Minutes of the NIH Intramural Administrative Officer's Meeting

June 1, 2000

 

NIH Principal Administrative Officers:

 

Present: Alternates:

Robert Dennis, NIMH, Chair Katy Perry, NIAID

Carroll Hanson, NHLBI Truc Le, NINDS

Linda Adams, NGHRI Ana Ferreira, NINR

Mary Affeldt, NIDA Pricilla Logan, NIAAA

Evelyn Burrell, NICHD Kathy Krisko, Clin Cntr

Corrine Abbott, NIDCD

Susan Harrelson, NIDDK

Bruce Wiggins, NIEHS

Anthony Pirrone, NLM

John Savannah, ORS

Janis Mullaney, OD/OIR

 

Meeting of Principal Administrative Officers:

 

1. Fellowship Payment System (VF/IRTAs) - Janis Mullaney reported that significant progress has been made in the Fellowship Payment System (FPS). The pilot ICs are pleased with the system and recommend opening up the process to new ICs. Kathy Chiacchierini is the FPS trainer. She has done an excellent job training those participating in the pilot training program. Institutes may schedule training to come on board with the new FPS system after the completion of the pilot training in July. Training will cost $175.00 per person. Institutes may chose how to handle the training --- Some may want to phase the training with their staff, while others may want to bring everyone into the system at the same time.

 

2. List of Senior Investigators - Janis Mullaney informed the group that lists of investigators were being sent to Intramural Administrative Officers. She indicated that she would like the lists updated and verified. In addition, she asked the IAOs to identify senior investigators that are Lab/Branch Chiefs on the list.

 

3. Survey on Administrative Structure - Bob Dennis reported that Nancy Saltzman had shared with him those responses received to date. One immediate observation was that the positioning of administrative structures varies greatly from Institute to Institute and that no single model will fit all. The information gathered from these surveys will allow for comparison of delegations of authority among the different institutes as well as understanding how grade levels are established. He indicated that Nancy Saltzman and her group would be happy to receive any supplemental information that anyone would like to send. She has requested that the responses include the Institute's website address.

 

4. Purchase Cards - End of Year Problems - Janis reported that efforts are being made to avoid last year's end of year purchase card problems. Wayne Berry has met with administrative and budget people from a number of institutes for the purpose of changing the system and developing instructions for handling end-of-year purchase card purchases. She will contact Wayne to attend the next Intramural AO Meeting on July 6 to present an update on this year's end-of-the-year purchase card closing.

 

5. DES Management Information System - George Williams, Chief, Design and Construction Branch, DES, discussed the new DES system for tracking costs. This system, Project Information Net (PIN), will be capable of tracking all costs related to a particular work request number. Customized reports regarding status, obligations, and costs to date would be available from this system. He hopes to meet with the Institutes in July for their feedback regarding elements for inclusion in reports. Training will be available in October and November. Bob Dennis suggested that DES have some report formats designed in advance since most institutes need similar information. From his experience with developing report formats from personnel databases, attempting to design reports for the needs of individual institutes could stall the process considerably.

 

DISTRIBUTION

Administrative Officers (For distribution to staff members)

Scientific Directors

Executive Officers