1. Research Fund Secretariat Food and Health Bureau January 2016 Electronic Grant Management System (eGMS)

2. Agenda 2015 HMRF Open Call Introduction of eGMS eGMS User Accounts Workflow 2

3. Announcement: 24 December 2015 Deadline: 31 March 2016 18:00 HKT 2015 HMRF Open Call 3

4. Introduction of eGMS 4

5. Minimum System Requirements IE 8.0+ or Firefox 3.0+ or Safari 7+ 1280 x 1024 Minimum Screen Resolution Java SE Runtime Environment (JRE) 7 or above (can be installed from Java.com) 5

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 6

7. eGMS User Accounts 7

8. 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 CoA account - register via eGMS Other accounts - endorsed by RFS 8

9. Research Fund Secretariat Food and Health Bureau January 2016 Electronic Grant Management System (eGMS)

10. Web address: https://rfs.fhb.gov.hk/eGMS/ Recommended browsers: Microsoft Internet Explorer 8+/ Firefox 3.0+ / Safari 7+ (32-bit only) Log-in page: Overview 10

11. Register for PA Account *to be endorsed by RO 11

12. PA Account Registration Fill in all mandatory fields except gender. If you cannot find the AI from the pull-down menu, please send email to egmsenquiry@fhb.gov.hk 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 should be 6 to 10 characters containing at least one digit 0-9 and one alphabet, e.g. abc123. 12

13. Upon receiving “eGMS – Account Registration” email, click “eGMS” to login Successful Registration PA: [Name] 13

14. Request for PA Role (For local CoA without PA’s role in his/her eGMS account) Go to Setting > Request for PA role 14

15. Request for PA Role (For local CoA without PA’s role in his/her eGMS account) *to be endorsed by RO Click “Request PA Role” 15

16. Login 1.Email notification of account registration 2.Set the password with should be 6 to 10 characters containing at least one digit 0-9 and one alphabet, e.g. abc123. 3.Login with email address https://rfs.fhb.gov.hk/eGMS/ Note: The account will be locked after 6 failed attempts user@email.com rFS@2345 16

17. Submit an Application Go to Project > Application 17

18. View the Application Click “Master List” Note: No item on the list before PA submits his/her first application to the 2015 HMRF Open Call Exercise. 18

19. 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. 19

20. Option 1: Complete On-line e-Form Click “Application Call” 20 2015 24 Dec 2015 31 Mar 2016

21. Read all terms and conditions Click the “Check box” and “Continue” Option 1: Complete On-line e-Form 21

22. 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. 22

23. Option 1: Complete On-line e-Form Check Form to make sure “No Input Error” before submission to AI users 23

24. Option 1: Complete On-line e-Form Submit the application to AI users 24

25. Option 2: Download Offline e-Form From RFS website (https://rfs.fhb.gov.hk)https://rfs.fhb.gov.hk From eGMS (https://rfs.fhb.gov.hk/eGMS/)https://rfs.fhb.gov.hk/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. 25

26. 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. 26 2015 24 Dec 2015 31 Mar 2016

27. Option 2: Download Offline e-Form Fill in the eForm Check Form to make sure “No Input Error” 27

28. Option 2: Upload Offline e-Form Click “Application Call” 28 2015 24 Dec 2015 31 Mar 2016

29. 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. 29 System is uploading your offline eForm, please wait.

30. 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 Edit “Temp Save” Application 30

31. Click “Master List” Click “Details” to view the “pushed back” reason(s) Click “Temp Ref No.” to edit the Online e-Form Edit “Pushed back” Application 31

32. Click “Master List” Click “N” to send the reminder to CoA View “Pending Signature” Application N 32

33. Delegation of PA Go to Setting > Maintain Personal Profile Click “Delegation of PA” 33

34. View “Delegation of PA” View “Delegation List” and “Delegation History” 34

35. Update “Delegation of PA” Assign delegate Create delegate if the delegate does not exist in eGMS Edit delegate Delete delegate 35

36. Research Fund Secretariat Food and Health Bureau January 2016 Electronic Grant Management System (eGMS)

37. 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 37

38. Completing the e-Form Attachments – PDF format Maximum limit 15 MB (e-Form + all attachments) *2-3 MB 38

39. Completing the e-Form Section 4 – Proposed Research Field List of research groups/fields How about choosing “Other” or “Not elsewhere classified”? 39

40. Completing the e-Form Section 5b – State the most relevant thematic prioritythematic priority 40

41. Completing the e-Form Section 9 – Applicants * PA must enter email address twice to minimise incorrect entries 41

42. Completing the e-Form Section 12 – Signature of DH * Insert the correct email of DH, which is registered by AI and enter it twice to minimise incorrect entries 42

43. Completing the e-Form Section 12 – Signature of CoA *If CoA’s physical signature is attached, CoA’s electronic endorsement in eGMS is not required 43

44. Completing the e-Form Section 13 (a) – (h) – Research Proposal Use standard WORD templateWORD template Convert the WORD file in PDF format 44

45. After Completing the e-Form Check Form Attention: Using offline e-Form Save the e-Form in VXF format 45

46. Key Points to Share: DO NOT use the online and offline eForms in the previous application rounds as they cannot be processed. PA is allowed to delegate an eGMS user to prepare the e-Form for him/her within a designated period. However, the completed e-Form must be submitted by the PA via the eGMS. When system is uploading the offline eForm, please wait. DO NOT press any button until the process is completed. Pay attention to AI’s internal deadline, if there is any. Prepare the application as soon as practicable to avoid any unforeseen situations. Please state the most relevant thematic priority in Section 5b. 46

47. Key Points to Share: (Con’t) 47 It is always PA’s responsibility to collect CoAs’ electronic endorsement. If PA attach the CoA’s physical signature in Section 12, the electronic signature from the CoA concerned is not required. CoA will not see the application if the application form has been pushed back. Relevant parties will be invited to sign via eGMS after PA has submitted the application to AI users (DH, FO and RO). 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 email from RFS and the status of the application in eGMS will be changed to “Submitted to Research Fund Secretariat”. eGMS should not be used as a communication platform, but a system for application submission.

48. Need Help? Explanatory Notes + Quick GuideExplanatory Notes Help text (e-Form) Help Manual (e-Form)Help Manual RFS Email: rfs@fhb.gov.hk egmsenquiry@fhb.gov.hkrfs@fhb.gov.hkegmsenquiry@fhb.gov.hk Fax: 2102 2444 RFS Website : https://rfs.fhb.gov.hk/ https://rfs.fhb.gov.hk/ 48

49. Thank you!

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