The Cancer Institute NSW Grants Management System User Guide

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1 The Cancer Institute NSW Grants Management User Guide Version February 2016

2 Contents 1. Registration 2 2. Login to the Institute s GMS 3 3. Forgot password 3 4. The home page 4 5. Creating a profile 4 6. Creating an application 5 7. Submitting an application 7 8. Sharing an application 8 9. Help and information 9 Record Number: E16/00306 Page 1 of 10

3 1. Registration To apply or participate in an application you will need to be registered on the Cancer Institute s New South Wales Grants Management (GMS). To access the GMS go to 1. Click Sign In. 2. The Register form will be displayed. 3. Complete the form. Please note that the password must be 10 characters and include at least one number, one upper/lower case letter and a special character. 4. Click I m not a robot - recaptcha may require you to perform an additional task. 5. Select Register. 6. A registration will be delivered to the address you specified in the form. 7. If you do not receive the within a few minutes, check your junk folder. For any further support, check with your organisation s IT support or contact the Cancer Institute NSW Grants Team Record Number: E16/00306 Page 2 of 10

4 8. Click the link in the confirmation to activate your account. 2. Login to the Institute s GMS Once you are registered and your account is activated, you can login to the Institute s GMS. 1. Enter your username and password. 2. Select Sign In. 3. Select Agree to accept the License Agreement. 4. The Institute s GMS home page will be displayed. Note: Your username is your address that you have registered to your account. 3. Forgotten password If you have forgotten your password you can follow the steps below to reset your password. 1. Click the Reset password link. Record Number: E16/00306 Page 3 of 10

5 2. Enter your address in the text box. 3. Click I m not a robot and satisfy the recaptcha challenge if required. 4. Select Reset Password. 5. Click Finish. 6. A password reset link is ed to the address associated with your user account. Click on the link to finalise the password reset. 4. The home page 1. After you log in you will be presented with the GMS homepage. 2. The tool bar displays five icons (applications, projects, survey, profile and help). 3. On the left hand side of the screen you can start a new application. Please note the upload application function is currently not available. 4. The right hand side of the screen provides details of the grant rounds currently open. 5. In the top right hand corner there is countdown timer. After 60 minutes should your account use be inactive, your session will automatically expire. 6. To return to the home page click on Grants Management on the left hand side of the tool bar. 5. Creating a profile Once you have registered, a basic profile will be created in the GMS. In this profile you can update your details (e.g. address, , appointments and qualifications) as well as change your username and password. The information stored in your profile will auto populate into any application form. To update or view your profile: 1. Select Profile from the toolbar. 2. The personal profile page is displayed. 3. Using the menu on the left hand side, you can navigate through the different options and update your details. Record Number: E16/00306 Page 4 of 10

6 Notes: Personal details details Select Reset to discard any additional changes you make. Select Notification to receive updates. Select Researcher if relevant. s will be sent to your preferred address (i.e. the address you used to register). You can change your preferred address as follows: Select Add new address. Enter the address. Select the preferred checkbox (only one address may be specified as preferred). Select Save. You cannot delete the address used to login to your account. To change your login address select Account Settings > Change username. The preferred status is displayed in the list. Account settings From here you can change your username or password. 6. Creating an application 1. You can begin an application from the GMS home page by clicking on new application. 2. Alternatively, you can go to the application page by clicking on the applications tab on the toolbar. 3. Click new application 4. From the drop down list select the scheme you are applying for. 5. Create a title for the application and add any comments or notes. The title and notes are for your own reference and will not be included in the final submission. Record Number: E16/00306 Page 5 of 10

7 6. Use the left hand menu or forward and back arrows to navigate through the application form. 7. Select Save to save your changes. You can save and continue as often as you like. 8. You can download a pdf copy of the application at any time using the preview button. 9. A copy of the application is downloaded using your browsers default settings. 10. Once you have started an application it will be assigned a unique application Identifier. Applications which are in progress will be listed on the GMS homepage and on the applications page. 11. Applications in progress will display five icons (i.e. copy, download, share, rename and delete) next to them. 12. Copy will create a new version of the application with a new unique identifier; share allows you to share the application with colleagues (see section 8 for more details). You can also rename the application. Please note that the download function is not available. Record Number: E16/00306 Page 6 of 10

8 Notes: Help tips are provided throughout the form click on the question mark icon to display a description. Mandatory fields are indicated with an *. Incomplete sections of the application will appear in red text in the left hand menu. Certain sections of the application form will require you to provide multiple entries (e.g. milestones, publications). Entries can be added, deleted or duplicated using add, delete or fill down buttons. 7. Submitting an application Applicants will now submit their application directly to the Cancer Institute NSW and not via the Administering Institution. It is the responsibility of the applicant to have notified the Administering Institution of their intention to submit and to have sought the necessary approvals. You may wish to share your application with other parties (e.g. research office) details of how to share applications are provided in section 8. To submit the application: 1. From the certification page read and confirm that the required actions have been undertaken. 2. Click on Submit. 3. You will receive an confirming that the application has been successfully submitted. 4. The Administering Institution contact will also receive an notifying them that the application has been submitted. 5. Please be aware that once an application has been submitted it can not be changed. 6. Once the application has been submitted three icons (copy, download and view application attachments) will be available next to the application. 7. A pdf version of the submitted application and other documents can be accessed by clicking on the view applications attachment icon. Please note the download function is not available. 8. Copy will create a new version of the application with a new identifier. Record Number: E16/00306 Page 7 of 10

9 8. Sharing an application An applicant can share their application with other registered GMS users, or invite other users to share the application. To access an application the recipient must be registered on the GMS. To share an application: 1. Identify the application you wish to share and click on share application. 2. Enter the address of the recipient(s). 3. If the recipient is registered on the GMS they will receive an notifying them that you would like to share an application with them. 4. If they are not registered they will receive an inviting them to register. 5. The application can be accessed from the homepage by clicking on the Identifier. 6. When an application is shared only one recipient can have access to the application at any one time. 7. If you wish to remove a recipient from an application click on share. 8. Identify the recipient from the list of assigned users and select delete. Record Number: E16/00306 Page 8 of 10

10 Note: Only the original owner of the application will have rights to share an application. 9. Help and information To access help tips across the GMS, click on the help icon on the tool bar. If you do experience any problems or would like some further information please contact the grants team on (02) or Record Number: E16/00306 Page 9 of 10

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