Archived File

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2. Changes in the Scientific Review and Evaluation Award (SREA) OperationsDavid L. Whitmer, Executive Officer, CSRPeer Review Advisory Council (PRAC) May 16, 2005

3. SREA Background • SREA funds are used to reimburse travel, lodging, per diem, and honoraria for Initial Review Group (IRG) members. • Cooperative agreements (U09) are awarded to the Chairpersons (which is sometimes why SREA Awards are referred to as Chairman’s Grants). • NIH deposits funds into the NIH Credit Union in 53 separate accounts. • CSR issues payments for 13 ICs, 11 ICs issue their own payments. • Total annual program cost is approximately $47M, of which approximately $12M is for travel costs (airlines).

4. OMA Study of SREA Operations The NIH Office of Management Assessment (OMA) was asked by the Office of Financial Management to determine whether the program: • Complies with existing policies and regulations • Has adequate internal controls • Operates effectively and efficiently

5. OMA Study - Findings • Inadequate internal controls for oversight and accountability • High risk for fraud, waste, and abuse • Data is not reliable, complete, or accurate • Inconsistent treatment of similar costs

6. OMA Study – Recommendations • Internal Controls should be strengthened. • Decentralization has led to inconsistent practices and data. • Current process of reviewers submitting vouchers for various expenses is labor intensive and paper-driven. • Use of Credit Union is inefficient; payment through OFM more appropriate. • Office of General Council (OGC) found that reviewers are eligible for government travel rates but the travel should be paid directly from government accounts. • Implicit is that only government accounts that are appropriate to pay travel should be used.

7. OMA Study - Recommendations • Centralize program administration in CSR. • Develop and implement a flat-rate payment system to reimburse reviewers – NSF has adopted this approach. • Issue electronic payments through OFM. • Beginning in FY 2006, fund program through Research Management and Support (RMS) funds to retain eligibility for Government travel rates. • Transfer funds from grants to RMS in FY 2006 budget and display a comparable adjustment to the FY 2005 column of the FY 2006 budget. • NIH Deputy Director for Management (DDM) appoints appropriate group to implement recommendations.

8. NIH Governance Review of Proposal • The Extramural Activities Work Group (EAWG) and the Management and Budget Working Group (MBWG) have reviewed both the OMA Report and the issue of Government travel rates and endorses the proposed recommendations. • NIH Steering Committee reviewed and approved of the recommendations.

9. SREA Cost Savings Opportunity • NIH-wide Blanket Purchase Agreements (BPA) with local hotels to take advantage of volume pricing, tax exempt status, consistency in pricing, ease of use by SRA/HSAs. • Flat-rate reimbursement system to contain costs and improve reimbursement. • Direct payment to hotels for sleeping rooms allowing for exemption of state and local taxes. • Fewer number of staff involved in voucher processing. • Lower travel management fees.

10. SREA Changes – Reviewer Perspective • Flat rate of reimbursement (no need to complete vouchers) • Electronic deposit of funds for travel reimbursement and honorarium within a few days of the meeting • Travel Management Center to assist in airline and hotel reservations

11. SREA Transition Team • Responsible for implementing the recommendations from the Office of Management Study regarding NIH SREA activities and report back to the principal stakeholders on its progress. • Membership includes extramural scientific and administrative staff throughout the NIH community. • Subcommittees: Hotel Contract, IMPAC & Other Systems, Office of Financial Management Activities, Peer Review Impact, and Travel Management Center • For more information on the status of the transition efforts (NIH only) – see online at: http://cms.csrweb.nih.gov/AdministrativeResources/Travel/ScientificReviewandEvaluationAwardTransitionTeam/ Note: An external website with communication directed to reviewers will also be available soon

12. SREA Transition Team Members Committee Member Office Role / Expertise Georgina Baumgartner CSR Administrative Officer/Management Analyst James Blagaich CSR Planning/WEB Development Team Leader Sheryl Brining NCRR Director of OR Francisco Calvo NIDDK Chief, Review Branch Kimberly Caraballo NICHD Senior Committee Management Specialist Beverly Copeland CSR SREA Team Leader Janet Dudrick OD Assistant Director for Management Edwin Echegoyen CSR SREA Officer Caroline Grabner NHLBI Deputy CMO/SREA Officer Claire Harris NCI Committee Management Officer Sally Lee NIGMS Deputy Executive Officer Ruth Linn NINDS Committee Management Specialist Mary Nuss NIAID Committee Management Officer Alexander Politis CSR Chief, IDM IRG Tracy Shahan NIAID Chief, Program Man. and Op. Branch Sophonia Simms OD ERA Project Task Manager/Business Analyst John Slovikosky OD Assistant Director for Finance Anna Snouffer OD Deputy Director, OFACP Veronica Vanwagner NHLBI Administrative Officer Justin Wellner HHS/OS NIH ELP Administrative Fellow Robert Weymouth OD Director Division, Quality Management David Whitmer CSR Committee Chair/Executive Officer Alan Willard NINDS Chair, RPC and Chief, NINDS Sci. Rev. Br.

13. Next Steps • Finalize logistics on flat rate payment • Complete hotel contract • Determine program administration • Create NIH-wide financial management systems for tracking and accountability • Outreach efforts to reviewer community

14. More Information David Whitmer Executive Officer, CSR Phone: 301.435.1110 E-mail: WhitmerD@csr.nih.gov