Electronic Grant Management System e GMS Introduction of

Electronic Grant Management System (e. GMS) Introduction of e. GMS – Part I (for Principal Applicant) Research Fund Secretariat Food and Health Bureau December 2020

Agenda 2020 HMRF Open Call • Part I Introduction of e. GMS User Accounts • Part II How to submit the application? • Part III Fill in the MS Word Offline e-Form • 2

2020 HMRF Open Call • Announcement: Deadline: 30 December 2020 30 April 2021 18: 00 HKT 3

Introduction of e. GMS

Minimum System Requirements • Google Chrome or Mozilla Firefox or Safari 7+ • Enable Transport Layer Security (TLS) version 1. 2 in the browser • 1280 x 1024 Minimum Screen Resolution • Microsoft Office Word 2007 or above (for opening MS Word Offline Application Form) 5

Operating System Requirements • Microsoft Windows running 8. 1/10 • Apple Mac OS x 10. 5 or above • Fedora Linux Core 7 or above 6

e. GMS User Accounts

Types of User Accounts • Unique login • One user may have different roles ØPrincipal Applicant (PA) ØCo-Applicant (Co. A) ØHead of Department (DH) • PA account - endorsed by RO EO account - created by DH, FO, RO Co. A account - register via e. GMS Other accounts - endorsed by RFS 8

Electronic Grant Management System (e. GMS) How to submit an application? – Part II (for Principal Applicant) Research Fund Secretariat Food and Health Bureau December 2020

Overview • Web address: https: //rfs. fhb. gov. hk/e. GMS/ • Recommended browsers: Google Chrome or Mozilla Firefox or Safari 7+ (32 -bit only) • Log-in page: 10

Register for PA Account *to be endorsed by RO 11

PA Account Registration • Fill in all mandatory fields except gender. • If you cannot find the AI from the pull-down menu, please send an email to egmsenquiry@fhb. gov. hk • User needs to wait for AI to endorse the registration before he/she can login to the e. GMS. Note: Each user will be assigned one account only. • Set a password with 6 to 10 characters containing at least one digit, e. g. 0 -9, and one alphabet, e. g. abc 123. 12

Successful Registration • Upon receiving “e. GMS – Account Registration” email, click “e. GMS” to login PA: [Name] 13

Request for PA Role (For local Co. A without PA’s role in his/her e. GMS account) • Go to Setting > Request for PA role 14

Request for PA Role (For local Co. A without PA’s role in his/her e. GMS account) • Click “Request PA Role” Country / Region CHINA - HONG KONG The University of FHB *to be endorsed by RO 15

Login https: //rfs. fhb. gov. hk/e. GMS/ user@email. com abc 123 1. Email notification of account registration 2. Login with email address Note: The account will be locked after 6 failed attempts 16

Submit an Application • Go to Project > Application 17

View the Application • Click “Master List” Note: No item is on the list before PA submits his/her first application to the 2020 HMRF Open Call Exercise. 18

Application Status • Temp Save Application saved in e. GMS but not yet submitted to AI users (i. e. DH, FO and RO). • Pending Signature Application is submitted and pending endorsement from Co. A(s) (if any) and/or AI users. • Pushed back Application has been pushed back by AI user(s) and is pending revision from PA. • Revised Pending Signature Pushed back application revised and re-submitted to AI users. Co. A(s) (if any) do not need to sign such revised application. • Submitted to Research Fund Secretariat Application has been endorsed by Co. A(s) (if any) and AI users and submitted to RFS by RO. 19

Submit an Application • Only the Web-based Online e-Form or uploading the MS Word Offline e-Form via e. GMS is accepted. • Note: Versitech (VXF) e-Forms is not available starting from 2018 HMRF Open Call. 20

Option 1: Complete Web-based Online e-Form • Click “Application Call” 21

Option 1: Complete Web-based Online e-Form • Read all ”Terms and Conditions” • Click the Check Boxes and “Continue” 22

Option 1: Complete Web-based Online e-Form • Fill in the Web-based Online e-Form • Note: The system will automatically time-out if the screen has been idled for 20 minutes. Please save your application regularly. 23

Option 1: Complete Web-based Online e-Form • Submit the application to AI users 24

Option 1: Complete Web-based Online e-Form • The form will only be checked after clicking the “Submit” button Click “Resume” to revise the e-Form Only error free Web-based Online e-Form can be submitted successfully to AI users. 25

Option 2: Download and Upload MS Word Offline e-Form • Due to the limitations of MS Word, some sections (i. e. Section 4 a, 11, 14 and Nomination of Non-local Reviewers) must be completed separately in the Webbased Online e-Form after PA uploaded the MS Word Offline e-Form to the e. GMS. • The validation checking can only be done when PA submits his/her application to the RO of his/ her institution/ organisation. Applicants are required to read the Training Manual carefully and reserve sufficient time for amending any errors discovered during validation checking at the time of submission. 26

Option 2: Download and Upload MS Word Offline e-Form • Click “Application Call” 27

Option 2: Download and Upload MS Word Offline e-Form • Read all ”Terms and Conditions” • Click the Check Boxes and “Continue” 28

Option 2: Download and Upload MS Word Offline e-Form • Browse and select the MS Word Form, click “Upload” 29

Option 2: Download and Upload MS Word Offline e-Form • Example: upload with errors • Example: upload without errors • An invalid MS Word Offline e-Form cannot be uploaded to the e. GMS. 30

Option 2: Download and Upload MS Word Offline e-Form • Continue to complete the Web-based Online e-Form after successful upload. (*refer to steps “save” or “submit” the Web Form in Option 1) • Click “Last Uploaded Error Message” to check the last uploaded error from MS Word Offline e-Form. 31

Electronic Grant Management System (e. GMS) Completing the MS Word Offline e-Form – Part III (for Principal Applicant) Research Fund Secretariat Food and Health Bureau December 2020

Completing the MS Word Offline e-Form • The following Sections must be completed in the e. GMS after the MS Word Offline e-Form has been uploaded: • • Section 4 a (Reference: List of research groups/fields ) Section 11 Section 14 Nomination of Non-local Reviewers 33

Completing the MS Word Offline e-Form • • • Yellow fields: are for text entry Green fields: will be completed automatically after MS Word has been uploaded in the e. GMS White fields: not required to complete, will be calculated automatically after MS Word has been uploaded in the e. GMS 34

Completing the MS Word Offline e-Form • Section 7 will be auto-filled in the e. GMS after the MS Word Offline e-Form has been uploaded. 35

Completing the MS Word Offline e-Form • Please attach the file in PDF format in the Web-based Online e-Form • Section 1 (for Re-submission only) 36

Completing the MS Word Offline e-Form • Section 13 Remark: for Section 13 (a) – (h) • Use standard WORD template, with standard PINK header • Convert the WORD file to PDF format 37 37

Edit “Temp Save” Application • Click “Master List” Type: MS Word • Click “Temp Ref. No. ” to edit the Web-based Online e-Form or • Export the Web-based Online e-Form to edit in MS Word Offline e-Form in offline mode • Upload the edited MS Word Offline e-Form to the e. GMS 38

Edit “Push back” Application • Click “Master List” • Click “Details” to view the “pushed back” reason(s) • Click “Temp Ref. No. ” to edit the Web-based Online e-Form

View “Pending Signature” Application • Click “Master List” • Click “N” to send the reminder to Co. A 40

Delegation of PA • Go to Setting > Maintain Personal Profile • Click “Delegation of PA” 41

View “Delegation of PA” • View “Delegation List” and “Delegation History” 42

Update “Delegation of PA” Create delegate if the delegate does not exist in the e. GMS Edit and delete delegate 43

Need Help? RFS Website: https: //rfs. fhb. gov. hk/ • Explanatory Notes + Quick Guide • RFS Contact • Email: rfs@fhb. gov. hk egmsenquiry@fhb. gov. hk • Fax: 2102 2444 44

Key Points to Share: • DO NOT use the online and offline e-Forms in the previous • • • application rounds as they cannot be processed. PA is allowed to delegate an e. GMS user to prepare the MS Word Offline e-Form/Web-based Online e-Form for him/her within a designated period. However, the completed MS Word Offline e. Form/Web-based Online e-Form must be submitted by the PA via the e. GMS. When the system is uploading the MS Word offline e-Form, please wait. DO NOT press any button until the process is completed. Pay attention to AI’s internal deadline, if there is any. Prepare the application as soon as practicable to avoid any unforeseen situations. Please state the most relevant thematic priority in Section 5 b. 45

Key Points to Share: (Cont’d) • Use the correct template under Section 13 for the particular Area of Project below – • for Public health, human health and health services or Prevention, treatment and control of infectious diseases or Advanced medical research project, please use template “Proposed Research Project” • for Health promotion project, please use template “Proposed Health Promotion Project” • 46

Key Points to Share: (Cont’d) • It is always PA’s responsibility to collect Co. As’ electronic • • • endorsement. If PA attached the Co. A’s physical signature in Section 12, the electronic signature from the Co. A concerned is not required. Co. A will not see the application if the application form has been pushed back. Relevant parties will be invited to sign via the e. GMS after PA has successfully submitted the application to AI users (DH, FO and RO). Submission made by PA will go to AI users (DH, FO and RO); and RO will submit the application to RFS. PA will get an acknowledgement email from RFS and the status of the application in the e. GMS will be changed to “Submitted to Research Fund Secretariat”. e. GMS should not be used as a communication platform, but a system for application submission. 47

Thank you!

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