CCSG Site Visit: Are You Ready?

Cancer Center Administrators’ ForumApril 2014

Presented by:

Anita L. Harrison, MPAAssociate Director of Administration, Hollings Cancer Center, Medical University of South Carolina

Site Visit Info

NCI contacts you before the written CCSG submission to identify site visit dates and persons who would have conflicts of interest (COI) in reviewing your application

­ Site visit is 4-5 months after grant submission

­ You will be asked to provide several possible dates over a 2 month period; site visit will be on a Tues, Wed or Thurs(site visits are not held on Mon or Fri)

­ NCI might ask for hotel suggestions but NCI will arrange hotel and travel for site visitors

­ Conflicts of Interest (COI) – External Advisory Board (current and past); know who is on parent committee and review for COIs (former faculty, current collaborators, etc.)Parent Committee: NCI web site/Advisory Boards

Advice 1: Don’t Wait

Ideally: Don’t wait until the day after the CCSG grant submission to begin planning your site visit

­ Have a separate team working on site visit logistics 2 or more months before the grant submission

­ Identify suitable conference room for site visit

­ Notify and block travel for your Center and institutional leadership for the two months that your site visit may occur

­ Set dates for rehearsals and dress rehearsals; 1-2 should include EAB

­ Begin/finalize NIH biosketches for all membership

­ Web site should be updated/match grant­ May need updated photography for PPT slides; if video is planned,

begin making arrangements­ Facility cleaning/repairs/upgrades

Advice 1: Don’t Wait

Ideally: Don’t wait until the day after the CCSG grant submission to begin planning your site visit

­ If you don’t have superb graphics talent on your staff, retain someone for 4-5 months leading up to site visit

­ Update pilot project investments – return on investment stats to be used in Developmental Funds (assuming you requested pilot project funding)

­ Begin collecting/reviewing meeting/retreat documentation

­ PRMS documentation (meeting and IIT documentation)

­ Set template for shared resource posters; set template for presentations

­ Identify and formalize contract with presentation coach (if used)

­ Develop a pending grant tracking mechanism in preparation of report

Advice 2: Site Visit Room Set Up

Size of site team depends on size of Center; average site team is in the 20-25 person range

Room needs to be spacious enough to allow each reviewer plenty of “elbow” room (to open meeting book, have a lap top open and a place for plate/drink)

Other designated seating areas needed for:­ Senior Leadership­ Other Center leaders/staff and institutional guests­ Designated area for NCI staff (2-4 people)­ Designated area for documentation (meeting minutes)

Advice 2: Site Visit Room Set Up

Seating

­ U shape is best layout for site visitors; prepare name tents for site visitors (and NCI staff); prepare name tags too

­ Provide the most comfortable chairs for site visitors and NCI staff

­ Assign all seats for guests—strategically place key leaders

Most common complaint at site visits: TEMPERATUREKnow who to call to adjust temperature quickly. Test it. - Make sure there are no scheduled fire drills, construction noises, etc.

Remind everyone to turn off pagers, phones, etc.

­ Post staff outside door to enforce; ban use of devices during site visit

Table for beverages/snacks in room, but lunch set up in separate room (Site visitors in executive session during lunch, need separate room for lunch for Center leadership)

Advice 2: Site Visit Room Set Up

IT/audiovisual­ Have back up computer/projector plans­ Every reviewer should have access to power strips for computers

(have wires taped down in advance)­ Every 2-3 reviewers need access to table top microphone­ Have wireless access to internet for site visitors­ IT/audiovisual people must be involved in all dress rehearsals

Documentation­ Have table in room if possible with all documentation (senior

leadership meetings, program leader meetings, EAB meetings, strategic plan, evidence of any Center-sponsored research activities)

­ Have USBs available of grant as well as one hard copy­ Provide mini prints of shared resource posters­ Consider placemats identifying leadership, programs, SRs

Advice 3: Site Visit Preparations

Agenda is much more restricted under new guidelines - every minute is accounted for, no room for overages

- agenda reviewed approved by NCI SRO

- must have presentation time and Q&A time equal for every component

Dress rehearsals (including catering, institutional leaders, tours)the number depends on the experience of the institution/leadership; 2 is a bare minimum; there should be at least 4-5 other modified/non-dress rehearsals

To script or not to script ­ Advantage: easier to control time; ensures that main points are made­ Disadvantage: risk of putting reviewers to sleep­ Have a time keeping/alert system

Slides - use a common template but don’t force it - ban laser pointers; use effective animation

Consider the gender balance of your site visit presentations

Do all of your Senior Leadership have a role in the site visit? Try to feature all of your Sr. Leaders

Coach your presenters not be to defensive when questioned; have Director follow up in closing remarks

Research your site visit team and share the information with your leadership; might help anticipate questions

Arrange critical institutional leadership to stay for entire site visit (Dean, President, Provost)

Hotel to Center transportation: have staff with phone on-site at hotel to escort site visitors; plan elevator strategy

Other Site Visit/Presentation Tips

Administration no longer expected to present but must have Q&A during site visit

All scored elements should be clearly addressed in the presentations during the site visit- 6 essential characteristics (highlight changes/improvements)

- Planning and Evaluation - Senior Leadership (not just who they are, but what they

have done to move the Center forward) - Developmental Funds

Program Presentations – 15-18 slides (well rehearsed)- Title Slide - Program Expertise- Scientific Goals/Themes - 3 Scientific Examples (1-2 slides ea)- Program Features - Future Plans- Center’s Value Added to Program - Q&A slide

Other Site Visit/Presentation Tips

Advice 4: Administrative Review

The Administrator is typically “pulled out” of the meeting just after the Director makes his/her first presentation for a discussion with the Administrative Reviewer for about an hour or less; have a 2nd in command in the site visit room who has been introduced to SRA

Typical data requests at this meeting may include:­ Request for updated information based on discussions from the

reviewers the night before (status of pending grants, needing updated or missing biosketches, updated or missing budget information, clinical trial number discrepancies, etc.)

­ Clarifications on the Center’s budget—total Center budget for most recent FY and the sources of support for that budget for the most recent FY (pie charts are often helpful in conveying this info)

Advice 4: Administrative Review

A. Harrison typically looks for how the Administration supports the Center’s research efforts (similar to that of any shared resource)

How does the staff administration participate in the Center’s decision making, planning and evaluation processes?

Does the administration have adequate IT systems in place to provide efficient and effective services?

How does administration foster the development of research and research collaborations?

Advice 5 : Poster Session (optional)

Poster data/info should match the write up or be clearly labeled as updated ­ Shared Resource (SR) Director should be able to clearly articulate

the differences between the write up and the poster­ Be sure to carefully label the graphs and what they represent

Present exciting science that was produced with the shared resource (largest portion of the poster)

SR Director: have usage logs at the poster­ Administration should review these logs prior to the site visit to make

sure data matches written grant

Advice 5 : Poster Session

If Shared Resource Director has communication or attitude challenges, place an Associate Director/Program Leader at that poster; each poster should have at least 2 representatives in case the site visitors want to tour resource

If Co-SR Directors, be prepared to discuss the distinct responsibilities of each

Rehearse the Shared Resource Directors too! ­ Oftentimes Shared Resources that are part of a larger University

service are not as connected to the organization of the Cancer Center; make sure they are knowledgeable about the research programs and what exciting cancer research is ongoing

­ Be prepared to answer questions about subsidies and budget request

Advice 6 : Tours

Rehearse tours to every SR (path to getting to all sites of the resource; resource should have signage, prep staff, etc.)

Clinical Trials (no longer a SR) but are toured during this time­ Reviewers typically “quiz” the staff to make sure that the unit that

was described on paper is “real”­ Reviewers may ask for a demo of the capabilities of the IT system

supporting the clinical trials unit­ Typically, reviewers want to know the time it takes to open a study at

the Center­ If clinical coordination of trials is “decentralized”, are their shared

SOPs, standards, communications, any dual reporting authority­ Clinical trials unit should be restricted access, locked cabinets and

clear observances of HIPAA

Site Visit Expenses

Poster printing and graphic design­ Use a graphic designer to work with your Shared Resource

Directors and leaders for their PowerPoint

Site visit book for each reviewer (prefer spiral bound)­ Agenda, color copies of slides, small poster prints, etc

Food for breakfast, snacks and lunch (all participants)

Transportation for site team to and from hotel and for tours to shared resources (if needed)

Site Visit Expenses

Additional audiovisual (may be extra costs)

Additional honoraria/travel for EAB members if they attend dress rehearsals

Presentation Coaches

Hollings Cancer Ctr’s Site Visit Expenses

CCSG Written Preparation Expenses

           

               

Fed Ex   $79.42          

Flash Drives   $400.00          

Copies/Printing   $1,103.05          

Temp Personnel (Grace Hummel) $11,752.02          

Reviewers/Editor   $16,385.12          

    $29,719.61          

               

               

CCSG Site Visit Preparation Expenses (excludes ESAB expenses for 2 rehearsals)               

Transportation   $300.00          

General Supplies   $2,691.25          

Food   $3,532.96          

Posters/Book Printing $7,605.84          

Graphics/Photos/Video $11,855.00          

Temporary Personnel (Grace Hummel) $11,752.02          

Facilities (painting/cleaning) $12,190.25          

Coaches   $22,785.25          

    $72,712.57