1. 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

2. 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)

3. 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)

4. 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:

5. 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

6. 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

7. 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

8. 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.”

9. xTRACT Training available from NIH
“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.”

10. Submit xTRACT Feedback to NIH
Questions/comments about xTRACT should be sent to the eRA Service Desk (
Questions about the table instructions should be sent to the NIH Training Mailbox
“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.”

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

12. (xTRACT DEMO)
RTD means Research Training Dataset

13. + 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

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

15. 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

16. 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

17. 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)

18. 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

19. 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)

20. 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

22. 1
Create a PAF in eResearch 2 3 4 5

23. 1
Create a PAF in eResearch: only 3 entries needed

24. 1
Create a PAF in eResearch 2 3 4 5

25. M-FACTIR DEMO by Cathy

26. Output Reports 5

27. Faculty Profile Report5

28. Faculty Profile Report5

29. Faculty Profile Report5 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.) F
Mentoring History (Name, Type, Dates, etc.)

30. 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

31. xTRACT

32. Faculty Upload Report 5

33. 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)

34. 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).

35. TG Participants Report5 5

36. TG Participants Report5 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

37. 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

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

39. NIH T32 Reviewer perspective
Bob Fuller

40. Panel

41. Suggested Timeline for NIH Training Grant Preparation - 1
Standard T32 deadlines: Jan 25, May 25, Sept 25
UMich recommends applying 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.

42. 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