Electronic Grant Management System e GMS Project Monitoring

Electronic Grant Management System (e. GMS) Project Monitoring (for Administering Institution) Research Fund Secretariat Food and Health Bureau June 2015 1

Abbreviations • AA • AI • DH • DR • e. GMS • EO • FR • FS • IR • PA • RFS • RO *AI users = Audited Account = Administering Institution = Department Head* = Dissemination Report = Electronic Grant Management System = Executive Officer* = Finance Officer* = Final Report = Financial Statement = Interim Report = Principal Applicant = Research Fund Secretariat = Research Officer* 2

Agenda Part III Submission of claim form (for FO) Update submission date of FS and AA (for FO) Endorse change request(s) • Change of AI • Change of PA Part IV Endorse report(s) submission • Interim report • Final report 3

Login • Web address: https: //rfs. fhb. gov. hk/e. GMS/ • Recommended browsers: Microsoft Internet Explorer 8, 9 and 10 / • Firefox 20+ / Chrome 32+ (32 -bit only) • Login page: user@email. com r. FS@2345 4

Part I Submission of claim form (for FO only) 5

Submission of claim form • Create, edit and save the claim form. • Edit the “Temp Save” claim form. • Submit the claim form. • Print the claim form. Create (Steps 1 -4) Edit (Step 5) Submit (Step 6 b) Temp Save (Step 6 a) Print* (Step 7) * Please send the claim form (hardcopy) with signatures from PA and FO to RFS. 6

Submission of claim form – Step 1 • Go to Project > On-going or • Go to Project > Completion 7

Submission of claim form – Step 2 • Click “More” for the selected project. 8

Submission of claim form – Step 3 • Click “Claim for Reimbursement” in the pop-up window. The selected project ref. no. is shown here. 9

Submission of claim form – Step 4 • View the project details. • View the funding amount, available amount, and accumulated amount. • Summary of claim form(s) temporarily saved/submitted. 03140076 CFTemp 002 03140076 CF-001 • Click “Create new claim”. 10

Submission of claim form – Step 5 a • Input claim period. 11

Submission of claim form – Step 5 b • Input claim amount for budget item(s). • For staff cost, please “save” after entering the details. (Remarks: System will automatically check the input amount after user clicks Temp Save, Preview or Submit. ) 12

Submission of claim form – Step 5 c (Optional) • Attach supplementary information, if any pdf only! 13

Submission of claim form – Step 6 a (Optional) • Click “Temp Save” to save the claim form in the e. GMS for submission later. 14

Submission of claim form – Step 6 b • Click “Preview” to preview the claim form. • Click “Submit” to submit the claim form to RFS. • Click “Yes” to confirm the submission has conformed to the funding policy. 15

Submission of claim form – Step 7 • Click PDF icon to open / save the claim form in the computer. • Print the claim 13140541 -CF 001 13140541 -CF 001. pdf ? form for signature by FO and PA. • Send the signed hard copy to RFS. 16

Part II Update submission date of Financial Statement and Audited Account (for FO only) 17

Update submission date of Financial Statement – Step 1 • Go to Project > On-going 18

Update submission date of Financial Statement – Step 2 • Select the tab “Financial Statement / Audited Account”. • Click “Update” for the respective project. 19

Update submission date of Financial Statement – Step 3 • Update the date of the hard copy of Financial Statement submitted to RFS. • Click “Save” to save the submission date. 20

Update submission date of Audited Account – Step 1 • Go to Project > Completion 21

Update submission date of Audited Account – Step 2 • Select the tab “Financial Statement / Audited Account”. • Click “Update” for the respective project. 22

Update submission date of Audited Account – Step 3 • Update the date of the hard copy of Financial Statement submitted to RFS. • Click “Save” to save the submission date. 23

Part III Endorse change request 24

Endorse change request a) Administering Institution (AI) b) Principal applicant (PA) • Preview the change request • Push back for PA’s revision, if any Create Edit Temp Save Submit to RO (Step 6 b) Endorsed by RO Email notification • Submit the report to RFS “Push back” by RO 25

Endorse change request – Step 1 • Go to Project > On-going 26

Endorse change request – Step 2 • Select “Action List” • Click the link under “Change Request No. ” 27

Endorse change request – Step 3 • Select “PA” or “AI” • Click “Edit” 28

Endorse change request – Step 4 • Click “Endorse” to submit the change request to RFS. or • Click “Push Back” to reject the change request from PA. 29

Part IV Endorse report submission 30

Endorse report submission a) Interim report b) Final report • Preview the report • Push back for PA’s revision, if any Edit Temp Save Send *Revision after “pushed (Step back” by RO only 6 b) Endorsed by Co. A “Push back” by Co. A Email notification • Submit the report to RFS Endorsed by RO “Push back” by RO 31

Endorse report submission – Step 1 • Go to Project > On-going (for IR) or • Go to Project > Completion (for FR) 32

Endorse report submission – Step 2 a • Select “Action List” • Click “IR” / “FR” to view the Interim Report 33

Endorse report submission – Step 2 b (Optional) • Click “Check-in-order List” to view “checked” details, if any, entered by EO(RO), or • Enter new entry for “checked” details. • Click “Checked Date” after entering the “checked” details in “Remarks”. • Click “Confirm Checked” to save. 34

Endorse report submission – Step 3 • Click “Endorse” to endorse the IR / FR and submit the report to RFS. or • Click “Push back” to the PA to revise the report. 35

Summary Claim form Status Submission of report Change request General AI PA Co. A PR IR FR Exit survey Temp Save Y Y Y Y Y Pending signature - - Y Y Y - Submitted to RFS Y Y Y Y Y Received from RFS Y - - - - Paid Y - - - - Approved - Y Y Y Y - Rejected - Y Y Y Y - Withdrawn - Y Y Y Y - Revision required - Y Y Y Y - 36

Thank you! 37

Disclaimer The information contained in this presentation is for reference only and should not be regarded as a substitute for professional advice. The Government shall not be liable for any loss or damage, howsoever caused, arising from any information contained in this presentation. The Government shall not be liable for any inaccuracies, incompleteness, omissions, mistakes or errors in this presentation, or for any loss or damage arising from information presented herein. The opinions, findings, conclusions and recommendations expressed in this presentation are those of the authors of this presentation, and do not necessarily reflect the views of the Government. Nothing herein shall affect the copyright and other intellectual property rights in the information and material contained in this presentation. All intellectual property rights and any other rights, if any, in relation to the contents of this presentation are hereby reserved. The material herein may be reproduced for personal use but may not be reproduced or distributed for commercial purposes or any other exploitation without the prior written consent of the Government. Nothing contained in this presentation shall constitute any of the authors of this presentation an employer, employee, servant, agent or partner of the Government. 38