Electronic Grant Management System e GMS Project Monitoring

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Electronic Grant Management System (e. GMS) Project Monitoring (for Principal Applicant) Research Fund Secretariat

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

Abbreviations • AI • DH • DR • e. GMS • EO • FR

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

Agenda Part III Submission of claim form Change requests Submission of reports • Progress

Agenda Part III Submission of claim form Change requests Submission of reports • Progress report • Interim report • Final report • Reminder email to Co. A for endorsement Part IV Submission of exit survey 3

Login • Web address: https: //rfs. fhb. gov. hk/e. GMS/ • Recommended browsers: Microsoft

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: [email protected] com r. [email protected] 4

Part I Submission of claim form 5

Part I Submission of claim form 5

Submission of claim form • Create, edit and save the claim form. • Edit

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

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.

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

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

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 a • Input claim period. 11

Submission of claim form – Step 5 b • Input claim amount for budget

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

Submission of claim form – Step 5 c (Optional) • Attach supplementary information, if

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

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

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 /

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 Submission of change request 17

Part II Submission of change request 17

Submission of change request a) Project duration b) Study design c) Budget virement d)

Submission of change request a) Project duration b) Study design c) Budget virement d) Submission date of report(s) (i. e. PR/ IR/ FR) e) Co-applicant(s) ^ Administering Institution (AI) * g) Principal applicant (PA) * f) ^ Endorsement from new Co. A is required. * Endorsement from RO is required. 18

Submission of change request • Create, edit and save the change request • Edit

Submission of change request • Create, edit and save the change request • Edit the “Temp Save” change request • Submit the change request (Step 1 -4) Create (Steps 1 -4) (Step 6 b) Edit (Step 5) Submit (Step 6 b) Temp Save (Step 6 a) 19

Submission of change request (for change of Co. A only) • Create, edit and

Submission of change request (for change of Co. A only) • Create, edit and save the change request • Edit the “Temp Save” change request • Send the change request to Co. A • Push back the request for PA’s revision, if any. • Endorse the change request by Co. A to RFS. Create (Steps 1 -4) Edit (Step 5 e) Temp Save (Step 6 a) Send to Co. A (Step 6 b) Endorsed by Co. A “Push back” by Co. A 20

Submission of change request (for change of PA and AI only) • Create, edit

Submission of change request (for change of PA and AI only) • Create, edit and save the change request • Edit the “Temp Save” change request • Submit the change request to RO • Push back the request for PA’s revision, if any. • Endorse the change request by RO to RFS. Create (Steps 1 -4) Edit (Step 5) Temp Save (Step 6 a) Submit to RO (Step 6 b) Endorsed by RO “Push back” by RO 21

Submission of change requests – Step 1 • Go to Project > On-going or

Submission of change requests – Step 1 • Go to Project > On-going or • Go to Project > Completion 22

Submission of change requests – Step 2 • Click “More” for the selected project.

Submission of change requests – Step 2 • Click “More” for the selected project. 23

Submission of change requests – Step 3 • Click “Change Request” in the pop-up

Submission of change requests – Step 3 • Click “Change Request” in the pop-up window. The selected project ref. no. is shown here 24

Submission of change requests – Step 4 a • View the project details. •

Submission of change requests – Step 4 a • View the project details. • Select the tab for type of change request to be submitted. • Click “Create Change Request”. 25

Submission of change requests – Step 4 b (Remark: If there is an outstanding

Submission of change requests – Step 4 b (Remark: If there is an outstanding change request pending RFS’ approval, PA cannot create another new request in the same category. ) 26

Submission of change requests – Step 5 a (for project period) • Input the

Submission of change requests – Step 5 a (for project period) • Input the proposed end date. • Provide justifications. (Remark: there is a word limit of 200 words in each textbox. ) 27

Submission of change requests – Step 5 b (for study design) • Input the

Submission of change requests – Step 5 b (for study design) • Input the details for the change of study design. • Attach the supporting document (if any) pdf only! • Provide details for revised work plan, if any, under Remarks. • Provide justifications. (Remark: there is a word limit of 200 words in each textbox. ) 28

Submission of change request – Step 5 c (for budget virement) • Input the

Submission of change request – Step 5 c (for budget virement) • Input the new proposed budget amount. • Click “Add Research Staff” or “Add Support Staff” to add a new budget item(s). (Remark: There is a word limit of 10 words for each “Type of Staff” and “Rank” textbox) 29

Submission of change request – Step 5 c (for budget virement) • Input the

Submission of change request – Step 5 c (for budget virement) • Input the new proposed budget amount. • Click “Add Other Expenses” to add a new budget item(s). s (Remark: There is a word limit of 10 words for each “Detailed Item”) 30

Submission of change requests – Step 5 c (for budget virement) • Click “Add

Submission of change requests – Step 5 c (for budget virement) • Click “Add Equipment” to add a new budget item(s). (Remark: There is a word limit of 10 words for each “Detailed Item”) • Click “ ” to remove budget item. (Remark: Any budget item that has already been reimbursed cannot be removed. ) 31

Submission of change requests – Step 5 d (for submission date of reports) •

Submission of change requests – Step 5 d (for submission date of reports) • Input the proposed submission date of report. • Provide justifications. (Remark: there is a word limit of 200 words in each textbox. ) (Remark: This request will not change the completion date of the project. ) 32

Submission of change requests – Step 5 e (for Co-Applicant) • Select “Yes” to

Submission of change requests – Step 5 e (for Co-Applicant) • Select “Yes” to remove an existing Co. A. • Select the no. of new Co. A(s) to be added. 33

Submission of change requests – Step 5 e (for Co-Applicant) • Input the contact

Submission of change requests – Step 5 e (for Co-Applicant) • Input the contact information of new Co. A. 34

Submission of change requests – Step 5 e (for Co-Applicant) • Provide CV details

Submission of change requests – Step 5 e (for Co-Applicant) • Provide CV details of new Co. A: 1. Education / Training 2. Position and Honours 3. Recent Relevant Publications 4. Role and Responsibilities in the Project • Provide justifications. (Remark: there is a word limit of 200 words in each textbox. ) 35

Submission of change requests – Step 5 f (for Administering Institution) • Select the

Submission of change requests – Step 5 f (for Administering Institution) • Select the new AI from the pull down menu. (Remark: Contact RFS if the new AI cannot be found in the pull down menu. ) 36

Submission of change requests – Step 5 f (for Administering Institution) • Input the

Submission of change requests – Step 5 f (for Administering Institution) • Input the details of PA in new AI. • Attach the consent from Head of Department from the existing AI and the new AI, and RO of the new AI. (Remark: The request will be submitted to RO of the existing AI for endorsement before submission to RFS. ) 37

Submission of change requests – Step 5 g (for Principal Applicant) • Input the

Submission of change requests – Step 5 g (for Principal Applicant) • Input the contact information of new PA. 38

Submission of change requests – Step 5 g (for Principal Applicant) • Provide details

Submission of change requests – Step 5 g (for Principal Applicant) • Provide details of new PA: 1. Education / Training 2. Position and Honours 3. Recent Relevant Publications 4. Role and Responsibilities in the Project • Provide justifications. Remarks: The request will be submitted to RO for endorsement before submission to RFS. There is a word limit of 200 words to each textbox. 39

Submission of change requests – Step 6 a (Optional) • Click the action button

Submission of change requests – Step 6 a (Optional) • Click the action button to proceed. • Click “Temp Save” to save the request in the e. GMS for submission later. 40

Submission of change requests – Step 6 b • Click the action button to

Submission of change requests – Step 6 b • Click the action button to proceed. • Click “Yes” to proceed the submission to RO of existing AI. For example: Change of Principal Applicant, [03140076 -CR-001], has been submitted successfully to RFS. 41

Part III Submission of reports 42

Part III Submission of reports 42

Submission of reports a) Progress report b) Interim report ^ c) Final report ^

Submission of reports a) Progress report b) Interim report ^ c) Final report ^ ^ Endorsement from Co. A is required and must be submitted by RO. Reminder email to Co. A for endorsement (for IR and FR only) 43

Submission of progress report • Edit and save the report • Edit the “Temp

Submission of progress report • Edit and save the report • Edit the “Temp Save” report • Submit the report (Step 1 -4) (Step 6 b) Edit (Steps 1 -5) Submit (Step 6 b) Temp Save (Step 6 a) 44

Submission of progress report – Step 1 • Go to Project > On-going 45

Submission of progress report – Step 1 • Go to Project > On-going 45

Submission of progress report – Step 2 • Click “More” for the selected project.

Submission of progress report – Step 2 • Click “More” for the selected project. 46

Submission of progress report – Step 3 • Click “Interim/ Progress Report” in the

Submission of progress report – Step 3 • Click “Interim/ Progress Report” in the pop-up window. The selected project ref. no. is shown here. 47

Submission of progress report – Step 4 • View the project details. • Click

Submission of progress report – Step 4 • View the project details. • Click “Edit” to edit the progress report. 48

Submission of progress report – Step 5 Note the report reference no. (PR 1

Submission of progress report – Step 5 Note the report reference no. (PR 1 means first progress report) • Provide the progress update. • Attach the supplementary information, if any. (Remark: there is a word limit of 200 words in each textbox. ) 49

Submission of progress report – Step 6 a (Optional) • Click the action button

Submission of progress report – Step 6 a (Optional) • Click the action button to proceed. • Click “Temp Save” to save the report in the e. GMS for submission later. 50

Submission of progress report – Step 6 b • Click the action button to

Submission of progress report – Step 6 b • Click the action button to proceed. • Click “Yes” to proceed the submission to RFS. For example: to RFS. 51

Submission of reports (for IR or FR only) • Edit and save the report

Submission of reports (for IR or FR only) • Edit and save the report • Edit the “Temp Save” report • Send the report(s) to Co. A • “Push back” the report for PA’s revision, if any. (by Co. A/ RO) • Submit the report to RFS. (by RO) *Revision after “pushed (Step back” by RO only 6 b) Edit (Steps 1 -5) Temp Save (Step 6 a) Send (Step 6 b) Endorsed by Co. A “Push back” by Co. A Endorsed by RO “Push back” by RO 52

Submission of interim report – Step 1 • Go to Project > On-going 53

Submission of interim report – Step 1 • Go to Project > On-going 53

Submission of interim report – Step 2 • Click “More” for the selected project.

Submission of interim report – Step 2 • Click “More” for the selected project. 54

Submission of interim report – Step 3 • Click “Interim/ Progress Report” in the

Submission of interim report – Step 3 • Click “Interim/ Progress Report” in the pop-up window. The selected project ref. no. is shown here. 55

Submission of interim report – Step 4 • View the project details. • Click

Submission of interim report – Step 4 • View the project details. • Click “Edit” to edit the interim report. Interim Report IR 1 56

Submission of interim report – Step 5 a Note the report reference no. (IR

Submission of interim report – Step 5 a Note the report reference no. (IR 1 means first interim report) 03140076 • Provide the details. (Remark: there is a word limit of 200 words in each textbox. ) 57

Submission of interim report – Step 5 b • Provide the progress update. (Remark:

Submission of interim report – Step 5 b • Provide the progress update. (Remark: there is a word limit of 200 words in each textbox. ) 58

Submission of interim report – Step 5 b • Provide the details. • Attach

Submission of interim report – Step 5 b • Provide the details. • Attach the supplementary information, if any. (Remark: there is a word limit of 200 words in each textbox. ) 59

Submission of interim report – Step 6 a (Optional) • Click the action button

Submission of interim report – Step 6 a (Optional) • Click the action button to proceed. • Click “Temp Save” to save the report in the e. GMS for submission later. 60

Submission of interim report – Step 6 b • Click the action button to

Submission of interim report – Step 6 b • Click the action button to proceed. • Click “Yes” to proceed the submission to Co. A(s) and RO. For example: IR 1 of Project [03140076] has been submitted successfully to RO of AI, pending endorsement from RO and Co. A(s), if any. 61

Submission of final report – Step 1 • Go to Project > Completion (for

Submission of final report – Step 1 • Go to Project > Completion (for FR) 62

Submission of final report – Step 2 • Click “More” for the selected project.

Submission of final report – Step 2 • Click “More” for the selected project. 63

Submission of final report – Step 3 • Click “Final/ Dissemination Report” in the

Submission of final report – Step 3 • Click “Final/ Dissemination Report” in the pop-up window. The selected project ref. no. is shown here. 64

Submission of final report – Step 4 • View the project details. • Click

Submission of final report – Step 4 • View the project details. • Click “Edit” to edit the final report. 65

Submission of final report – Step 5 a Note the report reference no. (FR

Submission of final report – Step 5 a Note the report reference no. (FR 1 means first final report) Report Ref. No. FR 1 • Upload the report(s). • Attach the supplementary information, if any. pdf only! 66

Submission of final report – Step 5 b Report Ref. No. For revised FR

Submission of final report – Step 5 b Report Ref. No. For revised FR only • Upload the Revised FR Upload the file point-by-point response to Speaker’s comments point-by-point response. pdf only! 67

Submission of final report – Step 6 a (Optional) • Click the action button

Submission of final report – Step 6 a (Optional) • Click the action button to proceed. • Click “Temp Save” to save the report in the e. GMS for submission later. 68

Submission of final report – Step 6 b • Click the action button to

Submission of final report – Step 6 b • Click the action button to proceed. • Click “Yes” to proceed the submission to Co. A(s) and RO. For example: FR 1 of Project [13140161] has been submitted successfully to RO of AI , pending endorsement from RO and Co. A(s), if any. 69

Reminder email to Co. A(s) for endorsement – Step 1 • Go to Project

Reminder email to Co. A(s) for endorsement – Step 1 • Go to Project > On-going or • Go to Project > Completion 70

Reminder email to Co. A(s) for endorsement – Step 2 • Click “More” for

Reminder email to Co. A(s) for endorsement – Step 2 • Click “More” for the selected project. 71

Reminder email to Co. A(s) for endorsement – Step 3 • Click “Interim/ Progress

Reminder email to Co. A(s) for endorsement – Step 3 • Click “Interim/ Progress Report” in the pop-up window or The selected project ref. no. is shown here • Click “Final/ Dissemination Report” in the pop-up window. 72

Reminder email to Co. A(s) for endorsement – Step 4 • Click “N” to

Reminder email to Co. A(s) for endorsement – Step 4 • Click “N” to view the endorsement status from Co. A(s). • Click “Re- Send” to send the reminder to Co. A. 73

Part IV Submission of exit survey 74

Part IV Submission of exit survey 74

Submission of exit survey – Step 1 (Remark: Function for exit survey will be

Submission of exit survey – Step 1 (Remark: Function for exit survey will be activated by RFS in due course) • Go to Project > Completion (for FR) 75

Submission of exit survey – Step 2 • Click “More” for the selected project.

Submission of exit survey – Step 2 • Click “More” for the selected project. 76

Submission of exit survey – Step 3 • Click “Exit Survey” in the pop-up

Submission of exit survey – Step 3 • Click “Exit Survey” in the pop-up window. The selected project ref. no. is shown here. 77

Submission of exit survey – Step 4 • View the project details. • Complete

Submission of exit survey – Step 4 • View the project details. • Complete the Exit Survey. 78

Summary Claim form Status Submission of report Change request General AI PA Co. A

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 - 79

Thank you! 80

Thank you! 80

Disclaimer The information contained in this presentation is for reference only and should not

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. 81