Grants emanagement System (GeMS) Affiliate Grants Reviewer Manual. Version 2.1

Transcription

1 Grants emanagement System (GeMS) Affiliate Grants Reviewer Manual Version 2.1

2 Table of Contents GeMS System Requirements... 3 Accessing GeMS... 4 Application Review Checklist... 4 New Users GeMS Registration... 6 Reviewer Questions... 9 Conflict of Interest... 9 Returning Users - Updating Conflicts of Interest User Homepage User Tabs Applicable to Reviewers...17 Reviewing an Application Scoring Anchors...22 Completing the Review Panel Forms...23 Printing an Application Printing Application Attachments Printing a Review Sheet Helpful Hints

3 GeMS System Requirements GeMS is designed for use by the vast majority of computer users and should require little or no changes to their computer environment. The requirements that are mentioned below are common computer elements that should be present on most machines. GeMS is designed for the two most common computer operating systems - Windows and Macintosh. It has not been tested and is not supported on other operating systems such as Linux and Unix. Users accessing GeMS from a Macintosh environment are required to have MacOS 7.5 or higher. Windows users are required to have an operating system that is Windows XP or higher. GeMS is a website designed for access via the Internet. For purposes of accessing GeMS, minimum connection is by modem. For those using a modem, recommended connection speed is at least 33.6 kbps (kilobits per second). Internet connections faster than modem, i.e., cable, DSL, T1, wireless improve speed at which the system operates. GeMS was designed to be compatible with common up-to-date web browsers including Internet Explorer V.7 and above, Firefox, Safari, Chrome and Opera. By default Internet Explorer 10 in Windows 8 does not run in compatibility mode. This is easily tested by logging into GeMS. If the compatibility mode is not enabled, the progress wheel in GeMS will simply spin without ever completing an action. To enable the compatibility mode for Internet Explorer 10, follow these steps (Windows 7 users start at step 2): 1. Windows 8 only - from the Windows 8 start screen select the Desktop. 2. From the Desktop launch Internet Explorer Press the Alt key on your keyboard to bring up the top menu. 4. Go to Tools Compatibility View settings 5. Add to the Compatibility View websites, or Select Display all websites in Compatibility View. Enabling the compatibility mode using either option in step 5 will affect all GeMS websites/pages. GeMS has a combination of both Microsoft (MS) Word and PDF documents. Adobe Acrobat Reader is used to view PDF (Portable Document Format) documents. GeMS automatically generates grant documents in PDF format using information that is saved into various pages. Using Adobe Acrobat Reader can view, print, or save PDF documents. Adobe Acrobat Reader can be downloaded at Microsoft Word increases GeMS formatting options and reduces the amount of empty space on printed pages. If MS Word is not installed, MS Word Viewer is available for download at 3

4 Accessing GeMS To access Grants emanagement System (GeMS), type into the address bar of your web browser and hit the enter key. Do not type www. The page you see should look like the image shown below: Registration for the system is the first step to the online grant making process. You can register at General GeMS Tip: ALWAYS follow the steps in order as they appear in the manual. 4

5 Application Review Checklist In order to complete the review process, you will take these steps: 1) New users should register as a reviewer within GeMS (see page 6). Returning reviewers should login to GeMS and update their Conflict of Interest form (see page 12). 2) Receive approval from the Affiliate to use the system. 3) Complete the Review Panel forms by entering scores and comments for each application assigned. Ensure that you have entered the word Complete for the last question of each application review. 4) Notify the Affiliate when you have finalized your reviews in the system. 5

6 New Users GeMS Registration 1) From the GeMS homepage, click the Register Now link located towards the bottom of the homepage. 2) Complete the Registration form in its entirety. a) Fill in all information as required. All items marked with an * are required to create your account. b) If a question has a pink GO button next to it when completing a question, you MUST select the GO button and wait approximately 5 seconds before advancing to the next question. 6

7 c) Select Reviewer for What is your position at your Affiliate? and click GO. Select REVIEWER and click GO d) From the Affiliate State dropdown list, select the state in which the Affiliate is located and click GO. 7

8 e) From the Affiliate dropdown list, select the name of the Affiliate and click GO. f) From the Organization Name dropdown list, select the Affiliate s name and click GO. 8

9 g) The Username field must consist of all letters and numbers, minimum length 5 characters, maximum length 20 characters. h) The Password field must consist of all letters and numbers, minimum length 7 characters, maximum length 20 characters. The password is casesensitive. i) The fields Password and Confirm Password must be the same. Reviewer Questions 3. As a reviewer there are a handful of questions that need completion in order for the Affiliate to keep adequate data regarding the grant review panel. If none of the experience or education fields seem to match your qualifications, please select Other and complete the Please Specify box. Conflict of Interest 4. All new Affiliate users (staff and volunteers) will need to complete a Conflict of Interest (COI) form. This COI is specific to the grants process. This form will automatically populate anytime a user selects a Komen Affiliate role. a) Before completing this section, please click on the Conflict of Interest Acknowledgment Form and read the form. This form will be hyperlinked on the page when you are logged in. 9

10 b) After reviewing the form, please select any organization you have a conflict with from the list and include the reason for the conflict in the notes section. All of the applicants who have applied to this grant and all former applicants are listed. For any organization you have a conflict with that is not included in the list, select other and type the name of the organization as well as the reason for the conflict into the notes section. c) All items marked with an * are required for your registration. d) You can include as many conflicts as needed. If you are unsure if something is a conflict, consult with the Affiliate. All Affiliate users will complete this section If applicable, fill out this section for each organization for which a conflict exists 5. Once you have completed registration, click the pink Save button at the top of the page. 10

11 6. Having saved your contact information, your account must then be approved before you can access the system. If you attempt to access the system prior to getting approved/validated you will receive the following message: You will receive notification that your registration has been submitted for approval. When access has been granted, you will receive an message confirming that your account has been validated. After you save your registration, your account must be approved by the Affiliate before you can access the system. You will receive two communications as part of the registration process: Registration Submitted Access Granted 11

12 Returning Users - Updating Conflicts of Interest FOLLOW ALL STEPS EXACTLY AS WRITTEN 1. Login to your GeMS Reviewer account here: 2. Once on the User Homepage, click on the "My Conflicts of Interest" tab at the top of the screen. 3. Once you are on the search menu, simply hit the Execute button in the upper right hand corner without making any selections in the drop down boxes. This should bring up your Conflict of Interest (COI) form. 12

13 4. Click the Name of the COI Form (COI-XXXXX-XXXXX-XXXXX link highlighted in blue) and that will take you to the COI Menu. 5. Click View Status Options under Change the Status. 6. Select Apply Status under COI Updates in Process. The Conflict of Interest Menu will appear. 13

14 7. Click View Forms under View, Edit and Complete Forms. 8. Select Conflict of Interest Declaration. 9. Select the ADD button (toward the top right of screen) to create a new COI form for the current year. 14

15 10. Once the new form loads, update the required information appropriately and click the SAVE button in the pink bar near the top of the page. Click Save once you have completed the COI form 11. Once the information is saved, click the Document Information link (COI-XXXXX-XXXXX-XXXXX link highlighted in blue) to be directed back to the COI Menu. 15

16 12. Under Change the Status click the pink button labeled View Status Options. 13. Select Apply Status under COI Verification Required. Once these steps are completed, an Affiliate representative will approve your declared conflicts and assign grant applications accordingly. 16

17 User Homepage When a user logs into GeMS, they will land on the User Homepage. The content of the page and links across the top of the screen are described below. User Tabs Applicable to Reviewers My Home: Brings the user back to their homepage. My CG Applications: Access to assigned community grant applications. My SG Applications: Access to assigned small grant applications (if applicable). My Training Materials: Access to Reviewer Manual My Profile: Individual user information including password. This information can be updated at any time. Logout: Logout of the system. My Inbox: System notifications regarding system users. My Tasks: List of current tasks that you must complete. 17

18 Reviewing an Application Once you have been assigned applications to review, you will receive an and system notification that applications are ready and available for review. 1. Log into your GeMS Reviewer account here: 2. From your User Homepage, select Open My Tasks under My Tasks. 3. All applications available for review will be present. Select the name of the application you want to review. 18

19 4. Once you click on the application name, it will bring you to the Application Menu. You will then click on View Forms. 19

20 5. To view the application, click on each page of the application and review the various sections. Click on any of the Page Names to view the content the applicant has entered. There will be pages of the application where you will have to use a scroll bar to be able to view all of the content (for example, the Key Personnel/Salaries page). If you cannot view all of the information on a page, simply scroll to the bottom of the page and look for the left/right scroll bar to be able to change your view. On the Objectives page of the application, the application may have multiple pages. You will know what pages of the application have multiple pages because they will have a number in parentheses next to the page name. To scroll between pages on the application, you will simply use the drop down menu to select the page you want to view and click the pink GO button 20

21 6. Once you have viewed the application forms, you will then click the Peer Review page under the Review section of the application. 7. After clicking on the Peer Review form, you will find a link to a document defining the Scoring Anchors (see blue arrow below). 8. You will also see a button at the top of the page called Review Panel. You will click on Review Panel to access the review forms that you will complete for this specific application (see pink arrow below). Click here when you are ready to begin entering your scores and comments Click on this link to open a new window that explains the range-based scoring used to evaluate applications on a 1-7 scale 21

22 Scoring Anchors The scoring anchors range from 1 7. A score of 1 indicates a very weak proposal. A score of 7 indicates a very strong proposal. Remember that you should be evaluating each application against the ideal application. Meaning only a truly, exceptional application should receive a score of seven. 22

23 Completing the Review Panel Forms 1. After you click on Review Panel, you will be able to read through the Review Criteria, give a score and comment for each criterion using the Score dropdown and comment box. The first question on the review page will be a general question related to the strengths and weaknesses of the overall application. We encourage you to leave comments for each section. Comments can be extremely helpful for prompting discussion during the review panel meeting in the case of outlying scores or applications. In addition, constructive comments can help applicants identify areas of improvement so they can craft stronger applications in the future. Remember to select Save often! Question 1: insert comments related to the strengths and weaknesses of the overall application Insert score of 1-7 for this review category Insert comments related to this review category see questions above for prompts. 23

24 2. You will then be instructed to score each application on the criteria below: Note: Some Affiliates will have additional review categories for which they will request reviewers to provide scores and comments. Impact Statement of Need Project Design Organization Capacity Monitoring and Evaluation 3. The last question will ask you to Please place the word Complete in the comment box when your review of this application is finalized and the Affiliate can begin calculating the application s overall score. The answer to this question will indicate that you are finished scoring this application and will no longer change scores or comments. Insert the word Complete when your review is finalized 4. Once you are done with your review panel you will need to click the Save Review button at the top left or bottom left of the page. Click Save Review 24

25 5. Then click the Close Review Panel button. Click Close Review Panel You will complete this process for each application that you are assigned. 6. Once you have completed reviewing all assigned applications, notify your contact at the Affiliate that you are finished reviewing. Summary of Review Panel Steps: After entering scores and comments for each section, enter Complete in the final box. Click Save Review. Click Close Review Panel. 25

26 Printing an Application 1. To print a hard copy of the application you need to access the Application Menu for the application you would like to print. Reminder: You can do this through the My Tasks tab on the User Homepage. Click on the Application Name to access the CG Application Menu 2. Click View Management Tools under Access Management Tools. 26

27 3. Click on Create Full Print Version. The PDF version of the entire application will open in a new screen. Note this will not include attachments like resumes or letters of support see the next section to learn how to print application attachments. Printing Application Attachments 1. Access the Application Menu for the application attachments (e.g. resumes/cvs, letters of support) that you would like to print. Reminder: You can do this through the My Tasks tab on the User Homepage. 27

28 2. Click View Management Tools under Access Management Tools. 3. Click Attachment Repository located at the bottom of the page. 28

29 You will then have access to all attachments for the application. Each attachment may be printed separately by clicking View to open and print. Click View for the attachments you want to print 29

30 Printing a Review Sheet 1. Access the Application Menu for the application for which you wish to print the review sheet. Reminder: You can do this through the My Tasks tab on the User Homepage. 2. Enter the application form menu. Scroll to the bottom of the page and select the Peer Review form in the Review section. 3. Select the link at the top of the page Click here to generate the Review Panel Questions Report. The PDF version of the review questions will open in a new screen. Helpful Hint: You may want to use this document as a reference during the review panel meeting to help you remember your key comments about each application. 30

31 Helpful Hints Always hit Save to save your scores and comments. If you do not hit Save and you navigate away from the screen, your data will be lost. If you scroll over the first aid kits, help content will be available for that specific question. The system will log out after 45 minutes with no activity. If the system logs out automatically, the last data entered will not be saved if the save button was not selected prior to the log out. If you copy and paste text from Microsoft Word, you must hit the backspace button within the text field for the character count to be shown. If you want to utilize the print option to ease the review process and would like to print less paper, view the application in GeMS and print the review panel questions, writing down scores and comments. You must then input your scores and comments in the Review Panel in GeMS. If you accidentally lock yourself out of the system after three unsuccessful login attempts, simply wait 15 minutes and the system will reset and you will be able to gain access. 31