Using M-FACTIR Reports

Using M-FACTIR Reports
Training Grant Workshop: Using M-FACTIR Reports for NIH Data Tables 1,2,3,4,6,8 Thurs Nov 29, 2018 Fri Nov 30, 2018 Jessica Schwartz Director, Office of Training Grant Support

Agenda: Using M-FACTIR for preparing NIH Data Tables
Announcements: - New! Hands-on Training Grant Support - OGPS Website – Training Grant Resources Overview of M-FACTIR: Training Grant Data Mart - M-FACTIR design and capabilities - Updates on M-FACTIR Reports for Tables 1,2,3,4,6,8 - Linking M-FACTIR Reports with NIH Tables NIH Data Table 8: Training Outcomes - for annual progress report (RPPR) and Training Grant applications NIH Data Table 6: Applicants and Entrants - for Training Grant applications Timeline for Training Grant Preparation Open discussion

Process for contacting the Training Grant Support Staff:
New! Hands-on Training Grant Support Experienced Training Grant Administrators will advise and provide hands-on support Margaret Allen Cathy Mitchell Available part time to provide advice on Training Grant Administration - Pre-Award and Post-Award advice. Will share their extensive hands-on experience with M-FACTIR and xTRACT. (They do not prepare tables). Will consult and demonstrate, by pre-arrangement. For individuals, training grant teams and small group sessions. Process for contacting the Training Grant Support Staff: Send an arrange a consultation with Margaret and/or Cathy 2. You will receive a short list of questions for Margaret and Cathy to better serve your needs. 3. An appointment will then be scheduled 4. Departments outside of the Medical School will need to provide a shortcode to cover these consulting costs. .

OGPS Website: Resources for Training Grant Directors and Administrators
Link to OGPS website: Navigate to Faculty and Staff>Training Grant Directors & Administrators Training Grant Preparation (Pre-Award) Timeline for Training Grant application preparation Section by section links and guidelines Training Program Administration (Post-Award) Training Program Components and Activities Diversity, Responsible conduct of research, Rigor & Transparency, Professnl Devel Logistics and budget/financials Quick Links to Resources at University of Michigan and at NIH – including: List of NIH funded grants at UM – Directory of PIs and Admins M-FACTIR. (Faculty and Trainee Information Resource) NIH xTRACT and NIH updates for Training Grants Office of Training Grant Support:

“Training Grant Data Mart”
Overview of M-FACTIR “Training Grant Data Mart” A University of Michigan resource for: - assembling data for NIH Training Grant data tables - delivering it in Reports compatible with NIH xTRACT.

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 – depts, faculty, trainees, applicants, outcomes 3. Diversity 4. Responsible Conduct of Research (RCR) Training in Rigor and Transparency Professional Development Additional Training Grant components: Abstract and Narrative Budget and justification Resources: Facilities and Equipment Progress Report (renewals) Biosketches Introduction (resubmission) Letter of Institutional Support

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:

Data Tables for NIH T32 Training Grants
ENVIRONMENT Table 1. Census of Participating Departments and Interdisciplinary Programs FACULTY Table 2. Participating faculty members. (Start with this) 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 Table 8. Program Outcomes - 15 yr (Updated yearly for RPPR progress reports

FACULTY AND TRAINEE INFORMATION RESOURCES
Tools for Training Grant preparation M-FACTIR FACULTY AND TRAINEE INFORMATION RESOURCES A comprehensive database of information for UM Training Programs

Sequence for Training Grant Preparation
DATA ENTRY DATA OUTPUT A. Initiate PAF (eResearch) F. Open Reports Depts ,Fac, Trainees, Applicants Outside of M-FACTIR G. Generate Data Tables B. Open M-FACTIR C. Enter Participating Faculty xTRACT Manual 1. Transfer data TG DATA MART D. Enter Program-Specific Data 2. Tables E. Institutional Data – auto entry Depts, Appointed trainees, Fac profiles, Applicants H. Attach tables as pdf

M-FACTIR Output Reports
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. General: Training Grant Participants (Faculty, Appointed Trainees, Clearly Associated Trainees) Faculty: Member Profile (Tables 2,3,4) Faculty Upload Template (for xTRACT) Faculty Research Funding (Table 4) Trainee Profile (Table 8) Trainee Upload (for xTRACT) Applicants and Entrants (Table 6) – preview Department/Program Census (Table 1) Department/Program Faculty Detail Department/Program Trainee Detail Program Statistics (Table 8) under construction

Linking M-FACTIR Reports with NIH Tables
NIH Data Table M-FACTIR Reports Table 1. Dept and Program census Dept/Program Census Faculty Detail Trainee Detail Table 2. Participating faculty, mentoring history Faculty Member Profile Faculty Upload Table 3. Training grants available to faculty Faculty Member Profile Table 4. Faculty funding Faculty Research Funding Table 5. Publications Use PubMed in xTRACT (not part of M-FACTIR) Table 6. Applicants Applicants and Entrants Table 7. Trainee Appointments Program data (not part of M-FACTIR) Table 8. Trainee Outcomes Trainee Profile Trainee Upload

Applicants, Entrants, and their Characteristics
Today Table 8: Program Outcomes Use M-FACTIR Reports: Trainee Profiles, Trainee Upload Table 6: Applicants, Entrants, and their Characteristics for the Past Five Years Use M-FACTIR Report: Applicants and Entrants

Table 8. Program Outcomes – for past 15 years
PART 8A – PREDOCTORAL PART 8B – SHORT-TERM PART 8C – POSTDOCTORAL PART 8D - UNDERGRADUATE FOR EACH (A-D) : PART I – Those Appointed to the Training Grant PART II – Those clearly associated with the Training Grant PART III – Recent graduates (new or expanded application only – past 5yr) PART IV - Statistics - calculate % PhD (entered 10 yr ago) calculate average time to degree (past 10 yr) JS

Table 8. Program Outcomes – for past 15 years
PART 8A – PREDOCTORAL PART 8B – SHORT-TERM PART 8C – POSTDOCTORAL PART 8D - UNDERGRADUATE

Table 6. Applicants, Entrants, and their Characteristics for the Past Five Years
PART 6A – PREDOCTORAL PART 6B – POSTDOCTORAL Table 6 Rationale These data permit the evaluation of the ability of participating departments/interdepartmental programs to recruit trainees. These data are useful in assessing the selectivity of the admissions process, the competitiveness of the training program, and the appropriate number of training positions to be awarded. JS

Trainee Report Trainee Upload Report Applicants and Entrants
M-FACTIR Reports Trainee Report Trainee Upload Report Applicants and Entrants Presented by: Jamie Croy Business Systems Analyst Senior HITS Learning Technical Services

M-FACTIR Reports Demonstration November 29 and 30, 2018
Jamie to begin demo

Use M-FACTIR with xTRACT for NIH Applications +
DATA TABLE as PDF TG DATA MART REPORT

Using M-FACTIR Reports to Assist with NIH Training Grant Applications
Access M-FACTIR Jamie to begin demo M-FACTIR URL: To request access to M-FACTIR, submit a service request to HITS via help.med.umich.edu or by calling the Service Desk at (734)

M-FACTIR Review 1 2 3 1. Training Grants: The Training Grant search queries eResearch, allowing you to view and enter information for Training Grants (PAFs) entered in that system. (Add, update or delete Participating Faculty and Clearly Associated Trainees.) 2. Faculty & Trainees: The Faculty and Trainee search queries the entire university, allowing you to view and enter information about researchers in any department in any school. (Add, update or delete mentor-trainee relationships.) 3. Reports: A suite of reports that are useful for entering training grant information into NIH’s xTRACT. The reports combine information entered into M-FACTIR with hundreds of other trainee, faculty, and training grant data from institutional sources across the university. Jamie to begin demo

Access M-FACTIR > Reports Jamie to begin demo

Using M-FACTIR Reports to Review and Upload Trainee Details
Access Trainee and Trainee Upload Reports Jamie to begin demo Today we will be reviewing several reports. We are going to start with the trainee related reports and then move on to the applicants and entrants report. For the sake of this presentation and how the reports work with xTRACT, we are going to start with the trainee upload report, add those trainees into xTRACT and then we’ll run the Trainee report to get additional details about each of the trainees to add into xTRACT.

Trainee Upload Report Jamie to begin demo

Trainee Upload Report The Trainee Upload report lists all of the trainees associated with the training grant to upload into xTRACT. An NIH Commons User ID is required for the trainee upload into M-FACTIR Appointed and Clearly Associated trainees are included in this report Appointed Trainees are automatically added in M-FACTIR from institutional sources Clearly associated trainees need to be uploaded into M-FACTIR (Instructions for adding Trainee/Mentor Relationship and uploading Clearly Associated Trainees) The Trainee Name column is for your convenience but it must be deleted prior to the upload into xTRACT Important Tips related to the Trainee Upload report: Jamie to begin demo

AccessTrainee Upload Report Jamie to begin demo Today we will be reviewing several reports. We are going to start with the trainee related reports and then move on to the applicants and entrants report. For the sake of this presentation and how the reports work with xTRACT, we are going to start with the trainee upload report, add those trainees into xTRACT and then we’ll run the Trainee report to get additional details about each of the trainees to add into xTRACT.

Trainee Upload Report Select appropriate PAF from the Select PAF dropdown listing. M-FACTIR Trainee Upload Report in Tableau

Training Grant Award ID
Trainee Upload Report PAF Dropdown Details Jamie to begin demo PAF ID Training Grant Award ID Award Dates

M-FACTIR Trainee Upload Report in Tableau
Jamie to begin demo M-FACTIR Trainee Upload Report in Tableau

Trainee Upload Report A C E G I Trainee Name Trainee Type Start Date
(Remove before upload) Trainee Type Start Date Research Topic Faculty Mentor by Commons User Id2 B D F H Commons User Id In-Training Indicator End Date Faculty Mentor by Commons User Id1 End dates with 3999 is used for trainees that are current (no real end date) M-FACTIR Trainee Upload Report in Tableau

Trainee Upload Report Download Report to Excel to prepare/edit file for xTRACT 1 2 Jamie to begin demo 3

Trainee Upload Report Prepare File for xTRACT Upload
Tips for Preparing File for xTRACT Upload Update the Date fields to MM/YYYY format from Excel default format Delete trainee rows with no Commons User ID Delete the Trainee Name column and Row Number column Save file as a Tab-Delimited TXT file, required by xTRACT Jamie to begin demo Trainee Upload file in Excel

Adding Trainees into xTRACT
To Access xTRACT: Sign in with Commons ID Click on xTRACT tab Note xTRACT terminology: ‘RTD’ = Research Training Dataset

Search for Training Grant in xTRACT Select the Training Grants Tab Enter search criteria Click ‘Search Training Grants’ xTRACT 1 2 3

Search for Training Grant Locate the Training Grant of interest from search results Click on the appropriate button in the Action column xTRACT

Adding Department And Program Information into xTRACT
On the Prepare Research Training Dataset (RTD) for Renewal page, select “Participating Trainees” from the RTD menu xTRACT

Trainee Upload Report and xTRACT
Uploading Trainee details into xTRACT In xTRACT, navigate to the Participating Trainee section Click the Upload Participating Trainees button Jamie to begin demo Participating Trainee page in xTRACT

Uploading Trainee details into xTRACT Review the notes regarding the upload process Click the Browse button to select the trainee file to be uploaded Jamie to begin demo Upload Participating Trainee page in xTRACT

Upon selecting a file, an Upload Confirmation will display. Click Proceed to continue. After the upload is complete, a notice of a successful upload will display. Jamie to begin demo Upload Participating Trainee page in xTRACT

Confirm Uploaded Trainees: Return to Participating Students page Jamie to begin demo Participating Students page in xTRACT

Trainee Upload Error Example Jamie to begin demo Uploading Participating Student error message in xTRACT

Trainee Report Jamie to begin demo

Trainee Report The Trainee report provide individual trainee profile information, including training details, mentors, degrees, support during training and post-training positions. All information in this report is populated from institutional sources, with the exception of the Mentor data section The Mentor section is populated based on information uploaded into M-FACTIR using the Mentor/Trainee Relationship upload. Support During Training includes the trainees full financial history Important Tips related to the Trainee report: Jamie to begin demo

Access Trainee Report Jamie to begin demo Today we will be reviewing several reports. We are going to start with the trainee related reports and then move on to the applicants and entrants report. For the sake of this presentation and how the reports work with xTRACT, we are going to start with the trainee upload report, add those trainees into xTRACT and then we’ll run the Trainee report to get additional details about each of the trainees to add into xTRACT.

Trainee Report Select a Trainee
Choose Department/Program to narrow the Trainee list down to only those trainees associated with a department/program Choose Trainee Name to view details associated with selected trainee Jamie to begin demo M-FACTIR Trainee Report in Tableau

Trainee Report Jamie to begin demo M-FACTIR Trainee Report in Tableau

Trainee Report – Part A A
Basic Identifiers (Name, , Department, etc.) B Training (Dept/Program, Trainee Type, Dates, etc.) Jamie to begin demo C Mentors (Name, Type, Dates, etc.) D M-FACTIR Trainee Report in Tableau Degrees (Degree, Dates, Status, etc.)

Trainee Report – Part B E Support During Training (Source, Type, Dates, Amounts, etc.) Jamie to begin demo F Post Training Positions (Position, Institution, Dates, etc.) Leave of Absence History (Category, Dates, etc.) G M-FACTIR Trainee Report in Tableau

Adding Department And Program Information into xTRACT
On the Prepare Research Training Dataset (RTD) for Renewal page, select “Participating Trainees” from the RTD menu xTRACT Return to the Participating Students page in xTRACT

Trainee Data in xTRACT Add Trainee Data into xTRACT
For each student, click Edit to add additional information. Jamie to begin demo Participating Students page in xTRACT

Trainee Data in xTRACT Open All Section or to expand each individual section, click the + by each section title Jamie to begin demo Participating Student Details page in xTRACT

Trainee Data in xTRACT Use the Edit button to modify/add trainee information. Jamie to begin demo Participating Student Details page in xTRACT

Trainee Data in xTRACT Trainee Report in Tableau
Jamie to begin demo Participating Student Details page in xTRACT

Trainee Report Information in
Table 8 Trainee Outcomes section on NIH Application Trainee Report Information in Table 8 Trainee Outcomes on NIH Application Jamie to begin demo Trainee Report in Tableau

Applicants and Entrants Report
Jamie to begin demo

Applicants and Entrants
The Applicants and Entrants report provides requested information on applicants and entrants associated with a Department/Program. Currently only predoc information is available within this report This report will be released soon. It is currently going through the beta testing/data validation process. Important Tips related to the Applicants and Entrants report: Jamie to begin demo

Jamie to begin demo M-FACTIR Reports Page

Search for or select a PAF. Jamie to begin demo M-FACTIR Applicants and Entrants Report in Tableau

Training Grant Name (first 70 characters)
Applicants and Entrants PAF Dropdown Details Grant Begin Date Grant Award ID Training Grant Name (first 70 characters) Jamie to begin demo Training Grant Dates PAF ID

Jamie to begin demo M-FACTIR Applicants and Entrants Report in Tableau

M-FACTIR Applicants and Entrants Report in Tableau
Jamie to begin demo

Training Grant Details: PAF, Award ID, Dates and Academic Year Jamie to begin demo Predoctoral Applicants, Entrants and Their Characteristics: Dept/Program, Total Applicant Pool, Applicants Eligible for Support, New Entrants to the Program, New Entrants Eligible for Support, and New Entrants Appointed to Program B C GPA: Mean GPA, Lowest GPA and Highest GPA

Prior Institutions: Institutions, New Entrants to the Program, New Entrants Eligible for Support, and New Entrants Appointed to Program Jamie to begin demo E Diversity: Percent underrepresented Racial & Ethnic Groups, New Entrants to the Program, New Entrants Eligible for Support, and New Entrants Appointed to Program

Adding Applicants and Entrants data into xTRACT

Adding Applicants and Entrants Data into xTRACT

xTRACT Applicants and Entrants Page
Adding Applicants and Entrants Data into xTRACT Add Applicants and Entrants data into xTRACT Navigate to Applicant and Entrants Enter start year of the most recent completed academic year Click Submit Click on Pre-Doc Applicants and Entrants 2 Jamie to begin demo 3 4 1 xTRACT Applicants and Entrants Page

xTRACT Applicants and Entrants Page
Add Applicants and Entrants data into xTRACT Select the corresponding academic year Expand all sections 1 2 Jamie to begin demo xTRACT Applicants and Entrants Page

Add Applicants and Entrants data into xTRACT Applicants and Entrants Report in Tableau xTRACT Applicants and Entrants Page Jamie to begin demo Applicants and Entrants section on NIH Application

Applicants and Entrants Report in Tableau

Add Applicants and Entrants data flow from M-FACTIR to NIH Application Table Applicants and Entrants Report in Tableau xTRACT Applicants and Entrants Page Jamie to begin demo Applicants and Entrants section on NIH Application

Suggested Timeline for NIH Training Grant Preparations
Jamie to begin demo

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 faculty and trainees 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 - initiate 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 and letters of support, to Administration Review and finalize text – be sure text is consistent with tables

Prior Presentations for NIH Data Table prep
Table 1 Roundtable Aug 9, 2018 Table 2 Roundtable May 31/June 6, July 26, 2018 Table 3 Roundtable May 31/June 6, 2018 Table 4 Roundtable May 31/June 6, July 26, 2018 Table 5 Roundtable Aug 9, 2018 Table 6 Workshop Nov 29/30, 2018 Table 7 N/A - Program data Table 8 Workshop Nov 29/30, 2018 Powerpoint files from prior presentations are posted on OGPS website

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