1. M-FACTIR Training Workshop:
Introducing the
Training Grant Data Mart
Presented by:
Office of Graduate & Postdoctoral Studies (OGPS)
Health Information Technology Services (HITS) June 2017

2. Agenda: Introduction to M-FACTIR
Supporting Training Programs in Biomedical Sciences (OGPS)
Mary O’Riordan - Assoc Dean for Graduate and Postdoctoral Studies
New tools for Training Grant preparation (OGPS)
Jessica Schwartz - Director, Office of Training Grant Support
- Training Grant preparation
- M-FACTIR - FACulty and Trainee Information Resources
- Training Grant Data Mart
Basic Fundamentals of the Training Grant Data Mart (HITS)
Matthew Dull - HITS, Software Delivery
Access to M-FACTIR
Input: Data Entry
Output: Reports
Wrap-up and Questions

3. FACULTY AND TRAINEE INFORMATION RESOURCES
New tools for Training Grant preparation
M-FACTIR
FACULTY AND TRAINEE INFORMATION RESOURCES
A comprehensive database of information
for UM Training Programs

4. TRAINING GRANT DATA MART
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

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

6. Training grants provide funding for training
What is involved in preparing a training grant application?
Training grants provide funding for training
of graduate students, postdocs (MD, PhD), medical students, others.
NIH training grant series:
T (eg T32), R (eg R25), K (eg K12).

7. 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)

8. 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 Program Outcomes - 15 yr (Updated yearly for RPPR progress reports)

9. NIH SF424 forms: Institutional Training Grant Instructions
What is involved in preparing a training grant application?
NIH SF424 forms: Institutional Training Grant Instructions
Instructions for Data Tables:

10. NIH xTRACT What is involved in preparing a training grant application?
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
M-FACTIR/Training Grant Data Mart generates Reports
that contain the information required for NIH data tables
and are compatible with NIH xTRACT.

11. TRAINING GRANT DATA MART
M-FACTIR
FACULTY AND TRAINEE INFORMATION RESOURCES
TRAINING GRANT DATA MART
Database of information needed
for NIH training grant application data tables
Compatible with NIH xTRACT
M-FACTIR/TG Data Mart can be accessed by
Training Program Administrators, Training Grant PI’s
and others involved in preparing data tables for NIH training grant applications.

12. Training Grant Data Mart
Goal: To streamline preparation of NIH training grant data tables
Training Grant Data Mart
Challenge 1: Collect up-to-date data for NIH tables from many sources
and consolidate it in one place.
Solution: Training Grant Data Mart consolidates data
from multiple institutional and non-institutional sources.
Advantage: You no longer have to collect data about
Departments Appointed Trainees
Applicants Faculty profiles

13. Training Grant Data Mart
Goal: To streamline preparation of NIH training grant data tables
Training Grant Data Mart
Challenge 2: Deliver data for NIH tables in flexible ways
that fit with NIH formats and future changes.
Solution: Reports present data flexibly
for entry into NIH xTRACT database to generate tables
for creation of your own tables manually using Excel or MS Word.
Advantage: Multiple flexible ways to generate NIH Tables,
even if they change in the future.

14. Create PAF in eResearch
Overview: How to use TG Data Mart to prepare NIH data tables
Training Program Administrator initiates as follows:
Create PAF in eResearch
Required to identify your Training Grant in M-FACTIR
B. Open M-FACTIR to access the TG Data Mart
C. Upload Participating Faculty members

15. D. Institutional sources will automatically collect data for:
Overview: How to use TG Data Mart to prepare NIH data tables
D. Institutional sources will automatically collect data for:
-Departments -Faculty profiles
-Appointed Trainees -Applicants
E. Non-Institutional data are manually uploaded
by Training Program staff
E.g. Mentor-trainee relationships
Clearly associated trainees
F. TG Data Mart generates Training Grant Reports (7)
E.g. Faculty Report

16. Overview: How to use TG Data Mart to prepare NIH data tables
G. Transfer data
Option 1: Transfer data from Reports to NIH xTRACT
xTRACT generates NIH data tables
Option 2: Transfer data from Reports
to create your own data tables in NIH format using Excel or MS Word

17. TGDM D. Institutional Data: START: A. PAF (eResearch) G. Transfer data
Depts, Appointed trainees, Fac profiles, Applicants
START:
A. PAF (eResearch)
G. Transfer data
Option1. xTRACT > tables
B. M-FACTIR
F. Reports
TGDM
C. Participating
Faculty
E. Non-institutional data
Option 2. Manual tables
Training Program-specific Data

18. Agenda: Introduction to M-FACTIR
Supporting Training Programs in Biomedical Sciences (OGPS)
Mary O’Riordan - Assoc Dean for Graduate and Postdoctoral Studies
New tools for Training Grant preparation (OGPS)
Jessica Schwartz - Director, Office of Training Grant Support
- Training Grant preparation
- M-FACTIR - FACulty and Trainee Information Resources
- Training Grant Data Mart
Basic Fundamentals of the Training Grant Data Mart (HITS)
Matthew Dull - HITS, Software Delivery
Access to M-FACTIR
Input: Data Entry
Output: Reports
Wrap-up and Questions

19. Introduction & Project Background
Detailed Agenda: Basic Fundamentals of the Training Grant Data Mart
Introduction & Project Background
Part A - Input: M-FACTIR & Data Entry
Access and Navigation
Grant Participants
Mentor-Trainee Relationships
Part B - Output: Reports
Access & Structure of a Report
How to Use with xTRACT or NIH Tables
Future Reports
User Guide & Help

20. Introduction & Project Background
Detailed Agenda: Basic Fundamentals of the Training Grant Data Mart
Introduction & Project Background
Part A - Input: M-FACTIR & Data Entry
Access and Navigation
Grant Participants
Mentor-Trainee Relationships
Part B - Output: Reports
Access & Structure of a Report
How to Use with xTRACT or NIH Tables
Future Reports
User Guide & Help

21. Preparing training grants is demanding
It's the most difficult thing, because of the many different places we must look for info. I just want it all in one place.
Gathering training grant info is a real pain, I would do twenty R01's before wanting to do one training grant.
From the Program
Administrator
From the PI

22. We heard you. Our New Approach: two flexible components
Input: Data Mart Consolidates information from institutional data sources with non-institutional information that resides specifically with the Training Programs (Program-specific).
Output: Reports, not Tables
Departments
Faculty
Trainees
Applicants
Outcomes
Advantages: Reports can be used to create tables with flexible formats, avoiding strictly formatted tables that are outdated by NIH changes. Reports are easily used with xTRACT.

23. xTRACT TGDM Institutional Data Sources M-FACTIR
Training Grant Data Mart
Output Reports
Manually Create NIH Tables
Non-Institutional Training Program-specific Data

24. Data Mart

25. Non-Institutional Data
Data Mart
Non-Institutional Data
Manually entered
Institutional Data
Automated Data Entry

26. Non-Institutional Data
Data Mart
Non-Institutional Data
Manually entered
Institutional Data
Output Reports
Automated Data Entry

27. What are institutional data?
Institutional data are necessary for training grant applications and are available within a U-M database.
This means you don’t need to go find it -- it’s already somewhere and we’ve found it for you.
Examples:
Aggregate Departmental statistics
Funding Sources for non-NIH and NIH grants
Applicant Research Experience
Institutional data collection speeds up grant application creation by eliminating much of the tedious effort of tracking down data.

28. What are non-institutional data?
Non-institutional data are necessary for training grant applications but not available from any U-M database.
They reside only in Training Program records and so must be uploaded manually, by training grant preparers (such as you):
* Participating Faculty
* Mentor-Trainee Relationships
* Clearly Associated Trainees
Training Program-specific Data

29. Additional non-institutional data
Some non-institutional data are not yet supported by manual data entry into the Data Mart. 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)

30. We imported some historical, non-institutional data
Participating Faculty Mentor-Trainee Relationships Biosketches Mentor-Trainee Relationships from PIBS/PDEP
from M-Train
You can track the historical sources in M-FACTIR:

31. We imported some historical, non-institutional data
Stop entering data into M-Train as of today
Data added to M-Train will no longer be imported.
M-Train data can be viewed for reference until the application is shut down.
M-Train will be shut down on August 1st, 2017

32. Introduction & Project Background
Detailed Agenda: Basic Fundamentals of the Training Grant Data Mart
Introduction & Project Background
Part A - Input: M-FACTIR & Data Entry
Access and Navigation
Grant Participants
Mentor-Trainee Relationships
Part B - Output: Reports
Access and Structure of a Report
How to Use with xTRACT or NIH Tables
Future Reports
User Guide & Help

33. Part B - Output: Reports Part A - Input: M-FACTIR & Data Entry

34. 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)

36. 1
Create a PAF in eResearch 2 3 4 5

37. 1
Create a PAF in eResearch

38. 1
Create a PAF in eResearch: only 3 entries needed

39. 2
Enter Participating Faculty
I have a new or existing training grant and I want to add participating faculty members to it.

40. 3
Enter Clearly Associated Trainees
I have a new or existing training grant and I want to add clearly associated trainees to it.

41. These are not specific to a grant.4
Enter Mentor-Trainee Relationships
I want to add/update mentor-trainee relationships (which faculty member mentors which trainee).
These are not specific to a grant.

42. Introduction & Project Background
Detailed Agenda: Basic Fundamentals of the Training Grant Data Mart
Introduction & Project Background
Part A - Input: M-FACTIR & Data Entry
Access and Navigation
Grant Participants
Mentor-Trainee Relationships
Part B - Output: Reports
Access & Structure of a Report
How to Use with xTRACT or NIH Tables
Future Reports
User Guide & Help 5
TGDM

43. Part B - Output: Reports Part A - Input: M-FACTIR & Data Entry

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

45. Output Reports: How to Access Reports5

47. Credentials: Level 2 username & password

49. Faculty Report 5

50. Faculty Report: Structure5
Faculty Report: Structure

51. A
Basic Identifiers (Name, , 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.)
Mentoring History (Name, Type, Dates, etc.) F

52. Faculty Report: Which Data were Manually Uploaded

53. How to use the Faculty Report5
with xTRACT
Manually Create Tables

54. How to use the Faculty Report with xTRACT
The Faculty Report in the Data Mart corresponds with the Participating Faculty section in xTRACT.

55. The Faculty Report corresponds to the sections in xTRACT.
Copy from the Faculty Report and paste into xTRACT
xTRACT then builds the NIH tables for you

56. Getting Into xTRACT https://public.era.nih.gov/commons/ Sign in
Click on xTRACT
Select your RTD (grant)
Go to a faculty member’s page

59. Faculty Upload Report into xTRACT (coming soon)
xTRACT’s new faculty upload feature allows you to bulk upload frequently changed details about 1+ faculty members:
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
M-FACTIR generates this file for you and it can then be uploaded to xTRACT.

60. Manually creating your own NIH Tables (without xTRACT)
While the Faculty Report was designed with xTRACT in mind, it also corresponds with Grant Tables 2, 3, and 4, if you want to manually assemble your application.

61. Manually creating your own NIH Tables
M-FACTIR Report section(s)
2: Participating Faculty Members
A. Basic Identifiers, B. Degrees, D. Training Grants, F. Mentoring History
3: Federal Institutional Research Training Grants and Related Support Available to Participating Faculty Members
D. Training Grants
4: Research Support of Participating Faculty Members
E. Research Funding
Reports can be used to create tables with flexible formats, avoiding formatted tables that are outdated by NIH changes.

62. Export into Excel to Edit Data5
Export into Excel to Edit Data
All the data in the Reports can be exported into Excel using the Download > Crosstab feature.
This allows you to create a local, editable copy of the data that you can then manipulate as you wish.

63. Revising Data in the Data Mart Reports5
Revising Data in the Data Mart Reports
If a data point in your Report is determined to be incorrect, it can be changed according to its source (which benefits future viewers of the data).
INSTITUTIONAL:
These data come from one of many U-M databases. Contact your Grant Administrator or OGPS to find out who controls this data.
e.g. faculty member’s department
MANUALLY ENTERED:
These data can be changed in the M- FACTIR application. Navigate to the corresponding grant or faculty/trainee page and change the information by uploading the correct data point.
e.g. mentor-trainee relationship end date

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

65. Introduction & Project Background
Detailed Agenda: Basic Fundamentals of the Training Grant Data Mart
Introduction & Project Background
Part A - Input: M-FACTIR & Data Entry
Access and Navigation
Grant Participants
Mentor-Trainee Relationships
Part B - Output: Reports
Access & Structure of a Report
How to Use with xTRACT or NIH Tables
Future Reports
User Guide & Help

66. Help: User Guide M-FACTIR: https://wiki.med.umich.edu/x/EAB1Aw
Faculty Report-specific Help:

67. For follow-up: msishelp@umich.edu
Help Desk Support
For follow-up:
Help Desk will direct questions to the Software Delivery team (HITS)

68. Summary: New tools for preparing NIH Training Grants
Goal: To streamline preparation of NIH training grant data tables
M-FACTIR - comprehensive database for U-M Training Programs
Training Grant Data Mart consolidates data for NIH tables
Institutional data (majority) - automated entry
Non-institutional data (Program-specific) - manual data entry
Data output in form of Reports - flexible formats
Transfer data from Reports to NIH xTRACT to generate data tables
Transfer data from Reports to create your own tables in NIH format
Export data to Excel files to edit
Follow-up:

69. FACULTY AND TRAINEE INFORMATION RESOURCES
New tools for Training Grant preparation
M-FACTIR
FACULTY AND TRAINEE INFORMATION RESOURCES
A comprehensive database of information
for UM Training Programs

70. Questions/Comments?