Training Grant Preparation Workshop Using NIH xTRACT and M-FACTIR to prepare Training Grant applications and progress reports Presented by: Office of Graduate & Postdoctoral Studies (OGPS) Health Information Technology Services (HITS) October 26, 2017

Additional Training Grant components: What is involved in preparing a training grant application? Structure of an Institutional Training Grant Proposal 1. Research Training Plan (25 pg) 2. Data Tables – faculty, trainees, applicants, outcomes 3. Diversity 4. Responsible Conduct of Research (RCR) 5. Training in Rigor and Transparency Additional Training Grant components: Abstract and Narrative Budget and justification Resources: Facilities and Equipment Progress Report (renewals) Biosketches Introduction (resubmission)

Data Tables for NIH T32 Training Grants ENVIRONMENT Table 1. Census of Participating Departments and Interdisciplinary Programs FACULTY Table 2. Participating faculty members Table 3. Federal Institutional Research Training Grants and Related Support Available to Participating Faculty Members Table 4. Research Support of Participating Faculty Members TRAINEES Table 5. Publications of Those in Training Table 6. Applicants, Entrants, and their Characteristics for the Past Five Years Table 7. Appointments to the Training Grant for Each Year of the Current Project Period (Renewal/Revision Applications only) Table 8. Program Outcomes - 15 yr (Updated yearly for RPPR progress reports)

NIH SF424 forms: Institutional Training Grant Instructions What is involved in preparing a training grant application? NIH SF424 forms: Institutional Training Grant Instructions https://grants.nih.gov/grants/how-to-apply-application-guide/forms-d/training-forms-d.pdf Instructions for Data Tables: https://grants.nih.gov/grants/forms/data-tables.htm

Tools for preparing training grant applications NIH xTRACT Extramural Trainee Reporting And Career Tracking Electronic system for creating research training data tables and storing the information for trainee career tracking. Access xTRACT via NIH Commons

TRAINING GRANT DATA MART TRAINEE AND FACULTY RECORDS Tools for preparing training grant applications M-FACTIR FACULTY AND TRAINEE INFORMATION RESOURCES A comprehensive database of information for UM Training Programs TRAINING GRANT DATA MART Database of information needed for NIH training grant application data tables Compatible with NIH xTRACT TRAINEE AND FACULTY RECORDS Comprehensive database of trainee and faculty information for everyday support of Training Programs

Using xTRACT and M-FACTIR for Training Grant Preparation Workshop Agenda: Using xTRACT and M-FACTIR for Training Grant Preparation NIH xTRACT Tutorial and M-FACTIR review Matthew Dull, HITS Software Delivery Demonstration of M-FACTIR and xTRACT Cathy Mitchell, CMB Training Grant Admin NIH T32 Application Reviewer Perspective Dr. Bob Fuller Panel Q&A Dianne Gagne, Mary Jo LaPointe, Cathy Mitchell

What is xTRACT? Web application, made by NIH (not Michigan Medical School) Accessible via eRA Commons (via Commons ID & password) Simplifies process and reduces workload when creating data tables for training grant applications and progress reports Some data are pre-populated from xTrain, others are manually entered and will be available for reuse in subsequent applications Soon to be required by NIH for preparation of training grant data tables “Where possible, existing data will be used to pre-populate the xTRACT system, including trainee names and selected characteristics, institutions, grant numbers, and subsequent NIH, AHRQ and other HHS awards.”

xTRACT Training available from NIH https://era.nih.gov/era_training/era_videos.cfm#xtract https://era.nih.gov/files/xTRACT_userguide.pdf “Where possible, existing data will be used to pre-populate the xTRACT system, including trainee names and selected characteristics, institutions, grant numbers, and subsequent NIH, AHRQ and other HHS awards.”

Submit xTRACT Feedback to NIH Questions/comments about xTRACT should be sent to the eRA Service Desk (https://grants.nih.gov/support/) Questions about the table instructions should be sent to the NIH Training Mailbox (NIHTrain@mail.nih.gov) “Where possible, existing data will be used to pre-populate the xTRACT system, including trainee names and selected characteristics, institutions, grant numbers, and subsequent NIH, AHRQ and other HHS awards.”

Getting Into xTRACT https://public.era.nih.gov/commons/ Sign in with Commons ID Click on xTRACT tab RTD means Research Training Dataset

(xTRACT DEMO) RTD means Research Training Dataset

+ Copy from the M-FACTIR report and paste into xTRACT xTRACT then builds the NIH tables for you + This acts like a recap of what Cathy did

How to use M-FACTIR with xTRACT + NIH DATA TABLE as PDF TG DATA MART REPORT

M-FACTIR: Two flexible components Data Mart (input) Consolidates information from institutional data sources with Program-specific information that resides specifically with the Training Programs. Reports (output) Departments Faculty Trainees Applicants Outcomes

Program-Specific Data Data Mart Program-Specific Data (non-Institutional) Institutional Data Manually entered Output Reports Automatically entered Instit Data (available across U-M): Aggregate Departmental statistics; Funding Sources for non-NIH and NIH grants; Applicant Research Experience Non-Instit Data (not available anywhere except from you): Participating Faculty; Mentor-Trainee Relationships; Clearly Associated Trainees

Institutional data are: - necessary for training grant data tables and - available within a U-M database. This means you don’t need to go find it -- it’s already available (eg M-Pathways) and is uploaded automatically Examples: Aggregate Departmental statistics (Table 1) Funding Sources for non-NIH and NIH grants (Table 4) Appointed Trainees (Table 8) From HR, MPathways (Agg Dept), ORSP (Funding), PIBS (APRE)

Program-specific data are: -necessary for training grant applications but -reside only in Training Program records (not available in any U-M database.) Program-specific information is entered manually into M-FACTIR by Training Program grant preparers (such as you): * Participating Faculty * Mentor-Trainee Relationships * Clearly Associated Trainees

Additional Program-specific data Some Program-specific data are not yet supported in M-FACTIR. This information can be added to output Reports in Excel or can be directly entered into xTRACT. * Trainee Months of Prior Full-time Research (PreDoc) * Trainee Prior Institution & GPA (PostDoc) * Trainee Applicant Info (PostDoc) * Trainee Diversity Status (PostDoc) * Trainee Disability Indicator * Trainee Subsequent Position * Trainee Subsequent Grants * Trainee Previous Name * Trainee Leave of Absence * Number of PreDoc, PostDoc, and Short Term Positions * Publication Data (Note: xTRACT links to PubMed)

Getting Into M-FACTIR URL: https://www.umms.med.umich.edu/mfactir/ Credentials: Level 1 password (cosign/kerberos) Access: T32 admins, PIs, other grant preparers, and OGPS staff (Office of Graduate and Postdoctoral Studies) already have access Submit a Help Desk ticket to request access to M-FACTIR (msishelp@umich.edu)

1 Create a PAF in eResearch 2 3 4 5

1 Create a PAF in eResearch: only 3 entries needed

1 Create a PAF in eResearch 2 3 4 5

M-FACTIR DEMO by Cathy

Output Reports 5

Faculty Profile Report 5

Faculty Profile Report 5

Faculty Profile Report 5 A Basic Identifiers (Name, Email, Title/Rank, Department, etc.) Degrees (Type, Date Conferred, etc.) B Employment (Position, Institution, Department, Dates, etc.) C D Training Grants (Award ID, Title, Dates, Costs, etc.) E Research Funding (Award ID, Title, Dates, Costs, etc.) F Mentoring History (Name, Type, Dates, etc.)

Faculty Upload Report (for xTRACT) xTRACT’s faculty upload feature allows you to bulk upload frequently changed details about 1+ faculty members. M-FACTIR generates the data for this file, in the format that is required by xTRACT: Commons ID Rank Research Interest Training Roles (up to 3) Predocs in Training, Graduated, Continued in Research/Related Careers Postdocs in Training, Graduated, Continued in Research/Related Careers

xTRACT

Faculty Upload Report 5

Faculty Upload Report 5 A B C D Basic Identifiers (Commons ID, Rank, Research Interest) Training Roles Predoc Counts (Training, Graduated, Continued) Postdoc Counts (Training, Graduated, Continued)

Training Grant Participants Report An overview of all faculty and trainees associated with your grant. It includes: Award ID, PAF #, Title, Dates, PI(s) Participating Faculty Appointed Trainees Clearly Associated Trainees This is a convenient listing that includes your Appointed Trainees (which are not listed on the Grant Profile in M-FACTIR).

TG Participants Report 5 5

TG Participants Report 5 5 A Basic Grant Identifiers (Award ID, Title, Dates, PAF, PI(s)) Participating Faculty (Name, Status, Start & End Dates, Role) B Appointed Trainees (Name, Status, Start & End Dates) C Clearly Associated Trainees (Name, Status, Start & End Dates) D

Output Reports NEW NEW 5 Faculty Profile (Tables 2,3,4) Faculty Upload (for xTRACT) Training Grant Participants (Faculty, Appointed Trainees, Clearly Assoc Trainees) Department/Program Data (Table 1) Faculty (and their Trainees) by Department (Details for Dept/Program Data report) Trainee Profile (Table 8) Trainee Upload (for xTRACT) Applicants and Entrants (Table 6) Program Statistics (Tables 7 & 8) NEW NEW

Help M-FACTIR User Guide: https://wiki.med.umich.edu/x/LhOTBQ Help Desk Support: msishelp@umich.edu Help Desk will direct questions to the Software Delivery team (HITS)

NIH T32 Reviewer perspective Bob Fuller

Panel

Suggested Timeline for NIH Training Grant Preparation - 1 Standard T32 deadlines: Jan 25, May 25, Sept 25 UMich recommends applying 1.5-2 yr before end of current funding cycle. One year ahead - Review NIH Instructions for preparing Institutional Training Grants and Data Tables Contact alumni if you haven’t maintained regular contact (15 yr) – get cv: need current position, funding, publications Remind trainees and faculty about upcoming renewal – participation is important One year – six months ahead (start early - can update if necessary before submission) Update Participating Faculty list in M-FACTIR and xTRACT. (New application - create PAF first). Contact Participating Departments for Program-specific data on trainees and applicants. Send faculty their individual M-FACTIR profiles for updates, including trainee mentoring. Six months ahead Enter/update Program-specific data in M-FACTIR. Fill in gaps in Program-specific data. Review and confirm institutional data in M-FACTIR. Use Pub-Med to compile trainee publications (via xTRACT). Confirm with trainees and mentors.

Suggested Timeline for NIH Training Grant Preparation - 2 Three – six months ahead PI / TG Directors draft text for Research Training Plan, Diversity, RCR, Rigor, Progress Report. Collect faculty biosketches – update in current biosketch format Personal statement can include information on mentoring experience and mentoring activities Collect trainee research progress statements, publications, awards for Progress Report. Transfer data into xTRACT from M-FACTIR reports. Review draft tables as xTRACT pdfs. Fill in gaps in Program-specific data. Prepare Budget and Budget Justification Collect letters of support, other supporting documents One-three months ahead Complete data tables via M-FACTIR and xTRACT adjust table formats as needed - final xTRACT PDFs are attached to application submit Administrative shell, including table drafts, to Administration Review and finalize text – be sure text is consistent with tables