Cancer Research UK’s electronic Grantsfre/… · Cancer Research UK’s electronic Grants ... How does the Host Institution Accept an Award? ... write all or part of the Host Institution

Cancer Research UK’s electronic Grants Management System

Host Institution Administrator Training Manual

Page 2

New Terminology

- Workgroup , Tasklists and Tasks

eGMS – Getting Started- Logging In -Your Homepage -Workgroup Tasks tab -My Grants and Profile tabs

How does the Applicant apply for a Grant?- Eligibility Quiz - Proposal Outline - Contact Information - Applicant Information - CV Publications - Supporting Roles - Application Forms - Data Sharing Plan - Research Features - Costs - Research Classification – Clinical Trial Information – Clinical Trial Information – Pharmaceutical Output and CRN Support - Industry Support - AMRC - Research Classification - Biomarker Research - Uploads - Application Forms - Terms and Conditions and Review and Submit

Contents list:

How does the Host Institution Approve a New Application?

How does the Host Institution Accept an Award?

How does an applicant activate an award?

How Do I Submit Reconciliation?

How Do I Submit an Equipment Claim?

How Do I Look at all Awards at my Institution?

How Do I Add Someone to my Workgroup?

Frequently Asked Questions

Page 3

Administrative Authority• The Administrative Authority is the host institution of the grant and is responsible for all administrative tasks

for each grant e.g. Financial Reconciliations, and Approving Applications

• The Administrative Authority for a grant may differ from the institution that the Lead Applicant is affiliated to

Workgroup• A Workgroup is the group of Administrators at each Administrative Authority responsible for carrying out all

pre- and post-award activities. Only members of this group will be able to access tasks within eGMS e.g. Approve Application or Submit Financial Reconciliation.

• Each Administrative Authority, has a Workgroup

• Every member of a Workgroup has access to all grant information for grants based at that Host Institution

• More information on Workgroups is provided in the FAQs at the back of this document

New Terminology

Page 4

Tasklists• Two types of Tasklists are referred to – ‘Personal tasklist’ and ‘Workgroup tasklist’

• Workgroup Tasklist: New tasks initially show up in the tasklist for the relevant workgroup. A Workgroup member must transfer the task to their Personal tasklist to complete it

• Personal Tasklist: Tasks awaiting completion which are assigned to a particular individual

• Members of a Workgroup are able to assign tasks to themselves from the Workgroup tasklist or to the Workgroup from their Personal Tasklist

Tasks• The process from Application through to Termination of a grant is broken down into a series of tasks. For

example ‘Complete Full Application’, ‘Approve Application – Host Institution’ and ‘Submit Equipment Claim’ are all individual tasks

• Tasks will have a series of dates that make them active and closed in the system automatically

New Terminology

Page 5

eGMS – Getting Started

Logging In - The web address for eGMS is: https://egms.canceresearchuk.org

To set up a new account click Register here

To log in enter username (email address) and password here

To request a new password click

Forgot your password?

To view the Frequently Asked

Questions click here

https://egms.cancerresearchuk.org/

Page 6


The Homepage

To change a password click here

Click Apply for Funding to view all open funding schemes and apply for

funding

Click View All My Tasks to view all Complete tasks that have recently been

assigned to you

All current incomplete tasks are under the My Tasks section

Page 7


My Grants and Profile tabs (For Applicants)The My Grants tab will show a list of all Active

Cancer Research UK Awards and any applications in progress in which you are the Lead Applicant

Use the search function to search for particular Awards

To view and update all the biographical information e.g.

CV, Contact Details and Publications, click on the

Profile tab

Important Point: These 2 tabs are only used

by Applicants to provide Cancer Research

UK with their scientific information such as

their Publications

Page 8


Workgroup Tasks tab (For Administrators)

This section displays which workgroups you are a member of

This lists your personal tasks which were originally in a Workgroup

You can also transfer personal tasks to the workgroup

All Workgroup tasks are listed here

Page 9

How does the Applicant apply for a Grant?

- Eligibility Quiz

Nice / SMART P&A Training Example V2 5Dec10

• On the Home Page, the applicant clicks the ‘Apply for Funding’ button and selects the scheme they wish to apply for.

• The next page is the Eligibility Quiz . The radio buttons are used to answer the yes/no questions for the scheme. These questions are specific to each scheme.

• Click ‘Save’ button as required or just click ‘Submit’

• After the results have been returned as eligible, click ‘Continue’ button and this generates the Complete Full Application task.

Page 10


- Proposal Outline

• Click ‘Complete Full Application’ task

• On left hand navigation, click ‘Proposal Outline’ section

• Under the heading ‘Administrative Authority & Host Institution click ‘Select’

• In the pop-up search box, write all or part of the Host Institution name

• Click ‘Find’ button

• Click ‘Select’ button

• In the free text fields provided, enter the ‘Research Project Title’, ‘Proposed start date’ and ‘Duration of Proposed Project’. The start date must be the 1st of the month.

• Click ‘Save and Continue’ button

Page 11


- Contact Information

• On the ‘Contact Information’ section, fill in the required Contact details using the drop down menus and free text fields

• Click the ‘+’ button to add details for Organisation Affiliations, Address, Phone and Fax, Email and Web Address. These fields will populate themselves if information is stored in the applicants master CV.

• Click ‘Save and Close’

• Use the ‘Edit’ and ‘Delete’ buttons to make amendments as required

Page 12


- Applicant Information• On the ‘Application Information’

section, complete the required fields


• On the ‘CV Posts and Qualifications’ section, click the ‘+’ button to add ‘Qualifications’ details. These fields will populate with information held in the master CV.

• Fill in the details and click ‘Save and Close’ button

• Click the ‘+’ button to add ‘Positions Held’ details

• Fill in the details and click ‘Save and Close’ button

• Click ‘Continue’ button

Page 13


- CV Publications• On the ‘CV Publications’ page, complete details in the

free text fields as required

• Clicking ‘Copy from Master CV’ will populate the fields with information held in the master CV

• Complete Publications information in free text fields provided. Clicking ‘View my CV-UK Publications’ button will display a list of all their CR-UK publications, they can then copy as required into the publications field on the form.

• Clicking ‘Copy over Master CV’ will copy the information from the form to their master CV.


• On the ‘Equal Opportunity’ page, fill in the details. This step is optional.


Page 14


- Supporting Roles

• On the ‘Supporting Roles’ section, click ‘+’ button to add role(s)

• Select the ‘Role’ from the drop down list

• Select the Person using the search function (the individual will need to have an account in eGMS.)

• The applicant may add ‘Comments’ in the free text field which will be included in email to individual.

• Select the ‘Permissions’ value using the drop down list to set access rights for role

• Click ‘Save and Close’ button.

• If any amendments are made, click ‘Notify’ button to resend the email as required

• Click ‘Continue’ button

Important Point: If the applicant requires an administrator to complete sections of the application form e.g. Costs, this is where they would add the person, selecting the role as ‘Applicant Secretary/PA’

Page 15


- Application Forms• On the ‘Research Abstract’ section, fill in free text field to

capture ‘Publishable Research Abstract’ information

• Applicants may supply a publishable and a non-publishable version if they wish. The ‘Same as Research Abstract’ box is checked by default, if they require 2 versions of their abstract they uncheck the box and create a new abstract in the box below.


Page 16


- Data Sharing Plan

•All applicants are asked to complete a Data Sharing Plan in line with Cancer Research UK’s data sharing policy which states that we expect the researchers we fund to make their research as available as possible with as few restrictions as possible.

•The policy hopes to benefit the scientific community, other funding agencies and the public.

•Further information can be read on he Cancer Research UK website.

Page 17


- Research Features On the ‘Research Features’ section, applicants fill in the details using the drop lists and free text fields provided.

Page 18


- Costs On the ‘Costs’ section, click the

‘View Details’ button as required to bring up a summary

Click on ‘Edit’ button for each value as required to complete details for each section as required i.e. Salary, Running Expenses and Equipment

Once the edit pencil icon has been clicked, the next page brings up the ‘Add’ button and details are entered on the following editor page

Click ‘Save and Calculate’ button, then click ‘Save and Close’ button, then ‘Close’ button

Complete similar information for ‘Running Expenses’ and ‘Equipment’

Important Point: Please note that the Total Salary figures will remain static until Cancer Research UK calculate the Award costs and apply our own indexation

Page 19


- Research ClassificationThe ‘Other Funding’ section will pre-populate with current Cancer Research UK awards under the heading ‘Current Cancer Research UK Support (Lead Applicant)

The section below under the heading ‘Current Cancer Research UK Support (Co-Investigator or Joint Lead Applicant’ will pre-populate with current CR-UK awards from these supporting roles.

This section also provides an opportunity for the pplicant to outline any relevance between this application and any awards from other organisations.

Page 20


– Clinical Trial Information

The durations are added in months in the free text fields at the top of the page

Select the Type of Trial categories, then click ‘+’

Select all relevant statements from the ‘Why is this trial particularly important?’ field,then click ‘+’

Using the drop down menus, select whether a pilot/ feasibility study was carried out

Page 21


– Clinical Trial Information

Using the drop down menus, state the interaction with NCRI Clinical Studies Group and Which Clinical Trials Unit’s have been involved

Page 22


– Pharmaceutical Output and CRN Support

Applicants are asked to provide information relating to the Pharmaceutical Commercial Outputs of the application, providing a description for all questions where they have answered Yes.

If providing information relating to Cancer/Clinical Research Network Support, applicants are asked to specify the number of networks (from which support will be required) in any country.

If they are not utilising support from the countries listed, enter "0".

When providing details of the staff time that will be required, please use the following format - 'A nurse (0.2WTE) per NCRN network to obtain consent and collect data'.

Page 23


- Industry Support

If the applicant will receive Industry Support for this application (including an educational grant or free drug(s), they are asked to provide this information by clicking the ’+’ icon.

Amendments can be made to this information by clicking the Edit or Delete icons.

Page 24


- AMRC

All universities which are using TRAC costing methodology are required to complete this form.

As an Association of Medical Research Charities (AMRC) member charity Cancer Research UK monitors the full economic costs (fEC) of the research we support.

AMRC member charities will not fund the full economic costs of research.

For further information on AMRC, fEC and which costs Cancer Research UK will consider refer to the relevant funding scheme guidelines.

Applicants and host institutions should note that the data sought is for monitoring purposes only and will not form part of the peer review or decision-making process.

Page 25


- Research Classification

On the Research Classification section, applicants click ‘+’ button to add Disease Site information

Select Disease Site using drop down list; enter % in free text field (combined Disease Sites need to add up to 100%)

Click Save and Close button

Enter Childhood Cancer % in free text field

Page 26


- Biomarker Research

On Biomarker Research section, drop down lists and free text fields are used to capture details

Clicking ‘+’ button adds Biomarker Category Breakdown information

Select Biomarker Type using drop down list; enter % in free text field (combined Biomarker Types need to add up to 100%)

Click Save and Close button

Page 27


- Uploads

In the Uploads section applicants upload their Research Proposal as well as any other relevant or optional documents to accompany their application.

The Research Proposal may either be a free written document or in the form of a template – this differs between different schemes.

An Upload Checklist outlines which uploads are required and which have a template.

Where a template is available, the applicant can click on the template document, save it to their desktop, complete it and then upload.

Before uploading any document, applicants must first select the upload ‘Type’ using the drop down menu before then browsing for the file on their computer and clicking ‘Upload’.

Page 28

How does the Applicant apply for a Grant?- Terms and Conditions and Review and Submit

Finally, applicants must agree to the terms and conditions before they are able to submit the application.

The Review and Submit page gives a summary of the validation.

When all the validation criteria has been met, the applicant can submit the application by clicking Submit.

Page 29

How does the Host Institution Approve a New

Application?

Once an Applicant has submitted a new application, a task is generated for the Host Institution to approve the application before it is received by Cancer Research UK

Anyone in the Host Institution workgroup can complete the task.

To complete the Approve Application task, the workgroup member must log in to eGMS using their own log-in details.

From the home-page click on the Workgroup Tasks tab

The following page will show a list of the workgroup tasks.

To locate a particular task a search can be carried out using the A Reference number of the application or the Lead Applicant’s name

(See next page...)

Page 30


Application?

To Note: The task must be

transferred to the user’s personal

task list to be completed

A user may also re-assign the task

back to the workgroup if, for example

they know they will be out of the

office

To transfer the task to the personal task list, check the check box to the left of the task, select ‘Transfer to Personal Tasks’ from the drop down menu, click Go

Once it is in the personal task list the task name shows up in blue and is an active link

Click on Approve Application – Host Institution.

Page 31


Application?

Inside the task, the Main page gives a summary of the application

A full PDF version of the application can be viewed by clicking View PDF.

The second section displays the AMRC figures. Amendments can be made to this section by clicking in the free text fields

Page 32


Application?

The Host Institution must agree to the terms and conditions before the review is complete

Once the review is complete the Host Institution can either click Submit to CR-UK or Request Resubmission

To request the applicant to make any changes to the application, click Request Resubmission

The following page is an email template which can be tailored to suit individual requests.

Click Save and Send

The Applicant will receive an email and the application task will be re-opened for them.

Important Point: The deadline given for

an application is the date the application

should be received by Cancer Research

UK. If a Host Institution requires the

applicant to resubmit their application,

this must be done within the deadline

Page 33


Locate the Accept Award – Host Institution task from the Workgroup task list and transfer to your personal tasks

Click on the task name

In the Review Award section, click on View Award Letter to see a PDF of the grant award letter

Complete the Expected Start Date and Organisation Reference in the fields provided

Click Save and Continue

Page 34


Check the check box in the Terms and Conditions section and click Save and Continue

Click Submit in the Review and Submit section

Page 35


Once the Lead Applicant and the Host Institution has completed the Accept Award task, the Activate Award task is generated and assigned to the Lead Applicant

The Lead Applicant logs on and on their homepage they will see the incomplete Accept Award task

They must click on the task name

When reviewing the Publishable Project Details, if any of the information is incorrect, they can click on the Edit icon to amend these details.

Page 36


Grantee’s are asked to review the classification applied to their research

These classifications are used to assist Cancer Research UK with reporting

If they believe any of the information is misleading , they must contact the Grants Helpline

Page 37


The grantee should click View Award Letter to review the Grant Award Letter.

The current expected start date is provided from the application.

Should the activation date need to be updated, a new date is entered in the Activation section.

To assist with tracking internal reference for the award can be entered in the space provided.

Page 38

How do I Submit Reconciliation?

Locate the Submit Financial Reconciliation task from the Workgroup task list and transfer to your personal tasks

Click on the task name

In the Expenditure Details section, click on Download Template to download the Excel workbook to enter your expenditure details

Save the file on your computer and fill in the details

When you have finished, upload the completed template by clicking Choose File, locating the file then clicking Upload.

Once you have uploaded the document, the details will be displayed below

Financial Reconciliations – An explanation

Financial reconciliation forms will be available in eGMS for completion soon after the first month of starting the award. A spreadsheet will be available for Administrators to enter the salary details for each post included in the award. This will

calculate the figures Administrators will need to enter in the online reconciliation form. Administrators will need to

compile the amounts for running expenses year by year from their own records and then enter the summary details in the

online reconciliation form e.g. the total per post/running expense category per year.

Once Cancer Research UK has checked and approved the submitted expenditure, any balancing or adjusted payments

will be processed and included in the remittance report. A reconciliation report will also be available online.

Page 39

The purpose of the Excel workbook is to detail and check salary expenditure for the reconciliation period. All actual

salary expenditure and running expenses should be entered as part of the 'Submit Reconciliation Task' in eGMS and

both must be completed within 3 months of the end of the reconciliation period. All equipment claims should be

made separately using the 'Submit Equipment Claim' task.

The salaries paid to each post in each year to be reconciled must be detailed in the tables provided on the relevant

tabs. Please add details of oncosts, location allowances, increments, FTE% and any additional allowances awarded.

See the 'Example form' tab for guidance on how the table should be completed.

Please ensure that all posts are entered in the same numbered table for all years (e.g. if a new post is added in year

2 as post number 4 then in year 3 the salary details should be entered the table for post number 4). This will ensure

the summary sheet reflects the correct salary's for the relevant post.

Please highlight in the comments box where any post differs to that which was stated in the grant award letter (e.g.

name, pay grade or job title) or any other information that may be relevant, e.g. if the post-holder left and was later

replaced or was brought in to replace another post.

How to Complete the Excel Workbook Template

Page 40

There are spare tables for additional posts that may have started during the year.

Please use the manual adjustment field to make any adjustments to match the salary total to the actual amount

claimed. If an adjustment has been made, please ensure an explanation is provided in the comments box.

Please make sure you are familiar with the terms and conditions around virements and detail any virements

between award categories on the virements tab.

Where there has been a pre-approved departure from the terms and conditions please make a note of this and

upload any confirmatory emails you have received from CRUK.

Please upload this spreadsheet and complete the 'Submit Reconciliation Task'. This sends the information back to

Cancer Research UK.

If you have any problems using this spreadsheet, please email [email protected]

How to Complete the Excel Workbook Template

Page 41


The Host Expenditure section gives a summary of the instalments which have been paid to date as well as any available grant award letters

The period of retention and a break down of the Host Expenditure is displayed

To make any amendments to the figures, click on the edit pencil

Page 42


Click on the edit pencil for the Salaries

Enter the figures as calculated in the Expenditure Details spreadsheet to input for each post

Click Add Post to add any posts which are not already on the list

When you have completed the relevant details, click Save and Close

Repeat this process for Running Expenses and Equipment as necessary

When each section is complete, click Submit on the Review and Submit page

Page 43


Locate the grant you wish to make the equipment claim for by clicking on View Grants in the Workgroups tab of your homepage

You can search for the grant using any of the search fields e.g. A Reference number, Lead Applicant or Grant Status

When you locate the grant, click on the A Reference number

On the next page, under Grantee Requests/Actions select Submit Equipment Claimfrom the drop down menu and click Request

Page 44


Once inside the task, click the Submit Claim button against the Equipment line you wish to make the claim against.

Enter the claim amount in the box provided

Select using the Yes/No radio buttons whether this is the final claim against this equipment award

Enter any notes if necessary e.g......

Click Save and Close

Page 45


The claim which you have just submitted will appear in the Claims section below with a status of Pending

You can edit this claim by clicking on the edit pencil or delete the claim by clicking on the red cross

All claims will be shown in this section whether Approved, Rejected or Pending

Important Points:

•Under the current Cancer Research UK terms and

conditions, you may only submit an equipment claim

within the first 12 months of the start date of an award.

•For awards which started before April 2009, Equipment

claims can be submitted for up to 12 months after the

end date of the award.

•Please ensure that the claim you are submitting has

been approved by Cancer Research UK. If not the claim

is likely to be rejected. If a Grantee wishes to make a

claim which has not yet been approved, they are advised

to speak to their Research Funding Manager

Page 46

How Do I Look at all Awards at my Institution?

You can view the remittance here

You can look at all awards and applications by clicking on the View Grants in the Workgroup Tasks tab

Clicking on View Members will display a list of

everyone who is in the Workgroup

Page 47

• If you need to add someone to your workgroup, you will need to contact the Grants Helpline by email: [email protected]

• The email should come from the email address which has been designated as the administrative email address for your institution (this is usually a generic email address accessible by everyone in the Workgroup)

• Once we have confirmation from the administrative email address we will add your member of staff to the workgroup and then inform you and your staff member that they have been added

How Do I Add Someone to my Workgroup?

mailto:[email protected]

Page 48

How do Administrators access eGMS?

Administrators login into eGMS using their own login IDs and password. To see whether you are registered in the system, enter

your personal email address into the system and use the “Forgotten Password?” function on the eGMS Home Page. If you are

registered, your password will be emailed to you and if you are not in the system, you will need to register yourself using your unique

email address. This will only take a couple of minutes to complete.

I have been told that there are tasks in eGMS for our Institution to carry out but when I log into the system I cannot see any there.

What should I do?

Please ask the point of contact for the Workgroup to check whether you are part of the Workgroup. If you are not, they will have to add

you to the group. If you are part of the Workgroup but cannot see any tasks associated for your Institution, please contact the eGMS

Grants Helpline

Will the system be able to differentiate between pre-award and post-award matters and direct them to either a generic email

address for the pre-award department or the post-award department, depending on the task involved?

It is not possible for the system to differentiate between those individuals who are responsible for pre-award tasks and those that carry

out post-award activities. This is partly because each Institution varies in how it organises the work internally – Some institutions

classify pre-award activities differently to others. As a result, there will be a single Workgroup for each Host Institution. When a task is

waiting to be completed in the system, an email alert will be sent to a nominated Workgroup email address and therefore all members

who have access to this email address will be able to view the email alert and to carry out the tasks in the system. Those not part of the

Workgroup will not be able to carry out any tasks.


Page 49

The main point contact for the Workgroup needs to be changed. What should we do?

Please contact the eGMS Grants Helpline on: 0203 469 5452 or email: [email protected]

Will there be an audit trail in eGMS so we know who has carried out a particular task?

Yes, because Administrators login using their individual login IDs and passwords to eGMS, it will be possible to see who has carried out a

task in the system.

Can administrators be added as a Supporting Role?

Yes, the Lead Applicant can add administrators to an application (as the Applicant Secretary/PA role). The nominated administrator is

then able to access the application (using their unique login ID and password) and edit the application e.g. to enter AMRC costings.

How will Lead Applicants know if their application has been fully submitted to Cancer Research UK?

Once the Host Institution Administrator has approved an application, the Lead Applicant will be sent an email informing them that their

application has been fully submitted to Cancer Research UK.

How will an award be activated using eGMS?

Once the Terms and Conditions of an award have been accepted by both the Lead Applicant and secondly by the relevant Host

Institution’s Administrators, the Lead Applicant will receive the Activate Award task. Once the Lead Applicant has carried out this task,

and as a result has activated the award, the Administrative Workgroup will receive an email confirming that this award has been

activated.



Page 50

How will Grant Award Letters be issued?

The Lead Applicant and the Host Institution Administrator will be able to view the Grant Award Letter (GAL) via eGMS. We will no longer

be using the postal system to send these out. An Administrator that is part of that Host Institution’s Workgroup will be able to view the

GAL too.

When can I get access to the Financial Reconciliation Forms?

You will be able to access the Financial Reconciliation Form soon after the first month of starting the award.

Is there a limit to the size of the files that we can upload on the system?

Yes, the limit is 5MB.

Will both current and historic grants be available for Administrators to view?

Awards will cease to be available one year after the termination date of the award (once final reconciliation and payments have been

made). If you need to get access to historic grants after this time, please contact the eGMS Grants Helpline on: 0203 469 5452 or

email: [email protected], to discuss your request.

How will payments be made?

Payments will be scheduled in the same way and in line with our terms and conditions. However, Administrators will no longer receive a

hard copy remittance letter through the post, detailing the amounts per award making up the total payment to your bank account for

that month, this information will now be available online in two locations:

-At a month by month Institution level to Administrators within the Workgroup, using the ‘View Remittance’ link at the top of the Workgroup Home Page.-At a grant by grant level, available to both the grantee and Host Institution Administrators



Documents

Cancer Research UK’s electronic Grantsfre/… · Cancer Research UK’s electronic Grants ... How does the Host Institution Accept an Award? ... write all or part of the Host Institution