NBS—Supporting Scientific Research through Business Solutions

NIH has begun replacing its Administrative Database (ADB) with the fully integrated NIH Business System (NBS). You've probably noticed that your travel documents are now electronically routed and "project" numbers are used instead of CANs.

The ADB system, initiated in 1978, was developed to automate the processes related to the procurement of goods and services and to translate the procurement actions into accounting transactions that are processed by the Central Accounting System (CAS).

What Is NBS?

NBS uses an "off-the-shelf" business software package that automates and links NIH's administrative processes, resources, and financial information. The NBS software integrates important NIH business functions—Finance, Travel, Acquisition, and Property.

Why Does the NIH Need the NBS?

NIH recognizes that advancing its scientific agenda in the 21st century depends on an administrative infrastructure that supports world-class biomedical research. As a result, NIH has declared the Administrative Restructuring Advisory Committee (ARAC) and NBS to be priority initiatives. Modern administrative efforts, such as the NBS, will help transform NIH's administrative foundation to parallel its scientific progress.

The NBS technology will enable NIH to:

• modernize its administrative and research support processes


• standardize and streamline business processes


• adopt "best practices" from private industry


• integrate administrative functions to improve information flow, managerial control, and financial reporting

Some of the benefits of using NBS that you will see are:

• on-line document routing, signature, and approval


• reduction of paper


• more accurate reporting

Is NIH Using the NBS Yet?

Last year, NIH successfully launched its first two modules.

NBS Travel System	released on September 1, 2003, to process fiscal year 2004 travel. NIH Travelers, Planners, Reviewers, and Approvers are using state-of the-art technology to electronically prepare, route, and sign travel documents. During FY 2004, the new NIH Travel System processed 70,719 Travel Authorizations, 56,988 FY04 Travel Vouchers, and 6,543 Local Travel Vouchers.
NBS General Ledger	implemented on October 1, 2003, with some supplementary financial management software

Where Do NBS Users Go for Help?

The NBS Management Center (NMC) was established September 1, 2003, to help the NIH community navigate through challenges they may experience when using the NBS. During FY 2004, the NMC logged 15,000 help calls—99 percent of these are resolved.

The primary avenue of assistance involves NIH community leaders. Travel Help "Points of Contact" (HPOCs) are appointed in each IC as liaisons between their IC's user community and the NMC. HPOCs provide their IC's users with assistance, basic training, and system updates.

What's Next?

Input and support from the NIH community enabled the NBS Project Team to successfully implement the NBS Finance and Travel Systems in 2003. The next wave of implementations is expected to be much larger and more complex. You may be contacted to provide specific guidance on matters within your particular area of responsibility and expertise.

The NBS team is preparing to roll out more modules in fiscal year 2006—Property, Acquisitions, Station Support, and Research and Development Contracts, Supply/Inventory, and additional Finance modules.

To learn more about the NBS project at NIH, visit the NBS web site. Interface has published numerous articles on the NBS. See the article, "ADB's Successor—The NIH Business System," in the March 2003 issue.