1

How is the application process?

PA completes the application on the eGMS and submits the application to AI users (DH, FO and RO) and CoA (if any) for endorsement.

RO then submits the application to the RFS via the eGMS before the deadline of submission.

2

How does PA obtain the application form?

All applications must be submitted via the eGMS.  PA can login to the eGMS and complete the application form there.

3

Is it compulsory to submit the application in Versitech (VXF) e-Form format via the eGMS?

Yes.  With effect from the 2014 open call, all applications must be submitted in Versitech (VXF) e-Form via the eGMS.  PA can complete the application form by logging in to the eGMS.

4

Can PA submit offline application form directly to RFS?

No.  PA has to upload the offline application form to the eGMS,and follow the application procedures in the eGMS.

5

How does PA obtain the offline application form?

There are two types of offline application form, one is VXF e-Form and another one is MS Word e-Form (soft launch).

VXF Offline e-Form can be downloaded from:

eGMS (https://rfs.healthbureau.gov.hk/eGMS/); or

RFS website (https://rfs.healthbureau.gov.hk).

The MS Word Offiline e-Form can be downloaded from:

eGMS (https://rfs.healthbureau.gov.hk/eGMS/)

Before completing the VXF Offline e-Form, the eForm Filler must be downloaded from the RFS website.

Notes:
Applicants MUST complete the applications using Versitech (VXF) e-Forms unless they have technical difficulties in using VXF e-Forms.  MS Word Offline e-Form and its corresponding Web-based Online e-Form are soft-launched for use by applicants who have technical difficulties in using the VXF e-Forms only.

Due to the limitations of MS WORD, some sections (i.e. Section 4a, 11, 14 and Nomination of External Reviewers) must be completed separately in the Web-based Online e-Form after applicants have uploaded the MS WORD Offline e-Form to the eGMS.  Unlike VXF e-Forms, the validation checking can only be done when applicants submit their application to their Research Office.  Applicants are required to read the Training Manual carefully and reserve sufficient time for amending any errors discovered during validation checking at the time of submission.

6

Under what circumstances, should PA use MS Word Offline e-Form?

PAs having technical difficulties in using the VXF e-Forms, please use the MS Word e-Form and its corresponding Web-based Online e-Form.  However, these forms are soft-launched and with some limitations.

7

If PA prepares the application using the MS Word Offline e-Form, how could PA edit the "Temp Save" file after PA has uploaded the application to the eGMS?

PA can edit the application in Web-based Online e-Form or export it to MS WORD for further editing.

8

PA has completed the MS Word e-Form and successfully uploaded it to the eGMS without error, can PA submit the application to AI users for endorsement?

No.  Due to the limitations of MS WORD, PA has to complete the Section 4a, 11, 14 and Nomination of overseas in Web based Online e-Form after the upload.

9

Can PA upload the application form submitted to the previous open call to the eGMS for application of the current open call?

No.  PA must use the most up-to-date application form for the currentopen call.  The latest version can be downloaded from eGMS or RFS website.

10

Apart from the application form, does PA need to submit the pdf file and CD?

No.  PA is not required to submit pdf file and CD.

11

Is there any file size limit for attachments to be attached to the application form?

The maximum file size limit for an application including all attachments is 15MB.   (For reference: the file size of a completed application form alone is approximately 2-3MB.)

12

Do users need to physically sign on the application form?

No.  Electronic signatures will be collected via the eGMS. After PA has submitted the application to AI users (DH, FO and RO), the eGMS will invite CoA(s), if any, to sign on the application form. If PA has attached the signature of the CoA (i.e. physical signed copy) in Section 12 of the application form, CoA’s electronic signature in eGMS is not required. But, PA must register the CoA’s email in eGMS before submission.

DH and FO will then review and endorse the application.

RO is the last party to endorse the application.

The application will be submitted to RFS after endorsement by RO.

1

How long does it take to complete an application form?

It varies.  For security measures, the eGMS will automatically time out if the screen has been idled for 20 minutes.  Users are strongly recommended to save the application regularly.

2

When should I start preparing an application form?

If you are new to the eGMS, you are strongly advised to prepare the application as soon as possible to avoid unforeseen situations.  All applications must be submitted to the RFS via the eGMS on or before the submission deadline.  PAs have to take into account the lead time for CoA(s), DH, FO and RO to sign on the application.  Application with missing signature(s) will be treated as incomplete and will not be considered.

3

Why I could not submit the application to RO before the submission deadline?

Please check with RO to see whether they have set an internal deadline for your Administering Institution.

4

Will the system time out automatically?

Yes.  The eGMS will automatically time out if the screen has been idled for 20 minutes.  Users are strongly recommended to save the application regularly.

5

Why is the check box for “I have read and agreed the above terms of use” unresponsive?

The checkbox will be activated after users have read the full content of the terms and conditions by moving the scroll bar to the end of the passage.

6

How do users check the application status?

Go to Project >> Application >> Master List

1. Signing Status of CoA(s), DH, FO and RO
   Y = Signed
   N = Not yet signed
2. Status of the application
   

   eGMS status	Corresponding meaning
   Temp Save	Application is currently saved on the eGMS (not submitted to RFS yet)
   Pending Signature*	Y = signed N = not yet signed
   Pushed Back	Application has been returned by AI user(s) (i.e., DH, FO, RO) to PA for revision
   Submitted to Research Fund Secretariat	RO has submitted to application to RFS

7

How do users know if their application(s) has been successfully submitted to the RFS?

An acknowledgement email will be sent to PA once his/her application has been endorsed by RO and submitted to the RFS.  The corresponding application status will also be updated on the Master List.

8

How do users know if their application has been pushed back by AI user(s)?

PA will receive an email notification from the eGMS.  The application status will be changed to "Pushed back" on the Master List.

9

How is CoA(s) invited to sign on the application form?

After PA has submitted the application to the AI users, the eGMS will send an invitation email to CoA(s) to login to the eGMS to provide electronic signature on the application. If the CoA has an existing eGMS account already, PA should fill in that email address in Section 9 to prevent creation of duplicate accounts.

10

If the invited CoA does not have an eGMS account, what should s/he do?

An invitation email will be sent to CoA(s) to provide electronic signature on an application. The email will prompt the user to register for an account if s/he does not have an existing eGMS account.

11

What should PA do if the CoA(s) has not signed on the application for a long time?

Go to Project>>Application>>Master List

Click ‘N’ under column “Co-Applicant(s) Signed” and click “Re-send” to issue an email reminder to the CoA(s).

12

If CoA has pushed back/declined an application, how can PA remove the CoA from the application or replace him/her by a new CoA?

PA should inform one of the AI users (DH, FO and RO) to push back the application to him/her so that s/he can edit the relevant information in Section 9 of the e-Form.  The application has to be submitted to AI users again after revision.

13

If CoA has pushed back PA's application for revision, how can PA ask him/her to provide electronic signature on the application again after revision?

PA should inform one of the AI users (DH, FO and RO) to push back the application to him/her so that s/he can edit the application form.  The application has to be submitted to AI users (i.e., DH, FO, RO) again after revision. eGMS will invite the CoA to provide electronic signature on the application again.

14

If AI user(s) (i.e., DH, FO, RO) pushed back an application, which user(s) need to endorse the revised application again?

If an application is pushed back, only AI users (i.e., DH, FO, RO) are required to endorse the revised application again.

15

Can PA attach a WORD file (i.e., .doc or .docx) to the application form?

No.  All attachments must be in PDF format.

16

PA cannot save the VXF Offline e-form in PDF format, why?

VXF Offline e-form can be saved in VXF format.

17

How do users open an offline application form in VXF format?

They have to install the eForm filler which is available on the RFS website (https://rfs.healthbureau.gov.hk/).

18

What are the security measures for downloading the application form or other documents from the eGMS to desktop computer?

Users must set a 6-character password when downloading any file from the eGMS.  The same 6-character password is required for opening the downloaded file.

1

How do CoA(s) register for an eGMS account?

Option 1:
CoA can register an eGMS account at the Login Page of the eGMS (https://rfs.healthbureau.gov.hk/eGMS/) by clicking “Register for Co-Applicant Account”. 

Option 2:
If CoA is not a registered eGMS user, an invitation email will be sent to CoA(s) when PA invites him/her to sign an application.  That email will prompt the CoA to register for an eGMS account.

2

CoA received an invitation to provide electronic signature on an application but no application was found on my master list. Why?

The application might have been pushed back to the PA for revision by PA’s institution.  Please check with PA when the application is ready to sign on the eGMS.

3

Why CoA is not required to provide electronic signature on an application in eGMS?

If PA has attached the scanned signature (i.e. physical signed copy) in Section 12 of the e-Form, CoA is not required to provide electronic signature on the application in eGMS.

1

What is the function of “Check-in-order List”?

The “Check-in-order List” facilitates AI users (i.e., DH, FO, RO) to coordinate their internal workflow in endorsing an application.  It is an optional function.  AI must make sure that all applications submitted to RFS are properly completed and endorsed.

2

What is the function of “internal deadline”?

The function of “Internal deadline” facilitates RO to set a deadline for the PAs of its institution to submit applications to RO.  It is an optional function.

3

Can AI users (i.e., DH, FO, RO) push back an application without using the “Check-in-order List”?

Yes.  The “Check-in-order List” is an optional function.

4

How do AI users (i.e., DH, FO, RO) know they have to endorse an application?

The eGMS will send an email to AI users (i.e., DH, FO, RO) when the first record appears on the Action List.  Thereafter, a weekly reminder will be sent every Monday morning if there is outstanding record(s) on the Action List.

5

Are AI user(s) (i.e., DH, FO, RO) required to endorse a “push back” application?

Yes.  All AI users (i.e., DH, FO, RO) must endorse a “push back” application after PA has revised the application.

6

What is the function of “Action List”?

“Action List” displays a summary of applications pending AI users’ endorsement.

7

What is the difference between “Action List” and “Outstanding List”?

“Outstanding List” is for RO only.  It displays a summary of applications pending endorsement by DH/FO/CoA(s).

8

Can RO endorse an application on “Outstanding List”?

No.  RO can only endorse the application after DH, FO and CoA(s) have endorsed the application.

9

Why did the application disappear on the “Action List” after it was pushed back?

The application will be moved to the “Push Back List” after it has been pushed back.

10

When will an application be submitted to RFS?

The application will be submitted to RFS after RO has endorsed it.

11

Can AI user(s) (i.e., DH, FO, RO) delegate executives to handle the operational tasks on their behalf?

Yes.  AI user(s) (i.e., DH, FO, RO) can create EO account(s) as their delegates.  However, these EO(s) cannot endorse applications on their behalf.  Applications must be endorsed by AI user(s) (i.e., DH, FO, RO).

12

How many EO account can an AI user(s) (i.e., DH, FO, RO) create?

There is no limit on EO account.  However, AI user(s) (i.e., DH, FO, RO) has to verify all the EO accounts under their charge are valid from time to time.