1 research fund secretariat food and health bureau june 2015 electronic grant management system...

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Project Monitoring

Research Fund SecretariatFood and Health Bureau

June 2015

Electronic Grant Management System (eGMS)

(for Principal Applicant)

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Abbreviations• AI = Administering Institution• DH = Department Head*• DR = Dissemination Report• eGMS = Electronic Grant Management System• EO = Executive Officer*• FO = Finance Officer*• FR = Final Report• IR = Interim Report• PA = Principal Applicant• PR = Progress Report• RFS = Research Fund Secretariat• RO = Research Officer*

*AI users

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AgendaPart I Submission of claim form

Part II Change requests

Part III Submission of reports• Progress report• Interim report• Final report• Reminder email to CoA for

endorsement

Part IV Submission of exit survey

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• Web address: https://rfs.fhb.gov.hk/eGMS/

• Recommended browsers: Microsoft Internet Explorer 8, 9 and 10 /• Firefox 20+ / Chrome 32+ (32-bit only)

• Login page:

Login

[email protected]

rFS@2345

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Part I

Submission of claim form

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Submission of claim form• Create, edit and save the claim form.• Edit the “Temp Save” claim form.• Submit the claim form.• Print the claim form.

Create

Temp Save

Edit Submit

Print*

* Please send the claim form (hardcopy) with signatures from PA and FO to RFS.

(Steps 1-4) (Step 5) (Step 6b)

(Step 6a) (Step 7)

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Submission of claim form – Step 1• Go to Project > On-going

• Go to Project > Completion

or

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Submission of claim form – Step 2• Click “More” for the selected project.

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Submission of claim form – Step 3• Click “Claim for Reimbursement” in the pop-up window.

The selected project ref. no. is shown here.

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Submission of claim form – Step 4

• View the project details.

• View the funding amount, available amount, and accumulated amount.

• Summary of claim form(s) temporarily saved/submitted.

• Click “Create new claim”.

03140076-CF-Temp002

03140076-CF-001

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Submission of claim form – Step 5a• Input claim

period.

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Submission of claim form – Step 5b• Input claim

amount for budget item(s).

• For staff cost, please “save” after entering the details.

(Remark: System will automatically check the input amounts after user clicks Temp Save, Preview or Submit.)

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Submission of claim form – Step 5c (Optional)

• Attach supplementary information, if any

pdf only!

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Submission of claim form – Step 6a (Optional)

• Click “Temp Save” to save the claim form in the eGMS for submission later.

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Submission of claim form – Step 6b• Click “Preview”

to preview the claim form.

• Click “Submit” to submit the claim form to RFS.

• Click “Yes” to confirm the submission has conformed to the funding policy.

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13140541-CF001.pdf ?

Submission of claim form – Step 7

• Click PDF icon to open / save the claim form in the computer.

• Print the claim form for signature by FO and PA.

• Send the signed hard copy to RFS.

13140541-CF001

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Part II

Submission of change request

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Submission of change request

a) Project duration

b) Study design

c) Budget virement

d) Submission date of report(s) (i.e. PR/ IR/ FR)

e) Co-applicant(s) ^

f) Administering Institution (AI) *

g) Principal applicant (PA) *

^ Endorsement from new CoA is required.* Endorsement from RO is required.

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Temp Save

Submission of change request• Create, edit and save the change request• Edit the “Temp Save” change request • Submit the change request

(Step 1-4) (Step 6b)

(Step 6a)

Create Edit Submit (Steps 1-4) (Step 5) (Step 6b)

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Submission of change request(for change of CoA only) • Create, edit and save the change request• Edit the “Temp Save” change request • Send the change request to CoA• Push back the request for PA’s revision, if any.• Endorse the change request by CoA to RFS.

Create

Temp Save

Edit Send to CoA(Step 6b)

“Push back”by CoA

Endorsed by CoA(Steps 1-4) (Step 5e)

(Step 6a)

(Step 6b)

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Submission of change request(for change of PA and AI only) • Create, edit and save the change request• Edit the “Temp Save” change request • Submit the change request to RO• Push back the request for PA’s revision, if any.• Endorse the change request by RO to RFS.

Create

Temp Save

Edit Submit to RO(Step 6b)

“Push back”by RO

Endorsed by RO(Steps 1-4) (Step 5) (Step 6b)

(Step 6a)

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Submission of change requests – Step 1

• Go to Project > On-going


or

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• Click “More” for the selected project.

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• Click “Change Request” in the pop-up window.

The selected project ref. no. is shown here

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Submission of change requests – Step 4a


• Select the tab for type of change request to be submitted.

• Click “Create Change Request”.

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Submission of change requests – Step 4b

(Remark: If there is an outstanding change request pending RFS’ approval, PA cannot create another new request in the same category.)

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Submission of change requests – Step 5a(for project period)

• Input the proposed end date.

• Provide justifications.

(Remark: there is a word limit of 200 words in each textbox.)

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Submission of change requests – Step 5b(for study design)• Input the details for

the change of study design.

• Attach the supporting document (if any)

pdf only!

• Provide details for revised work plan, if any, under Remarks.



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Submission of change request – Step 5c(for budget virement)• Input the new

proposed budget amount.

• Click “Add Research Staff” or “Add Support Staff” to add a new budget item(s).

(Remark: There is a word limit of 10 words for each “Type of Staff” and “Rank” textbox)

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s

Submission of change request – Step 5c(for budget virement)• Input the new

proposed budget amount.

• Click “Add Other Expenses” to add a new budget item(s).

(Remark: There is a word limit of 10 words for each “Detailed Item”)

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Submission of change requests – Step 5c(for budget virement)

• Click “Add Equipment” to add a new budget item(s).

(Remark: There is a word limit of 10 words for each “Detailed Item”)

• Click “ ” to remove budget item.

(Remark: Any budget item that has already been reimbursed cannot be removed.)

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Submission of change requests – Step 5d(for submission date of reports)

• Input the proposed submission date of report.



(Remark: This request will not change the completion date of the project.)

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Submission of change requests – Step 5e(for Co-Applicant)

• Select “Yes” to remove an existing CoA.

• Select the no. of new CoA(s) to be added.

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Submission of change requests – Step 5e(for Co-Applicant)

• Input the contact information of new CoA.

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Submission of change requests – Step 5e(for Co-Applicant)• Provide CV

details of new CoA: 1. Education /

Training2. Position and

Honours3. Recent Relevant

Publications4. Role and

Responsibilities in the Project



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Submission of change requests – Step 5f(for Administering Institution)

• Select the new AI from the pull down menu.

(Remark: Contact RFS if the new AI cannot be found in the pull down menu.)

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Submission of change requests – Step 5f(for Administering Institution)

• Input the details of PA in new AI.

• Attach the consent from Head of Department from the existing AI and the new AI, and RO of the new AI.

(Remark: The request will be submitted to RO of the existing AI for endorsement before submission to RFS.)

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Submission of change requests – Step 5g(for Principal Applicant)

• Input the contact information of new PA.

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Submission of change requests – Step 5g(for Principal Applicant)• Provide

details of new PA: 1. Education /

Training

2. Position and Honours

3. Recent Relevant Publications

4. Role and Responsibilities in the Project


Remarks: The request will be submitted to RO for endorsement before submission to RFS. There is a word limit of 200 words to each textbox.

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Submission of change requests – Step 6a(Optional)

• Click the action button to proceed.

• Click “Temp Save” to save the request in the eGMS for submission later.

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Submission of change requests – Step 6b


• Click “Yes” to proceed the submission to RO of existing AI.

For example: Change of Principal Applicant, [03140076-CR-001], has been submitted successfully to RFS.

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Part III

Submission of reports

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Submission of reports

a) Progress report

b) Interim report ^

c) Final report ^

^ Endorsement from CoA is required and must be submitted by RO.

Reminder email to CoA for endorsement(for IR and FR only)

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Temp Save

Submission of progress report• Edit and save the report• Edit the “Temp Save” report• Submit the report

(Step 1-4) (Step 6b)

(Step 6a)

Edit Submit (Step 1-4) (Steps 1-5) (Step 6b)

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Submission of progress report – Step 1


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• Click “More” for the selected project.

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• Click “Interim/ Progress Report” in the pop-up window.


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• Click “Edit” to edit the progress report.

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Note the report reference no. (PR1 means first progress report)

• Provide the progress update.

• Attach the supplementary information, if any.


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Submission of progress report – Step 6a(Optional)


• Click “Temp Save” to save the report in the eGMS for submission later.

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Submission of progress report – Step 6b


• Click “Yes” to proceed the submission to RFS.

For example: to RFS.

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Submission of reports(for IR or FR only)

• Edit and save the report• Edit the “Temp Save” report• Send the report(s) to CoA• “Push back” the report for PA’s revision, if any. (by CoA/ RO)

• Submit the report to RFS. (by RO)

Temp Save

Edit Send

(Step 6b)

Endorsed by CoA

“Push back”by RO

Endorsed by RO

“Push back”

by CoA

*Revision after “pushed back” by RO only

(Steps 1-5) (Step 6b)

(Step 6a)

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Submission of interim report – Step 1• Go to Project > On-going

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Submission of interim report – Step 2• Click “More” for the selected project.

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Submission of interim report – Step 3• Click “Interim/ Progress Report” in the pop-up window.


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Submission of interim report – Step 4• View the

project details.

• Click “Edit” to edit the interim report.

Interim Report IR1

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Submission of interim report – Step 5a

Note the report reference no. (IR1 means first interim report)

• Provide the details.


03140076

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Submission of interim report – Step 5b

• Provide the progress update.


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• Provide the details.



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Submission of interim report – Step 6a (Optional)



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• Click “Yes” to proceed the submission to CoA(s) and RO.

For example: IR1 of Project [03140076] has been submitted successfully to RO of AI, pending endorsement from RO and CoA(s), if any.

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Submission of final report – Step 1

• Go to Project > Completion (for FR)

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Submission of final report – Step 2• Click “More” for the selected project.

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Submission of final report – Step 3• Click “Final/ Dissemination Report” in the pop-up window.


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Submission of final report – Step 4• View the

project details.

• Click “Edit” to edit the final report.

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Submission of final report – Step 5a

Note the report reference no. (FR1 means first final report)

• Upload the report(s).


pdf only!

Report Ref. No. FR1

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Upload the file point-by-point response to Speaker’s comments

Submission of final report – Step 5b

For revised FR only

• Upload the point-by-point response.

pdf only!

Report Ref. No. Revised FR

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Submission of final report – Step 6a (Optional)



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Submission of final report – Step 6b• Click the action button to proceed.

• Click “Yes” to proceed the submission to CoA(s) and RO.

For example: FR1 of Project [13140161] has been submitted successfully to RO of AI , pending endorsement from RO and CoA(s), if any.

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Reminder email to CoA(s) for endorsement – Step 1



or

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Reminder email to CoA(s) for endorsement – Step 2• Click “More” for the selected project.

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Reminder email to CoA(s) for endorsement – Step 3• Click “Interim/ Progress Report” in the pop-up window or

• Click “Final/ Dissemination Report” in the pop-up window.

The selected project ref. no. is shown here

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Reminder email to CoA(s) for endorsement – Step 4

• Click “N” to view the endorsement status from CoA(s).

• Click “Re-Send” to send the reminder to CoA.

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Part IV

Submission of exit survey

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Submission of exit survey – Step 1

• Go to Project > Completion (for FR)

(Remark: Function for exit survey will be activated by RFS in due course)

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Submission of exit survey – Step 2• Click “More” for the selected project.

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Submission of exit survey – Step 3• Click “Exit Survey” in the pop-up window.


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Submission of exit survey – Step 4


• Complete the Exit Survey.

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SummaryStatus

Claimform

Change request Submission of report Exit survey

General AI PA CoA PR IR FR

Temp Save Y Y Y Y Y Y Y Y Y

Pending signature

- - Y Y Y - Y Y -

Submitted to RFS

Y Y Y Y Y Y Y Y Y

Received from RFS

Y - - - - - - - -

Paid Y - - - - - - - -

Approved - Y Y Y Y Y Y Y -

Rejected - Y Y Y Y Y Y Y -

Withdrawn - Y Y Y Y Y Y Y -

Revision required

- Y Y Y Y Y Y Y -

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Thank you!

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Disclaimer

The information contained in this presentation is for reference only and should not be regarded as a substitute for professional advice. The Government shall not be liable for any loss or damage, howsoever caused, arising from any information contained in this presentation. The Government shall not be liable for any inaccuracies, incompleteness, omissions, mistakes or errors in this presentation, or for any loss or damage arising from information presented herein. The opinions, findings, conclusions and recommendations expressed in this presentation are those of the authors of this presentation, and do not necessarily reflect the views of the Government. Nothing herein shall affect the copyright and other intellectual property rights in the information and material contained in this presentation. All intellectual property rights and any other rights, if any, in relation to the contents of this presentation are hereby reserved. The material herein may be reproduced for personal use but may not be reproduced or distributed for commercial purposes or any other exploitation without the prior written consent of the Government. Nothing contained in this presentation shall constitute any of the authors of this presentation an employer, employee, servant, agent or partner of the Government.

1 research fund secretariat food and health bureau june 2015 electronic grant management system...

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