GRANT MANAGEMENT SYSTEM (GMS) INSTRUCTION SET November, 2015 Version 4 Edited: May 4,2018 The purpose of this instruction set is to provide information to the Applicant, BSC Reviewer, or Grantee on Gateway s web-based Grant Management System (GMS). This system streamlines the grant management process and ensures better electronic records keeping.
Table of Contents 1.0 INTRODUCTION... 2 1.1 Grant Application Process... 2 1.2 Basic Computer Requirements... 3 1.3 Technical Support... 3 1.4 Research Grants Staff... 3 1.5 Resources for Applicants and Reviewers... 4 2.0 GENERAL SYSTEM FUNCTIONS... 5 2.1 Need an Account... 5 2.2 Trouble Logging In... 8 3.0 SYSTEM FUNCTIONS SPECIFIC TO APPLICANTS... 10 3.1 Getting Started... 10 3.2 Letter of Intent... 11 3.3 Full Application... 13 3.4 Accepting Grant Award... 14 3.5 Submitting Reports... 15 4.0 SYSTEM FUNCTIONS SPECIFIC TO BSC REVIEWERS... 19 4.1 Reviewing Grant Submissions... 19 1 P a g e
1.0 INTRODUCTION 1.1 Grant Application Process In 2014-15, Gateway for Cancer Research developed a web-based system using FluidReview to streamline the grant management process, which can be found here: Gateway Grant Management System (GMS hyperlink). The system allows for more easily monitored processes and better electronic records keeping. This Applicant or BSC Reviewer guide contains step-by-step guidelines for the following: Basic Computer Requirements Technical Support Research Grants Staff Support FAQ for Researchers Need an Account Trouble Logging In Applying for a Grant Accepting Grant Award Submitting Reports Reviewing Grants Gateway for Cancer Research established the Board of Scientific Counselors (BSC), an external body of renowned cancer researchers, to evaluate proposed research and monitor funded research. Together with the Director of Research and Grants, the BSC evaluates research grant requests on a quarterly basis (or more frequently if necessary) and submits their funding recommendations to Gateway for Cancer Research's Board of Directors. Grants are approved for up to three years of funding contingent upon investigators following Gateway for Cancer Research s reporting protocol. The updates must demonstrate not only fiscal responsibility, but also show real progress through measurable patient impact. Gateway for Cancer Research shall terminate, withhold or reduce funding support if progress cannot be demonstrated. 2 P a g e
1.2 Basic Computer Requirements For the Grant Management FluidReview System, the basic computer requirements include the following browser types: Internet Explorer 12 Google Chrome Safari Fire Fox 1.3 Technical Support If Applicants, BSC Reviewers, or Grantees have any technical questions about the FluidReview system, the Applicant, BSC Reviewer, or Grantee should go to help.fluidreview.com, log in with his/her credentials, click Contact Us at the bottom of the page, and be sure to give a detailed description of the issue in order for FluidReview to provide the most accurate response. 1.4 Research Grants Staff If there are any general questions about Gateway s Cancer Research Funding Program please contact: Domarina Oshana, Ph.D. Director of Research and Grants domarina.oshana@gatewaycr.org Phone # 847-342-7443 If there are any grant-related questions about a specific submission please contact: Kimberly Saulsberry Research Grants Administrator Kimberly.saulsberry@gatewaycr.org Phone # 847-342-7363 3 P a g e
1.5 Resources for Applicants and Reviewers Gateway has developed a number of resources for researchers and reviewers, including FAQs for Researchers and Funding Guidelines, which can be found on the Resources tab of the Gateway Grant Management System portal homepage (see Figure 1). Figure 1. Resources Tab 4 P a g e
2.0 GENERAL SYSTEM FUNCTIONS 2.1 Need an Account This option enables the Applicant or BSC Reviewer to create an account for the FluidReview System. Once the Applicant or BSC Reviewer visits the homepage (see Figure 2), the Applicant or BSC Reviewer may select Sign Up to establish a new account. Sign up is located on the right hand side of the homepage. Figure 2. Login Next the Applicant or BSC Reviewer will input the information as indicated below (see Figure 3): Full name Email address Password Time zone Once the information has been inputted, the Applicant or BSC Reviewer will select Register. 5 P a g e
Figure 3. Setting Up New Applicant or BSC Reviewer 6 P a g e
The Applicant or BSC Reviewer may log out of the system by going to the upper right corner of the homepage, selecting their name, and then select Sign Out as illustrated below in Figure 4. Figure 4. Sign Out 7 P a g e
2.2 Trouble Logging In This option enables the Applicant or BSC Reviewer to retrieve their password, activate their account, and check their account status. Trouble Logging In can be found on the portal home page (see Figure 2). Figure 5 shows how the Applicant or BSC Reviewer can retrieve their password, activate their account, and check their account status. Figure 5. Trouble Logging In 8 P a g e
For resetting the Applicant or BSC Reviewer password, the Applicant or BSC Reviewer can have their password reset by selecting the click here. Under the How do I activate my account? the Applicant or BSC Reviewer can enter their email address to have the confirmation email resent. Under Check my account status, the Applicant or BSC Reviewer can enter their email address and click check status to see if their account is active. 9 P a g e
3.0 SYSTEM FUNCTIONS SPECIFIC TO APPLICANTS 3.1 Getting Started After the Applicant sets up an account, the Applicant can start the application process. The Applicant will need to select Get Started (see Figure 6). Figure 6. Get Started 10 P a g e
3.2 Letter of Intent Then the Applicant will be able to complete the needed information, beginning with Part I of the Letter of Intent (see Figure 7). Figure 7. Complete Letter of Intent Part I Getting to Know You The Applicant will click Next at the bottom of each page and once they have answered all questions, will click Submit Letter of Intent-Part I. As all fields in the form are completed, the status at the top of the form will be updated to reflect the percentage of the form that has been completed (see Figure 7). 11 P a g e
In the next step, the Letter of Intent- Part II will appear for the Applicant to fill out. As all fields in Part II of the Letter of Intent form are completed, the status at the top of the form will be updated to reflect the percentage of the form that has been completed. The Applicant will click Next at the bottom of each page and once they have answered all questions, will click Submit Letter of Intent-Part II. (See Figure 8 below.) Figure 8. Complete Letter of Intent Part II Proposal Overview Once the Letter of Intent-Part II is submitted, Gateway staff and a subset of Gateway s Board of Scientific Counselors will review the entire Letter of Intent for alignment with Gateway s funding guidelines and intended impact. Upon completion of this review, the Applicant will be sent an email notifying them whether or not they have been approved to move on to the second and final stage of application process. For the Applicant s reference, Gateway s Funding Guidelines may be found on the portal homepage, and Gateway strongly encourages all Applicants to review these prior to completing application materials (see Figure 9). 12 P a g e
Figure 9. Gateway s Funding Guidelines 3.3 Full Application If the Applicant has been approved to continue in the application process, they will be encouraged to log back into the online system to complete the full application. As all fields in the Full Application are completed, the status at the top of the form will be updated to reflect the percentage of the form that has been completed. The Applicant will click Next at the bottom of each page and once they have answered all questions, will click Submit Full Application. (See Figure 10.) Once the entirety of the full application is submitted, Gateway s full Board of Scientific Counselors will review the Full Application, including any attachments. The Board of Scientific Counselors will assign scores according to a pre-established rubric. Upon completion of this review, the Applicant will be sent an email notifying them whether or not they have been approved for funding. 13 P a g e
Figure 10. Complete Full Application 3.4 Accepting Grant Award The award letter will be sent in an email through the GMS. The Grantee can accept a grant award using the GMS (see Figure 11). The Grantee will need to print, sign, and scan the signed letter into the GMS, in addition to submitting other required materials in the Grantee Checklist through the system, clicking Submit when checklist is complete. Figure 11. Accepting Grant Award 14 P a g e
3.5 Submitting Reports All grantees will be required to submit semi-annual reports during the entire grant period, as well as a final report within two months of study completion. These reports will include updates on study progress, patient impact, and a combined financial report/invoice. Please note that grant payments and funding continuation are contingent upon timely reporting, patient accrual, and study progress. After logging into the Gateway Grant Management System (GMS hyperlink), Grantees will find the required reporting forms under the Post Award Stage section and will click on start to the right of the appropriate form to be completed (semi-annual or final report). See Figure 12 below for an illustration of the report selection page. Figure 12. Grantee Post Award Reports After selecting the appropriate report, the Grantee will provide the required summary of study progress or final results by answering all questions included within the online reporting form. The reports include several sections and the grantee cannot submit them until all questions are answered. Instructions are included at the top of the report, and each required section is completed by answering all questions and then clicking on save and continue editing at the bottom of each page (see Figures 13 and 14 below). 15 P a g e
Figures 13 and 14. Reporting Form Completion 16 P a g e
The next section in the semi-annual and final reporting forms is a financial report that covers the 6-month period immediately preceding the report (January to June or July to December), which also serves as a grant invoice for that same period. Please complete all required fields in the financial report, including all information at the top and bottom of the form, as well as filling out the columns entitled original budget, previous payments, and current payment request. The total payments and remaining balance columns will auto-calculate from the information that you entered (see Figure 15 below). Note: The grantee must ensure that the requested amount of funding for the period does not exceed the per-patient reimbursement allowed by the grantee s contract. Figure 15. Financial Report/Invoice 17 P a g e
The final step of the reporting process is to verify all data entered for the semi-annual or final report. In order to submit the report, the grantee must provide an electronic signature attesting to the accuracy of the information provided (see Figure 16 below). The person filling out the report will sign on the line using their mouse, and will complete the fields below with their name and title, as well as the name/title of the individual reviewing who is authorized to approve the submission. When the signature is complete and the information is entered, the grantee will click on submit to finish the report. Figure 16. Electronic Signature/Submission 18 P a g e
4.0 SYSTEM FUNCTIONS SPECIFIC TO BSC REVIEWERS 4.1 Reviewing Grant Submissions After the BSC Reviewer registers, the BSC Reviewer will be able to review the Applicant s information (i.e. Letter of Intent, etc.) that they have been assigned (see Figure 17). The BSC Reviewer will need to select the applicant s name to review the applicant s information. Figure 17. BSC Review Homepage After the BSC Reviewer selects the Applicant name and reviews the information, the BSC Reviewer will be able to approve, deny and/or comment on the applicant information that they have been assigned to review. 19 P a g e
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