Changing Business Practices for eGrantsPThe times they are a changin’ – Robert Zimmerman – (aka Bob Dylan) Changing Business Practices for eGrants The Quotes PRule #1 - We are

Changing Business Practicesfor eGrants

Presented at the Scanning Steering CommitteeMeeting of Tuesday, November 27, 2001

PWhen the only tool you have is a hammer,there seem to be a lot of nails around– Traditional proverb

PThe times they are a changin’– Robert Zimmerman– (aka Bob Dylan)

Changing Business Practices foreGrantsThe Quotes

PRule #1 - We are currently, and willcontinue to be, in a state of transition forthe forseeable future.

PRule #2 - Transitions are hell.

Changing Business Practices foreGrants

The Rules


The Current Process for Applications

Paper applicationsreceived by CSR

Paper applicationscopied and distributed tostudy sections and ICs

Paper applicationssent to reviewers

Paper applicationsreturned to NIH

Paper applicationsfiled in each IC


One Result of the Current Process: The Paper IntensiveOffice


Another Result of the Current Process

PMany questions and issues, butperhaps not so many answers.


PWhat are we doing to prepare for e-Grants?< Short Term< Long Term

PShould standards be set for eFiles for theICs?

PShould files be stored in the IC or theenterprise?


The Questions - 1

PWhat are the archival issues involved?< Record retention

PWhat do we do with old paper files?PHow do we deal with file disposal?PWhat about items that come in apart from

the application?< Letters and other correspondence< E-mail< Phone messages


The Questions - 2

PWhich items are “FOIable?”< How do we redact from eFiles?

PWhat are the issues related to “shadow”files maintained by program staff?

PWhat are the issues related to file stabilityand format? (The “8-track dilemma.”)

PWhat are the issues related to imagequality?


The Questions - 3

PShould all applications be placed on awebsite?< Bandwidth Issues< Connection Speed Issues

PShould the NIH continue to be a paperenvironment?

PApart from grants, what are the documentmanagement issues?

PWho pays for all of this stuff???


The Questions - 4

PHow do we handle Conflicts of Interest?< Digital Rights Management

PDo program staff get CDsPCan we use eBooks?PCan applications be eliminated from the

grants folder?PWhat are the training requirements for

staff?< i.e., burning CDs


The Questions - 5

PGiven the new tools that are available, whatcan be done to enhance, streamline andotherwise modify our work procedures?

PWhat will we be able to do in the future thatwe cannot do now?< Sharing Documents< Electronic Stapling< On-line Editing< eForms


Vision

PCompact SizePConverts paper to

pdf imagePConnected to the

InternetPDocuments can be

scanned, filed,stored and sent


An Example: The H-P Digital Sender

P The EPA wishes to establish a standard for electronicrecords that are kept to comply with the laws itadministers.

P EPA records, however, need not be storedelectronically. But, like the FDA, anything that was everon a computer is considered to be an electronic record.

P Both the FDA and EPA require that records must havean audit trail - to deter fraud, as a tool for governmentinspectors to use, and as evidence for legal casesalleging environmental concerns.


The EPA/FDA Story

What are the NIH issuesrelated to electronic

records?

PTechnologyPCostPConsistency/Uniformity across ICsPArchivingPThe Records Control SchedulePLegal Issues


NIH eRecords Issues

TobaccoLitigation!


The Intermediate Process for Applications

Application arrives atCSR

Application scannedby ORS

Tiff image sent by ORSto contractor

Completed pdf filesent from contractor

to IMPAC II

Applications and CDsavailable in IMPAC II(~13,000 pages/disk)

Paper applicationplaced in file


The Future Process for Grant Applications

eGrants received viathe Commons

Data captured andimages formed

Images available toreviewers and staff

Electronic review atall levels

Electronic storage of allrecords


The Result of a Total eProcess


And now the demo...