Inland Fisheries Ireland Online Application Portal. User Guide IFI/2018/1-4434

Transcription

1 Inland Fisheries Ireland Online Application Portal User Guide IFI/2018/1-4434

2 USER GUIDE Inland Fisheries Ireland Online Application Portal Document Updated 21/5/2018 Version:1.1 The purpose of this document is to assist users gain access to the Online Application Portal and complete an application form. Wave Graphic Can Stock Photo / Transia

3 Contents Overview 2 How To Use This Document 2 Getting Started 2 System Requirements 2 Registering as a User 3 Registering as an Organisation 4 Logging In 5 Forgotten/Changing Password 6 Forgot Password 6 Changing your Password 6 Navigating the System 7 Home Portal Screen 7 Managing your Profile 9 Create an Application 10 Application PDF 12 System Functions Explained 13 General Buttons 13 Creating Collaborators/Co-Applicant 13 Mandatory Fields 14 Upload Buttons 14 Expand/Collapse Sections: 15 Scrollbars 16 XML Boxes 17 Date Picker 18 User Guide 1

4 Overview The Inland Fisheries Ireland Online Application Portal is a web-based application used to manage grant applications funded by Inland Fisheries Ireland as well as other Inland Fisheries Ireland application forms, including Environmental Assessments. This document is intended as a guide for a user wishing to submit an application to Inland Fisheries Ireland in response to an open call on behalf of their club/federation/business/community organisation. The user who creates the application on the Portal is known as the project lead applicant. The lead applicant has primary responsibility for preparing and submitting the application via the Portal on behalf of the lead organization (i.e. Club/Federation) and any of the project partners (Organisations who may be participating in the project). This user can also appoint collaborators or co-applicants who can assist them in completing the application process. How To Use This Document This document is intended as a User Guide for all users of the Portal However, only certain sections of the document are relevant to each of the users outlined. All users should read: 1. Getting Started. 2. Navigating the system. 3. Creating an Application. 4. System functions explained. Getting Started System Requirements The following are the minimum specifications for accessing the Portal: Minimum Hardware Requirements Processor RAM VDU Display Operating System Screen Resolution Browser Session Cookies JavaScript Popups Pentium P233 64MB 1024x768 display 16 bit display colours Minimum Software Requirements Microsoft Windows 95 or higher MAC OS 8 or higher 800x600 or higher Internet Explorer 5.0 or higher Netscape 4.78 or higher Mozilla 1.73 or higher Mozilla Firebird or later Must support session cookies and must be enabled Must be supported by the browser and must be enabled Must be allowed 2 User Guide

5 Registering as a User All applicants must first register in the system, your address will act as the username, a generic password is ed to the account provided. Each applicant must register themselves under an Organisation Type Club Angling Federation Community Development Organisation Private Business Riparian Owner 3rd Party Local Authority When you first log-in to the registration page you must select the organisation. You will find the current selection of organisations listed in the Organisation name, once you start to type in the name, if there are any similar named organisations they will appear, select the one which is relevant to you. Figure 1. User Guide 3

6 Figure 2. If your organisation is not displaying you must then register the organisation on the system (see the next section on registering as an organisation). Once you have selected your organisation you must fill in your details under Contact Information as follows: First Name Last Name Phone Number Do you hold a Salmon licence (to be eligible for SCF Funding) Do you hold a Midland Fisheries permit (to be eligible for the MFF Fund) Once you select submit you will receive an to that address containing your login details (Username and Password). Once you Login with the username and password provided you will be asked to change your password to a password you can easily remember. Registering as an Organisation If your organisation does not exist you will need to register one, you can do this by selecting click here as shown in Figure 1. This will bring you to a page enabling you to register the Organisation Information as follows: Organisation Type (This is the type of organisation you are, this is a drop down list selection based on the types mentioned earlier in this document) Organisation Name Organisation Address County Organisation is based in (Drop down list selection) You can then enter your contact information below (but you should note that you will be also added as the organisation contact) First Name Last Name Phone Number Once you Login with the username and password provided you can Change your Password. 4 User Guide

7 Logging In To gain access to the Portal, go to ifi.smartsimple.ie. The Login screen provides overview information for users of the Portal and also provides an area on the right hand side of the screen where you can enter your username and password information Your username is the address that you used to register on the system. Enter your full address (e.g. into the Username field on the screen. 2. Copy your password that was sent via into the Password field. 3. Click the Login button. 4. For security reasons when you first Login you will be asked to Change your Password and this will be the password you use going forward. Figure 3. User Guide 5

8 Forgotten/Changing Password Forgot Password If you forget your password, you can request a new password to be sent to your registered address. You can access this from the Login Page. 1. Click on the Forgot password link that appears in the right side of the page (underneath the Login button). 2. A pop-up will appear, asking you to enter your address. Enter the address you used to register on the Portal. The system will send your password information to the address supplied. 3. If you cannot remember the address you used to register, please contact the Project Office contact who will arrange appropriate assistance. Changing your Password When your account is created, you will be ed a system generated password. You can change your password by clicking on Change Password icon on your home page. You should choose a password that is secure, meeting the following minimum criteria: 1. Minimum length is eight characters. 2. Must include a mix of letters and numbers. 3. Cannot be the same as your previous password. 4. Passwords are not case sensitive. 6 User Guide

9 Navigating the System The following standards apply to the Portal interface: Home Portal Screen This screen outlines the user s options within the system (Figure 4). This screen is broken into the following sections: 1. Banner line section - The page banner (blue banner across the top right of the screen) will remain the same while you are logged in and this section allows you amend your password, personal and organisation details. Personal Profile described in Managing Your Profile later in this section. Organisation profile giving you details about the organisation you are registered under. Change Password allows you to change your Password at any point. Logout link to logout out of the Portal. 2. Welcome Section Giving you support contact information and access to user guides etc Figure 4. User Guide 7

10 3. Open Calls Section Listing all calls open/closed or pending. 4. My Applications Section Listing all Applications that you are working on and the status they are at, for example: a. In Progress: Displays a list of the applications you have created and have not yet submitted to Inland Fisheries Ireland (i.e. your work-in-progress applications). You can click on any application in the In Progress list to edit the Application. b. Submitted: Displays a list of applications you submitted to Inland Fisheries Ireland and are pending a funding decision. You can click on any application in the Submitted list to View the Application. c. Conditional award: Display a list of projects that jave been conditionally awarded funding and require some further information before moving through to delivery. d. Approved: Displays a list of applications you have submitted to Inland Fisheries Ireland which have been approved but require further follow up work to assist delivery. e. Closed: Displays a list of applications you submitted to Inland Fisheries Ireland that are now complete. f. Declined: Displays a list of applications you have submitted to Inland Fisheries Ireland, that have not been successful. You can click on any application in the Unsuccessful list to View the Application. a. b. c. d. e. 4 5 Figure 5. 8 User Guide

11 5. Queries Section This will highlight any queries regarding your application during the review (you will also receive notifications to check this area if anything requires your attention) Managing your Profile Your profile page allows you to amend/update information about yourself. Your profile information will only be visible to yourself and to the NSAD Projects Office. Your information will not be passed on to external organisations. When you first login, you should check that you are associated with the correct organisation in the system. This is important to ensure that your submitted grant applications are associated with the correct organisation. To access your profile page: Click on the My Profile link in your home page. A sample of the profile screen is shown in Figure 6. Figure 6. User Guide 9

12 Create an Application Applicants can create and save draft applications working through the Applicant Portal screen. These can then be edited at any stage. The applicant who creates the application on the Portal is known as the lead applicant. This person will be the primary contact point for the Inland Fisheries Ireland on the project. Newly created applications will be assigned a Draft status. While in Draft status, the Applicant can view, edit and save the application as often as necessary. You can save your work in progress at any time by clicking the Save Draft button at the bottom of the screen. We recommend that you save your work regularly to prevent loss of information as a result of browser downtime or connectivity problems that might arise. To create a new application: Under the Open Calls section on your portal, click on the Apply Now button of the call you wish to apply for (Figure 7). There are a number of different calls types available. Each call type will change the set of information you need to provide in your application, so it is important that you apply for the correct application. Figure 7. For some call types, you will be requested to indicate the Category of Project you are working on. The purpose of this section it to ensure that the correct set of questions is presented to you to assist you in completing the form (Figure 8). Each Grant type has its own category questions, the ones listed below relate to the NSAD fund, the SCF and MFF will have different categories. 10 User Guide

13 Figure 8. In section a. you can show/hide the category instructions in the green band area at the top of the screen which will give further information on using the form. In section b. you select the category/categories which are most relevant to your grant request and select Proceed. This will then bring you into the relevant Application form for the grant you are applying under. NOTE: Not all call types require a category selection This page will display the reference number for your application (Figure 9). The tabs contain stages in the application to be completed. Note: certain tabs will not display for certain types of applications, e.g. an Expression of Interest application would require less detail than a full grant funding application, or an Environmental Assessment application would not require a budget tab. User Guide 11

14 Figure 9. example from a funding application form Each tab has its own set of questions/information required to be submitted for an application to be considered. Follow the instructions carefully to progress the application. You can move in-between the tabs and complete them in any order, but ensure you use the save draft button regularly to save the work you have completed in the system. If you close out your application without saving it as a draft all your updates will be lost. Application PDF There is a button at the top left side of the screen called Application PDF, this will display your form in current format, as you enter data and select save draft the form will update accordingly. You can open this file to see the sections completed and will be useful for you to bring to any committee meetings, or fellow organisation members to review and comment on. This form should NOT be be sent into Inland Fisheries Ireland as an application. All applications must be completed using the submit button. Figure User Guide

15 System Functions Explained General Buttons A number of buttons are displayed within various screens. These are typically on the bottom of screen or the bottom of a particular section (see Figure 11). The buttons displayed will depend on what screen you are in, e.g.: Figure 11. a. Change Categories button will allow you return to the change category screen and change your category selection. b. Save Draft button will save any changes on the current screen, while keeping the application in Draft status. Validation is not performed on the data in a Save Draft operation. 3. Submit button will submit your application to Inland Fisheries Ireland once all mandatory sections have been completed. Validation is performed on your data when you click Submit to ensure all mandatory sections are complete. d. Previous and Next buttons move you to the next tab (NOTE: these buttons do not save your draft changes to the system, this only happens when you select Save Draft. So while your data will remain on the page if you move to the next page it does not save it to the system. You must select Save Draft to save your changes). Creating Collaborators/Co-Applicant The system allows you to add users to assist you with completing/reviewing an application. In order to do this you can select the Invitations tab, which allows you select current members of the Organisation you are a member of, or you can invite anyone to register to join the organisation and they can then view your application. Figure 12. User Guide 13

16 These collaborators can amend and update your application form but they cannot submit it on your behalf only the lead applicant can submit their own application. You can add up to 10 collaborators. Collaborators cannot view the following fields: Phone number Tax reference number Tax access number Organisation address Mandatory Fields:* Mandatory Fields are indicated by displaying a red asterisk beside the field label in Red. You can leave a mandatory field blank while an application is in draft status. However, when you attempt to submit the application the submission will be rejected unless all the mandatory fields are completed. See have you contacted Inland Fisheries Ireland in Figure 6. Upload Buttons: These buttons allow you to find your own files and add them as an attachment to your application. To use these buttons simply select Browse which will open the open file option on your PC and you go to the location you saved your file and add it in. Once it displays under the file name as shown below simply select the x at the top right of the box to close the window and your file will be under the relevant heading (Note: Some upload buttons have restrictions on file type for example the photo upload are restricted to JPEG files this is advised to you on the instructions). Alternatively you can drag files into the white space and drop the file in the location and select x at the top right of the box to close the window. Figure User Guide

17 Expand/Collapse Sections: Because some forms/pages can be too big to display on the screen (e.g. within a project page), sub-sections can be expanded or collapsed to make it easier for you to concentrate on working on a particular area without having to scroll too much. Expand and collapse functionality is provided by the green + (plus) and (minus) icons displayed to the left of the heading of each section. Clicking on the + symbol will expand an area of a form which is the default. Clicking on the - symbol will collapse the form area. Figure 14 shows the Organisation Details area of the project screen expanded and Applicant Details & Partner Agencies collapses. By toggling these keys you can expand and collapse as required. Figure 14. User Guide 15

18 Scrollbars: Your browser provides a scrollbar at the right hand side of your browser window that allows you to scroll the content of a window up and down. In certain screens (Figure 15), additional scrollbars are available to scroll content. Figure User Guide

19 XML Boxes Because some forms require multiple lines and we cannot fix the exact number of lines we need to create these in a pop up data box where they system can collect the inputted data and redisplay in the data within the form without wasting space. These boxes are displayed on your screen as dots and lines indicating that this box creates lists: When you click on these boxes a pop up box will display, follow the instructions to create a list item by selecting the + sign Figure 16. And when you have entered all the lines of data select save to store the data into the form and close to return to the application form. These boxes are very important as it helps complete your form with relevant data and display it in a meaningful way. User Guide 17

20 Figure 17. Date Picker: In some questions (Figure 17) you may be asked to enter estimated dates you intend to undertake certain tasks (such as project planning tab). Dates can be entered by either typing them in the date field directly (in the format dd/mm/yyyy) or you can use the calendar functionality to select a date. The calendar control is accessed by clicking on the calendar icon displayed to the right of a date field. 18 User Guide

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