1. 1 Research Fund Secretariat Food and Health Bureau June 2015 Electronic Grant Management System (eGMS)

2. 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 2

3. Agenda Part ISubmission of claim form Part IIChange requests Part IIISubmission of reports Progress report Interim report Final report Reminder email to CoA for endorsement Part IVSubmission of exit survey 3

4. 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 user@email.com rFS@2345 4

5. 5 Part I Submission of claim form

6. 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) 6

7. Submission of claim form – Step 1 Go to Project > On-going Go to Project > Completion or 7

8. Submission of claim form – Step 2 Click “More” for the selected project. 8

9. Submission of claim form – Step 3 Click “Claim for Reimbursement” in the pop-up window. The selected project ref. no. is shown here. 9

10. 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”. 10 03140076- CF-Temp002 03140076- CF-001

11. Submission of claim form – Step 5a Input claim period. 11

12. Submission of claim form – Step 5b Input claim amount for budget item(s). For staff cost, please “save” after entering the details. 12 (Remark: System will automatically check the input amounts after user clicks Temp Save, Preview or Submit.)

13. Submission of claim form – Step 5c (Optional) Attach supplementary information, if any pdf only! 13

14. Submission of claim form – Step 6a (Optional) Click “Temp Save” to save the claim form in the eGMS for submission later. 14

15. 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. 15

16. 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 -CF00 1 16

17. 17 Part II Submission of change request

18. 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. 18

19. 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) 19

20. 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) 20

21. 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) 21

22. Submission of change requests – Step 1 Go to Project > On-going Go to Project > Completion or 22

23. Submission of change requests – Step 2 Click “More” for the selected project. 23

24. Submission of change requests – Step 3 Click “Change Request” in the pop-up window. The selected project ref. no. is shown here 24

25. Submission of change requests – Step 4a View the project details. Select the tab for type of change request to be submitted. Click “Create Change Request”. 25

26. 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.) 26

27. 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.) 27

28. 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. Provide justifications. (Remark: there is a word limit of 200 words in each textbox.) 28

29. 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) 29

30. 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”) 30

31. 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.) 31

32. Submission of change requests – Step 5d (for submission date of reports) Input the proposed submission date of report. Provide justifications. (Remark: there is a word limit of 200 words in each textbox.) (Remark: This request will not change the completion date of the project.) 32

33. 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. 33

34. Submission of change requests – Step 5e (for Co-Applicant) Input the contact information of new CoA. 34

35. Submission of change requests – Step 5e (for Co-Applicant) Provide CV details of new CoA: 1. Education / Training 2. Position and Honours 3. Recent Relevant Publications 4. Role and Responsibilities in the Project Provide justifications. (Remark: there is a word limit of 200 words in each textbox.) 35

36. 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.) 36

37. 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.) 37

38. Submission of change requests – Step 5g (for Principal Applicant) Input the contact information of new PA. 38

39. 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 Provide justifications. 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. 39

40. 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. 40

41. Submission of change requests – Step 6b Click the action button to proceed. Click “Yes” to proceed the submission to RO of existing AI. For example: 41 Change of Principal Applicant, [03140076-CR-001], has been submitted successfully to RFS.

42. 42 Part III Submission of reports

43. 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) 43

44. 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) 44

45. Submission of progress report – Step 1 Go to Project > On-going 45

46. Submission of progress report – Step 2 Click “More” for the selected project. 46

47. Submission of progress report – Step 3 Click “Interim/ Progress Report” in the pop-up window. The selected project ref. no. is shown here. 47

48. Submission of progress report – Step 4 View the project details. Click “Edit” to edit the progress report. 48

49. Submission of progress report – Step 5 Note the report reference no. (PR1 means first progress report) Provide the progress update. Attach the supplementary information, if any. (Remark: there is a word limit of 200 words in each textbox.) 49

50. Submission of progress report – Step 6a (Optional) Click the action button to proceed. Click “Temp Save” to save the report in the eGMS for submission later. 50

51. Submission of progress report – Step 6b Click the action button to proceed. Click “Yes” to proceed the submission to RFS. For example: 51 to RFS.

52. 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) 52

53. Submission of interim report – Step 1 Go to Project > On-going 53

54. Submission of interim report – Step 2 Click “More” for the selected project. 54

55. Submission of interim report – Step 3 Click “Interim/ Progress Report” in the pop-up window. The selected project ref. no. is shown here. 55

56. Submission of interim report – Step 4 View the project details. Click “Edit” to edit the interim report. Interim Report IR1 56

57. Submission of interim report – Step 5a Note the report reference no. (IR1 means first interim report) Provide the details. (Remark: there is a word limit of 200 words in each textbox.) 03140076 57

58. Submission of interim report – Step 5b Provide the progress update. (Remark: there is a word limit of 200 words in each textbox.) 58

59. Submission of interim report – Step 5b Provide the details. Attach the supplementary information, if any. (Remark: there is a word limit of 200 words in each textbox.) 59

60. Submission of interim report – Step 6a (Optional) Click the action button to proceed. Click “Temp Save” to save the report in the eGMS for submission later. 60

61. Submission of interim report – Step 6b Click the action button to proceed. 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. 61

62. Submission of final report – Step 1 Go to Project > Completion (for FR) 62

63. Submission of final report – Step 2 Click “More” for the selected project. 63

64. Submission of final report – Step 3 Click “Final/ Dissemination Report” in the pop-up window. The selected project ref. no. is shown here. 64

65. Submission of final report – Step 4 View the project details. Click “Edit” to edit the final report. 65

66. Submission of final report – Step 5a Note the report reference no. (FR1 means first final report) Upload the report(s). Attach the supplementary information, if any. pdf only! Report Ref. No. FR1 66

67. 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 67

68. Submission of final report – Step 6a (Optional) Click the action button to proceed. Click “Temp Save” to save the report in the eGMS for submission later. 68

69. 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. 69

70. Reminder email to CoA(s) for endorsement – Step 1 Go to Project > On-going Go to Project > Completion or 70

71. Reminder email to CoA(s) for endorsement – Step 2 Click “More” for the selected project. 71

72. 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 72

73. 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. 73

74. 74 Part IV Submission of exit survey

75. Submission of exit survey – Step 1 Go to Project > Completion (for FR) 75 (Remark: Function for exit survey will be activated by RFS in due course)

76. Submission of exit survey – Step 2 Click “More” for the selected project. 76

77. Submission of exit survey – Step 3 Click “Exit Survey” in the pop-up window. The selected project ref. no. is shown here. 77

78. Submission of exit survey – Step 4 View the project details. Complete the Exit Survey. 78

79. Summary 79 Status Claim form Change request Submission of report Exit survey GeneralAIPACoAPRIRFR Temp SaveYYYYYYYYY Pending signature --YYY-YY- Submitted to RFS YYYYYYYYY Received from RFS Y-------- PaidY-------- Approved-YYYYYYY- Rejected-YYYYYYY- Withdrawn-YYYYYYY- Revision required -YYYYYYY-

80. 80 Thank you!

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