Research Grants Management System (RGMS) How To Information Sheet

Transcription

1 How To Information Sheet Updated: 7 December 2011 Research Grants Management System (RGMS) How To Information Sheet CHIEF INVESTIGATOR ONLY (CI): A. I have never used the RGMS before. Where do I start? B. I am going to be the CIA on an application. How do I start an application? C. How do I navigate the menu structure to continue an application that has been started? D. How do I upload a file to auto-populate the Publications section of my CV? E. How do I start the certification process for my application (CIA Only)? F. How do I certify an application on which I am listed (CIA)? G. How do I cancel or reject certification of an application on which I am listed (CIA)? H. How can I check what status my application is currently at? I. How do I change the Chief Investigator (CI) role assigned to members of my Research Team? (from CIB to CIC, or CID to CIB etc?) (CIA Only) J. How do I change the Administering Institution that appears on my application? K. How do I view a summary or print a copy of my application? L. How do I remove/cancel a team member nominated on my application? RESEARCH ADMINISTRATION OFFICER ONLY (RAO): M. How can I find information about applications that have been submitted by researchers at my institution? (RAO Dashboards) N. How do I view a summary or print a copy of an application? (Snapshot Reports) O. How do I endorse an application? (RAO Endorsement). P. How do I reject endorsement of an application? (RAO Rejection) Q. How do I certify an application? (RAO Certification). R. Overview of the certification process S. Commonly asked questions about the certification and endorsement process Contact: Help@NHMRC.gov.au Page 1 of 11

2 CHIEF INVESTIGATOR ONLY: A. I have never used the RGMS before. Where do I start? If you don t already have a username and password for RGMS, consult the RGMS website for instructions to request an RGMS account. Once you have a RGMS username and password: 1. Review the policy document for the grants program you are applying for. 2. Review the latest versions of the RGMS How To and FAQs information sheets available on the RGMS website. Keep all of these documents handy for future reference. 3. Review the Training Tutorials on the RGMS website 4. Login to the RGMS at: 5. Choose the My Profile and CV link from the menu on the far left of screen. This menu is known as the Main Menu 6. Select your name from the My Profile and CV list. 7. Review the information on screen, then select the Profile tab at the top of screen. This menu is known as the Tab Menu. 8. Select each page listed in the Profile Sub Menu and answer the questions asked. 9. Select the CV tab from the Tab Menu, then select each section listed in CV Sub Menu and answer the questions asked. You can then continue on and start an application if you wish (see below). B. I am going to be the CIA on an application. How do I start an application? 1. Click Applications from the menu on the far left of screen. This is known as the Main Menu 2. Click the New button. 3. Complete the questions on screen. 4. Click the Save button. This has created the shell of your application and you can now return to the application to complete all other remaining sections. Contact: Help@NHMRC.gov.au Page 2 of 11

3 C. How do I navigate the menu structure to continue an application that has been started (CIA only)? 1. Click Applications from the menu on the far left of screen. This is known as the Main Menu 2. Select the title of the application that you want to continue with. 3. Select the Detail tab at the top of screen. This is known as the Tab Menu. 4. Select the Part A link. 5. Select each section listed in the Part A Sub Menu and answer the questions asked. 6. Select the Part B link, then select each section listed in the Part B Sub Menu and answer the questions asked. D. How do I upload a file to auto-populate the Publications section of my CV? Hints and instructions for creating a Publication Upload file are available in the CV section. To access these; 1. Click My Profile and CV in the Main Menu 2. Select your name (either first or last name) 3. Select the CV tab at the top of the screen. 4. Select the Publication Uploads link in the Sub-Menu. 5. Click the NEW button. The hints and instructions for creating the upload file (or using the template) are displayed on screen. Contact: Help@NHMRC.gov.au Page 3 of 11

4 E. How do I start the certification process for my application (CIA Only)? Starting the certification process will lock down the application and prevent further edits. CI Certification can only be commenced by the CIA, and should only be commenced once the application is complete and has been checked by CIs and RAO for accuracy, spelling errors and other proofing. It is recommended that CIA alert their RAO before certification is started. This is because it is much easier for RAOs to communicate spelling errors and other edits to the CIA before starting certification. If the RAO picks up errors and edits when it is sent to them for RAO certification, they have to reject the application and return it to pre-ci certification to allow the edits to be made. To start the CI certification process, 1. Click Applications in the Main Menu 2. Select the title of the application you wish to start certification. 3. Select the Certification tab. (circled below) 4. Click the CI Certification link in the Sub-Menu. 5. Select Yes-Request CI Certification from the drop down list. 6. Click SUBMIT. F. How do I certify an application on which I am listed (CIA only)? Once the certification process has been started, the CIA must certify the application. Starting the certification process will automatically deliver an to the CIA listed on the application prompting them to log in to RGMS and certify their application. CIA can use the link provided within the to locate the application Certification screen. Alternatively: 1. Click the HOME icon from any screen within RGMS and look for the Action Items section (as shown below). An item will appear within the Action Items section. 2. Click on the Action Item marked: RGMS Alert: CI Certification Request. The certification screen will appear. 3. Read the instructions on screen. Select Certify from the drop down list. 4. Click the SUBMIT button. You have now certified the application. Please note, if certification of this application is rejected or cancelled the RAO at any time, you will need to re-certify the application before it can be submitted. In re-certification is required, you will receive notification via . Contact: Help@NHMRC.gov.au Page 4 of 11

5 G. How do I cancel or reject certification of an application on which I am listed on (CIA only)? Follow the certification process described above. At Step 3, instead of selecting Certify from the drop down list, select Reject instead. H. How can I check what status my application is currently at? 1. Click Applications in the Main Menu 2. Applications on which you are nominated will be listed on screen. The far right hand column denotes the application s current status. I. How do I change the Chief Investigator (CI) role assigned to members of my Research Team? (from CIB to CIC, or CID to CIB etc?) (CIA only) 1. Click Applications in the Main Menu (circled below) 2. Select the title of the application that you want to continue with. 3. Select the Detail tab. (circled below) 4. Select the Part A link. (circled below) 5. Select the Research Team & Commitment link. (circled below) 6. Select the team member you wish to change. (circled below) 7. Use the Role drop down list to assign a new role to the team member you selected. Click SUBMIT to confirm the change. Note: If the change you wish to make involves the CIA, please your request to Help@nhmrc.gov.au only RGMS administrators can make changes involving the CIA. Contact: Help@NHMRC.gov.au Page 5 of 11

6 J. How do I change the Administering Institution that appears on my application? Simply submit a Change of Administering Institution request via the Properties tab of your application. 1. Click Applications in the Main Menu 2. Select the title of the application you wish to change. 3. Select the Properties tab (circled below). 4. Select the Request change of administering institution link (circled below). 5. Use the instructions on screen to complete the request. (Please note that it may take up to 48 hours for the request to be completed). K. How do I view a summary or print a copy of my application? The Snapshot Reports function can provide both an application summary export and full application export. This will allow users to print or view a document version of their application (either in part or in full). To access these exports, 1. Click Applications in the Main Menu 2. Select the title of the application needed. 3. Click the Properties tab (as circled below). 4. Click the Request latest snapshot link in the sub-menu (as circled below). (Only the CIA can make this request). 5. Read and follow the instructions on-screen. 6. After allowing some time for the snapshot report to run, click the Snapshot Reports tab (as circled below). The application, assessor & summary documents, and any associated attachment that have previously been uploaded, will be provided in the Application Snapshot list along with a timestamp of when the snapshot was run. Contact: Help@NHMRC.gov.au Page 6 of 11

7 L. How do I remove/cancel a team member nominated on my application? (CIA only) While the team member cannot be deleted from the application, it can easily be cancelled. If the team member cancelled is a CI, it will also trigger a handy system to the CI to notify them that their nomination has been cancelled. To cancel any type of team member from an application (whether it is a CI, PRP, Technical Support Staff etc:) 1. Click Applications in the Main Menu 2. Select the title of the application needed. 3. Click the Detail tab (as circled below). 4. Click the Part A link (as circled below). 5. Click the Research Team and Commitment link (as circled below). 6. Click the Type link for the nomination you want to cancel (as circled below). 7. Click the Cancel Nomination link. 8. Change the drop down to Yes and click the Save or Submit button. After a short delay, the role will now be marked as Cancelled in the Research Team and Commitment list. Contact: Help@NHMRC.gov.au Page 7 of 11

8 RESEARCH ADMINISTRATION OFFICER ONLY (RAO): M. How can I find information about applications that have been submitted by researchers at my institution? Use the RAO dashboards (provided for RAO accounts only). The RAO dashboards can be found in the main menu on the left of the screen. The RAO Application Progress tab displays: (a) How many applications are currently active for your institution (b) Links to view the content of each application (c) An indicator showing what stage each application is at (d) Highlights to show which applications require attention. The RAO Application Summary tab displays: (a) Statistical information on applications for your institution (b) Option to drill down for further details (c) Links to view the content of each application (d) Budget Summary (e) CIA and contact information (f) Whether RAO edit access has been granted for each application. N. How do I view a summary or print a copy of an application? The Snapshot Reports function can provide both an application summary export and full application export. This will allow users to print or view a document version of their application (either in part or in full). To access these exports, 1. Click RAO Dashboard in the Main Menu, and select the Progress tab. 2. Select the title of the application needed. 3. Click the Properties tab (as circled below). 4. Click the Request latest snapshot link in Sub-Menu (as circled below). (NB: You can only request latest snapshots if you have been allowed edit access by the applicant). 5. Read and follow the instructions on-screen. 6. After allowing some time for the snapshot report to run, click the Snapshot Reports tab (as circled below). The application, assessor & summary documents, and any associated attachments that have previously been uploaded, will be provided in the Application Snapshot list along with a timestamp of when the snapshot was run. Contact: Help@NHMRC.gov.au Page 8 of 11

9 O. How do I endorse an application? (RAO Endorsement). Once the CIA has started the certification process, and has certified the application, it will be available for RAOs to both endorse and certify. RAOs can use the RAO Dashboard section to track this progress, and also access the applications awaiting endorsement and certification. To endorse an application, 1. Click RAO Dashboard in the Main Menu, and select the Progress tab. 2. Select the title of the application you wish to endorse. 3. Click the Certification tab (as shown below), 4. Click the RAO Endorsement link in the sub menu (as shown below), 5. Click the NEW button (as shown below). 6. Follow the instructions on screen to complete a new endorsement record. Once you have completed the endorsement record, you must continue on to certify the application before it is considered submitted (see below for the RAO Certification process). P. How do I reject endorsement of an application? (RAO Rejection). Follow the steps 1-5 at Part O. above. Then: 6. After clicking the NEW button to create a new endorsement record, select No - Minor change(s) are required or No Major change(s) are required. Rejecting the application for a minor or major change will require the CIA to re-certify the application after revising the necessary change(s). Contact: Help@NHMRC.gov.au Page 9 of 11

10 Q. How do I certify an application? (RAO Certification). Once RAO Endorsement is complete, the application can be certified by the RAO. 1. Click RAO Dashboard in the Main Menu, and select the Progress tab. 2. Select the title of the application you wish to certify. 3. Click the Certification tab (as shown below), 4. Click the RAO Endorsement link in the sub menu (as shown below), 5. Click the latest endorsement record made by the RAO (as shown below). Next, 6. Click the Certification link (as shown below). Follow the instructions provided onscreen to complete the RAO certification. Once this RAO certification is completed, the application will be marked as Submitted to NHMRC in the RAO dashboard. Contact: Help@NHMRC.gov.au Page 10 of 11

11 R. Overview of the certification process START FINISH Application in Progress CIA starts certification CIA certifies application RAO Endorsement RAO Certification Submitted to NHMRC If RAO rejects CIA must recertify. Application can NOT be edited at the stages listed directly above unless certification is rejected by the CIA or RAO S. Commonly asked questions about the certification and endorsement process I m the CIA on my project. Do I have to certify the application after starting the certification process? Yes. The CIA must certify the application after starting the certification process. There are two steps to completing the CI certification: 1. Request Certification (step E. of this document) 2. Certify the request (step F. of this document) Can the CIA edit the application after the certification process has been started? No. The application certification must be rejected by the CIA, (or RAO if it has progressed to RAO endorsement/certification) in order to unlock the application for editing. Can my RAO edit my application and submit it to the NHMRC after the CIA has certified it? No. If edits are required after the RAO is prompted to endorse/certify the application, it will need to be rejected by the RAO in order to unlock it and allow further edits by the CIA. If the RAO rejects for a minor or major change, then the CIA needs to re-certify the application during the CI certification process. At what point does the application actually get submitted to the NHMRC? After RAO certification, the application is marked as Submitted to NHMRC. (This follows CIA certification and RAO endorsement.) I ve certified my application but now need to change it. What should I do? Either the CIA listed on the application, (or the RAO if it has progressed to RAO endorsement/certification) will need to reject certification of the application to unlock it and allow further edits. Contact: Help@NHMRC.gov.au Page 11 of 11