VHA Office of Research and Development - Veterans …

VA ORD ? AO/ACOS Guide ver. 3.5 June 2023, replaces June 2022

VHA Office of Research and Development

Manual for Administrative Officers and Associate Chiefs of Staff

Version 3.5

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VA ORD ? AO/ACOS Guide ver. 3.5 June 2023, replaces June 2022

TABLE OF CONTENTS

FOREWORD ................................................................................................................................................... 8 INTRODUCTION ............................................................................................................................................. 9

FINDING HELP...................................................................................................................................... 10 ORD RESEARCH ? Office of Research & Development ................................................................................ 11

An Overview of the Organization and Structure of ORD ..................................................................... 11 Actively Manage Portfolios and Priority Areas of Research ................................................................ 13 Who's Who in Central Office................................................................................................................... 14 Who's at Your Facility.............................................................................................................................. 14 Field Research Advisory Committee........................................................................................................ 15 National Research Advisory Council ........................................................................................................ 15 Key Contacts ORD-Wide .......................................................................................................................... 16 VA Regions and VISN Area....................................................................................................................... 17 Field Research Programs ............................................................................................................................. 18 THE ADMINISTRATIVE OFFICER ................................................................................................................... 19 THE ASSOCIATE CHIEF OF STAFF, RESEARCH & DEVELOPMENT.................................................................. 20 ACRONYMS.................................................................................................................................................. 21 SECTION 1 ? Basic Information.................................................................................................................... 25 What is Research? ................................................................................................................................... 25 Why Does the VA have a Research Program? ......................................................................................... 25 VA and VHA Handbooks and Directives................................................................................................... 27 SECTION 2 ? Getting a Research Project Approved at the "X" VA............................................................... 28 How to Determine If a Project Meets the Definition of VA Research ..................................................... 28 Who Can Be a VA Investigator? ............................................................................................................... 28 The Process to Become a VA Investigator ............................................................................................... 28 Principal Investigator Orientation ........................................................................................................... 28 1. To initiate a project, contact the Research Office ....................................................................... 29 2. What subcommittee approvals are needed for the proposed project?...................................... 30 3. R&D Approval .............................................................................................................................. 32 4. Required Training to Perform Research at the VA ...................................................................... 32 SECTION 3 ? Finance Background................................................................................................................ 33 Types of Money....................................................................................................................................... 34 Veterans Equitable Resource Allocation (VERA) Funds ....................................................................... 34 Award Funds........................................................................................................................................ 36 Financial Systems .................................................................................................................................... 36 VistA .................................................................................................................................................... 36

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VA ORD ? AO/ACOS Guide ver. 3.5 June 2023, replaces June 2022

RDIS ..................................................................................................................................................... 36 FMS...................................................................................................................................................... 37 Available Resources................................................................................................................................. 39 WinRMS............................................................................................................................................... 39 RAFT ? Research Analysis and Forecasting Tool .................................................................................. 39 Income..................................................................................................................................................... 41 Expense ................................................................................................................................................... 42 Contracts ? What are they and how are they funded? ....................................................................... 42 General Post Funds ................................................................................................................................. 44 Managing Research Funding ................................................................................................................... 45 VA Nonprofit Corporation ....................................................................................................................... 45 SECTION 4 ? Human Resources (HR) ........................................................................................................... 47 Appointment Types ................................................................................................................................. 47 Appointment Authorities ? Title 38 vs Title 5.......................................................................................... 48 Appointment Authorities ........................................................................................................................ 48 Competitive Status .............................................................................................................................. 48 Noncompetitive and Excepted Appointments .................................................................................... 49 Schedule B ........................................................................................................................................... 51 Schedule A Appointments .................................................................................................................... 51 Title 38 and Title 38 Hybrids ................................................................................................................ 51 Veterans' Appointments...................................................................................................................... 52 Use of Schedule B Vs. Title 38 Medical Support Authority.................................................................. 53 VA Recruitment Process in Brief.......................................................................................................... 53 Without Compensation Employees......................................................................................................... 54 Intergovernmental Agency Personnel Agreements ................................................................................ 55 Regulatory Authorities ........................................................................................................................ 55 Which organizations can participate in the IPA program? .................................................................. 55 Which individuals can come to the VA on an IPA? .............................................................................. 56 Term Limits of IPAs .............................................................................................................................. 56 Setting Up an IPA................................................................................................................................. 56 Joint Personnel Agreements (JPA)........................................................................................................... 58 Factors to Consider When Hiring VA Employees in Research Service ..................................................... 58 Request for Personnel Action.................................................................................................................. 58 Recruitment............................................................................................................................................. 59 Disciplinary Actions and Union Interaction ............................................................................................. 59 On-the-Job Injury .................................................................................................................................... 60 Performance Appraisals .......................................................................................................................... 60

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VA ORD ? AO/ACOS Guide ver. 3.5 June 2023, replaces June 2022

Incentive Awards ..................................................................................................................................... 61 Quality Step Increase (QSI)...................................................................................................................... 61 Managing Office Schedules and Leave .................................................................................................... 62 Liaison with HR ........................................................................................................................................ 62

Tips on Working with Human Resources............................................................................................. 63 Sabbaticals - Local ................................................................................................................................... 63 SECTION 5 ? Applying for VA-funding eRA and Merit Review ................................................................... 64 Eligibility .................................................................................................................................................. 66 Calendar .................................................................................................................................................. 67 Submission Process ................................................................................................................................. 67 System for Award Management.............................................................................................................. 67 Pre-Review .............................................................................................................................................. 68 Award ...................................................................................................................................................... 68 Post Award .............................................................................................................................................. 68 ShEEP (Shared Equipment Evaluation Program) and LAMb (Laboratory Animal Major Equipment) Program................................................................................................................................................... 69 Protected Time for Research and Relationship to VERA ......................................................................... 69

Growing a Program ? Career Development Award ............................................................................. 74 Career Scientist.................................................................................................................................... 75 Starting a New Program ...................................................................................................................... 76 SECTION 6 ? Travel ...................................................................................................................................... 78 SECTION 7 ? Working with Supply Chain Management .............................................................................. 83 Equipment Inventories ............................................................................................................................ 83 SECTION 8 ? Credentialing for Research Staff Engaged In Human Subjects Research Projects at the XVAMC ........................................................................................................................................................ 85 Types of Personnel Engaged in Human Subjects Research ..................................................................... 85 Responsibilities ........................................................................................................................................ 85 Research Scope of Practice or Scope of Work......................................................................................... 85 Who Needs Clinical Privileging through VetPro?..................................................................................... 86 VetPro.................................................................................................................................................. 86 Registered Nurses ............................................................................................................................... 86 Human Studies Orientation ................................................................................................................. 86 How to determine if someone is engaged (or not engaged) in human subjects research.................. 87 You are Not Engaged in human research if ......................................................................................... 87 SECTION 9 ? VA Training Requirements ...................................................................................................... 88 All Research Personnel Engaged in Human Subjects Research ............................................................... 88 Personnel Engaged in Animal Research .................................................................................................. 88 Personnel Engaged in Laboratory Research ............................................................................................ 88

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VA ORD ? AO/ACOS Guide ver. 3.5 June 2023, replaces June 2022

Training Required of all Working in VA Research .................................................................................... 88 SECTION 10 ? General Administrative Management .................................................................................. 89

Help Resolve Any Issues That Arise ..................................................................................................... 89 Committees ......................................................................................................................................... 89 Customer Service................................................................................................................................. 90 Working with Clinical Services................................................................................................................. 91 Research Space........................................................................................................................................ 92 Assignment and Review of Space........................................................................................................ 92 Renovations ......................................................................................................................................... 94 Tips in Space Management ................................................................................................................. 95 General Oversight of Research Lab Areas and Other Odds and Ends...................................................... 95 Enter Work Orders to Engineering ...................................................................................................... 95 Examples Engineering Work Orders .................................................................................................... 95 Involvement in Emergency Preparedness Plan ................................................................................... 95 Emergency Cascade Plan ..................................................................................................................... 96 Facility Level ........................................................................................................................................ 96 New Staff ............................................................................................................................................. 96 PIV Badges ........................................................................................................................................... 96 Service Needs ...................................................................................................................................... 96 Oversight of Construction and Upgrade Projects ................................................................................ 97 Key Requests ....................................................................................................................................... 97 Hood Certification ............................................................................................................................... 97 Prescription Pads for Research MDs.................................................................................................... 97 Staff Meetings ..................................................................................................................................... 98 Researcher Communication and Meetings ......................................................................................... 98 Research Week Event Planning and Coordination .............................................................................. 98 SECTION 11 ? Information Technology (IT) ................................................................................................. 99 IT Allocation ? Attention to Source of Computers and Data Storage Devices......................................... 99 VHA Research and Development IT/Informatics Guidance FAQs (Updated Annually) ............................. 101 ADPAC ? Automated Data Package Application Coordinator................................................................ 101 Information System Security Officer (ISSO)........................................................................................... 101 Privacy Officer ....................................................................................................................................... 102 SECTION 12 ? Project Management .......................................................................................................... 103 Compliance Issues ................................................................................................................................. 103 Tracking Dates ....................................................................................................................................... 103 Liaison for Construction and Engineering Projects................................................................................ 103 Paperwork Reduction Act...................................................................................................................... 103

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