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					SFI Award Management System
          GRANT ADMINISTRATOR
                  USER’S GUIDE

                        May 2008
                         Version 2.0
INTRODUCTION ........................................................................................................................................ 2
         Support .................................................................................................................................................. 2
LOGIN........................................................................................................................................................... 4
         Username and Password ...................................................................................................................... 4
         AMS Terms and Conditions .................................................................................................................. 4
         Security Questions ................................................................................................................................ 4
         Menu Options ........................................................................................................................................ 5
NOMINATE APPLICANT ......................................................................................................................... 6
         Complete Nomination ........................................................................................................................... 8
         Notification ........................................................................................................................................... 9
APPROVE PROPOSAL .............................................................................................................................10
         Task Alert .............................................................................................................................................10
         View and Approve or Reject Proposal .................................................................................................10
         Proposal Identification Number and Notification ................................................................................11
POST-SUBMISSION TO SFI ....................................................................................................................13
         Notification of Proposal Status ............................................................................................................13
LIST OF FIGURES .....................................................................................................................................14




SFI AMS User’s Guide                                                             1                                           Grant Administrator
Introduction
This document will give you step by step instructions on how to use the Grant
Administrator section of the SFI Award Management System (AMS).
Before anything can happen, you, the Grant Administrator must get a
username and password from the SFI AMS Administrator so that you can login
to the AMS.


    Your first task is to create the Applicant in the AMS, providing an AMS
     username and password, which the Applicant will use to login to the AMS
     and download the AMS Offline Assistant.
    You then nominate the Applicant in the AMS, creating a Pre-Proposal ID,
     which the Applicant will then use to create his or her proposal in the AMS
     Offline Assistant.
    The Applicant will then log into the AMS (using the username and
     password that you provided), enter his or her details, and download the
     Offline Assistant in which he or she will create a proposal (using the Pre-
     Proposal ID).
    You review, approve or decline and finally submit the proposal (if
     approved) to SFI through the AMS.


The AMS proposal processing procedures are depicted in Figure 1, followed by
step-by-step instructions on how to complete your AMS tasks.

Support
You may send technical AMS questions and comments to the AMS Help Desk by
sending an e-mail to amshelpdesk@sfi.ie.
For questions about the proposal and all other non-AMS questions, please
contact the responsible SFI Programme Officer. If you do not know who that is,
please contact SFI at:
Science Foundation Ireland
Wilton Park House
Wilton Place
Dublin 2, Ireland
Tel: See SFI staff and contact details page
Fax: +353-(0)1-07-3201
E-mail: info-at-sfi.ie
Web: http://www.sfi.ie
SFI AMS User’s Guide                    2                     Grant Administrator
                           SFI AMS Administrator
                           Provide Username and
                                 Password


                             Grant Administrator
                               Create Applicant
                             Provide Username &
                                  Password


                            Grant Administrator
                             Nominate Applicant
                         (Generating Pre-Proposal ID)


                        Applicant: Login to AMS with
                          Username & Password,
                        Complete Details & Download
                           AMS Offline Assistant


                                   Applicant
                           Create Proposal in AMS
                          Offline Assistant (using Pre-
                                  Proposal ID)



                             Grant Administrator
                           Approve or Reject Proposal



           Figure 1 - Overview of AMS Proposal Processing Procedures




SFI AMS User’s Guide                   3                     Grant Administrator
Login
Username and Password
Once the SFI AMS administrator has provided you with a username and
password, you may log into the AMS.
To log into the AMS, enter the username and password in the boxes provided.




                                  Figure 2 - Login

AMS Terms and Conditions
The first time you login to the AMS, you will be required to view and agree to the
AMS terms and conditions, which appear as a PDF on a separate window for
all users to read, save or print.
To accept the conditions and move to the next screen, select Accept. To decline
the conditions, select Decline.




                       Figure 3 – Terms and Conditions Screen

Security Questions
When you login to AMS for the first time, you will be required to answer four
security questions. For subsequent logins, you will be required to answer two
of the four security questions.


SFI AMS User’s Guide                     4                      Grant Administrator
Answer the security questions in the boxes provided and select Submit to move
to the next screen.




                           Figure 4 – Security Questions

Menu Options
Once you have agreed to the AMS terms and conditions and completed the
security questions, you will enter the AMS.
The entry screen provides a menu on the left-hand side of the screen.
The AMS will automatically open the Alerts option and notify you if you have a
task to perform. Later on you will receive an Alert when your nominated
applicant has successfully submitted a proposal in the AMS Offline Assistant.




SFI AMS User’s Guide                    5                    Grant Administrator
                               Figure 5 – AMS Menu
The following menu options are available:
    Log out – Directs you to the login screen shown in Figure 2, above.
    Change Password – Allows you to change your password.
    Forgot OA Token – Re-sends the Offline Assistant Token ID to you.
    Alerts – Displays your outstanding tasks.
    Applicants – Displays the Applicants associated with your institution.
    My Current Work – Displays your tasks in progress.
    All My Proposals – Displays proposals associated with your institution.


                 NOTE! If you search for a proposal under All My Proposals,
                  AMS will display the status of the proposal (including the
                 status of the proposal as it is processed at SFI).


    My Archived Proposals
    Create Nomination – Allows you to nominate the Applicant.
    Download Offline Assistant – Allows you to download the Offline
     Assistant. Your nominee will create and submit the proposal on the
     Offline Assistant, which will reside locally on their computer when they
     download it.

Nominate Applicant
To enable the Applicant to submit the proposal to SFI, you must nominate the
Applicant in the AMS.
Before nominating the Applicant you will need the following information:
    The SFI award programme to which the Applicant is applying;
    The Applicant’s research area, and;
    The title of the Applicant’s proposal.
To nominate the Applicant, the first thing you need to do is select Create
Nomination and complete the fields presented in Figure 6, below, as follows:
    Programme – Select the SFI award programme from the options provided
     in the drop-down menu.
    Research Area – Select the Applicant’s research area from the options
     provided in the drop-down menu.
    Proposal Title – Enter the title of the Applicant’s proposal.


SFI AMS User’s Guide                    6                     Grant Administrator
    Applicant – If you are creating an Applicant for the first time, click on
     Create Applicant as shown in Figure 6 and follow the steps described
     below.




                            Figure 6 – Create Nomination


This will bring you to the screen pictured in Figure 7.




                             Figure 7 – Create Applicant



SFI AMS User’s Guide                     7                    Grant Administrator
Complete all mandatory fields (those marked with an asterisk (*) as follows:


   1. Enter a Username for the Applicant.
                NOTE! The Applicant’s username must be the Applicant’s e-
                mail address provided by your institution.


   2. Enter a Password for the Applicant. You may select any password.
   3. Confirm the Password.
   4. Enter the applicant’s email in the third last box at the end of the form.
   5. Press Submit.
The Applicant will need the username and password to login to the AMS and
download the AMS Offline Assistant.
Otherwise select the Applicant from the drop-down menu.
The Applicant menu option has four sub-options:
Active Applicants – lets you view all active Applicants associated with your
institution.
Inactive Applicants – lets you view all inactive Applicants associated with your
institution.
Applicant Search – lets you search all Applicants associated with your
institution.
Create Applicant – lets you create a new Applicant.
You also may create the Applicant by selecting the Applicants menu option,
then selecting the Create Applicant menu sub-option and following the steps
described above.

Complete Nomination
Press Submit to create the Applicant. The AMS will complete the nomination
and provide a Pre-Proposal ID, which is a unique identification number for the
application.
The Applicant will need the Pre-Proposal ID to create the proposal in the AMS
Offline Assistant.




SFI AMS User’s Guide                     8                      Grant Administrator
                                 Figure 8 – Complete Nomination

Notification
After you complete the nomination, both you and the Applicant will receive
email notification from (administrator@sfi-ams.ie) that the proposal has been
created in the AMS. The e-mail will provide:
             The proposal title;
             The Pre-Proposal ID, which the Applicant will use to enter the
              proposal into the AMS Offline Assistant;
             The Applicant’s name, and;
             Your name.
This email is to advise you that the following proposal has been created:

Proposal Title:Einsein's Brain – was it really that big?

Preproposal ID:30037

Programme:IE.SFI.IN

Applicant:Dr Brainy O’Brieny

Grant Administrator:Prof Barbara Bountiful
                                   Figure 9 – Email Notification

The Applicant only will also receive, via e-mail, the Offline Assistant Token
ID. The Applicant will need the Token ID to create the proposal in the AMS
Offline Assistant. The e-mail will also provide:

SFI AMS User’s Guide                              9                         Grant Administrator
           The Applicant’s AMS username (this must be the Applicant’s e-mail
            address, provided by your institution);
           The Applicant’s AMS password, and;
           Instructions on how to login to the Offline Assistant.

Approve Proposal
Task Alert
When the Applicant has completed and submitted the proposal on the Offline
Assistant, the AMS will alert you that a proposal is awaiting your approval when
you next login.
Select the Do Task button to view and approve the proposal.




                            Figure 10 – Workbench Alert

View and Approve or Reject Proposal
To view the proposal prior to approval, click the View button. The proposal will
open as a PDF, which you may save and/or print. Exiting the PDF file will bring
you straight back to the AMS screen.
To approve the proposal, click Approve or Reject. You also may enter
comments about the proposal in the AMS at this stage.




SFI AMS User’s Guide                    10                    Grant Administrator
                       Figure 11 – Approve or Reject Proposal

You can also view any of the file attachments of the proposal in Word format by
clicking View.




                           Figure 12 – View File Attachments

Proposal Identification Number and Notification
Once you approve the proposal, AMS will generate a Proposal Identification
Number (pictured in Figure 13, below), which is a unique number used by SFI to
identify the proposal, and notify both you and the Applicant, via an e-mail, that
the proposal has been validated for submission to SFI.
The e-mail will provide:
SFI AMS User’s Guide                      11                    Grant Administrator
   The proposal title;
   The Proposal Identification Number;
   The SFI award programme;
   The Applicant’s name, and;
   Your name.




           Figure 13 – Email Notification Validating Proposal Submission




SFI AMS User’s Guide                    12                      Grant Administrator
                     Figure 14 – Proposal Identification Number

Post-Submission to SFI
Once you have submitted the application to SFI, the Applicant may not change
the application. However, the Applicant may change the application at any time
before submission to SFI.

Notification of Proposal Status
You may check the status of all proposals associated with your institution by:
    Logging into the AMS (using your AMS username and password), and;
    Selecting the All My Proposals menu option, as discussed on page six,
     above.




SFI AMS User’s Guide                    13                        Grant Administrator
List of Figures

FIGURE 1 - OVERVIEW OF AMS PROPOSAL PROCESSING PROCEDURES .......................................................... 3
FIGURE 2 - LOGIN ............................................................................................................................................ 4
FIGURE 3 – TERMS AND CONDITIONS SCREEN ................................................................................................. 4
FIGURE 4 – SECURITY QUESTIONS................................................................................................................... 5
FIGURE 5 – AMS MENU .................................................................................................................................. 6
FIGURE 6 – CREATE NOMINATION ................................................................................................................... 7
FIGURE 7 – CREATE APPLICANT ...................................................................................................................... 7
FIGURE 8 – COMPLETE NOMINATION .............................................................................................................. 9
FIGURE 9 – EMAIL NOTIFICATION ................................................................................................................... 9
FIGURE 10 – WORKBENCH ALERT ..................................................................................................................10
FIGURE 11 – APPROVE OR REJECT PROPOSAL ................................................................................................11
FIGURE 12 – VIEW FILE ATTACHMENTS .........................................................................................................11
FIGURE 13 – EMAIL NOTIFICATION VALIDATING PROPOSAL SUBMISSION .....................................................12
FIGURE 14 – PROPOSAL IDENTIFICATION NUMBER ........................................................................................13




SFI AMS User’s Guide                                                         14                                         Grant Administrator

				
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