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SHORTENING THE REVIEW CYCLE: A PILOT PRAC JANUARY 23, 2006 EILEEN W. BRADLEY, D.Sc. for the Committee Center for Scientific Review National Institutes of Health Department of Health and Human Services

THE GOAL TO ALLOW AMENDED APPLICATIONS TO BE SUBMITTED FOR THE VERY NEXT CYCLE TO ALLOW AMENDED APPLICATIONS TO BE SUBMITTED FOR THE VERY NEXT CYCLE

THE COMMITTEE Olivia Bartlett, Ph.D. National Cancer Institute Bettie J. Graham, Ph.D. National Human Genome Research Institute Marcia Hahn Office of Extramural Research Robert Hammond, Ph.D. Consultant Jack Jones, Ph.D. Center for Information Technology John J. McGowan, Ph.D. National Institute of Allergy and Infectious Diseases Belinda Seto, Ph.D. National Institute of Biomedical Imaging and Bioengineering Sophonia Simms, M.S., P.M.P. Office of Extramural Research Philip Smith, Ph.D. National Institute of Diabetes & Digestive & Kidney Diseases CSR Staff Eileen Bradley, D.Sc. (Chairperson) Suzanne Fisher, Ph.D. Richard Panniers, Ph.D. Donald L. Schneider, Ph.D. Thomas Tatham, Ph.D. Terra L. Vinson, M.P.A.

SPECIFIC RECOMMENDATIONS IMPLEMENT A PILOT IN A FEW STUDY SECTIONS FOR NEW INVESTIGATORS EVALUATE PILOT--EXPAND TO ALL NEW INVESTIGATORS EVALUATE AGAIN—EXPAND TO ALL APPLICANTS

NOW-- APPLICATIONS COMING IN FEB 1 AMENDED BACK ON NOV 1 NEW APPLICATIONS COMING IN FEB 1 AMENDED BACK ON JULY 20!!!!

REQUIREMENTS NEW RECEIPT DATE FOR AMENDED APPLICATIONS RE-ENGINEERING PROCESSES IN RECEIPT & REFERRAL AND REVIEW--- LESS TIME FOR EVERYONE ASAP SUMMARY STATEMENTS COMMUNICATION WITH PROGRAM STAFF APPLICATIONS EASILY FIXABLE & RETURN TO SAME STUDY SECTION NOTIFICATIONS EVALUATION INSTRUMENT RESOURCES

7/20 R01* Amended 11/20 R01* Amended Cycle 1 (Feb – Oct) Cycle 2 (Jun – Feb) Cycle 3 (Oct – Jun)

IMPLEMENTATION FOR R&R Separate receipt dates for new investigator amended proposals Amended proposals auto-assigned—no validation/referral again Expedite processing of applications to IRG—to assist SRA working ‘up front’ Shorten windows for RFAs/PARs receipt

HOW? Add temporary help Add temporary help Shift current staff as needed Shift current staff as needed auto-assignment—no referral auto-assignment—no referral Request RFA/PAR short delay in receipt Request RFA/PAR short delay in receipt

IMPLEMENTATION FOR REVIEW Schedule review meetings between May 15 - June 15 Schedule review meetings between May 15 - June 15 Shorten time to mail-out Shorten time to mail-out Shorten time for reviewers Shorten time for reviewers - no less than 1 month - no less than 1 month Expedite new investigator summary statement releases Expedite new investigator summary statement releases Active communication with Program Active communication with Program

HOW? Meetings already in that window, or changed Meetings already in that window, or changed Utilize Internet Assisted Review (IAR) more fully Utilize Internet Assisted Review (IAR) more fully Give access to proposals earlier Give access to proposals earlier Emphasize 100% compliance for posting critiques Emphasize 100% compliance for posting critiques

HOW? Limit ‘edit’ phase in IAR Limit ‘edit’ phase in IAR ---edit at meeting ---edit at meeting ---DEAS provides files as soon as edit phase closes—THERE IS NO ‘MERGING’ WITH IAR ---DEAS provides files as soon as edit phase closes—THERE IS NO ‘MERGING’ WITH IAR Lower half means at least 50% Lower half means at least 50% Emphasize triangulation Emphasize triangulation

TRIANGULATION Applicant Applicant Program Review Program Review

TRIANGULATION Applicant Applicant Program Review Program Review

TRIANGULATION COMMITTEE OUR DR. PHIL…..PHIL SMITH, PH.D., NIDDK WILL CHAIR OUR DR. PHIL…..PHIL SMITH, PH.D., NIDDK WILL CHAIR RESPONSIBILITIES INCLUDE COMMUNICATION BETWEEN REVIEW AND PROGRAM STAFF INVOLVED IN THE PILOT RESPONSIBILITIES INCLUDE COMMUNICATION BETWEEN REVIEW AND PROGRAM STAFF INVOLVED IN THE PILOT

NOTIFICATIONS NIH Guide Notice— Released 11/30/2005 NIH Guide Notice— Released 11/30/ OD html OD html Investigator Notification --- Investigator Notification --- Program Notification---List available in IMPAC ll - Feb/March Program Notification---List available in IMPAC ll - Feb/March SRA note on Summary Statement—Done SRA note on Summary Statement—Done

EVALUATION Office of Evaluation—Application to fund a contractor to design evaluation—in progress Office of Evaluation—Application to fund a contractor to design evaluation—in progress Evaluation Committee in place—Bettie Graham, Ph.D., Chair Evaluation Committee in place—Bettie Graham, Ph.D., Chair stakeholders and timelines identified stakeholders and timelines identified Instrument development expert has been identified Instrument development expert has been identified

RESOURCES FOR PILOT RECEIPT AND REFERRAL RECEIPT AND REFERRAL - temporary staff - temporary staff REVIEW REVIEW - teamwork - teamwork - organization - organization - streamlining - streamlining - creativity - creativity

IRG CHIEFS INVOLVED IN PILOT INVOLVED IN PILOT LOOK AT RESOURCES AND STRATEGIES LOOK AT RESOURCES AND STRATEGIES WORK WITH EVALUATION COMMITTEE WORK WITH EVALUATION COMMITTEE WORK WITH TRIANGULATION COMMITTEE WORK WITH TRIANGULATION COMMITTEE COMMUNICATION WITH SRA COMMUNICATION WITH SRA

STAY TUNED: FILM AT 11