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Phasing of Initiatives

Lock icon: This link will not work for public visitors.Some links will work for NIAID staff only.

This SOP has internal roles only.

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.

Purpose

To allow timely funding of approved initiatives by having NIAID staff agree to a schedule of implementation dates, which ensures staff and investigators have adequate time and information to accomplish their work.

Procedure

Phasing creates a timeline to move initiatives through each step from concept to award. Based on a schedule agreed to by staff in the program divisions, Office of Initiative Development (OID), and Division of Extramural Activities (DEA) each initiative gets a project plan that has 1) descriptive data about the initiative and staff assigned and 2) dates for the stages through which it progresses.

All NIAID staff use the Lock icon: This link will not work for public visitors.Research Initiative Management System (RIMS) to create, approve, and track initiatives.

Basic Phasing Process

  • Program officers or the program division coordinators enter initiative descriptors into RIMS as they develop them.
  • Division directors present their initiatives at the Winter Policy Retreat or NIAID Executive Committee for off-cycle initiatives.
  • The Research Initiative Committee (RIC) meets to discuss and approve initiatives.
  • Program divisions get concept clearance from NIAID's main advisory Council for each initiative approved by RIC. This must be done before the initiative is published.
  • NIAID Budget and Financial Management Branch approves budgets for initiatives based on funding scenarios.
  • Program division coordinators enter pre-phasing data in RIMS under the Pre-Phasing Info tab for each approved initiative and notify the Office of Extramural Research Policy and Operations (OERPO) in DEA when pre-phasing data are complete.
  • OERPO and OID meet with staff in each program division to review approved initiatives and pre-phasing information.
  • OERPO drafts the core dates and OID drafts the project plan dates for each initiative in RIMS. When all the project plans are complete, OERPO publishes the proposed project plans in RIMS.
  • OID sends a notice to the Office of Acquisitions (OA), Grants Management Program (GMP), Scientific Review Program (SRP), staff in the DEA Office of the Director (OD), and program division coordinators asking them to review project plans and request adjustments if necessary.
  • Each group assigns a team member for each initiative and enters it in RIMS or provides it to OID.
  • OERPO and OID review all requests for changes and adjust project plans if needed.
  • OERPO publishes final project plans in RIMS Scheduling and notifies staff that they are ready.
  • OERPO and OID monitor compliance with project plan dates and revise project plans when changes occur.

Program Staff

  • For each potential research initiative, program officers prepare initiative descriptors.
  • Program division coordinators upload initiative descriptors into RIMS under Initiative Descriptor.
  • Division directors select initiatives to go forward to the Winter Policy Retreat or NIAID Executive Committee for review.
  • Once divisions receive final approval, program division coordinators move initiative descriptors from the Pre-RIC stage to the RIC stage in RIMS.
  • Division directors present initiatives to RIC for approval. Once approved by RIC, the Office of Strategic Planning, Initiative Development, and Analysis moves the initiatives to the Post-RIC stage in RIMS.
  • Once initiatives reach the Post-RIC stage, RIMS creates concept clearance forms that program staff use for Council approval. The concept clearance forms are located in the Concept Clearance module in RIMS.
  • Program division coordinators enter pre-phasing data in RIMS under the Pre-Phasing Info tab for each approved initiative and notify OERPO when pre-phasing data are complete.
  • Program division coordinators and program officers review and approve project plans.
  • Program division coordinators and program officers monitor deadlines in RIMS.
  • Program division coordinators contact OERPO or OID to request changes to project plan dates.

Research Initiative Committee

  • Meet to discuss and approve initiatives.

Office of Strategic Planning, Initiative Development, and Analysis Staff

  • Once initiatives are approved by RIC, move them to the Post-RIC stage in RIMS.

Office of Extramural Research Policy and Operations Staff

  • Along with OID, meet with staff in each program division to review approved initiatives and pre-phasing information.
  • Draft core dates for each initiative in RIMS.
  • Work with OID to develop project plans in RIMS.
  • Publish final project plans in RIMS Scheduling and notify staff that they are ready.
  • Adjust and update status and project plan dates as needed in the Scheduling module of RIMS.
  • Monitor compliance with project plan dates and revise project plans when changes occur.

Division of Extramural Activities Staff

  • SRP, OA, and GMP staff provide input into the development of project plans.

Office of Initiative Development Staff

  • Along with OERPO, meet with staff in each program division to review approved initiatives and pre-phasing information.
  • Draft project plan dates for each initiative in RIMS.
  • Work with OERPO to develop project plans in RIMS.
  • Send a notice to OA, GMP, SRP, staff in DEA OD, and to program division coordinators asking them to review project plans and request adjustments if necessary.
  • Adjust and update status and project plan dates as needed in the Scheduling module of RIMS.
  • Send out reminders of upcoming deadlines to staff.
  • Monitor compliance with project plan dates and revise project plans when changes occur.

Contacts

Lock icon: This link will not work for public visitors.Contact for NIAID Staff

Lock icon: This link will not work for public visitors.Contact for NIAID Staff—OERPO

Lock icon: This link will not work for public visitors.Contact for NIAID Staff—OID

Program Division Coordinators

Lock icon: This link will not work for public visitors.Contact for NIAID Staff—DAIDS

Lock icon: This link will not work for public visitors.Contact for NIAID Staff—DAIT

Lock icon: This link will not work for public visitors.Contact for NIAID Staff and Lock icon: This link will not work for public visitors.Contact for NIAID Staff—DMID

If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.

Links

Acquisition Planning Resources for contracts

Concept Development SOP

Lock icon: This link will not work for public visitors.RIMS

Last Updated November 23, 2012

Last Reviewed April 05, 2012