Research Management System (RMS) and GAMS
During 2009 the Australian Research Council is introducing a new electronic application system called the Research Management System (RMS) which is progressively replacing the existing GAMS system.
The RMS is being used for all new applications (2010 Linkage Projects, 2010 Linkage Infrastructure and Discovery Indigenous Researchers’ Projects).
GAMS will continue to be used during 2009 for reports needed relating to previous application rounds, for assessments and rejoinders relating to previous rounds, including 2010 Discovery Project applications, and for electronic submission of final reports.
RMS Applications
All new applicants for ARC grants must be registered as users on the ARC’s Research Management System (RMS) to enable them to enter and review their applications in RMS.
The ARC’s information page is here (but please check the Tips and Tricks set out below before proceeding): http://www.arc.gov.au/applicants/system_default.htm
The log in page is here: https://rms.arc.gov.au/RMSExternal/pages/main.jsf
When you apply for a new RMS User Id your request is initially submitted to the University’s Research Office and then to the ARC for checking (for eligibility and duplicates) before you are emailed with the confirmation that you can log on. (Potential users who already have a GAMS id issued prior to 12 January 2009 please see below).
All Colleges will have one or more RMS coordinators who have administrative access to view applications. They can only view draft proposals and can’t amend them at the draft level.
Terminology
Please note that RMS uses a new term ‘Participants’:
Person Participant is an inclusive term for all researchers named in an application and includes Chief Investigator, Partner Investigator and Postdoctoral Fellows.
Non-Participant refers to users who can edit or view an application but who are not included in the application. Non-participants may include administrative staff entering information into the application or research administrators whom you have added. You may give these users either viewing or editing access.
Organisation Participants is the generic name for institutions listed in the application including the Administering Organisation (usually the Australian National University) and ‘Other Eligible Organisations’ or ‘Partner Organisations’
RMS Assistance and Training
Normally assistance and training relating to the RMS will be undertaken through your College Research Office.
However, because this is a new system and users will encounter a number of minor problems learning the new system assistance will be provided by both your College Research Office and the Research Office’s Business Solutions Group.
First of all please contact your College Research Office
ANU College of Arts & Social Sciences
grants.cass@anu.edu.au
ANU College of Asia & the Pacific
dave.pullen@anu.edu.au ext. 57847
ANU College of Business & Economics
dora.gava@anu.edu.au ext. 53664
ANU College of Engineering & Computer Science
internal users please email grants@cecs.anu.edu.au
external users please email eva.lerable@anu.edu.au (phone: 02 6125 1453)
ANU College of Law
warnesk@law.anu.edu.au ext.58362
ANU College of Medicine, Biology & Environment & ANU College of Physical Sciences
researchdev@cmhs.anu.edu.au – former CMHS areas
cos_ro@anu.edu.au – former CoS areas except RSPE and Dept Physics
rso@rsphysse.anu.edu.au - RSPE and Dept Physics
Otherwise contact David Lewis at RO ITHelp (please do not use other email addresses) or ext. 51541. Please add alternative phone contact numbers if you follow this process.
New Users – Tips and Tricks
The following information is in addition to advice provided by the ARC at http://www.arc.gov.au/applicants/system_default.htm The RMS system has a detailed help system which is the first port of call for advice.
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ANU researchers with existing GAMS ids who are logging in for the first time. Please look closely at the log in page and choose the option ‘Reset Password’. This takes you through the process for setting a new password specifically to be used in the RMS which will then allow you to log on. Please note that you can only make one password request per hour. If you don’t receive an email after requesting a password reset or User id reminder, please advise us so that we can resolve the problem. (Note your existing password for GAMS will remain the same and is to be used for logging in to GAMS for entering and submitting final reports – please continue to record it in a safe place.)
- New ANU researchers need to choose the option ‘Request New Account’. When you request a new account the request is sent to our office for checking and then to the ARC. They will check for duplicates and then advise you by email how to log on. Note: You need a current and valid email address. If your email address is not correct please advise RO.ITHelp@anu.edu.au and we will ask the ARC to update it. Once fixed you will then be able to request your own password.
- Please get used to the idea that you will have:
- an RMS User ID which is what you use to log on to the RMS (plus your password). When you first log on you can confirm this by looking at the link ‘RMS User Account Details’
- a Person ID – which you will find when you look at the link ‘Personal Details’
- Do you want to add other users? Before trying to add other users to your application you need to make sure that they have an account in the RMS and that they have told you their PersonID (see above). This is because you need the Person ID in order to fetch their details into your application. This process also includes an automated email to them inviting them to participate and they have to respond to this before you can add them into an application.
- Transfers: Users can request the transfer of their RMS account to a new organisation from their Personal Details, by Clicking on ‘Personal Details’ and then selecting the Organisation tab.
- RMS fails to respond to links that previously worked: This problem arises from timing out. The solution is to log out and close your browser (or reload the cache by Control key plus Reload/Refresh) and then log in again.
- Dummy applications – DON’T – In this first version of the RMS applications can’t be deleted. This will be fixed later. Your College Office may be able to add you to a College dummy application if you want to test the form.
- Starting an application: Once you have selected to open a draft proposal you need to add an Organisation participant (the ANU, for instance) BEFORE you go to the sub-headings relating to the ‘Application form’ – otherwise you will try to add the organization under Section A of the ‘application form’ and wonder why you can’t.
- Good News – Once you have started an application and looked at the help pages you will realize that you can:
- give your partners access to editing or viewing the application,
- you can use administrative help to complete an application by giving ‘non-particpants’ edit or viewing access. Reminder – don’t share your password, especially if you are an assessor – this option now provides a solution.
Draft Proposals are viewable by College Research Office staff but they can’t edit them unless you give editing rights.
The initial creator is the owner, but ownership can be transferred by the creator.
- Time Out: The RMS ‘time out’ window has a 20 minute limit (time out occurs when there is no interaction with RMS by saving or switching between RMS session screens). To ensure you are not logged out during your session, please save regularly. If you do not save regularly, you will run the risk of losing any unsaved data.
- Maintenance outages: If required, maintenance outages will be scheduled for Thursday evenings at approximately 7–9pm AEDST.
- Linkage Projects - New Partner Organizations: Partner organizations which were in GAMS are available in the new system although not all details have been transferred.
If the PO cannot be found, please email rms@arc.gov.au and title the
email: Request for new/update PO - [PO short name].
Please include as much information as possible, the following
details are mandatory:
a. Full legal name;
b. Email address
c. Postal Address;
d. ANZSIC code, and;
f. ABN - for Australian organisations
Please indicate the Organisation Type:
- Australian company Industry body
- Australian Non-Profit
- Australian private company
- Commonwealth government
- Higher Education international
- International company industry body
- International government
- International non-profit
- International private company
- State/local government
- Other
The RMS Help Desk will advise by return email when the record is created.
Submission to the ARC
Information on the current schemes may be found at the Office of Sponsored Research's site on ARC Funding
GAMS
GAMS is the previous system used for electronic applications submitted to the ARC and in the short term for reports needed relating to previous application rounds, for assessments and rejoinders relating to previous rounds, including 2010 Discovery Project applications and for electronic submission of final reports.
No new GAMS ids will be issued except where access is needed by research administrators or researchers who have taken over existing grants and who need to be added to the system for reporting purposes. Researchers allocated GAMS ids from 12 January 2009 onwards will need to register in the new RMS system.
PLEASE NOTE existing users who also use the new RMS system will need to keep a record of their old GAMS id password as in most cases it will be different from their new password in the RMS system.
For password problems with GAMS please contact RO ITHelp except that if you have been an Assessor/Reader then you will need to email the ARC directly at gamsids to have your password reset as we do not have access to assessors' passwords.
Contacts for general enquiries about the RMS or GAMS system may be directed to David Lewis at RO ITHelp or ext 51541 (applicants should usually contact their College Research Office in the first instance).
