The National Institutes of Health (NIH) is the largest sponsor of researchers at our institution and the continuance of that funding is dependent on compliance with the NIH Public Access Policy (NIHPAP). Our objective was to investigate a solution to aid researchers in navigating the complex processes associated with the NIH Public Access Policy (NIHPAP).

1. USING PROCESS MAPPING TO
SIMPLIFYA COMPLEX TASK
Merle Rosenzweig, M.A.L.S.
Nandita Mani, Ph.D.
Chase Masters, M.Ed.

2. https://publicaccess.nih.gov/policy.htm

3. Compliance involves:
• Determining if the publication falls under The Policy.
• Initiate steps necessary for the publication to comply with
The Policy.
• Managing Publications via My Bibliography in My NCBI.
• Citing NIH funding publications correctly.

5. Environment
Expectations & Feedback
• Expectation that key designate
or PI will fulfill compliance-
related responsibilities
• Confusion around who can fulfill
compliance-related procedures
• Unclear as to what submission
methods are available
Tools & Resources
• Staff and researchers have access
to the NIH Public Access Policy
• Staff have access to the Office of
Research web site and
documentation
• Staff are aware of the ability to
contact THL Informationist for
further grants related assistance
• Lack of resources to illustrate all
submission methods possible
Consequences & Incentives
• Delayed funding
• Delay in data collection
Individual
Skills & Knowledge
• Not everyone understands
where to go for further
clarification
Selection & Assignment (Capacity)
• Staff have the capacity to follow
guidelines as they relate to
compliance
Motives & Preferences (Attitudes)
• Key stakeholders are positive
about wanting to assist with
compliance, but want more clarity
Six-Boxes Model

6. Goal, Options, and Solution
• Goal:
• Simplify the selection of the appropriate method
• Narrowing down options
• One-on-one training
• Workshops
• Web-based LibGuide
• Process map
• Our solution:
• Develop a just-in-time job aid to address procedural questions
• Process map

7. Designing the Process Map
• Design
• Linear
• Avoid
• Detailed decision points
• Task-oriented responsibilities
• Information to Include
• NIH submission methods website
• Web links
• Software
• Microsoft Visio Professional
• Input from Key Stakeholders
• U-M Office of Regulatory Affairs

8. Process Map

9. Process Map

10. Outcomes
The development of Process Mapping as a tool for
simplifying the complex task of complying with the NIH
Public Access Policy has established and highlighted a
non-traditional role for librarians and can serve as a
model for others.

11. Recent Advances
http://bit.ly/nihpap101

12. Questions?
Merle Rosenzweig - oriley@umich.edu
Nandita Mani - nanditam@umich.edu
Chase Masters - mastersc@umich.edu