How eGMS has changed our processes

Since 25th October 2010, the new system is the way in which grantees must manage the grants they currently hold with Cancer Research UK, for example, it is the way to apply for funding, accept an award, activate an award, receive grant award letters etc. Despite this change, grantees are of course still able to liaise with their Cancer Research UK administrator.

Having an online system eliminates the need for sending forms and documents through the post. This makes receiving e.g. grant award letters more efficient, streamlined and secure.

Grantees are able to update the contact details we have on the system which ensures that important communications are sent out to the correct addresses etc. Information such as publication lists are stored on the system which can be used to pre-populate fields on application forms. This speeds up the application process if our grantees want to apply for further funding from Cancer Research UK.

Tasks that are needed to be carried out by our grantees during the lifetime of a grant (e.g. scientific milestone review) are clear to see in the system with deadlines for when they need to be submitted.

For the majority of our funding schemes, applicants need to check whether they are eligible to apply. Applicants have the opportunity to do this by carrying out an eligibility quiz before getting access to the application forms. This saves time for applicants, as it ensures that they do not complete application forms for schemes to which they are not eligible.

Applicants who have applied to Cancer Research UK before have, for example, their contact details and publications list saved on the system which will be used to pre-populate fields on future application forms, speeding up the application process. The information that is stored on the system is encrypted and is therefore as secure as the details banks hold on their customers.

Applicants are able to update their contact details to ensure that we have the most up-to-date addresses etc. for future communications and for pre-populating sections of application forms.

The implementation of eGMS improves the way in which Cancer Research UK carries out its peer review process. Potential peer reviewers will receive a request to review an application. If they accept the invitation, they will be able to access it via eGMS. They will also be able to upload their comments on the system directly.

There are a number of online tasks administrators within your institution need to undertake for existing grants and new applications. All post-award tasks are to be carried out using eGMS. When an online 'task' is ready to be completed by your institution, the task will appear in the 'workgroup' section of the system for your institution. A workgroup is a central repository where all tasks associated with your institution, which need to be completed by administrators, are located e.g. approve project application; submit annual reconciliation form and so on.

When a task is due for completion, e.g. submit financial reconciliation form, an email alert will be sent to the nominated email address provided. It will then be for the relevant person within that workgroup to log into the system (using their own login ID and password) and to complete that task. Only people in this workgroup will be able to enter the system and access the task. It is therefore important to keep us informed if the composition of your workgroup to avoid delays.

If you would like to add anyone to a workgroup, please contact the eGMS grants helpline team on 0203 469 5452 or email at grants.helpline@cancer.org.uk.