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INITIAL SETUP OF THE

ST ScI ELECTRONIC

GRANTS MANAGEMENT SYSTEM

BY

AO DESIGNEES

September, 2000

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Step 2: Login Step 3: Change Your Password

Step 5: Assign Passwords/Enable PI & Administrator Accounts

Step 4: Add Administrators

Step 1: Check Required Software on web page

SUMMARY

Step 6: Set Privileges

Step 7: Assign Administrators to PIsStep 8: Set up Contact List

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SUMMARY CONTINUED

Step 10 : Set up Salary and Fringe Benefit Rates (optional)

Step 9: Set up Load Rates (optional)

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STEP 1: Check Required Software on ST ScI Web Site

Please note that GMS also works with Windows 95/98

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ACCESSING THE GRANTS MANAGEMENT SYSTEM

The web address for the GMS is: http://gms.stsci.edu/Recommended Browser: Microsoft Internet Explorer (Unix users who must use Netscape should download the full GMS application in accordance with the instructions on the above our web site.Minimum Computer Requirements:See Information on the above web site

• Type or copy the web address into your browser and press the “Enter” key. • First-time users should check the website to verify they have the recommended software to

run the system.• Choose “Download Applet” from the applicable platform.

(Unix users simply click on the icon on the desktop) • The login box will appear once the applet has been downloaded. • Type in your *username, select your institution, and type in your password.

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STEP 2: LOGIN TO THE GRANTS MANAGEMENT SYSTEM

GMS Web address is: http://gms.stsci.edu. Please note: If there are individuals with your last name at other institutions, you will need to select your institution before entering your password. AO passwords are obtained from the ST ScI Grants Administration Office.

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GRANTS MANAGEMENT SYSTEM MAIN MENU

Steps 8 - 10Steps 3-7

< Step 8

Step 4 >-

Steps 3 & 5 >Step 6 >Step 7 >

< Steps 9-10

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STEP 3: CHANGE YOUR PASSWORD (recommended)

It is recommended that you change your password after logging into the GMS for the first time and periodically thereafter.

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CHANGE PASSWORD SCREEN

The password must contain at least two types of characters (alphabetic, numeric, or symbols). Also the password must be at least eight characters, and may not contain the account username, or the person's first or last names. Passwords are changed in this screen as follows:

• Select the “Account” menu.• Select “Set/Modify Password.” • Insert the “New Password.” • Repeat the password in the “Verify Password” box.

If you decide not to set the password, select “Cancel” to return to the Main Menu.

*Please note that if there is more than one person in our system with the same username, the list of Institutions with that username will appear. Please select the appropriate institution name prior to typing in your password.

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STEP 4: ADD USER ACCOUNT

All administrators must added through the above screen and their accounts enabled. Please note that sll HST investigators at your institution already have accounts in the new system (see sample list above). However, each investigator account must be enabled prior to use.

Found under the Account Main Menu Item

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ADD A USER ACCOUNT

The Authorizing Official will already have an account established in the GMS. All AO Designees and other administrators must be added through the Add User Screen. Please note that all investigators at your institution who have ever submitted a proposal to ST ScI or received a grant will have an account established in the GMS. Each account must be enabled and assigned privileges in order for the investigator to log into the system. If there is a need to add an investigator account, please send mail to ST ScI. Once the investigator has been added to our database, that individual’s name will appear in the list of users. The account may then be enabled and privileges established

To Add a User Account:• Select the “Account” menu.• Select “Add.” On the right of the screen, there will be a list of user accounts. The Authorizing Official and investigator accounts are entered into the system by the Space Telescope Science Institute. New AO Designee and administrator accounts are added by the institution. Additional investigator accounts must be added by ST ScI.• Fill in the appropriate information on the left side of the screen. Use the “Tab” key to move

to the various entry fields. • When completed, select “Add User”. • To add another user, clear the screen of data. You may then follow the steps above to add

another user.• If you decide not to add a user, you may select “Cancel” to return to the Main Menu.

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STEP 5: ASSIGN PASSWORDS/ENABLE ACCOUNTS

(Found under the “Account” Main Menu Item)

A. Select User

B. Assign Password

C. Click “Set/Modify Password”

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ASSIGNING/MODIFYING A PASSWORD

Prior to a user being able to access the GMS, a password must be supplied and the account must be “Enabled”. This is done through the “Set/Modify Password” function.

• Select the “Account” menu.• Select “Set/Modify Password.” • Select a username to receive the password. • Insert the “New Password.” • Repeat the password in the “Verify Password” block.• Select the “Set/Modify Password” button. • If you decide not to set the password, or you have completed

setting passwords, select “Cancel” to return to the Main Menu.

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STEP 6: ASSIGN PRIVILEGES TO EACH PI AND ADMINISTRATOR

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ASSIGNING USER PRIVILEGES

This function allows the AO or AO Designee to define specific privileges for their users based on their user type and the institutional rules and needs.• Select the “Account” menu.• Select “Privileges.” • Select a username to receive the assigned privileges. • Select a User Type from the drop down menu. The choices are “AO Designee,” “Administrator,”

and “investigator.” •Select the appropriate privileges from the drop down menus provided. You may choose to “Select

All Privileges” for a user, and then change them one-by-one as appropriate. You may “Clear All Privileges” to remove all privileges at once.

• Select “Change Privileges” to assign the privileges.• Select “Reset” to change privileges to the previously approved privileges (if any).• If you decide not to set the privileges, or have completed setting them, select “Cancel” to return to

the Main Menu.

*Please note that an “Investigator” who is also the Program Principal Investigator or Program Administrative Principal Investigator is allowed to utilize the PI Program Management function, even if the institution does not allow him or her to utilize any of the other functions of the Grants Management System.

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STEP 7: ASSIGN ADMINISTRATORS TO SPECIFIC INVESTIGATORS

Note: AO designees will be assigned automatically to all investigators. Administrators must be specifically assigned to each PI in order to have access to proposal and grant information.

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ASSIGNING ADMINISTRATORS

This function allows the AO or AO Designee to assign staff (Administrators, AO Designee user types) to specific investigators.

• Select the “Account” menu.• Select “Assign Staff.” • Select an Investigator username to receive the assigned staff member(s). • Check the staff member name(s) from those listed.• Select “Assign Administrators” button.• If you decide not to assign an administrator or administrators, or have completed

assignments, select “Cancel” to return to the Main Menu.

Notes:• The AO is by default authorized to perform all grant management functions for an institution. • An AO Designee that has been assigned ALL Privileges will be able to see all proposal and grant

information for all investigators at the institution. It is not necessary to assign specific investigators to an AO Designee.

•An Administrator can be assigned the privilege of submitting financial reports for the institution and can be assigned the privileges of preparing reports or performing other functions for specific investigators.

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STEP 8: SET UP CONTACT LIST

Note: PIs will receive a copy of all correspondence related to their grants. The AO, AO designee, and administrators will receive correspondence only if they are on this list and the “Will Receive Notification” box is checked.

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CREATING A CONTACT LIST

The Contact List is created as Administrator and AO Designee types are added. The AO or AO Designee should first select the Contact List function under the Institution Main Menu Item. Then, among those persons listed, select those who should receive EVERY document prepared and submitted to the Institution by the Space Telescope Science Institute.

Specific actions to add or modify the Contract list are:• Select the “Institution” menu.• Select the “Contact List” function.• The AO or AO Designee may change the type of notification required on this screen as

well by selecting the appropriate line in the chart and using the tab to get to the Notification Type drop down menu.

• When complete, select “submit” to save the contact list.• Selecting “Cancel” at any time during the process described above, prior to a “submit”

action will not save any changes and will return you to the Main Menu.

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STEP 9: SET UP LOAD RATES (Optional)

Set up Institutional load rates which can be used in the budget. Rates may be entered for various fiscal years. Please note that both boxes of each row must be filled in with a number even if it is a zero.

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SETTING LOAD RATES (Optional)

Setting up this table will facilitate budget preparation. However it is optional and the institution may elect not to have a load rate table. To set up the table:• Select the “Institution” menu • Select the “Load Rates” function.• Select “Add Row” to add a row to the table.• Select “Fiscal Year” to view the dropdown menu and choose the appropriate fiscal year.• Tab to “GA/IDC Rate” to insert the appropriate rate.• Tab to “Overhead Rate” to insert the overhead rate, if applicable. • To continue to add Load Rates to the chart, follow the directions from number 3 above.• When complete, select “Submit” to save the table.

Please note: Both boxes MUST contain a number. If your institution has only an indirect cost rate, enter a zero into the overhead box for each line.

Operational Tips:•If an error is made and you want to delete a row, highlight the row to be deleted and select “Delete Row(s)”.•To clear the data in the table and start again without deleting any rows select “Clear”.

•To reset the table to the original data you have cleared, (prior to performing a “submit” action), select “Reset.”

•If you have completed and submitted your table, select “Cancel” to return to the Main Menu. Selecting “Cancel” at any time during the process described above, prior to a “submit” action will not save any data and will return you to the Main Menu.

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STEP 10: SET UP INSTITUTIONAL SALARY AND FRINGE BENEFIT RATES (Optional)

Set up salary and fringe benefit items which can be used in the budget. Items may be entered for various fiscal years.

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SALARY AND FRINGE BENEFIT RATE TABLE (Optional)

The set up of this table is optional. Use of the table will facilitate budget preparation. To set up the table: • Select the “Institution” menu.• Select the “Salary/Fringe Rates” function.• Select “Add Row” to add a row to the table.• Select “Fiscal Year” to view the dropdown menu and choose the appropriate fiscal year.• Tab to “Personnel Type” to insert the title of the position for which salary is being entered (i.e.

Professor, Grad Student, Post Doc, Administrative, etc.)• Tab to “Salary” and insert the appropriate salary for the personnel type.• Tab to “Hourly/Monthly” and choose the appropriate rate for the salary.• Tab to “Fringe Rate” and insert the institutional fringe benefits rate for the personnel type.• To continue to add Salary and Fringe Rates to the chart, follow the directions from the third

bullet item above.• When complete select “Submit” to save the table.

Operational Tips: If an error is made and you want to delete a row, highlight the row to be deleted and select “Delete Row(s)”.• To clear the data in the table and start again without deleting any rows select “Clear”.• To reset the table to the original data you have cleared, (prior to performing a “submit” action), select

“Reset.”• If you have completed and submitted your table, select “Cancel” to return to the Main Menu. Selecting

“Cancel” at any time during the process described above, prior to a “submit” action will not save any data and will return you to the Main Menu.