withdrawn if the COI or other data may need to be quickly referred to again.

The C, M, P or S next to the review title is the review type (e.g. M=Multi-project) not the application type.

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Any data entered that does not have a corresponding field in the new review type will not be copied. The main differences between review types include review type-specific RFA/PA/RFP requirements form data including any additional FOA fields, sub-project data and the main admin form’s New PI and Cover Ltr checkboxes. More variations are present if someone may be copying between an application review type into or from a proposal review.

Find and Open a ReviewTo find a specific review, select the associated Primary SRO’s name from the drop down box or make sure ‘All Primary SROs’ is selected and enter relevant term(s) in the Search box (partial search terms are accepted).Once it is listed in the window, double-click on top of the review’s record to open it.

Review Window and MenuEach time a review is opened the following window will appear:

All forms and reports can be filtered based on a SEP Number. If a SEP number is selected (using the box shown above), this number will be used to limit the records listed.

Each report menu is able to be expanded or collapsed by clicking on the item or the next to it.

This window and report menu allow easy access to the following items:

Applications (or Proposals) Tab: Easy access to the main data entry forms.

LOI Reports: Forms and reports based only on LOI stage data.

General Reports: General information forms and reports based only on app/prop-stage data.

Key Personnel and COI Reports: All key personnel- and COI-related forms and reports including a sub-menu for the COI Packet.

Expertise Reports: All expertise-related forms and reports.

Admin Review Reports: Forms and reports commonly used at review meeting(s) based only on data from app/props that were not found unresponsive or withdrawn.

Post Review Reports: Available in all application-type reviews. Post-review meeting forms and reports based only on data from app/props that were not found unresponsive or withdrawn.

eApplication Import: Available in all application-type reviews. Form used to import both initial application data and added key personnel from the IAR recruitment phase.

eRSS: Only available in the Proposal review. Report/Options available for use with the Reviewer Support System (eRSS).

LOI and Admin Review Input Form

General Data Entry Information Data In Data Out: Consistent and accurate data entry across all the apps/props within a review is the key to

successful outputs/reporting.o Only PI first and last names, application number and offeror data elements are required.

o If working with a review team, the Primary SRO should relay what data is needed for the review.

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o Do not enter anything in a field, section or tab that is not applicable for the app/prop or the review.

o Variations in spelling or spacing will show when viewing data in drop down lists and reports. Make corrections, if needed, using the related data entry form.

1 LOI/Application/Proposal = 1 Set of Tabs: Each app/prop has its own Letter of Intent, Admin Review, Sub-Project(s) (if applicable), and COI-Personnel set of tabs. The PI/Offeror name is shown in the form header as a reminder of which app/prop is in focus.

Electronic Application Import Process: Electronic application data can be imported and used for many reporting options without entering additional data. Refer to separate import process guide for detailed instruction.

Save Buttons: Whenever there is a save button next to a field, use it. These only need to be used to create a record in ‘List’ and a limited number of other system forms. After clicking the save button, the record will be placed according to the form’s specific sort order. Forms that do not have these save buttons save data automatically when a different tab or form is opened.

Deleting Records: To delete a record, select either the Delete button or the trash can on the form. The system will ask to confirm that the record is supposed to be deleted. If the button was accidentally clicked, click “No”. o It is better to delete a record than leave a blank record in the system.

o If a LOI, App/Prop or Review is accidentally deleted, a System Admin can ‘restore’ it.

List Forms: There are , , , and forms that contain the basic fields for each tab and can be used to quickly add, edit or delete records. o See Save and Delete descriptions above – these are applicable for List forms.

o The header will display the name entered into the record when the mouse hovers or is in one of the available fields.

o Click or use the tab key to move through the fields.

o Data edits for existing records are saved automatically.

o The book button can be used to open the main form for the related record.

o The Search box in the right corner can be used to search all fields for a specific value (partial terms are accepted).

Comments Fields: One main comment box appears on each form and is set to accept a large amount of data. o Several of the comments fields that are smaller in appearance have been programmed to have

data entered and/or viewed in an expanded window when the user clicks the arrows next to the field. Examples include the abstract field(s) and the main app/prop comment boxes.

Copy and Paste: You can copy/paste data from another source into a single field by clicking into the field and pasting the information.

Drop Down Lists: These are available throughout the system to allow values to be selected by either typing in the first letters or clicking on the entry that you want selected. Many also allow data editing after selecting a specific value.o Degree, COI role and expertise values are available for the entire review.

o Institution, department, and city fields are app/prop-specific and thus are populated using data that is entered in that field across all of the specific app/prop tabs (different apps/props will have different drop down values). If there is an inaccurate value in these lists, it has to be removed from the place(s) it was

entered before it will disappear from the drop down list.

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Moving Between Fields: The tab key can be used to move between data fields or this can be done by clicking in the field.

Phone and Fax Number Field Data: Type in the appropriate symbols and numbers for these fields. Input masks or symbols could not be added due to international format requirements.

Data Entry Process: Click on the ‘Applications’ or ‘Proposals’ main tab. If adding new app/prop data make sure that “New Application/Proposal Record” appears in the form header box

(as shown below). Otherwise this box will show the LOI or Admin PI/Offeror who has been entered and is currently in focus.

Letter of Intent Tab1. When applicable, enter the LOI data in the related fields.

a. At this stage, expertise data can also be entered in preparation for the receipt of apps/props. b. Only enter COI data if needed for pre-recruitment or proposal reviews. If linked (optional) to an imported

application, the imported key personnel will replace any previously entered records.

2. After the first LOI form is completed, click the Create New App (or Prop) button to enter the next LOI on a separate/blank record or use the to quickly enter several right after each other. Remember to use the list form’s save button for new records.

a. To easily edit or view an LOI record that has already been entered, use the form. b. To navigate from the main data entry form use the main LOI/app/prop drop down shown below. LOI only

records will have “LOI” after the related PI/Offeror name.

A Copy LOI data to Admin Review button will appear on the Admin Review Tab that will allow LOI stage data to be copied into the related Admin Review fields. It should not be used if electronic application data will be imported. This button is mainly used for proposal reviews or if for any reason an application was not submitted electronically. Clicking it will not override any currently entered admin review data; it only fills in empty fields.

If entering LOIs, change the default tab view and record sort order to ‘LOI’ using the drop down button in the form header (shown above). The ‘LOI’ view displays the LOI Tab first, with records sorted according to LOI PI/Offeror (App/Prop only records, if any, are shown last). The ‘Admin’ view, displays the Admin Review Tab first and records will be sorted according to Admin Review PI/Offeror (LOI only records, if any, are shown last).

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Admin Review Tab

When an app/prop has been received, the related data can be entered on the Admin Review Tab (as shown above). Only do so for Proposal Reviews, for any application that may not have been electronically submitted or data

elements that were not imported into the system. Do not fill in the Admin Review tab fields before receiving an app/prop; these fields both appear on and are

determining factors for reports. If no app/prop was submitted for a record that has a LOI, do not complete the Admin Review section. “LOI only”

records can be kept in the system and will only show up in LOI reports. Most of the fields on this Tab are listed on reports.

3. To add a new app/prop on a blank/separate record, click the Create New App (or Prop) button or use the or to enter several right after each other.

a. After each record is saved, the PI/Offeror name will appear in the box between the navigation arrows in the form header.

b. If the app/prop is later withdrawn or is found unresponsive, mark the related checkbox (shown above). The Post-Review Tab will then disappear and this app/prop will not show up on the admin review or post review reports. This allows the app/prop data to be kept for general reporting and yet not be listed on the reports used for the review meeting.

c. Bio NC = Non-compliant Biosketch. Use this box to note any application that has a non-compliant biosketch. Doing so will add the related SRO note to the summary statement report.

d. Abstracts can be copied and pasted into the abstract field from other documents.

e. For Multiple PI Apps/Props: Enter the Contact PI’s name into the name fields and all PIs under the COI-Personnel Tab. Also enter the Leadership Plan page number in the “M-PI Pln” field or “0” (zero) if it is missing. Do not enter anything in this field unless it is a multiple PI app.

To find PI/Offeror records that have been entered, select a name from the drop down list or the next and prev buttons (as shown below) and that record will appear. The List form may also be used for this purpose.

If any level 1 key personnel have a foreign country entered, the “Foreign KP” button will appear (as shown above). This button can be used to open a form that lists these key personnel. After the apps/props are entered, change the default tab view and record sort order to ‘Admin’ using the drop down button in the form header (shown above). The ‘LOI’ view displays the LOI Tab first, with records sorted

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according to LOI PI/Offeror (App/Prop only records, if any, are shown last). The ‘Admin’ view, displays the Admin Review Tab first and records will be sorted according to Admin Review PI/Offeror (LOI only records, if any, are shown last).

5. Enter the app/prop specific Budget, Special Issues, RFA/PA/RFP Requirements and Expertise in the forms shown below by using the buttons on the bottom of the Admin Review Tab.a. Each of these will show the name of the related PI/Offeror in their form header.

App/Prop Budget Form

The cost fields are formatted to display as dollars (for example, entering 10000 turns into $10,000.00 upon leaving the field).

App/Prop Special Issues Form

This form contains the fields listed on the Admin Review Reports that are often referenced to at review meetings. Codes and Select Agent drop downs are pre-populated and used across review types. The system admin can

edit the tables that store these default values, as needed.

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App/Prop RFA/PA or RFP Requirements Form

This form contains common RFA/PA/RFP data elements, as well as the FOA Specific ‘Additional Fields’ entered for the review. The fields on this form vary based on review type. For example, the Charter Committee Review has specific T & K application level tracking requirements and the Proposal Review has A-C Pathogen and Animal Model entry options.

Shared LOI and App/Prop Expertise Form

This form is used to capture the expertise listed in an app/prop (and/or LOI, if entered at that stage), as well as the related details for each one. The Level column is used to annotate the importance for reviewer assignment. If it is used, the form’s data will

be sorted by that field then expertise value, otherwise it is sorted by expertise value. The Category column is used to group the expertise on the reports.

To add a new expertise, fill-in the top row and click the save button. The new expertise will be saved and placed according to the sort order listed above.

To edit an existing record, double-click on the field value. Data changes are automatically saved upon exiting the field.

The Comments column data is available on the Expertise Reports\Expertise Search Form’s ‘Export to Excel’ report.

All expertise and category values entered are saved and will be available for selection in other apps/props within that review.

The default expertise values listed in the drop down can be changed at any time by clicking the button on this form or using the Expertise Reports\View/Change Expertise

Dropdown Values option.

The values on the form shown above only appear on the drop down and are not connected to an app/prop/sub-proj unless added to each.

Review staff can opt to pre-populate this list prior to the actual app/prop expertise entry to limit variations manually entered by other team members.

Sub-Project(s) Tab

Sub-project data can be entered on this Tab (shown above). It is only available in the Multi-Project Review type. Only do so for any sub-proj/component that may not have been electronically submitted or for data elements

that were not imported into the system. Most of these fields are listed on reports. Sub-Proj Type Sort Order button function is part of a future release. It will let staff change the default sub-proj

order on reports.

6. To add a new sub-project on a blank/separate record, click the Create Sub-Proj button or use the button to enter several right after each other.

a. After each record is saved, the sub-project leader’s name will appear in the box between the navigation arrows in the form header.

To find records that have been entered, select a name from the drop down list or use the next and prev buttons and that record will appear. The List form may also be used for this purpose.

If not imported abstracts can be copied and pasted into the abstract field from other documents and then modified, as needed.

Sub-project records are sorted by a combination of the Type and Number fields with Projects listed before Cores followed by component/other types sorted alphabetically.

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7. Enter the sub-project specific Budget, Special Issues and Expertise in the forms shown below by using the buttons on the bottom of the Sub-Project Tab.

a. Each of these will show the name of the related sub-project and leader in their form headers.

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Sub-Project Budget Form

The cost fields are formatted to display as dollars (for example, entering 10000 turns into $10,000.00 upon leaving the field). If there are cents, use the standard decimal point.

Sub-Project Special Issues Form

This form has many of the fields necessary for the Admin Review Menu Reports. Codes and Select Agent drop downs are pre-populated and used across review types. The system admin can

edit the tables that store these default values, as needed.

Sub-Project Expertise Form

This form is used to capture the expertise listed in the sub-project, as well the related details for each one. The Level column is used to annotate the importance for reviewer assignment. If it is used, the data will be

sorted by that field then expertise value, otherwise it is sorted by expertise value. The Category column is used to group expertise on reports.

To add a new expertise, fill-in the top row and click the save button. The new expertise will be saved and placed according to the sort order listed above.

To edit an existing record, double-click on the field value. Data changes are automatically saved upon exiting the field.

All expertise and category values entered are saved and will be available for selection in other apps/props within that review.

The expertise listed in the drop down can be changed at any time by clicking the on this form or using the Expertise Reports\View/Change Expertise Dropdown Values option.

The values on the form shown above only appear on the drop down and are not connected to an app/prop/sub-proj unless added to each. Review staff can opt to pre-populate this list prior to the actual app/prop expertise entry to limit variations manually entered by other team members.

COI-Personnel Tab

Key personnel and institution data can be entered on this Tab (shown above). Only do so for any key personnel or institutions for Proposal Reviews, records (other primary/secondary KP) that

may not have been electronically submitted or for data elements that were not imported into the system. The eApplication import process can be used to import the initial records as well as any entered directly into the

recruitment phase. All imported records have their COI Level set to level 1. Most of these fields are listed on reports.

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8. To add a new key personnel or institution on a blank/separate record, click the Create COI button or use the button to enter several right after each other.

a. Institutional conflicts: These can be entered by checking the checkbox, entering the primary institution and setting the COI Level to 1. These will appear at the end of each app/prop’s list of personnel on that report. Doing so also enables the institution to appear on the navigation drop down and other forms instead of the default name fields.

b. After each record is saved, the KP/key institution’s name will appear in the box between the navigation arrows in the main form’s header.

To find records that have been entered, select a name from the drop down list or use the next and prev buttons and that record will appear. The List form may also be used for this purpose.

The ‘Copy PI and Sub-Proj names to COI’ button on this Tab is available as a back-up in case importing those names is not possible.

Key personnel and institution records are sorted alphabetically using the KP last name or key institution value.

If records are not marked as level 1 they will not appear in the PubMed Search list or on the exportable COI List sent to reviewers.

COI Data Entry Details PI, Sub-Project Leader and Offeror Names: Contact PI, sub-project leader and Offeror names only have to be

entered into the COI form when not imported.

Roles: The roles in the drop down list can be changed by clicking the button on the COI-Personnel Tab or by opening the Key Personnel and COI Reports menu Update COI Roles Drop Down Values option.

Level: It is important to select or enter a “1” (i.e. major role conflict level) for each person or key institution that needs to be included on the COI report sent to reviewers or in the PubMed Search list. Before using these reports the number for each can be checked using the Number of Key Personnel by PI report.

Institution Definitions:o Primary Institution: Person’s main/current institution affiliation.

o Other Current Institution: Optional. If the person has multiple current affiliations, use this area to document the non-primary affiliations. Often useful for reviewer conflict recognition – reviewer may know them from a different institution.

o Past Institutions: Optional. Those institutions with which the person has been affiliated in the past year that are not mentioned in the Primary or Other Current areas. Often useful for reviewer conflict recognition – reviewer may know them from a different institution.

o The COI report sent to reviewers lists all of these for level 1 personnel with the primary institution in bold font.

Key Institutions: To have a key institution appear under the PI’s name on the COI report sent to reviewers, select the checkbox, enter the institution into the primary institution field and set the COI level to 1. These will appear at the end of each app/prop’s list of personnel on that report. Doing so also enables the institution to appear on the navigation drop down and other forms instead of the default name fields.

Cities: Cities appear on the COI list sent to reviewers when either a non-USA country is entered or when they are entered into the Institution field. Some staff did not want US ones listed, so this was best option.

Data from: These LOI and app/prop checkboxes are optional source tracking fields to distinguish those entered at the LOI stage versus the app/prop stage, when manual entry is necessary. They are not used by any reports.

Main Data Form Header Buttons

Create App/PropUse to create a new LOI, application or proposal record, as needed.

LOI List19

Available for reviews set up to contain LOI records. Use to quickly add or edit LOI data or navigate to a specific LOI’s main form.

App/Prop ListUse to quickly add or edit application or proposal data or navigate to a specific application or proposal’s main form.

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COI Names Search Form

The button located in the main data form header opens a search form that is used to find any key person or institution across all of the apps/props entered. To use:

1. Enter a partial KP or institution name.

2. When the filtered list appears, click the related record to open it.a. Multiple App/Props can be listed, if the key person or institution was entered under more than one.

3. The search form will close, the COI-Personnel Tab will open with the selected person or key institution’s record in view.

Sub-Project Leader Search Form

The search button is only in multi-project application review databases. It opens a search form that can be used to find sub-project leader or institution names entered in any app. To use:

1. Enter a partial sub-proj leader or institution name.

2. When the filtered list appears, click the related record to open it.a. Multiple App can be listed, if the sub-proj leader or institution was entered under more than one.

3. The search form will close, the Sub-Project(s) Tab will open with the selected record in view.

Select SEP Drop DownUse to quickly limit the main form’s app/prop records based on existing SEP data.

Admin/LOI View Drop DownUse to change default tab and sort order based on either LOI or app/prop level data. Select LOI at the LOI stage and Admin at the app/prop receipt stage.

LOI Reports MenuThe LOI Reports menu options only show LOI record data (based on the LOI PI/Offeror name being entered).

These options are useful for potential app response/workload tracking and pre-recruitment activities.

Letters of Intent by PI

This report lists basic information for all LOIs entered (fields shown above), including sub-project data when applicable. There is a LOIs without Apps/Props count in the page footer. The App/Prop Rec’d column is based on the Admin Review Tab PI/Offeror name being entered and may be

used to check for missing apps/props (imported apps need to be linked for this data to be accurate). The data is sorted by PI/Offeror name, then sub-projs with Projects listed before Cores and then other

components alphabetically when applicable

LOI PIs with Email Addresses List

This is only available for application review types, lists the PI name and email address when entered on the LOI Tab and is sorted by LOI PI last name. The App Rec’d column is based on the Admin Review Tab PI Name field being entered or the LOI being

linked to the imported app. Data can be added or edited by clicking on a field and is automatically saved upon exiting the field.

This data can be used to email LOI PIs separately using email merge. For example, records can be filtered based on “No” App Rec’d and an email can then be sent only to those LOI PIs.

LOI PubMed Search Info

This form contains information that can be used to conduct a co-publication/PubMed search. It includes level 1 COI/key personnel names entered across all LOIs (last name and first initial only). This list

does not include key institutions. The information in this window can be copied and pasted into the PubMed ‘Search Details’ box.

Remove the { } brackets and enter the reviewer’s last name and first name’s initial where noted.

LOI COI Master List

This searchable form lists all COI entered and is sorted by LOI PI/Offeror name and then COI name (see Appendix B: Searchable Form Overview). It shows the following fields (use scroll bars to view more rows/columns): LOI PI Name, COI Name, Level,

Primary Institution and Department, Other Current Institution(s), Past Institution(s), Role, Page #’s, and Primary Institution Location.

LOI Expertise Search Form

This searchable form lists all Expertise entered and is sorted by LOI PI/Offeror name, and then sub-proj type and number when applicable (see Appendix B- Searchable Form Overview). If an LOI does not have Expertise entered, it will not be listed. It shows the following fields (use scroll bars to view more rows/columns): LOI PI Name, Sub-Proj Leader (or

“Application Expertise,” if expertise is entered at LOI/app/prop level), Sub-Proj Type and Number (when applicable), Expertise, Expertise Comments, All Expertise (all expertise values for a LOI/app/prop concatenated into a single field), and Institution.

General Reports Menu

Shelf Labels

This report is only used when app/props are in hard copy/printed format. It lists the PI Name and Offeror/Institution, and is sorted by PI/Offeror.

Application Overview by PI

This report lists basic information for all apps/props entered (fields shown above), including sub-proj data when applicable. The data is sorted by PI/Offeror name with Projects listed before Cores and then other components

alphabetically when applicable. If an app/prop is marked as withdrawn or found unresponsive, an asterisk (*) will appear in front of the PI

Name and that app/prop will be listed first.

Application Overview by PI (Reviewable Apps Only)

This report only lists basic information for apps/props entered that are not withdrawn or found unresponsive (fields shown above), including sub-proj data when applicable. The data are sorted by PI/Offeror name with Projects listed before Cores then other components

alphabetically when applicable. For Multi-Project Reviews, the application level sub-project counts are shown per app and then the sub-

project totals are listed at the end of the report.

PIs with Email Address List (Reviewable Apps Only)

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This is only available for application review types, lists the PI name and email address when entered on the Admin Review Tab and the app is not withdrawn or found unresponsive. This data can be used to email PIs separately using email merge. This list is sorted by PI Last Name. Data can be added or edited by clicking on the field and is automatically saved upon exiting the field.

General Application Search Form

This searchable form lists all apps/props entered and is sorted by PI/Offeror name and then sub-project type and number (with projects listed first) when applicable (see Appendix B: Searchable Form Overview). Fields shown above plus their related department and location. Application rows are highlighted (multi-project review type only).

This form can be used to check for high-level (app/prop/sub-proj) institution and department conflicts.

Enter/View App and SEP Numbers

This form can be used to update SEP Number data for each app/prop (useful when updating multiple records).

The SEP number does not need to be the official number, it can be any combination of numbers and/or letters.

Data can be added or edited by clicking on a field and is automatically saved upon exiting the field.

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Key Personnel and COI Reports Menu# of Key Personnel by PI (use to check that levels are entered)

This report lists the number of key personnel and institutions entered per level for those apps/props (not LOIs) that are not withdrawn or found unresponsive.

This report is an effective tool with which to check those entries that do not have a level entered before sending the COI list to reviewers or using the PubMed Search list. The No Level column should be 0.

List of All Key Personnel by PI (Reviewable Apps Only)

This report lists all key personnel and institutions that have been entered in a format similar to the COI report sent to reviewers. It only includes app/props that are not withdrawn or found unresponsive

It is used to double-check COI entries and levels before sending the COI report to reviewers or using the PubMed Search list.

Update Key Personnel Roles and Levels (by PI)

This form lists the COI Key Personnel and Institution names, roles and levels for each app/prop entered. It can be used to check and quickly update key personnel and institution roles or levels. Data can be added or edited by clicking on a field and is automatically saved upon exiting the field.

COI Master List

This searchable form lists all key personnel and institutions entered and is sorted by PI/Offeror name, application number and then key person name (see Appendix B: Searchable Form Overview).

It can be used to check for potential reviewer names among COI entries or search for specific personnel or institutional conflicts.

This report does include apps/props that have been withdrawn or found unresponsive so that potential reviewers can be checked against those entries as well as reviewable apps/props.

PubMed Search Info

This form contains information that can be used to conduct a co-publication/PubMed search. It includes level 1 COI/key personnel names entered across all apps/props (last name and first initial only)

listed in alphabetical order. This list does not include key institutions. This form can be filtered by the main SEP box, PI and Application Number.

o Selecting a SEP automatically re-filters the results.

o Use the ‘Search’ button when filtering by PI Name and/or App #.

The information in this window can be copied and pasted into the PubMed search field.

Remove the { } brackets and enter the reviewer’s last name and first name’s initial where noted.

QVR COI “Like” Search Info

This form contains information that can be used for a QVR Like person search. It includes level 1 COI/key personnel names entered across all apps/props (last name and first initial only)

listed in alphabetical order. This list does not include key institutions. The information in this window can be copied and pasted into the QVR person name search field.

Update COI Role Drop Down Values

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This form lists the values available in the COI-Personnel Tab’s Role drop down and allows these to be added, edited or deleted.

COI Packet MenuCOI Attachment 2 – Excel Export

This form can be used to filter and/or export an excel version of the COI report sent to reviewers (shown below) that is grouped by PI/Offeror and lists level 1 key personnel and institutions for apps/props that have not been withdrawn or found unresponsive.

This report exports as an Excel .xls file type to allow reviewers who may not have updated software to open it.

If a PI/Offeror is not listed, make sure that the app/prop is not marked as being withdrawn or unresponsive and level 1 COI Key Personnel or Institutions have been entered.

Countries will be listed next to the institution when not USA. PI/Offeror name and last 6 characters of the application number are listed in Column A (white font). This

allows easy identification of source application when using a row 1 filter to quickly find marked conflicts.

The exported report is ‘protected’ (Excel>Review Tab>protect sheet function with no password) to limit reviewer editing to the Conflict? column and the signature/footer areas. It can be unprotected, edited and then re-protected as needed.

Confidentiality and Certification FormsThis opens the standard document folder where the current versions of the Certification forms are located. This link only works for NIAID SRP staff – folder located on a network drive.

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Personal Info Form (Word)This opens the fill-able form standard document personal information file. This link only works for NIAID SRP staff – file located on a network drive.

Expertise Reports Menu

Expertise Search Form

This searchable form lists all expertise entered for each app/prop/sub-proj (see Appendix B: Searchable Form Overview). It is sorted by PI/Offeror name, application number, sub-proj type and number, expertise level and then

expertise value. If an app/prop does not have expertise entered, it will not be listed. The fields (shown above) include an All Expertise column that contains all expertise values entered for a

specific app/prop with separate data for sub-projects when applicable. The Hide All Exp Column checkbox can be used to hide that column from this form and remove it from the Export to Excel results.

This form can be used to search for specific expertise, export 2 different reviewer expertise reports or use the basic Export to Excel option. If a filter is used, the results will be listed on exported report(s).

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Rev. Exp. Form – Dual Column Excel and Rev. Exp. Form – Single Column Excel

These reports list expertise based what is entered at the app/prop/sub-proj levels and can be used to vet reviewer expertise (self-declaration by reviewer). Both dual column and single column versions are available. These reports export as Excel .xls file types to allow reviewers who may not have updated software to open

them. The expertise categories (if entered) and expertise values are sorted alphabetically.

If expertise levels are entered, select the H or both H and M checkboxes to limit exported data to those levels (reduces post-export data cleaning).The reports export as unprotected to allow data editing prior to being sent to the reviewer(s). Most staff want to limit the reviewer’s ability to edit it to the Reviewer Name row, expertise level and publication columns. To do so use the Excel>Review Tab>Protect Sheet function (no password is needed).

Reviewer Expertise FormThis report link is to the same form and contains the same functionality as the Expertise Search form listed above. It is available to help transition staff from the previous database setup to the new system.

Reviewer Assignment Form (Export Only)

This form is as an export-only tool that is used to draft reviewer assignments for each app/prop and sub-proj (see Appendix B: Searchable Form Overview). Reviewer names cannot be added to this form until it is exported. It includes basic app/prop/sub-proj data, expertise (by level when entered) and placeholder columns for

reviewer names and COI comments. Data is sorted by app/prop PI/Offeror name, and then sub-proj type and number and the expertise values are

sorted alphabetically within each expertise column.

View/Change Expertise Drop Down Values (No effect on App/Prop Data)

This form allows the values shown in the Expertise drop down boxes (at the app/prop and sub-proj level) to be added, edited or deleted with no impact on the data saved under the related app/prop or sub-proj. If the user already has a list from Excel, those values can be individually copied and pasted into this form, but

will not be linked back to any specific app/prop or sub-proj unless added to their specific expertise form. Expertise column data is sorted alphabetically.

Admin Review Reports MenuThis menu only lists reports and forms for those apps/props that were not found unresponsive or withdrawn.

Abstract Book

This report contains a Title and Table of Contents page, confidentiality headers/footers and the data fields shown above for each app/prop and sub-proj when applicable. It is sorted by PI/Offeror name and then by sub-proj type and number (when applicable). Within the system, the left-side panel can be used to navigate to the individual app/prop/sub-projs. When exported as a PDF or RTF (word) file, the Table of Contents links remain active and can be used to

quickly go to a specific app/prop/sub-proj.

Special Issues Summary Report

This report contains a summary of the special issues form codes entered for each app/prop and sub-proj, when applicable. It is often brought and referenced to at review meetings. The main app/prop/sub-proj Special Issues Comments field will be listed when it contains data. This report is sorted by PI/Offeror name and lists sub-projects with Projects shown before Cores then other

components listed alphabetically (if applicable).

Application Overview Report

This report contains detailed information (shown above) entered for each app/prop and sub-proj, when applicable. It is often brought and referenced at a review meeting as an overview for app/prop flags and information, as well as for notes.

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It lists page numbers (when entered) for quick reference during the review meeting. The Admin Review Tab New PI checkbox is used to depict a New Principal Investigator (as shown). The Admin Review Tab Multiple PI Plan field is used to depict if an app both has multiple PIs and if the

Leadership Plan requirement is fulfilled. Do not fill in that field unless it is a multiple PI app or inaccurate data will show up on this report.

This report is sorted by PI/Offeror name and lists sub-projects with Projects shown before Cores then other components listed alphabetically (if applicable).

Sub-projects will have the individual special issues (HS, VA, etc.) comments listed when the related code is unacceptable.

If exported as a PDF, this report retains all formatting and is easy to print. If exported as an .xlsx Excel file, this report is fully editable, each app/prop is on a different worksheet.

If exported as an .xls Excel file type, this report will not have individual application headers. It is best to export it as .xlsx and if needed re-save as .xls (if anyone can not open the newer Excel file types).

Post Review Reports MenuOnly available for application review types. This menu only lists reports for those apps that were not found unresponsive or withdrawn.

Details for the summary statement related options are in the separate Summary Statement Data Import and Report Guide.

Review Summary Report

This report is a summary of the apps/props reviewed, is sorted by PI/Offeror name and has some of the data elements needed for the NIAID RIMS.

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If an app/prop is marked as withdrawn or found unresponsive, an asterisk (*) will appear in front of the PI/Offeror Name and the data will not be included in the ‘Actual # reviewed’, Total $ requested and sub-project count totals.

Example shown above shows differences between LOIs received, Apps received and those reviewed (1 app marked unresponsive/withdrawn).

Pre-SS Critique Extractor

This form allows uploading of the IMPAC II Pre-SS reports and related critique extraction.

Summary Statement Builder

This data entry form can be used to enter or update the Summary Statement report data.

Summary Statement Report

This form lists apps that have application numbers entered and are not marked as either withdrawn/unresponsive and is used to download individual summary statements.

eApplication ImportThis menu is only available for application review types and allows importation of both initial application data and key personnel data entered in the recruitment phase. It also allows LOIs to be linked to imported application(s) for receipt tracking, if needed.

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Refer to separate import process guide for detailed information and instructions.

eRSS and Proposal Review Data Entry TipsThere are 3 important data entry variations in the SRDMS Proposal Review type that impact the Bulk Export report, which is used to upload SRDMS data into eRSS.

Proposal ID (required for data to upload into eRSS): Enter the appropriate Proposal ID as it is listed in eRSS into either the main Admin Tab or the Prop List for each proposal. This ID will allow the SRDMS data elements to be uploaded into the related eRSS record.

Expertise Category: If the Category column on the expertise form is used, this data will be listed as the Level 1 expertise on the Bulk Export template’s Areas of Expertise tab. The expertise value entered into the related field will be Level 2 and will appear as a sub-set of the category, similar to how the expertise list functions in SRDMS.

Institutional Conflicts: If there are any institutions or companies that should be listed as institutional-level conflicts, be sure to mark the Institutional Conflict check box and set the COI Level to 1 on the main COI-Personnel tab or on the COI List+ Update form. Doing this, ensures that the related data will appear on the Bulk Export template’s Key Institutions tab.

The Bulk Export report is found on the Reports menu/tab under RSS. If there are any issues using the bulk upload to import data into eRSS, contact Tracy Shahan for assistance.

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Appendix A: Create, Edit or Delete a Review or Set as a FavoriteQUICK LINKS

SRDMS

General Information

Create a Review

Add and Delete Additional (FOA-Specific) Fields

Editing a Review

Delete a Review

Set a Review as an Internet Explorer (IE) Favorite

Create a Shortcut to a Review in a Network Review Folder or Computer Desktop

Note: Anyone who has access to the system can create, edit or delete a review (similar to R: drive)

CREATING A NEW REVIEW

Review Types available: Charter Committee, Single Project, Multi-Project and Proposal Reviews are listed under the person who is set as the Primary SRO Use the multi-project version if a mixed single and multi-project or multi-component review is needed Once a review is created, only the review type cannot be changed

1. Open SRDMS

2. After the Review List screen appears, click the Add button (shown below)

3. When the Add New Review window appears, enter a Title (can copy/paste from the FOA), select a Review Type, Primary SRO and mark the Has LOI? box (when a review will contain LOI data)

4. IF no additional FOA specific fields need to be tracked, click OK and the review will automatically open

5. IF additional FOA specific fields do need to be tracked, click the Additional Fields button and see instructions below.

ADD AND DELETE ADDITIONAL (FOA-SPECIFIC) FIELDS

Unlimited check box or text box fields can be added (maximum 2 across) Commonly used options are available from the Field-1 Label drop down These will appear in columns and order similar to the layout of the Additional Fields window on the

RFA/PA/RFP Requirements form and Admin Review Menu\Application Overview Report

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1. Click the Additional Fields button on the Add Review, Edit Review or Review List windows

2. Either select an existing value from the drop down or type a value in the Field-1 Label box

3. Hit the Tab on the keyboard or click into the Field-1 Type box

a. If an existing value was selected from the drop down option in the first box, this step will auto-populate the related fields (as shown for the Clinical Protocol and others already entered above)

b. If a new value is entered in the first box, select CheckBox or TextBox from the drop down menu to set the field type

4. As needed, use the Field-2 Label and Field-2 Type to select a 2nd set of field information that will appear next to the first set (as shown for the Clinical Protocol and others already entered above)

5. When the field(s) for a row are complete, click the button to save/add the fields to the list

6. After the new fields are saved and prior to any apps/props being imported or created, a default value can be set (i.e. preference to have the checkbox default to being checked vs. unchecked or a specific phrase entered into a comment box across all apps/props).

7. Repeat these steps as needed

8. To remove fields, click the button

9. When additions/deletions are complete, click the to close the form

EDITING A REVIEW

1. Click once on a specific review on the Review List2. Click the Edit button above the list of reviews

3. When the Edit Review window appears, update the Title, Primary SRO or Has LOI? fields, as needed4. Use the Additional Fields button, if additional fields need to be added or deleted5. Click OK when all changes are complete

DELETING A REVIEW

Staff with the SRP Admin role can ‘restore’ any review that has been deleted. Per the (NIAID only file) Review Document Retention SOP, review information should be deleted immediately

following the successful input of application priority scores and the uploading of the meeting summary

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statements into IMPAC II, or action of the NIAID Advisory Council, whichever is later. For proposals, it is after the award has been made.

1. Click once on a specific review on the Review List2. Click the Delete button above the list of reviews

3. Click OK when the deletion confirmation window appears

SET A REVIEW AS AN IE FAVORITE

Reviews can be added as Internet Explorer ‘Favorites’ immediately after it is opened and the ‘reviewID’ number appears in the internet address box (see below example: reviewID ‘=23’).

Helpful Hint: if the Favorites Bar is used, select that folder/location for easy access to the link.

1. When the ‘reviewID’ appears in the IE address box, click on the Favorites button2. Set the name and location for the Review link in the Add a Favorite pop-up window

CREATE A SHORTCUT TO A REVIEW IN A NETWORK REVIEW FOLDER OR COMPUTER DESKTOP

1. Open the specific review

2. Select the review specific internet address (‘reviewID’ number should appear in the IE address box)

3. Right-click on the address and select Copy

4. Open the folder where the shortcut should be placed5. Right-click inside the folder (not on any specific file)6. Select New and then Shortcut

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Specific Review ID/Link

Favorites BarFavorites Button

7. When the Create Shortcut window appears, paste the specific review address into the …Location… box and click Next

8. When the Select a Title… window appears, enter an abbreviated review name in the box and click Finish

9. The new shortcut can be used to open the review

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Appendix B: Searchable Form OverviewExamples: COI Master List, General Application/Proposal and Expertise Search Forms

These forms allow added flexibility in selecting, filtering and sorting current data within the system. In most instances, data cannot be edited when viewed in these forms. Click a column header to sort the data using that column. The small triangle next to a column header annotates

the column sorted and if it is ascending or descending order. Each form is reset back to the system default sort order/view after it is closed (filtering is not saved).

Basic filtering is seen in the top section of the form (as shown below):

Use the fields in the form header to limit the data shown below (i.e., select records for just one PI or All, or enter a partial search term to view only those records whose related fields contain that specific combination of letters.)

Remove the filter term(s) or use the Reset All button to clear them if another search is needed.

If filters are used, only those records/results will be exported when using the Export to Excel button.

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Appendix C: Exporting ReportsReports can be exported into: Adobe Acrobat (.pdf) format. The resulting file has the same appearance as the internal system report. MS Excel (.xls or .xlsx) format. Searchable forms and the COI Attachment 2 and Expertise Attachment 4 reports

export the best using this option. PDF-style reports can also be exported to Excel with minor formatting changes (e.g. multiple line data fields do not autofit to show all contents, but can be adjusted after export).

MS Word (.doc) format. The resulting file may be in table format. Other formats have not been tested for formatting, but can be used. Any report or data that is exported is no longer linked to the system. If data changes are made in the system, re-

export the reports or data, as needed.

To Export a Report

1. Open the report.

2. Select the relevant export option:

a. Searchable Forms – Export to Excel button

b. PDF-style reports, use the ‘Save As’ button and select the file type. This control currently only allows exportation of reports. The print button requires a background file that staff do not have access to yet – see item c. below for the upcoming option that is currently in development.

c. Admin Review Reports menu and upcoming control bar for all other reports. This new control will allow both exporting and printing directly from the system.

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Appendix D: Tips and FAQsFAQs

The Print button isn’t working, how do I print reports?The development team is converting all reports to the newer print function/window available for the Admin Review Reports menu reports. The other function/button requires a file that IT will not maintain on our computers. Until these reports are all converted, export the reports to PDF or Excel to print.

Tips‘Primary SRO’ - Alternate Use:The system requires a ‘Primary SRO’ selection when a review is created. This selection allows that person to immediately access the review when opening the system (automatically displayed review list is based on login name). The ‘Primary SRO’ is usually the SRO who is going to lead the review meeting.

However, if the lead SRO is not ready to start admin review or another person will be doing the majority of the data entry, the ‘Primary SRO’ can be set to the person assisting the lead SRO and can be change any time. Make sure to communicate how it is setup with the review team, so no one creates another review when they don’t see an existing one under the expected person’s name.

‘SEP Number’ – Alternate Use:The system does not need the full/official SEP number entered. It can be as simple as 1, 2, 3, etc. Use the main data entry form’s App/Prop List or the General Reports\Enter/View App and SEP Numbers option to quickly enter or change these.

When entered, this field can be used to either split app/props into different meetings or to limit any report result (i.e. PubMed Search, etc.) to only include a single app/prop or set of app/props.

PubMed Reviewer Search by Expertise Excluding Key Personnel Publications: Optional steps, if a specific group of app/prop key personnel are needed:

o Assign the apps/props that need the expertise to a specific SEP. SEP numbers can easily be updated using the General Reports/Enter App and SEP Numbers form or using the main data form’s App/Prop List.

o Select that SEP using the SEP Number Selection box.

Click on the Key Personnel and COI Reports\PubMed Search Info.

Copy and paste the results into a Word document.

Remove the {} bracketed and the Last 3 Years [CRDT] part, add the specific expertise instead and replace the “AND” with “NOT” at the beginning of the list of authors.o For example: Adjuvants NOT (Mouse M[AU] Or Duck D[AU] Or Little S[AU] Or Cat F[AU]).

Use this phrase to search PubMed.

This is an effective way to search for potential reviewers with specific expertise and to view their publications. However, names resulting from this search may have co-publications with key personnel in a different expertise area.

Note to Review Staff:

Please send other tips/helpful hints to [email protected]

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Appendix E: Admin FunctionsUpon opening SRDMS, each person’s role is listed next to their name on the upper right side of the window.

The ‘SRP’ role allows the ability to create/edit/delete reviews and full access to all review data within the IC. The ‘SRP Admin’ role allows ‘SRP’ functions, plus the Admin Tab functionality of restoring LOIs, Apps and

Reviews, system user account management and editing the non-standardized value tables for the IC. The ‘System Admin’ role allows both ‘SRP’ and ‘SRP Admin’ functions, plus the Admin Tab functionality of

editing the standardized value tables and IC system account management, and full access to all reviews and functions for all ICs.

Default Drop Down Value ListsThe following drop down lists are maintained by the SRP Admin and System Admin. The hightlighted ones can only be updated by a ‘System Admin’ and are set as standard across all ICs.

Value List Name Definition or Source Review Type\Location

Animal Model Staff Feedback Prop Review\RFP Form

Award Type Activity Code and Official Namehttp://grants.nih.gov/grants/funding/funding_program.htm App Reviews\SS Rpt

COI Role Commonly used COI roles by review typeStaff Feedback All\COI-Personnel Tab

Country Staff Feedback and Import Process Additions All\All ‘Country’ fields

Degree Staff Feedback All\All ‘Degree’ fields

Expertise LevelH, M and L values based on staff feedbackNo changes unless form/rpt re-development is planned

All\ All Expertise ‘Level’ fields and Expertise Rpts menu items (form and rpt default sort order and filter basis)

PathogenA-C Pathogen List: http://www.niaid.nih.gov/topics/biodefenserelated/biodefense/pages/cata.aspx

Prop Review\RFP Form

Scores & Adjectivals NIH Score range and related adjectivals App Reviews\SS Rpt

Select AgentsDHHS Select Agent List: http://www.selectagents.gov/SelectAgentsandToxinsList.html

All\Special Issues Form

Special Issue Codes Codes are set to match IMPAC II, brief descriptions are from NIAID SRP training modules All\Special Issues Form

State US states only All\All ‘State’ fields

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Suffix Staff Feedback All\All ‘Suffix’ fields

To update a value list1. Select the related list name from the left side panel

a. To add a new item, click the ‘Add’ button. Note: some lists require a review or special issues type affiliation.

b. To edit an existing item, select it and click the ‘Edit’ button to change the value and/or other information shown.

c. To delete an item, select it and click the ‘Delete’ button. Note items cannot be deleted if part of an active review. It may be possible to inactivate it (uncheck the ‘Is Active?’ checkbox) for future reviews.

Restore (un-delete) or Permanently Delete a LOI/App/Prop or ReviewAny LOI/App/Prop/Review that has been deleted can be restored during the review process or deleted permanently after it is complete (Council and SS/TER are done).

If an application has been deleted and is not restored or deleted permanently, it cannot be re-imported because there is still an active link between it and the review that allows it to be restored. It has to be either restored and used as is or deleted permanently so re-importation will be possible.

To restore a record1. Select ‘Restore’ from the left side panel

a. Select LOI, App/Prop or Review from the ‘Restore’ drop down shown above

b. Select the appropriate record checkbox(es)

c. Click the ‘Restore’ button

d. When the ‘Restore’ window appears, confirm that the record(s) should be restored

To permanently delete a record1. Select ‘Restore’ from the left side panel

a. Select LOI, App/Prop or Review from the ‘Restore’ drop down shown above

b. Select the appropriate record checkbox(es)

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c. Click the ‘Delete Permanently’ buttond. When the ‘Delete’ window appears, confirm that the record(s) should be removed from the system and no

longer be able to be restored

IC-Level System Account Management Requires ‘System Admin’ role.

Both of the following steps need to be done for each IC newly added or activated for system use (these will be merged into 1 step in a future release).

To Activate an IC

1. Select ‘IC-Sys Shared Status’ from the left side panel

2. Find the IC using the form’s search box or scroll and then select their row

All known ICs (as of 1/2016) have been added to the system. If new ICs need to be added, use the Add button instead of the ‘Edit’ button listed in the instructions below.

3. Click the ‘Edit’ button to open the Update Institute window

4. Add/Update the institute’s information and make sure the ‘Is Active?’ checkbox is marked

5. Click Ok

After activating an IC, the System Admin can either add and activate the related IC users or can add, activate and assign the ‘SRP Admin’ role to a person from the other IC so they perform that role’s functions. See System User Maintenance section for those steps.

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To Copy the IC-Updateable Value List Tables

1. Select ‘IC-Copy Value Lists’ from the left side panel

2. Select the applicable Destination Institute

3. Click the ‘Copy Look Up Values’ button

To delete an IC’s Account or Inactivate System Access

1. Select ‘IC-Sys Shared Status’ from the left side panel

2. Find the IC using the form’s search box or scroll and then select their row

3. Click the ‘Delete’ button

4. If deletion is not allowed (IC has active reviews), follow the ‘Edit’ instructions above to uncheck the ‘Is Active?’ checkbox

When an IC is deactivated, the related users will no longer have access to the system. None of the related reviews are deleted (in case of accidental de-activation). Re-activation of the IC will allow users system and review access again.

If there are reviews present for an IC that needs to be deleted, the System Admin can delete these reviews and then delete the IC as needed.

System User Account Management The system login requires the ‘Login Name’ to match the one used to log into the NIH network. The other fields

are not required for system login, but the First and Last Name fields are used for the ‘Primary SRO’ list and thus should be filled in with the person’s preferred name, if different than what is in NED.

The person’s NED IC affiliation must match the IC set within SRDMS or they will not be able to access the system.

To add a new person/activate system access1. Select ‘User’ from the left side panel

a. Click the ‘Add’ button

b. When the ‘Add new User’ window appears, fill-in the NIH Login, and First and Last Name (phone and email are not required).

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c. Continue with step e.

Or

a. Click the ‘Add’ button

b. Click the ‘Find New User’ button

c. When the next window comes up, enter part or all of the last name (optional first name) and click search

d. When the search results appear, double-click on the appropriate record to add that person’s information into the previous screen

e. Select the appropriate ‘Role’, make sure the ‘Is Active?’ checkbox is marked and click OK

f. Check to make sure the person is in the list of users by using the form’s search box

To edit a person’s record1. Select ‘User’ from the left side panel

2. Find the person using the form’s search box and select their row

3. Click the ‘Edit’ button

4. Edit their information as needed (reminder: Login Name = NIH Network Login ID)

5. When updates are complete, click OK

To delete a person’s record/inactivate system access1. Select ‘User’ from the left side panel

2. Find the person using the form’s search box and select their row

3. Click the ‘Delete’ button.

4. If deletion is not allowed (the person is the primary SRO for a review), follow the ‘Edit’ instructions above to uncheck the ‘Is Active?’ checkbox until they are removed from the active review and can be deleted.

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