Research Fund Secretariat Food and Health Bureau December 2014 Electronic Grant Management System (eGMS)

Agenda 2014 HMRF Open Call Introduction of eGMS eGMS User Accounts Workflow PI-1

Announcement: 15 December 2014 Deadline: 31 March :00 HKT Requirement Application via eGMS ( HMRF Open Call Online submission VXF file (e-Form) Ethics approval (required before issuance of Agreement) 2014 Open Call VXF file (e-Form) PDF file Ethics approval (required before issuance of Agreement) 2013 Open Call PI-2

2014 HMRF Open Call PI-3

Introduction of eGMS

Implementation of eGMS 15 December 2014 Application Module Soft-launched in April 2014 Full-launched in April 2015 Assessment Module Soft-launched in Q Project Monitoring Module PI-5

Minimum System Requirements IE 8.0+ or Firefox 3.0+ or Safari x 1024 Minimum Screen Resolution Java SE Runtime Environment (JRE) 7 or above (can be installed from Java.com) PI-6

Operating System Requirements Microsoft Windows running 2003/XP/Vista/7/8 Apple Mac OS x 10.5 or above Fedora Linux Core 7 or above PI-7

eGMS User Accounts

Types of User Accounts Unique login One user may have different roles  Principal Applicant (PA)  Co-Applicant (CoA)  Head of Department (DH) PA account - endorsed by RO EO account - created by DH, FO, RO Other accounts - endorsed by RFS PI-9

Research Fund Secretariat Food and Health Bureau December 2014 Electronic Grant Management System (eGMS)

Web address: Recommended browsers: Microsoft Internet Explorer 8+/ Firefox 3.0+ / Safari 7+ (32-bit only) Log-in page: Overview PII-1

Register for PA Account *to be endorsed by RO PII-2

PA Account Registration Fill in all mandatory fields except gender. If you cannot find the AI from the pull-down menu, please send to User need to wait for AI to endorse the registration before he/she can login to eGMS. Note: Each user will be assigned one account only. Set the password with 8 to 10 characters containing at least one digit 0-9, one uppercase character, one lowercase character and one special/symbol character e.g. PII-3

Upon receiving “eGMS – Account Registration” , click “eGMS” to login Successful Registration PA: [Name] PII-4

Login 1. notification of account registration 2.Set the password with 8 to 10 characters containing at least one digit 0-9, one uppercase character, one lowercase character and one special/symbol character 3.Login with address Note: The account will be locked after 6 failed attempts PII-5

Submit an Application Go to Project > Application PII-6

View the Application Click “Master List” Note: No item on the list before PA submits his/her first application to the 2014 HMRF Open Call Exercise. PII-7

Application Status Temp Save Application saved in eGMS, not yet submitted to AI users (i.e. DH, FO and RO) Pending Signature Application is submitted, pending endorsement from CoA(s) (if any) and/or AI users. Pushed back Application has been pushed back by AI user(s), pending revision from PA. Revised Pending Signature Pushed back application revised and re-submitted to AI users. CoA(s), if any, do not need to sign such revised application Submitted to Research Fund Secretariat Application has been endorsed by CoA(s) (if any) and AI users, and submitted to RFS by RO. PII-8

Option 1: Complete On-line e-Form Click “Application Call” PII-9

Read all terms and conditions Click the “check box” and “Confirm” Option 1: Complete On-line e-Form PII-10

Option 1: Complete On-line e-Form Fill in the e-Form Note: The system will automatically time out if the screen has been idled for 20 minutes. Please save your application regularly. PII-11

Option 1: Complete On-line e-Form Check Form to make sure “No Input Error” before submission to AI PII-12

Option 1: Complete On-line e-Form Submit the application to AI users PII-13

Option 2: Download Offline e-Form From RFS website ( From eGMS ( Notes: 1.Blank e-Form will be downloaded from website. 2.The offline e-Form is a vxf file. 3.Download e-Form Filler before completing offline e-Form. PII-14

Option 2: Download Offline e-Form eGMS - Click “Application Call” Notes: 1.Your latest profile will be filled automatically to the offline e-Form to be downloaded from the eGMS. 2.The offline e-Form is a vxf file. PII-15

Option 2: Download Offline e-Form Fill in the eForm Check Form to make sure “No Input Error” PII-16

Option 2: Upload Offline e-Form Click “Application Call” PII-17

Option 2: Upload Offline e-Form Browse and select the e-Form (vxf file), click i) Upload and Save or ii) Submit Note: Only error free e-Form (i.e. “No Input Error” after “Check Form”) can be submitted successfully to AI users. PII-18

Edit “Temp Save” Application Click “Master List” Click “Temp Ref No.” to edit the Online e-Form, or Download the e-Form to edit in offline mode, and then Upload the edited e-Form to eGMS PII-19

Edit “Pushed back” Application Click “Master List” Click “Details” to view the “pushed back” reason(s) Click “Temp Ref No.” to edit the Online e-Form PII-20

Application “Pending Signature” Click “Master List” Click “N” to send the reminder to CoA PII-21 N

Research Fund Secretariat Food and Health Bureau December 2014 Electronic Grant Management System (eGMS)

Completing the e-Form Yellow fields are for text to entry Red border : text is being entered into an active data entry field. Green border: the data entry field is inactive. Green fields: will be completed automatically based on text/figures inserted by the applicant into other fields PIII-1

Completing the e-Form Attachments – PDF format Maximum limit 15 MB (e-Form + all attachments) *2-3 MB PIII-2

Completing the e-Form Section 4 – Proposed Research Field List of research groups/fields How about choosing “Other” or “Not elsewhere classified”? PIII-3

Completing the e-Form Section 5 – State the thematic priority(ies) RFS Website : PIII-4

Completing the e-Form Section 12 – Signature * Insert the correct of DH, which is registered by AI PIII-5

Completing the e-Form Section 13 (a) – (h) – Research Proposal Use standard WORD templateWORD template Convert the WORD file in PDF format PIII-6

After Completing the e-Form Check Form Attention: Using offline e-Form Save the e-Form in VXF format PIII-7

Key Points to Share: Pay attention to AI’s internal deadline, if there is any; Prepare the application as soon as practicable to avoid any unforeseen situations; It is always PA’s responsibility to collect CoAs’ signature; Submission made by PA will go to AI users (DH, FO and RO); and RO will submit the application to RFS. PA will get an acknowledgement from RFS and the status of the application in eGMS will be changed to “Submitted to Research Fund Secretariat”; eGMS is not supposed to be used as a communication platform, but a system for application submission; The offline eForm for 2013 HMRF Open Call cannot be processed. Please DO NOT not upload it.

Need Help? Explanatory Notes + Quick GuideExplanatory Notes Help text (e-Form) Help Manual (e-Form)Help Manual RFS Fax: PIII-8 RFS Website :

Thank you!

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.