october 16, 2015 version 4.05 - national institutes of health instruction documents/rss... ·...

Grants Systems website: http://collab.niaid.nih.gov/sites/otis/SAISB/blue/default.aspx

Grants Systems email: [email protected]

Role Responsibility Name Date

Grants Program Manager Approver L. Nguyen 10/01/2015

Project Manager Reviewer K. Anchala Raga 10/01/2015

Requirements Analyst Author R. Raab 10/01/2015

NIH Confidential © NIH 2015. Contains confidential and/or proprietary information to NIH and its affiliated organizations which shall not be used, disclosed or reproduced in any format by any non-NIH party without NIH’s prior written permission. Address any questions regarding the content of this document to: Loi Nguyen Grants Program Manager 5601 Fishers Lane Rockville, MD 20852

October 16, 2015 Version 4.05.0

RSS Release Notice Version 4.05.0

NIH Confidential of 16

Release Summary New functionality and enhancements:

Description TFS Role 1. Admin > All Meetings >Start Date Column on All Meetings page 29151 SRO 2. Admin > All Reviewers > Meetings of a Reviewer 29150 SRO 3. Assignments > Add offerors name on the assignment popup for that proposal. 31424 SRO 4. Completed Docs > Reviewer Meeting Documents > move buttons above grid; language changes 8141 SRO 5. Create Meeting > Edit Meeting - Allow associating multiple solicitations to a meeting 38495 SRO 6. Create Meeting > Edit Meeting - Proposal ID validity check 35835 SRO 7. Create Meeting > Edit Meeting > Expand Info > Remove 'Delete After Date' from create/edit forms 34681 SRO 8. Create TESS > Move Determination of Technical Acceptability signature box under TECs 31423 all roles 9. Details > Post-Review Meeting Minutes > remove SEP number; add Institution, field tooltips 44697 Reviewer 10. Details > Pre-review Process > disclosure & confidentiality update 44966 Reviewer 11. Details > Pre-Review Process > Hide start button after COI started 35051 Reviewer 12. Details > Pre-review Process > Summary - reviewer confirmation required to generate COI docs 45477 Reviewer 13. Expertise > Download - Combine Reviewer Expertise into One Chart 32132 SRO 14. Header Page > updated Help email and Phone Number 45465 all roles 15. Invitation Email - updated phone/web links 45480 Reviewer 16. Multiple pages > updated with contract-specific terminology; TESS question edits 34697 all roles 17. Proposals > Display Reviewer Assignment list on Proposals page 29392 Reviewer 18. Proposals > Fill TESS - added Select Reviewer dropdown and a link to scoring matrix 34123 Reviewer 19. Proposals > Fill TESS - display floating message when Post Review Edit Date has passed 8144 Reviewer 20. Proposals > Fill TESS - Restore 'Export Responses' and 'Export Special Issues' buttons 8140 Reviewer 21. Proposals > Fill TESS > Post Review Edit Date/Time; Reviewer Block View Date/Time 34704 Reviewer 22. Proposals > Fill TESS > Reviewer may not Submit TESS to SRO before meeting start date 36919 Reviewer 23. Proposals > Fill TESS > TESS Score can be Zero 34990 Reviewer 24. Proposals > Fill TESS > View TESS - Issue with TESS Headers 45470 Reviewer 25. Proposals > Key Persons -Issue with Pre Review Process - Error on saving COI 45481 SRO 26. Proposals > States/cities for KP/KI should not be required. 31624 SRO 27. Reviewers > COI > Add Offeror Column to COI table 34699 SRO 28. Reviewers > Display Reviewer Online status to SRO 31425 SRO 29. Scores > add submission date & time info; auto-refresh page data 33730 SRO 30. Scores > Export ALL > Combine Score Matrices exports into a single export 33723 SRO 31. Scores > Name column should be wider 8142 SRO 32. Submit TESS > FILL TESS - Add Export/Import TESS functionality to SRO Side 31614 SRO 33. Submit TESS > Required field Validation for TESS on SRO 22476 SRO

Not referenced in this document are minor system changes and fixes that do not directly alter the user experience.

If you have any questions, please feel free to contact the Grants Program Manager for further information.



Release Functionality – SRO Module Administration

TFS 29151, 29150

Navigation My Meetings → Administration

Role SRO

Prerequisite Must be assigned to a meeting as an SRO; Meeting must have Reviewers of any status

Details

Added Meeting Start Date to the All Meetings page. Meetings are sorted by start date with the newest meetings at top Go to Administration > All Meetings Meeting Start date is next to the Title and the list is sorted by descending date

Ability to identify meetings that Reviewers and other Staff are assigned to Go to Administration > All Reviewers > Action > The page lists reviewer meetings with a link to the meeting page

Go to Administration > Staff > Action > The page lists staff meetings with a link to the meeting page

Module Assignments

TFS 31424

Navigation My Meetings → Select Meeting → Assignments

Role SRO

Prerequisite Meeting must have a Proposal, KI, and KP

Details

Assignments grid has the Proposal and Offeror name listed



Module Completed Docs

TFS 8141

Navigation My Meetings → Select Meeting → Completed Docs → Reviewer Meeting Documents

Role SRO


Details

In the Reviewer Meeting Documents page, the meeting minutes and download all buttons are now above the grid 1. Warnings are enhanced visually so the user won’t miss them 2. Download and View options have separate buttons 3. Changed 'Application' to 'Proposal' in heading

Module New Meeting / Edit Meeting / Expand Info

TFS 38495, 35835, 34681

Navigation My Meetings → Create a New Meeting My Meetings → Edit Meeting My Meetings → Expand Info

Role SRO


Details

Multiple solicitation numbers can be added to a single meeting through a picklist selector



The validation of the Proposal ID (DEA number) on the meeting create/edit form was refactored in response to a security scan

The 'Delete After Date' has been removed from the meeting details when clicking the 'Expand Info' button

Module Expertise

TFS 32123

Navigation Meetings → Expertise → Download Reviewer Expertise Report

Role SRO

Prerequisite Meeting must have an Expertise profile, Proposal, Reviewers,

Details

Expertise page has a button that outputs an Excel report showing all the reviewer report information.

Module Create TESS / Special Issues Section

TFS 34697

Navigation Meetings → Create TESS → Add TEC Meetings → Create TESS → View TESS Form

Role SRO

Prerequisite User must be assigned to meeting

Details

All labels referencing ‘Evaluation’ are replaced with ‘TESS’ Changed 'Add Question' to 'Add TEC' Changed 'Section' label to 'Criterion Title' Changed 'Question' label to 'TEC'



Special Issues Section – changes: o Section 2 get captures

What is wrong with Question wording? change 'is' to 'are' ? Add 'If Yes' to beginning of question Remove 'Not Applicable'

o Section 4 Add 'If Yes' to beginning of question Remove button for 'N/A 'Recombinant DNA Involved?'

o Section 7 Add 'If Yes' to beginning of question Remove ‘Not Applicable’

Module Proposals

TFS 34697, 31624, 45481

Navigation Meetings → Proposals

Role SRO

Prerequisite User must be assigned to meeting

Details

Proposals 1. rename Applications tab to 'Proposals' 2. change button 'Create a new Application' to 'Create a new Proposal' 3. make 'Offeror' Column second and remove 'Application/proposal Column'

Proposals > Key Persons / Key Institute 1. No maximum limit on the entry count 2. Neither City nor State are required for a KI or KP

Proposals > Create a New Proposal 1. change 'Create a new application' to 'Create a new Proposal' in breadcrumb



2. First Field should be 'Offeror Name' 3. Second Should be Proposal Title 4. Institution City not required

Proposals > Split this Meeting > Select Proposals to Transfer 1. 'Select Applications to Transfer' change to 'Select Proposals to Transfer' 2. Change second column form 'Application/Contract Id' to 'Proposal ID'

Module Reviewers

TFS 34697, 34699, 31425

Navigation Meetings → Reviewers → View/Edit COI

Role SRO

Prerequisite Must be assigned to a meeting as an SRO; Meeting must have Reviewers of any status

Details

The SRO can see when Reviewers are logged into RSS 1. A green dot to indicate user is Active under the Online column 2. Interaction with RSS (navigating, opening files, tabs, etc.) is considered ‘Active’

Reviewers > View/Edit COI > Conflict of Interest

1. The SRO needs to click the 'Confirm and Notify' button when overriding a conflict status.



2. Reminder message and a red border on the 'Confirm and Notify' button to call attention to it 3. Validation Steps:

SRO opens reviewer COI section SRO selects 'Override', 'Override and Continue', and is returned to prior page SRO must click 'Confirm and Notify' (now outlined in red) to complete the override action

Module Scores

TFS 8142, 33730, 33723

Navigation Meetings → Scores → Export All

Role SRO

Prerequisite Reviewers must submit TESS of assigned proposals

Details

Scores > 1. Page data (submissions, scoring) will auto-refresh update every 5 seconds 2. The Critique Score Matrix page now has the Submission Date and Time in the Name column, and the Average

Score below the Total Points line Scores > Export All

1. Combine the Score Matrix exports into a single export. - Expertise / Download reviewer expertise



2. Expertise report - shows reviewers and their scores 3. The scores table should have values for Total (Total) and for Total Average. 4. Page has an 'Export All' button

Module Submit TESS

TFS 22476, 31614,

Navigation Meetings → Submit TESS → Fill TESS → Export TESS Form Meetings → Submit TESS → Fill TESS → Import TESS Form

Role SRO

Prerequisite Reviewers must submit TESS of assigned proposals

Details

Submit TESS > Fill TESS > 1. SRO can now Export TESS Form and Import TESS Form when viewing a reviewer's TESS. 2. Score, Determination of Technical Acceptability, and Signature are required for submission. Validation messages

should appear next to these fields if they are missing valid values.



Release Functionality – Reviewer Module Invitation Email; Pre-Review Process Confidentiality and Disclosure forms

TFS 45480, 44966, 35051, 45477

Navigation NIH RSS Invitation → My Meetings → Meeting → Pre-Review Process → Lobbyist/Confidentiality NIH RSS Invitation → My Meetings → Meeting → Pre-Review Process → Pre-Review Certification NIH RSS Invitation → My Meetings → Meeting → Pre-Review Process → Summary

Role Notified / Potential Reviewer

Prerequisite SRO has added Pending Reviewer account to RSS

Details

The NIH RSS Invitation email that is sent to Notified Reviewers contains the new support phone number (240-669-5617) and updated YouTube video instruction links

Pre-Review Confidentiality and Disclosure forms have verbiage updates to match changes by NIH OER



Pre-Review process ‘Start’ button the start button is only visible when the reviewer has not yet started the COI steps (Notified). After the reviewer has completed the first step, the button should not appear.

Pre-Review process Lobbyist/Confidentiality and Pre-Review Certification pages now require a pending reviewer to complete all fields to confirm and generate ‘pre and post COI’ documents that are visible to the SRO in Completed Docs



Module Post-Review meeting Minutes

TFS 44697

Navigation My Meetings → Meeting → Post-Review Meeting Minutes

Role Reviewer Chair

Prerequisite Meeting start date must be less than the current date

Details

The post-review meeting minutes template completed by the Reviewer Chair during or post-meeting is updated with the following to accommodate all IC (not just NIAID) or clarify wording:

1. SEP Number is removed 2. IC merged with ‘institution’ field 3. Field Tooltips to assist Chair with minutes certification

Module Proposals

TFS 29392, 34123, 34990, 45470, 8140, 36919, 8144, 34704

Navigation My Meetings → Meeting → Proposals → View Assignments My Meetings → Meeting → Proposals → Fill TESS → Score Comparison Chart My Meetings → Meeting → Proposals → Fill TESS → View TESS My Meetings → Meeting → Proposals → Fill TESS → View Spec. Issues

Role Reviewer

Prerequisite Reviewer must have Proposal Assignments



Details

'Applications' tab is renamed 'Proposals' 'Fill Form' link is renamed 'Fill TESS’ 'Export Responses' (renamed View TESS) and 'Export Special Issues' (renamed View Spec. Issues) buttons are restored

1. Login as Reviewer and select an assigned meeting 2. Click Proposals and follow appropriate Navigation 3. Click the Fill TESS link under the Evaluation Form tab 4. Click the View TESS button to open the TEC questions in MS Word (.docx) 5. Click the View Spec. Issues to open Special Issues Responses in MS Excel (.csv)

Reviewers should see the full Proposal Assignment list, not just their own assignments 1. select Proposals tab 2. click the View link (Assignments) 3. A Reviewer Assignment pop-up will display with the assignment number and name of the reviewer



When Reviewers select Fill TESS to complete their evaluation, they’ll have the ability to compare scores of all other reviewers, and view TESS’s of other assigned reviewers.

1. select Proposals tab 2. click the Fill TESS link 3. select a Reviewer from drop-list to view their saved/submitted TESS 4. click Score Comparison Chart to view all reviewers’ scores

When Reviewers select Fill TESS to complete their evaluation they will not be able to Submit TESS to SRO before meeting

start date. During the period (if any) between the Meeting End Date/Time and the Post Review Edit Date/Time, Reviewers may edit

their TESS and download documents.



When 'mousing' over a TESS score in the Score page after the Post Review Edit Date has passed, the user should get the

following pop-up message -"scoring is blocked in port review edit phase"

After the Reviewer View Block Date/Time has passed, there is no access for reviewers to the meeting, its applications, or

its documents



Release Functionality – All Roles Module TESS – form layout

TFS 31423

Navigation My Meetings → Create TESS → View TESS Form (SRO) My Meetings → Submit TESS → Fill TESS (SRO) My Meetings → Proposals → Evaluation Form → Fill TESS (Reviewer)

Role ALL

Prerequisite NIH or NIHEXT account access

Details

The Determination of Acceptability box is now located below the Criterion questions and above the Special Issues Section

Module Header bar – updated

TFS 45465

Navigation Header bar on all pages

Role ALL

Prerequisite NIH or NIHEXT account access

Details

RSS support email address is now [email protected] and the phone number for dedicated support is now 240-669-5617