Research Grants Management System (RGMS) User Guide
Contents
1. Financial Report User Guide Manual Entry in RGMS User Guide Intended Use External Users FOs CFOs Delegates 3 When finished save as Text Tab delimited txt file format File name Financial_Report_Upload_Exarmmple tet Save as type Excel Workbook xlsx Excel Macro Enabled Workbook xlsm Excel Binary Workbook xlsb Excel 97 2003 Workbook xls ide Folders XML Data xml Single File Web Page mht mhtrl Web Page htm htrml Excel Template xltx Excel Macro Enabled Template xltrm ocel Y as Lemolate xit Text Tab delimited tt Authors JInicode e be AML Spreadsheet 2003 xml Microsoft Excel 5 0 95 Workbook xls CSV Comma delimited csv Formatted Text Space delimited prn Text Macintosh tet Text MS DOS bet CSV Macintosh csv CSV MS DOS csv DIF Data Interchange Format dif SYLK Symbolic Link slk Excel Add In xlarm Excel 97 2003 Add In xla PDF pdf APS Document xps OpenDocument Spreadsheet ods Page 10 Release Date 27 July 2012 Updated 19 June 2013 3 Appendix B Bulk Upload Error Handling Each line of the upload file is treated as a single financial report and uploaded into RGMS The upload process validates the following specific items from the source file during the upload process errors are displayed on the Results page of the Financial Report Upload2. file to begin upload financial reports Certified X Required 13 Refresh the page by hitting F5 on the keyboard or click the Properties tab at the top of the page until the Results link appears in the sub menu on the left Click on the Results link Financial Report Upload Properties rossi a Processes General Results EEE Ea ee ee Pee ra a Financial Report Type Financial Annual Financial Statement Refresh Page Following initiation of the bulk upload process refresh your web browser page until the Results page appears E Financial Report Stage CFO Certified and Submitted to NHMRC E Reporting Period 2011 Financial Report test3 txt Attachment Certified CFO Delegate iamo Fuzzy Dunlop ES Certified CFO Delegate Positi Tite FO TEST FO Certify Please certify the attached file to begin upload financial reports Certified Required 14 This link opens the Results page Any errors with individual records are reported here Financial Report Upload Properties Propariios Processes R Re B Total Records In File 7 E Total Records Inputed 0 E Total Records Skipped 7 B Total Records Failed 0 E Result Please check the following rows if th any Row Se No associated Milestone exists for GNT1013796 in financial year 2011 Skipped dt ef ee No associated Mileston a GNT1016307 in financial GI o a ti tone year 2011 Skipped Row pcan
3. to 30 April 2013 Further information about the oe RGMS User Guides Forms and submission of these milestones is t Download Project Grant results Templates available ee the NHMRC website Antandi t All users b All applications must be iii PAQs submitted through RGMS with CIA FAQs certification and RAO endorsement Post Award completed by the nominated closing t Financial Reports Upload Information cians time Late applications will not be ontacts t Scientific Reports t Financial Reports t Research Help Centre Other Resources t NHMRC website accepted a Alternatively click the toggle button to use the Main Menu on the left hand side of the screen Release Date 27 July 2012 Updated 19 June 2013 Page 2 Financial Report User Guide Manual Entry in RGMS User Guide Intended Use External Users FOs CFOs Delegates b Once the Main Menu is visible click the Institutions link 3 This opens the Institutions List Page containing the Administering Institution to which your login is linked 4 Click on the Properties Icon or any of the blue hyperlinks to open the link Institutions PrimaryRAQ Secondary RAO Le Good Triet Parker Chris NHMRC Test Administering Institution 5 RGMS navigates to the Institutions Properties Page Click Financial Report Upload List from the sub menu Institutions Properties _ Ins
4. to be reviewed c Previous Statements Migrated If this option is selected the Report Status becomes Accepted by NHMRC and there won t be any actions required from users All uploaded reports and their fields will be locked 10 Use the Browse button to navigate to and attach a txt text file Appendices A and B below contain information on the content and the method of populating the Financial Report Attachment A Financial Report Template is available in the RGMS Library 11 The Finance Officer provides the name and position title of their CFO or Delegate Providing this information also acts as the CFO or Delegate s certification Page 5 Financial Report User Guide Manual Entry in RGMS User Guide Intended Use External Users FOs CFOs Delegates 12 Once all data has been entered the Finance Officer Certifies the file which initiates the upload process a Select Certified from the FO Certify drop down menu b Click Save i Eici I E Following initiation of the bulk upload a pes Financial Annual Financial Statement Perion Engo aa roreka tie i oes Results page appears eee peach CFO Certified and Submitted to NHMRC Reporting Period 2011 EJ Financial Report S OPERATIONS PROG Altachmeni S OPERATIONS PROG Browse Certified CFO Delegate Fuzzy Dunlop Name Certified CFO Delegate Chief Position Title FO Certify Please certify the attached
5. Australian Government National Health and Medical Research Council Research Grants Management system RGMS User Guide Financial Reports Bulk Upload For further assistance or to provide feedback on this guide please contact the Research Help Centre Email helo nhmrc gov au Phone 1800 500 983 or 61 2 6217 9451 for international callers Page 1 Financial Report User Guide Manual Entry in RGMS User Guide Intended Use External Users FOs CFOs Delegates 1 Complete a Financial Report in RGMS using Bulk Upload Part 1 Overview Bulk Upload allows an institution s Finance Officer FO to submit multiple financial reports with the same type and year at the same time Part 2 Complete a Financial Report in RGMS Using Bulk Upload After logging into RGMS follow the steps below 1 From the Overview Page select the RAO Finance Officers tab 2 Click on the Institution Information link Overview RAQ Finance Officers Home MyProfile amp CV Account Applicants Referees Assigners Assessors Grantees K n tena ea tice AH RAO Finance Officer Tab Quicklinks for RAOs Information and Help YY Tips and Reminders General Key Information and Dates The reporting due date for t View My RAO Dashboard t Scheme information and rules Annual Scientific Progress Reports e How to apply and Annual Financial Statements t Relevant Documentation t Opening and closing dates has been extended
6. Properties page Financial Report Upload Properties General deel Processes General Results Grant ID not 10 INPUT ERROR Grant ID is not 10 characters Skipped characters long Grant ID is not valid INPUT ERROR Grant GNT9999999 does not exist in RGMS Skipped Final Acquittal Report INPUT ERROR Final Acquittal Report for GNT9999999 exists sae for the grant in already RGMS Selected year for the INPUT ERROR Final Acquittal Report for GNT9999999 is earlier Final Acquittal Report than an existing report year Skipped is earlier than an existing report s year Annual Report can INPUT ERROR Report for GNT9999999 already exists in RGMS only exist once a year Skipped Report Institution does INPUT ERROR Institution does not own GNT9999999 in financial not own the grant in year 2 Skipped selected report year A report can only be INPUT ERROR No associated Milestone exists for GNT9999999 in submitted for a Grant financial year 2 Skipped where a milestone is required An upload cannot INPUT ERROR Carry forward is less than 25 for grant include reports which GNT9999999 Skipping row require CIA justification as well as reports that do not An upload cannot INPUT ERROR Carry forward more than 25 for GNT9999999 include reports which Justification required Skipped require CIA justification as well as reports that do not Page 11
7. al Page Enter the required data Save Submit Cancel Financial Report Type Financial Annual Financial Statement v Refresh Page Following initiation of the bulk upload process refresh your web browser page until the Results page Financial Report Stage CFO Certified and Submitted to NHMRC X a Reporting Period 2011 X Financial Report Attachment S OPERATIONS PROGF Browse 1 0 Certified CFO Delegate hazy Derik Name Certified CFO Delegate Chet aa 1 1 Position Title Chief FO Certify Please certify the attached file to begin upload financial reports Certified hd Save Submit Cancel Required 9 There are three options for Financial Report Stage a Finance Officer Certified and Submitted to CIA Use this option if the carry forward amount is gt 25 If this option is selected the Report Status progresses to Submitted to CIA and an email notification will be sent to the CIA s email address requesting the report be reviewed Once the CIA has provided the justification the Report Status will become Submitted to Finance allowing the Finance Officer to review the CIA justification before certifying and submitting to the CFO After CFO certification the report status will become Submitted to NHMRC b CFO Certified and Submitted If this option is selected the Report Status becomes Submitted to NHMRC and an NHMRC Project Officer will receive email notification that this report is ready
8. s Research supplies Travel and Conferences Consultants amp Contractors Equipment Items gt 10 000 Other Direct Research Costs Funds Transferred to new Admin Institution Payments to Collaborating Institutions Funds Returned to NHMRC Carry Carry Forward to next Forward year Institution Comments the previous year s financial report e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General e Excel format must be General Supporting Comments e Value can be up to 2000 characters long e Value can be up to 2000 characters long e Value can be up to 100 characters long FO Submission Comments CIA Name CIA Comments FO Comments e Value can be any length e Value can be up to 2000 characters long e Value can be up to 2000 characters long CFO Comments Page 8 Financial Report User Guide Manual Entry in RGMS User Guide Intended Use External Users FOs CFOs Delegates 2 3 How to insert data using Excel 1 Use the template from RGMS available HERE Financia Report Bulk Upload Template xlsx A E RAD Weer Guide Financial Reper Instruchons Bulk Upload adi Fi fe RAG User G
9. tas mea S exists for GNT1016351 in financial year 2011 Skipped Row E Nie aonocie ne exists for GNT1016399 in financial 2011 Skipped Row se dante ERROR No associated Milestone exists for GNT1016446 in financial year 2011 Skipped Row 6 INPUT ERROR No associated Milestone exists for aoe se incial year 2011 Skipped Row 71 NPUT ERROR No associated Mileston exists for GNT1016847 in financial year r 2011 Skipped Enter Once T E Page 6 Release Date 27 July 2012 Updated 19 June 2013 2 Appendix A Bulk Upload File Information 2 1 Bulk Upload File Format To allow the institution FO upload reports the bulk upload functionality requires a tab delimited text file The following rules apply 1 The upload file MUST not exceed 2Mb in size NHMRC uses the commonly accepted definition used in reference to computer memory of 1Mb being equal to 1 048 576 bytes therefore any file exceeding 2 097 152 bytes will not be accepted All fields can be empty except the NHMRC Grant Code the row will be skipped if this field is empty No field may contain a tab character Failure to remove tab characters will result in the data being inserted into the incorrect columns All monetary fields must not contain a comma separator Failure to remove comma separators will cause non calculation of carry forward percentages NHMRC Grant Code must be exactly 10 characters long If not
10. the row will be skipped Institution Grant Code can have 50 characters Anything longer will be truncated to 50 characters by the system If Microsoft Excel is used to prepare the file all Income and Expenditure fields have to be in the General Category from Format Cells menu Choosing any other categories i e number will result in an upload failure CIA Name can have 100 characters Anything longer will be truncated to 100 characters by the system All comments fields except CIA Justification and CIA Comments can have 2000 characters Anything longer will be truncated to 2000 characters by the system 10 Character lengths refer to all characters used and include line feeds carriage returns etc A blank Excel template for upload is available HERE Page 7 2 2 Bulk Upload File Breakdown Area Grant NHMRC Grant Code GNT1098765 e Value must be present Information e Value must be 10 characters long Institution Grant Code Supplied by e This will allow the institution to link their institution internal grant code to the NHMRC grant code e Value can be up to 50 characters lono e Excel format must be General Income Grant Income e Excel format must be General e Excel format must be General Interest Funds received from transferring institution Balance Brought e This relates to the Carry Forward from Forward Expenditure Salary Scholarships amp stipend
11. titutions Institution ees Institution Contacts Processes ES 9 General Location Details General Export to XML Administering Institution HOD insoo20 Deeds of Agree Administering Institution By checking this box you are indicating that this Insitution is Actual Institution an Administering Institution eee Ea Institution Type Export to XML Page 3 Release Date 27 July 2012 Updated 19 June 2013 Financial Report User Guide Manual Entry in RGMS User Guide Intended Use External Users FOs CFOs Delegates 6 At the bottom of the Financial Report Upload Field click New Institutions Properties Institutions Institution Properties aeie Institution Contacts Processes Financial Report Upload General Location Details SS Ceieee T Administering Institution Financial Near Financial Report Type Financial Report Stage Certified CFO Delegate ee c Deeds of Agreement F E 2010 Financial Annual Financial Finance Officer Certified and Submitted Chief Fin Officer Statement to CIA F Total Results 1 7 RGMS generates the Name and ID fields automatically Click Save These values are used as an NHMRC reference Create Financial Report Upload Institutions Institution Page 4 Release Date 27 July 2012 Updated 19 June 2013 8 Clicking Save opens the Financial Report Upload Properties Gener
12. uide Financial Report Instructions Mamsal Entry pd Copy Move Delete Do you want to open or save Almancil Report Bulk Upload Template wier 980 ER fron wana rgms nhmire pea 2 A standard Excel spreadsheet opens Columns A through V contain the column headers for your report Note Row 1 is used for column headers only Data contained in Row 1 does not transfer to the RGMS database Ensure all data for entry in RGMS begins on Row 2 not Row 1 E i o F e Financial Report Bulk Upload Template xlsx Microsoft Excel alas Fil Hom Insert Page Layout Formulas Dat Review View a eo BE Cut Calibri u A A X Si wrap Text General iD gm EK wi ay BR Ba Copy i el Fin Paste _ BU eel Ay B BS BS ESE Ba Merge amp Center 9 lt 0 00 Conditional Format Cell Insert Delete Format Sort amp Find amp GP Format Painter om 2 A ies 2 j 20 gt 0 Formatting as Table Styles lt Q Clear Filter Select Clipboard Ge Font F Alignment Ge Number Ge Styles Cells Editing ns To Funds received Balance Consultants Equipment Other Direct Funds Transferred Paymentsto Funds Carry from transferring Brought Scholarships Research Traveland amp Items Research to new Admin Collaborating Returned Forward to amp stipends supplies Conferences Contractors gt 10 000 Costs Institution Institutions to NHMRC next year Page 9 Release Date 27 July 2012 Updated 19 June 2013
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