The following is a step-by-step guide on how to write the NIH DMP:

Understanding the NIH Data Sharing Policy:

Familiarize yourself with the specific data sharing requirements and policies outlined in the Funding Opportunity Announcement (FOA) or the agency-specific guidelines. Each NIH institute may have slightly different expectations for data sharing, so be sure to tailor your plan accordingly.

Starting early:

Begin working on your DMP early in the grant writing process. This detailed document requires thoughtful consideration, and rushing through it could lead to oversight or errors.

Types of data to be collected:

Clearly outline the different types of data that will be generated in your research project. This can include experimental results, survey responses, clinical data, genomic data, imaging data, etc.

Data collection procedures:

Explain how you will collect and generate the data. Describe the instruments, protocols, and methodologies you will use. Address issues like data quality control and validation.

Data organization and documentation:

Detail how you will organize and document your data during the research project. This can involve establishing a standardized naming convention, using metadata, and creating data dictionaries or codebooks.

Data storage and backup:

Describe how you will store your data securely during the project. This may involve using institutional servers, cloud-based storage, or other dedicated data repositories. Include information on data backup procedures to prevent data loss.

Data sharing:

Clearly state your intentions regarding data sharing. If you plan to share data, specify the timing and conditions under which the data will be made available to other researchers and through which platforms or repositories.

Data access controls and restrictions:

Address any sensitive or confidential data and explain how you will protect the privacy and confidentiality of human subjects, as well as any intellectual property considerations.

Data preservation:

Outline your plan for the long-term preservation of the data beyond the project’s duration. Identify suitable data archives or repositories for depositing the data and explain how you will provide access to the data after the project ends.

Data sharing agreement (if applicable):

If data sharing involves collaborations with other institutions or researchers, mention any data sharing agreements that will be established.

Roles and responsibilities:

Clearly define the roles and responsibilities of team members regarding data management. This includes data ownership, access permissions, and data custodianship.

Compliance and ethical considerations:

Address any compliance requirements related to data management, such as data use agreements or Institutional Review Board (IRB) approvals.

Budget:

If data management activities require additional funding, ensure that you include a well-justified budget for these expenses.

The DMP should ultimately be a comprehensive plan along with a timeline that identifies the data types and resources that will be generated, where they will be stored, and who will have access to them. Given the innovative and sensitive nature of the research that agencies such as the NIH and the NSF fund, this is a closely scrutinized part of the proposal.

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1. Evaluate your progress – If a Grant Design Chart was developed for the initial proposal, the task of connecting all the pieces, including objectives, timelines, personnel, partners, evaluations, outcomes and budget will go smoothly. You will then be able to show accountability for each of these items as promised.

2. Review the donor’s regulations – In almost all cases, federal granting agencies will supply the specific regulations on how to manage the grant, both in terms of content and financially. Also, the appropriate Office of Management and Budget (OMB) Circular will specify the rules.

3. Create Gantt charts – The three essential Gantt charts will be: (1) personnel accomplishments, including any partners that may be involved in the project; (2) all activities that have been delineated in the grant; (3) scheduled evaluations that will be ongoing, incremental and will measure the success of each expected outcome.

4. Assure fiscal responsibility – At institutions of higher education, the research office will be responsible for this activity. This office or its equivalent will place and manage all budgetary matters under one dedicated account, including personnel time, salaries, and fringe benefits. This will assure that fiscal issues are handled independently, while at the same time being coordinated with the activities of those running the grant. If you are at another type of organization, your accounting office will probably handle compliance and all financial issues. Audits can become a nightmare if this does not happen. The key rule to remember is: only use funds as approved in the budget and never move funds from one category to another without institutional and donor approval.

5. Time all reports – In all cases, you will write progress reports of all the accomplishments, evaluations and outcomes as promised. These should be laid out in your initial Gantt chart. If you are the Principal Investigator (PI) or Program Director (PD), you will be responsible for all the content reporting. The research or accounting office will be responsible for fiscal reporting. Thus, it is essential that there is coordination on an ongoing basis between those implementing the grant and those responsible for budgetary compliance and audits.

Ensuring a smooth implementation will take place with prompt and careful planning. There are many horror stories from those who have not planned along the way; thus causing serious budgetary and content offenses. To avoid these, deliver what you promised, get permission for any changes, follow the guidelines of what is required, and, most of all, be certain that every penny is accounted for as planned and promised.

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