1

How is the report submission process?

PA completes the report on the eGMS and submits the report to CoA, if any, and RO for endorsement.

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

2

How does PA obtain the report template?

All reports must be submitted via the eGMS. The Progress Report and Interim Report should be completed on the eGMS directly.

The Final Report and Dissemination Report should be completed in a WORD template.  Both WORD and PDF files should be uploaded to the eGMS after completion.  The report templates can be found on the RFS website:

(http://rfs.healthbureau.gov.hk/english/funds/funds_hmrf/funds_hmrf_forms/
funds_hmrf_forms.html)

3

Is it compulsory to submit the report via the eGMS?

Yes.  With effect from 8 September 2015, all projects approved in the 2012 round and thereafter must have the respective reports submit via the eGMS.  PA can complete the Interim/ Progress Report on the eGMS directly, and upload the Final and Dissemination Reports (in both WORD and PDF format) to eGMS.

4

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

The maximum file size limit for an attachment is 15MB.

5

Do users need to physically sign on the report?

No.  Electronic signatures will be collected via the eGMS.

After PA has submitted the report to RO, the eGMS will invite CoA(s), if any, to endorse the report.

RO is the last party to endorse the report.

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

6

When should I start preparing the reports?

All reports 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) and RO to sign on the report.

7

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 their work regularly.

8

How do users check the report status?

Go to Project>>On-going>>"More">>“Interim / Progress Report”

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

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

9

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

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

10

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

PA will receive an email notification from the eGMS.  The corresponding report status will also be updated on the Master List.

11

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

After PA has submitted the report to the AI users, the eGMS will send an invitation email to CoA(s) to login to the eGMS to sign on the report.

12

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

Go to Project>>On-going>>"More">>“Interim / Progress Report”
or
Go to Project>>Completion>>"More">>“Final / Dissemination Report”
Click ‘N’ under column “Co-Applicant(s) Signed” and click “Re-send” to issue an email reminder to the CoA(s).

13

If RO pushed back a report, which user(s) need to sign the revised report again?

If a report is pushed back, only RO is required to endorse the revised report again.

14

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

All attachments must be in PDF format except Final Report and Dissemination Report which require both WORD and PDF files.

15

PA cannot find my on-going or completed project in the project list, how do I submit the report(s)?

Only projects approved in the 2012 round and thereafter can be found in the eGMS.  For projects approved in earlier rounds, please submit the reports by post

1

How do CoA(s) sign the report in eGMS?

An invitation email will be sent to CoA(s) to sign a report via eGMS.
Go to Project>>On-going>>Action List
or
Go to Project>>Completion>>Action List

Please find the report for electronic signature.

2

CoA received an invitation to sign a report but no report was found on my action list. Why?

The report might have been pushed back to the PA for revision by other CoA(s).  Please check with PA when the report is ready to sign on the eGMS.

1

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

The “Check-in-order List” facilitates RO to coordinate their internal workflow in endorsing a report.  It is an optional function.  RO must make sure that all reports submitted to RFS are properly completed and endorsed.

2

Can RO push back an application without using the “Check-in-order List”?

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

3

How does RO know they have to endorse a report?

The eGMS will send an email to 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.

4

Is RO required to endorse a “push back” report?

Yes.  RO must endorse a “push back” report after PA has revised the report.

5

What is the function of “Action List”?

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

6

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

“Outstanding List” displays a summary of reports and/or change requests pending endorsement by CoA(s) for RO’s reference.

7

Can RO endorse a report on “Outstanding List”?

No.  RO can only endorse the report after CoA(s) have signed the report.

8

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

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

9

When will a report be submitted to RFS?

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

10

Can RO delegate executives to handle the operational tasks on their behalf?

Yes.  RO can create EO account(s) as their delegates. However, these EO(s) cannot endorse report(s) on their behalf. Report(s) must be endorsed by RO.

1

How many types of change requests are there?

1. Change of PA*
2. Change of AI*
3. Change of CoA⁺
4. Change of study design
5. Project extension
6. Budget virement
7. Report submission date

* Change of PA or AI requires RO’s endorsement.
^* Change of CoA requires CoA(s)’ endorsement.

2

How is the submission process for change request?

PA completes the change request on the eGMS directly and submits the request to RFS.

3

Is it compulsory to submit the change request via the eGMS?

Yes.  With effect from 8 September 2015, all projects approved in the 2012 round and thereafter must have the respective change requests submitted via the eGMS.  PA can complete the change request by logging in to the eGMS.

4

Is there any file size limit for attachments to be attached to the change request?

The maximum file size limit for an attachment is 15MB.

5

Do users need to physically sign on the change request?

No. Electronic signatures will be collected via the eGMS.

1. After PA has submitted the change request, the eGMS will invite CoA(s) or RO, if required, to sign the change request.
2. The change request will be sent to RFS when all involved parties have signed.

6

How long does it take to complete a change request?

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 their work regularly.

7

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 their work regularly.

8

How do users check the change request status?

Go to Project>>On-going>>"More">>“Change Request”

9

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

An acknowledgement email will be sent to PA once his/her request has been submitted to the RFS.  The corresponding request status will also be updated on the Change Request Summary.

10

How do users know if their request has been pushed back by RO?

PA will receive an email notification from the eGMS.  The corresponding request status will also be updated on the Change Request Summary.

11

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

No.  All attachments must be in PDF format.

12

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

An invitation email with temporary password will be sent to CoA(s) to login to the eGMS to endorse the change request. An eGMS account will be created for CoA without existing account. CoA can set up his/her own password when logging into the eGMS for the first time.

13

If PA will change AI or retire from the current position, how should PA inform RFS?

PA should submit a change request of PA or AI and provide relevant supporting documents and justification for the change in the eGMS.  Please note that RO’s endorsement is required.

14

Is there a “deadline” for submitting change request?

Prior approval from RFS is required for any change request. Please submit request(s) for RFS’ approval within the approved project period and before the change is made.

15

PA cannot find my on-going or completed project(s) on the project list, how do I submit the change request(s)?

Only projects approved in the 2012 round and thereafter can be found in the eGMS.  For projects approved in earlier rounds, please email the change request(s) to rfs@healthbureau.gov.hk.

16

If a CoA has changed his/her AI or retired from his/her current position, how should I inform RFS?

PA should submit a change request of CoA by removing the existing CoA from the project team, and then adding a replacement or the existing CoA with updated contact information.

17

PA cannot calculate the exact subtotal for staff cost, how can he/she submit the claim form?

Input the adjusted amount in Column E for each approved staff item.  The system allows adjustment within the range from -$1 to $1.

1

How is the submission process for claim form?

PA or FO completes the claim form on the eGMS and submits to RFS.

Print the submitted claim form, sign and date the hard copy and submit the signed copy to RFS.

2

Is it compulsory to submit the claim form via the eGMS?

Yes.  With effect from 8 September 2015, all projects approved in the 2012 round and thereafter must have the respective claim forms submitted via the eGMS.  PA or FO can complete the claim form by logging in to the eGMS.

3

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

The maximum file size limit for an attachment is 15MB.

4

Do users need to physically sign on the claim form?

Yes.  Signed copy of claim form should be submitted to RFS.

5

How long does it take to complete a claim 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 their work regularly.

6

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 their work regularly.

7

How do users check the claim form status?

Go to Project>>On-going>>"More">>“Claim for Reimbursement”

8

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

An acknowledgement email will be sent to PA once the claim form is submitted to the RFS.  The corresponding claim form status will also be updated on the Claim Form table.

9

How do users know if their claim form has been put on hold by RFS?

PA will receive an email notification from the eGMS stating the reason(s) for putting the claim form on hold.  The corresponding claim form status will also be updated on the Claim Form table.

10

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

No.  All attachments must be in PDF format.

11

PA or FO cannot calculate the exact subtotal for staff cost, how can they submit the claim form?

Input the adjusted amount in Column E for each approved staff item.  The system allows adjustment within the range from -$1 to $1.

1

How is the submission process for financial statement / audited account? (for FO only)

Go to Project>>On-going>>"More">>“Financial Statement”
or
Go to Project>>Completion>>"More">>“Audited Account”

1. Update the date of submission and click “Save”.
2. Send a certified copy with signatures to RFS.

2

Do users need to physically sign on the financial statement / audited account?

Yes.  Certified copy with signatures of financial statement / audited account should be submitted to RFS.

3

Do PA need to attach a soft copy of the financial statement to the Interim Report?

PA opts to attach a copy in PDF format at item 9 of the interim report.