Electronic Grant Management System (egms) Training Manual for Administering Institution (AI) Users. Project Monitoring Module
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1 Electronic Grant Management System (egms) Training Manual for Administering Institution (AI) Users Project Monitoring Module TM(Project Monitoring)_ AI (Updated: December 2015) Version 1.2
2 Content Endorsement of Interim Report (IR) (for RO only)... 1 Endorsement of Final Report (FR) (for RO only)... 3 Endorsement of Change of Principal Applicant (for RO only)... 5 Endorsement of Change of Administering Institution (for RO only)... 7 Preview the Change Request... 9 Update Submission Date of Financial Statement (for FO only) Update Submission Date of Audited Account (for FO only) Submission of Claim Form (for FO only) Print the Claim Form (for FO only) Abbreviations AI = Administering Institution DR = Dissemination Report egms = Electronic Grant Management System EO = Executive Officer FO = Finance Officer* FR = Final Report IR = Interim Report PA = Principal Applicant PR = Progress Report RFS = Research Fund Secretariat RO = Research Officer* * AI users TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2
3 Endorsement of Interim Report (IR) (for RO only) Step 1: On-going Step 2: - Select Action List. - Click IR to view the Interim Report. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.1
4 Step 3a (Optional): Click Check-in-order List to - View checked details, if any, entered by EO(RO), or - Enter new entry for checked details. Step 3b: Click Checked Date after entering the checked details in Remarks. Step 3c Click Confirm Checked to save new entry. Step 4a: Click Endorse to endorse the Interim Report and submit the IR to RFS. OR Step 4b: Click Push back to request PA to revise the IR submission. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.2
5 Endorsement of Final Report (FR) (for RO only) Step 1: Completion Step 2: - Select Action List. - Click FR to view the Final Report. Step 3: Click and preview the FR / DR. Step 4a (Optional): Click Check-in-order List to - View checked details, if any, entered by EO(RO), or TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.3
6 - Enter new entry for checked details. Step 4b: Click Checked Date after entering the checked details in Remarks. Step 4c: Click Confirm Checked to save new entry. Step 5a: Click Endorse to endorse the Final Report and submit the FR to RFS. OR Step 5b: Click Push back to request PA to revise the FR submission. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.4
7 Endorsement of Change of Principal Applicant (for RO only) Step 1: On-going Step 2: - Select Action List. - Click the link under Change Request No. Step 3: - Select PA. - Click Edit. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.5
8 Step 4a: Click Endorse to submit change request to RFS. OR Step 4b: Click Push Back to reject the change request from PA. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.6
9 Endorsement of Change of Administering Institution (for RO only) Step 1: On-going Step 2: - Select Action List. - Click the link under Change Request No. Step 3: - Select AI. - Click Edit. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.7
10 Step 4a: Click Endorse to submit change request to RFS. OR Step 4b: Click Push Back to reject the change request from PA. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.8
11 Preview the Change Request Step 1: On-going Step 2: - Select Change Request. - Click the number under No. of request submitted. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.9
12 Update Submission Date of Financial Statement (for FO only) Step 1: On-going Step 2: - Select Financial Statement / Audited Account. - Click Update of the respective project. Step 3: - Update the submission date of the hard copy of Financial Statement to RFS. - Click Save to save the submission date. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.10
13 Update Submission Date of Audited Account (for FO only) Step 1: Completion Step 2: - Select Financial Statement / Audited Account. - Click Update of the respective project. Step 3: - Update the submission date of the hard copy of audited account to RFS. - Click Save to save the submission date. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.11
14 Submission of Claim Form (for FO only) Step 1: On-going or Completion Step 2: - Select Master List. - Click More. Step 3: Click Claim for Reimbursement TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.12
15 Step 4: Click Create a new claim form. Step 5a: - Input claim period. - Input claim amount for the budget item(s). - For staff cost, click Details and input claim amount for the budget item(s) (Remarks: Adjustment (Column E) allows +/- $1 adjustment for staff cost.) TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.13
16 - Attach supplementary information (if any). - Click Submit to submit the claim form to RFS. OR Step 5b: Click Temp Save to save the claim form in the egms for submission later. OR Step 5c: Click Cancel to cancel the submission action. Step 6 - Click Yes to confirm the submission the claim form to RFS.. Step 7 Send the hard copy of the claim form signed by PA and FO to RFS. Please refer to print function on P.15. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.14
17 Print the Claim Form (for FO only) Step 1: On-going or Completion Step 2: - Select Claim for Reimbursement tab. - Click the number under No. of Claim Submitted. Step 3: Click the PDF icon to download the claim form. Step 4: Click Open or Save. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.15
18 Step 5: - Print pdf file for signature by FO and PA. - Send the signed copy to RFS. TM_AI(Project Monitoring) (Updated: December 2015) Version 1.2 P.16
Electronic Grant Management System (egms) Training Manual for Administering Institution (AI) Users. Application Module
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