Grants, Contracts and Consultancies Reporting

Transcription

1 Grants, Contracts and Consultancies Reporting ANU Insight User Reference Guide May 2016 The Australian National University 1 of 26

2 Table of Contents Background... 3 Access to the Grants Reports... 4 How to Navigate to the Grants Reports... 6 Running the Grants Reports... 8 REPORT 1: Grant applications time-series...12 REPORT 2: Grant funding time-series...15 REPORT 3: List of Grants...18 REPORT 4: Researcher Detail Grants...23 Getting Assistance...26 The Australian National University 2 of 26

3 Background The Australian National University (ANU) collects information on a wide variety of research activity conducted by staff, students and visiting academics, including research funding (e.g. grants, contracts and consultancies). ANU uses the data for many purposes, ranging from external statutory reporting requirements, internal strategic management reporting, budgetary predictions, internal assessment, ANU Researchers website, the Statement of Academic Activity (SAA), academic promotions, College annual reports and departmental web sites. Research Services Division (RSD) in conjunction with Planning and Performance Measurement (PPM) have developed a suite of self-service reports made available via ANU Insight. The Grants Reports contain aggregated and summary information that include the capability to drill-down into more detailed reports, including research funding for individual academics. These reports aim to deliver a range of benefits including: Improved visibility and access to information related to research grants, contracts and consultancies to support research administration, strategic planning and operationallevel management. Ability to view a full list of research grants based on a variety of filters including Organisation, Funding Source, Field of Research and individual academics. Graphical visualisation of research grant applications and awarded funding for academics. The data in these reports are sourced from the ANU Research Information Enterprise System (ARIES) and the ANU Human Resource Management System (HRMS). The Australian National University 3 of 26

4 Access to the Grants Reports Grants Reports are available through ANU Insight. If have not previously accessed ANU Insight you may need to request access to Insight and permission to access the Grants Reports. Request access To apply for access to the Grants Reports, complete the relevant form from the Insight web page: Staff who already have access to ANU Insight and ARIES will automatically have access to run Grants Reports. Visibility of records within Insight corresponds to the users access within the ARIES grants module. Academics will automatically have access to their own grant applications. Academic Supervisors will have access to their own records and all other investigators they supervise as identified by the supervisory structure within the HRMS. Individuals with access to the SAA, specifically grants data reconciliation, will also be automatically granted access to the corresponding college, school or departmental level of information in the grants reporting. Accessing the Portal Once you have been granted access to the reports in ANU Insight, the portal can be accessed at: When prompted for a user name and password, please login with your usual HORUS or UDS log-on. User Name: User ID (e.g. u ) Password: your UDS or HORUS password The Australian National University 4 of 26

5 Access to Insight off campus The ANU Insight system utilises a range of sensitive information, as a result it is secured and requires that staff use reverse proxy or VPN while they are travelling, based in a regional office or working from home. More information about how to utilise the reverse proxy or VPN can be found at the following web page: Preferred Web Browsers The Insight portal is available, and has been tested, on a number of browsers and operating systems including both Mac and PC. The preferred browsers are Internet Explorer or Firefox. Users have reported a slow experience as well as compatibility errors with JavaScript whilst using Safari. Therefore, the use of Safari is not recommended for the purposes of accessing ANU Insight reports. Support For support please contact the ANU Insight team on: insight@anu.edu.au Phone: The Australian National University 5 of 26

6 How to Navigate to the Grants Reports When you first access the portal you will be directed to the ANU Insight portal home page: A full step-by-step guide to navigating the ANU Insight portal can be found at: Locating the Grants Reports on ANU Insight Click on the Research menu header to activate the drop-down menu. Click on Grants tab. The Australian National University 6 of 26

7 The Grants page is then displayed. The reports list shows the available reports that can be accessed and run through the portal. You are also able to access the reports that you have run previously on the ANU Insight Homepage. These will not appear until you have run these at least once before. The icons to the left of the report indicate the type of report: = detail or drill-through report of a specific focus. = summary reports of aggregated information The Australian National University 7 of 26

8 Running the Grants Reports Each of the reports are run in a similar manner; 1. choose the report to run 2. select the criteria for the report 3. view and navigate the report 4. download or save the report (if required). Further details on running each report follows. 1) Choose the report to run: To run a report click on the name of the report in the Reports list on the home page. The Prompts page will open. This pages enables the user to limit the results in a report by selecting the required criteria to be shown once the report generates. 2) Select the criteria for the report Prompt Types There are several different types of prompts you may be presented with on a prompt page. Some of the more common forms include: Search Prompts: require you to enter a keyword and click search before a list of options is generated. Information is provided to the left of the search-box about the expected search criteria (e.g. UID, Name, Surname etc). You can click on Options for additional search criteria. Your search results will be shown in the Choice box. You must select the choice that you want before progressing. This will appear as highlighted when you click on the selection within the choice box. The Australian National University 8 of 26

9 Cascading Prompts: allows you to use multiple search boxes to generate criteria based on specific search categories. You will know where you have cascading prompt options available to you by looking at the bottom of your first prompt page. It will inform you of how many options there are, and the types of options available. You may choose not to select any (where not required fields are available). To progress to the next page of prompts select the Next>' button at the bottom of the page. You will have the option to select multiple prompt/filter values across the pages, or There may be prompts in which you can multi-select your choices from a search term. These can also have related information selections, for example providers and schemes. The Australian National University 9 of 26

10 Checkboxes: click on the box to select an option. Drop-Down Menus: click on the down arrow and scroll down to the required selection, click to select one option. Mandatory fields Prompt values can be either Optional or Required. If a prompt value is Required you will not be allowed to run the report until a value has been entered. Prompt values which are Required are emphasised in a number of ways; 1. the word (Required) in brackets may show after the instructions 2. the red * will appear next to the prompt box 3. a red line will appear under the prompt until a valid value is entered. 3) View and navigate the report Once you have run a report, it may have a single page or multiple pages. To move between the report s pages, use the navigation buttons at the bottom of the screen. The available buttons on this menu will appear as either: greyed out: (cannot be clicked); or active: (can be clicked) The Australian National University 10 of 26

11 4) Download or save the report The Report Action Menu The Report Action Menu can be found on the upper right of the screen under the Report Viewer Header The report actions are explained in brief below. Keep This Version Enables a user to keep a version of the report by ing or saving a report view Run Report Button The Run Report button allows the user to re-run the report by returning to the search prompt page, where the report criteria can be modified. Drill Buttons Report Output Button Add this Report Button These buttons have not been enabled in this report. The Report Output button allows a report user to change the output format of the report. The report can be run in HTML, PDF, XML or Excel. On most computers there will be numerous Excel output formats. Allows the user to create shortcuts to the report in their My Folders environment and reduce their navigation needs. For more detailed step-by-step instructions on Report Action Menu, please refer to the Insight web page. The Australian National University 11 of 26

12 REPORT 1: Grant applications time-series The Grant applications time-series report provides a summary time-series of grant applications, as recorded in ARIES. The report shows the count of applied for and successful HERDC-eligible research grants, contracts and consultancies for the previous six years. The report has three display types; ANU Organisation level (e.g. college, school, department) field of Research (e.g. division, group, field) fund Providers. The choice of display type identifies the row labels for the report. The report can be filtered by ANU Organisation (e.g. School or Department), Funds Provider, Scheme and/or Field of Research. The report incorporates a drill-down function where the user can click on the row label (e.g. college) and drill-down to the faculty/school/centre level time series and can further drill-down to department detail time series. From the department detail series, the user can select a department and view a list of grants for that department. This report can be accessed from the ANU Insight portal by clicking the hyperlink below once in the grants area. This will take the user to the first prompt page where they can choose the display type of the report as either Organisation, Fields of Research or Funding Provider. By clicking Next> at the bottom of the prompt page, users can select more filters for the records displayed in the report. Users can filter by Funds Provider, Scheme and/or by Field of Research at Division, Group and Field levels. These are not required criteria. If no criteria are selected the report will produce a complete list of all funds awarded as recorded in ARIES that the individual running the report has access to view. Prompt Page 1 The Australian National University 12 of 26

13 Prompt Page 2 Once all required criteria have been selected, click on Finish at the bottom of the page to run the report. The Australian National University 13 of 26

14 Stepping through the Grant Applications Time-Series report Count of applications Application year College Detail Drillthrough Count of successful applications Drill-through Sum of all grants for each reporting year NOTE: The Total Distinct row counts unique grant records. Grants with multiple departments will be counted in each of the departments but only counted once in the Total Distinct row. Therefore the sum of departmental counts will not add to the Total Distinct row. The Australian National University 14 of 26

15 REPORT 2: Grant funding time-series The Grant funding time-series report provides a summary time-series of the funding amounts ($ s) awarded, as recorded in ARIES. The report displays total HERDC-eligible funds awarded for research grants, contracts and consultancies for the last six years in Australian Dollars. The report has three display types; ANU Organisation level (e.g. college, school, department) field of Research (e.g. division, group, field) funds Provider. This report can be accessed from the ANU Insight portal by clicking the hyperlink below once in the grants area. This will take the user to the first prompt page where they can choose the report display type and select any desired filters. These are not required criteria. If no criteria are selected the report will produce a complete list of all funds awarded as recorded in ARIES that the individual running the report has access to view. Prompt Page 1 After the user is happy with the selected criteria on the first prompt page, they can navigate to the second prompt page by clicking the Next> button at the bottom of the report. This will take the user to the second prompt page where they can choose to filter the report by funds provider, scheme and/or field of research. The Australian National University 15 of 26

16 DRAFT If a provider is selected from the keyword search, the report will provide the associated shceme(s) to that provider(s) for your selection(s) if you select the Show Schemes button. You can select one, or multi-select the schemes you wish to view. Prompt Page 2 Once all required criteria have been selected, click on Finish at the bottom of the page to run the report The Australian National University 16 of 26

17 Stepping through Grant Funding Time-Series Report Selected filters Funds awarded in that year College sub-total College detail drillthrough HERDC Category The Australian National University 17 of 26

18 REPORT 3: List of Grants The List of Grants report displays a complete list of grants applied for and details of those grants. This report can be accessed from the ANU Insight portal by clicking the hyperlink below once in the grants area. This will take the user to the prompt pages where they can filter by grant organisation, grant status, funds provider and scheme, application date, investigator(s) or field of research. These are not required criteria. If no criteria are selected it will produce a complete list of all grants in the system that the individual running the report has access to view. The report can also be accessed by drilling-through all of the above-mentioned reports to the lowest unit record level. If accessed via a drill-through the prompts will be pre-defined by the reports you drilled-through from. Prompt Page 1 To progress to the next prompt page select Next> at the bottom of the page. The Australian National University 18 of 26

19 DRAFT Prompt Page 2 To progress to the next prompt page se`lect Next> at the bottom of the page. The Australian National University 19 of 26

20 DRAFT Prompt Page 3 Once criteria have been selected click on Finish at the bottom of the page to run the report. The Australian National University 20 of 26

21 Stepping through the List of Grants Report Selected Filters Grant Status Scheme HERDC Category Requested amount Grant funding awarded including amendments Grant Detail Drillthrough List of Researchers/Investigators Grant start and end dates The Australian National University 21 of 26

22 Stepping through the Grants Detail Drill-through Grant Title Grant Status Detail Researcher detail drill-through Investigator s organisation area Grant field(s) of research Payment Type Funding Summary The Australian National University 22 of 26

23 REPORT 4: Researcher Detail Grants The Researcher Detail Grants report shows details of an individual academics research grants as recorded in ARIES. The Research Detail report provides an overview of an individual academics grants represented graphically and in tabular format. The report is split into two sections. Firstly, the report provides an overview of the individuals grant applications (HERDC and non-herdc eligible) and the awarded amounts (HERDC and non-herdc eligible). Secondly, the report provides a comprehensive list of all of the individual s grant applications and currently held grants along with its associated information as recorded in ARIES. This report can be accessed from the ANU Insight portal by clicking the hyperlink below once in the grants area. This will take the user to the prompt page where they must choose an investigator to view. This is required criteria. The report can also be accessed by drilling-through the above-mentioned publication detail page. Prompt Page 1 Once criteria have been selected click on Finish at the bottom of the page to run the report. The Australian National University 23 of 26

24 Stepping through the Researcher Detail Drill-through HERDC Eligible grant applications HERDC Eligible grant funding Amount of funding requested and awarded Non HERDC Eligible grant applications Non HERDC Eligible grant funding Year submitted detail drill through The Australian National University 24 of 26

25 Academics Investigator role Grant detail drill through Displays all grants The Australian National University 25 of 26

26 Getting Assistance ANU Insight Reports Support is provided by the ANU Insight Service Desk Phone: Access to the ANU Insight system can be requested via the Insight web page: How to use Insight Detailed instructions on how to use ANU Insight can be found on the Insight web page: Grants and ARIES enquiries Support is provided by the Research Services Division (RSD) Help Desk for all ARIES related enquires. rsd.ithelp@anu.edu.au Phone: The Australian National University 26 of 26