Electronic Grant Management System (egms) Training Manual for Administering Institution (AI) Users. Application Module

Transcription

1 Electronic Grant Management System (egms) Training Manual for Administering Institution (AI) Users Application Module TM(App)_ AI (Updated: December 2015) Version 2.1

2 Content Endorsement of Application... 1 Administrative Function Create Executive Officer (EO) Account... 5 Administrative Function Maintain User s Profile... 6 Administrative Function Reset Password Administrative Function Maintain AI Profile Administrative Function - Endorsement of Principal Applicant (PA) Account Administrative Function Maintain Internal Deadline for Open Call Administrative Function Delegation of DH Abbreviations AI = Administering Institution egms = Electronic Grant Management System EO = Executive Officer DH = Department Head* FO = Finance Officer* PA = Principal Applicant RFS = Research Fund Secretariat RO = Research Officer* * AI user TM_AI (Updated: December 2015) Version 2.1

3 Endorsement of Application Preview and Checking : Step 1 to Step 4d Push Back: Step 4e / Step 5b Endorsement Step 5a notification for endorsement of Application Subject: Submission of Grant Application for HMRF 201x [Name of DH/FO/RO] Step 1: Click the link to login to the egms. egms Step 2: - Login to the egms. - Enter login and password. user@ .com rfs@2345 Step 3: Go to Project > Application TM_AI (Updated: December 2015) Version 2.1 P.1

4 Action List Step 4: Complete Check-in-order List / Push back an application on the Action List (i) View on the egms Step 4a: (ii) Download the PDF to computer Note: egms will prompt user to set a 6 character password before downloading the PDF to computer. i) View the application on the egms; or ii) Download the PDF to computer Enter new entry for checked details Step 4b (Optional): Click Check-in-order List to - View checked details, if any, entered by other AI users (e.g. DH/ FO/RO); or - Enter new entry for checked details. checked details entered by AI users. Step 4c: Click Checked Date after entering the checked details in Remarks. Step 4d: Click Confirm Checked to save new entry. TM_AI (Updated: December 2015) Version 2.1 P.2

5 (Remark: Checked status on Action List will be changed to Y ) [TempRef]? Step 4e (On a need basis): Click Push Back to return the application to PA for revision, with reason(s) entered in the Confirmation text box. (Remark: notification will be sent to PA after his/her application has been pushed back by AI user(s).) Pushed back applications will appear on the Pushed Back List. Click Details button to view the pushed back details. TM_AI (Updated: December 2015) Version 2.1 P.3

6 Step 5: Endorse an application on the Action List [TempRef] Step 5a: Click Endorse to endorse an application. [TempRef]? Step 5b: Click Push Back to return the application to PA for revision, with reason(s). [See Step 4e on Page 3] Master List Step 6: View the signing status of CoA(s) and AI users (e.g. DH/ FO/ RO) on the Master List. Outstanding List (for RO only) Outstanding List for RO only (for viewing of signing status, completing Check-in-order List and pushing back the applications) TM_AI (Updated: December 2015) Version 2.1 P.4

7 Administrative Function Create Executive Officer (EO) Account Step 1: Go to Administration > Create User Step 2: Complete EO s contact information (Remark: More than one EO account can be created.) notification with login and password will be sent to the EO. TM_AI (Updated: December 2015) Version 2.1 P.5

8 The following functions are granted to RO only: Administrative Function Maintain User s Profile Step 1: Go to Administration > Maintain User Account Step 2: RO can preview a summary of accounts of his/her AI. Click Last name to view / edit account details for a particular account. Step 3: View / update the details of a user. Note: Changing the authorised role or status of a user must be completed by RFS. [Name] Click Save to update user details. Note: Inform RFS for any change of authorised role or status. [email protected] TM_AI (Updated: December 2015) Version 2.1 P.6

9 Step 4: View/ Update the delegation of PA of a user. (Remark: Delegate should be assigned by the PA) Step 4a: View the Delegation List and Delegation History of his/ her delegate on Delegation of PA. Step 4b: Assign delegate - Enter of the delegate, start date and end date. - Click Assign Delegate. (Remark: Please refer to Step 4c if the delegate does not exist in egms) (Remark: PA can assign more than one delegate) TM_AI (Updated: December 2015) Version 2.1 P.7

10 Step 4c: Create delegate - Click Create Delegate. - Complete delegate s contact information notification with login and password will be sent to the delegate. TM_AI (Updated: December 2015) Version 2.1 P.8

11 Step 4d: Edit delegate - Click Edit. - Input the start date and end date. - Click Save under the Delegation List. Step 4e: Delete delegate - Click Trash sign. (Remarks: Record will be removed immediately on the screen after clicking Trash sign) TM_AI (Updated: December 2015) Version 2.1 P.9

12 Step 5: View/ Update the delegation of DH of a user. (Remark: Delegate should be assigned by the DH) Step 5a: View the Delegation List and Delegation History of his/ her delegate on Delegation of DH. Step 5b: Assign delegate - Enter of the delegate, start date and end date. - Click Assign Delegate. (Remark: Please refer to Step 5c if the delegate does not exist in egms) (Remark: DH can assign more than one delegate) TM_AI (Updated: December 2015) Version 2.1 P.10

13 Step 5c: Create delegate - Click Create Delegate. - Complete delegate s contact information TM_AI (Updated: December 2015) Version 2.1 P.11

14 notification with login and password will be sent to the delegate. Step 5d: Edit delegate - Click Edit. - Input the start date and end date. - Click Save under the Delegation List. TM_AI (Updated: December 2015) Version 2.1 P.12

15 Step 5e: Delete delegate - Click Trash sign. (Remarks: Record will be removed immediately on the screen after clicking Trash sign) Administrative Function Reset Password Step 1: Go to Administration > Maintain User Account Step 2: Click Last name to view / edit account details for a particular account. TM_AI (Updated: December 2015) Version 2.1 P.13

16 Step 3: Reset password for a user. [Name] TM_AI (Updated: December 2015) Version 2.1 P.14

17 Administrative Function Maintain AI Profile Step 1: Go to Administration> View Administering Institution Step 2: RO can preview information of his/her AI. Step 3: RO can maintain the list of domains. Step 3a: Add domain - Enter the new domain and click Add Domain. TM_AI (Updated: December 2015) Version 2.1 P.15

18 Step 3b: Delete domain - Click Trash sign. (Remarks: Record will be removed immediately on the screen after clicking Trash sign) Click Save. TM_AI (Updated: December 2015) Version 2.1 P.16

19 Step 4: RO can maintain the list of departments and department heads Step 4a: Add department - Click Add Department. - Enter name of department, of DH, and effective date (if necessary). (Remark: If effective date is not entered, the role of Head of Department will be assigned automatically) TM_AI (Updated: December 2015) Version 2.1 P.17

20 Step 4b: Edit department - Click Edit. - Enter of new DH and effective date (if necessary). (Remark: If effective date is entered, the checkbox for Change current Head of Department will be enabled automatically.) TM_AI (Updated: December 2015) Version 2.1 P.18

21 Step 4c: Delete Department - Click Trash sign. (Remark: Record will be removed immediately on the screen after clicking Trash sign) (Remark: Department cannot be deleted if projects are currently associated with department) TM_AI (Updated: December 2015) Version 2.1 P.19

22 Administrative Function - Endorsement of Principal Applicant (PA) Account Subject: egms Account Endorsement for Principal Applicant Step 1: Name of RO, notification will egms be sent to RO for endorsement of an PA account. Step 2: Go to Administration > Endorse Principal Applicant Account Step 3: Click Last name to endorse / reject a PA account registration. Step 4: RO can view or edit PA s information before endorsement / rejection. notification about the result of registration will be sent to PA. TM_AI (Updated: December 2015) Version 2.1 P.20

23 Administrative Function Maintain Internal Deadline for Open Call Step 1: Go to Project > Application Step 2: Click Application Call to view current open call Step 3: - Fill in the internal deadline. TM_AI (Updated: December 2015) Version 2.1 P.21

24 The following function is granted to DH only: Administrative Function Delegation of DH Step 1: Go to Setting> Maintain Personal Profile Step 2: Click Delegation of DH. Step 3: View/ Update the delegation of DH. Step 3a: View the Delegation List and Delegation History of his/ her delegate on Delegation of DH. TM_AI (Updated: December 2015) Version 2.1 P.22

25 Step 3b: Assign delegate - Enter of the delegate, start date and end date. - Click Assign Delegate. (Remark: Please refer to Step 3c if the delegate does not exist in egms) (Remark: DH can assign more than one delegate) TM_AI (Updated: December 2015) Version 2.1 P.23

26 Step 3c: Create delegate - Click Create Delegate. - Complete delegate s contact information notification with login and password will be sent to the delegate. TM_AI (Updated: December 2015) Version 2.1 P.24

27 Step 3d: Edit delegate - Click Edit. - Input the start date and end date. - Click Save under the Delegation List. Step 3e: Delete delegate - Click Trash sign. (Remarks: Record will be removed immediately on the screen after clicking Trash sign) TM_AI (Updated: December 2015) Version 2.1 P.25