eGMS frequently asked questions

What is eGMS?

Cancer Research UK's electronic Grants Management System (eGMS) is the way in which all applications for funding are to be made. Replacing paper based applications and AMS (the previous online system), eGMS has been designed to make Cancer Research UK's application process easier and more streamlined. The new system is also the way in which grantees and host institution administrators can manage their grants. Our peer review and post-award processes are also managed through eGMS.

Is it compulsory to make an application for funding through eGMS?

Yes, all applications for funding schemes must be made via eGMS, regardless of the funding scheme.

How do I access eGMS?

The web address for eGMS is https://egms.cancerresearchuk.org.

To see whether you are registered on the system, please use the 'forgotten password?' function on the eGMS home page, entering your email address as your login ID. If you are on the system, the password you will need to use to access eGMS will be sent to your email address.

Those who have used our previous online application system, AMS, can use the same login ID and password to access eGMS. If you have forgotten your password, please use the 'forgotten password' function on the eGMS home page.

If you find that your email is not recognised by the system, or if you have never applied to Cancer Research UK before, you will need to register yourself on eGMS. This should only take a few minutes to complete.

What should I do if I forget my password?

Use the 'forgotten password?' function on the eGMS home page to receive your password to your registered email address.

How can I change my password?

Once you have logged into eGMS, you will see a 'change password' option in the left hand navigation menu. Click on this and follow the instructions.

I have not received my password even though I have registered. What should I do?

Please call the eGMS grants helpline on 0203 469 5452 or email the team at grants.helpline@cancer.org.uk.

How do I edit my details?

Once you have logged into eGMS, click on the 'profile' tab. Click 'edit details' and follow the instructions.

Which browsers support eGMS?

eGMS will operate successfully across a wide range of browsers and operating systems, however, we recommend you use the following:

• Windows users - Internet Explorer version 6.0 or above, or Firefox version 2.0 or above
• Apple users - Firefox version 2.0 or above or Safari version 3.1
• Linux users - Firefox version 2.0 or above

What can I do when I first log-on to the system?

You can add/check the contact details in the system for yourself, by clicking the 'profile' tab on the home page. You can also confirm your biomedical experts profile in the 'profile' tab and state which publications are attributable to Cancer Research UK funding, where appropriate. This can be done by clicking the 'view Cancer Research UK attributable publications' task. This will need to be done before submitting final reports and scientific milestone reports, for example, so it advisable to do this as early as possible. Confirming this contact data will also mean that if you do apply for funding, the process will be faster because these details will pre-populate the relevant fields on the application form.

How do I start a new application?

• Ensure you are registered on eGMS
• Log on to eGMS
• Click on 'apply for funding'
• Select the funding scheme you want to apply to and click 'continue' - (if you cannot find the scheme you are looking for on the list, please get in touch with the relevant contact for that scheme as you may have to discuss your application initially with the office)
• Complete the eligibility quiz
• Once you have completed the eligibility quiz, click 'submit'
• If eligible, the application form will be available for you to complete in your home page under the 'my tasks' tab

What if the eligibility quiz states I am not eligible to apply for funding?

Please get in touch with the main contact on the relevant funding scheme page.

How long do I have to complete my application once I have started?

You have from when the funding scheme opens for applications, up until the stipulated deadline. Please note that once you have submitted your application, your host institution administrators need to approve the application before it can be fully submitted to Cancer Research UK. Please allow time for this and perhaps lead applicants should inform their administrative office that they are intending to submit an application.

If I don’t submit my application, will I still be able to access it to work on a subsequent deadline?

You will be able to access your application for a short period after the funding scheme's deadline has closed. Please note it is not possible to transfer an unsubmitted application to another deadline. Please contact the eGMS grants helpline on 0203 469 5452 or via email: grants.helpline@cancer.org.uk to gain access to an unsubmitted application if it is no longer available to you.

How do supporting roles agree to take part in application?

The individual you are proposing to add as a supporting role must be registered on the system before they can agree. In the supporting roles section of the application form, you will be able to search for individuals to see if they are in our system. If present, you can select them and as soon as this is done, an email will be sent asking them to sign into the system (instructions will be sent) and to either accept or decline the invitation from you. If they are not on the system, an email will come from the system, on your behalf, asking them to sign into the system and agree/decline their support.

Can I still submit my application if my supporting roles have not yet confirmed their support?

This depends on the funding scheme you are applying to and the type of supporting role. Please read the relevant funding scheme guidelines to see if supporting roles need to agree their status before your application can be submitted to Cancer Research UK.

How can I get other people to edit my application?

You can add e.g. co-investigators and administrators, as a supporting role to your application. This will enable these individuals to login into eGMS using their unique login ID and password, and access your application before it is submitted to Cancer Research UK. As lead applicant you can stipulate different levels of access e.g. read-only; exclude financial information etc.

What is the submission process?

As lead applicant, you will be able to submit your application as soon as all mandatory sections of the application form have been filled out successfully. Once submitted, an email alert will be sent to the relevant administrative workgroup, informing them that there is an application in the system waiting for them to either approve for full submission to Cancer Research UK, or to request a resubmission from you. If your administrators wish you to resubmit your application, you will be sent an email detailing what needs to be modified/added, so that you can go in and make the relevant changes, and submit your application again. If your application is approved by your host institution's administrators, your application will be fully submitted to Cancer Research UK and you will be sent an email confirming this. Please note that you must get your administrators to approve your application before the given deadline.

What happens if I submitted my application before eGMS was implemented and it has not yet been considered for funding at a Committee meeting?

From the 25th October 2010, any application submitted to a funding scheme with a deadline in 2010 via AMS or via downloaded application forms, has been transferred to our new eGMS system by internal staff. You will be able to access eGMS to view your application. We will inform you by email if you need to do anything within the system before your application is taken to the relevant funding Committee.

Will I have to insert all my contact details again if I apply for funding in the future?

No, once you have put in your contact details and publications etc. into the system, you will not be asked for this information again. You will, of course, have the opportunity to review the information that we have on the system in case any of this information needs to be changed.

I cannot submit my form, what should I do?

Please review the status of all sections of the application form in the 'validation summary' in the 'review and submit' tab, and ensure that all parts of the application form have been completed. If you are having trouble completing all these sections or submitting your application, please contact the eGMS grants helpline on 0203 469 5452 or email the team at grants.helpline@cancer.org.uk.

Do I need to submit a signed copy of my application as well as the online form?

No, you only need to submit the online application.

How can I find out whether my application has been successful?

Lead applicants will be sent an email with the outcome from the committee meeting. Lead applicants can then login into eGMS, where they will be able to access any feedback along with peer review comments (where applicable).

Is there a spell check on the system?

No, eGMS does not have a spell check function, but most modern browsers do.

Will I get an email prompt every time I need to do a task?

As soon as a task is ready in eGMS to complete, notification emails will be sent to the relevant contact (e.g. lead applicant; workgroup administrators). Reminder emails will also be sent as the deadline approaches.

What should I do if my account gets locked?

You will need to contact the eGMS grants helpline team on 0203 469 5452 or via email at grants.helpline@cancer.org.uk.

I cannot view any PDFs/templates in the system. What should I do?

This could be an issue with popup blockers. Some sections of eGMS launch and display in a secondary browser window. If your browser blocks pop-up windows, please allow pop-up windows from this domain.

Please note the following guidance notes around popup blockers for the different browsers:

• Chrome - popup blocker needs to be disabled
• Internet Explorer 6 - popup blocker needs to be disabled
• Internet Explorer 7 and 8 - popup blocker needs to be disabled. In addition: if user has set 'do not save encrypted files to disk' in the security settings, then some PDFs may not deliver:
  Tools » Internet options » Advanced tab » Uncheck 'Do not save
  encrypted pages to disk' option
• Firefox - popup blocker needs to be disabled

Please also note that the system uses cookies. You must have cookies enabled on your computer in order for all functionality on this site to work properly. This is the default setting for Internet Explorer. Please refer to your browser's help for more information about enabling cookies.

Is there a limit to the size of the files that we can upload on the system?

Yes, the limit is 5MB.

My work is confidential. How secure is the site?

Access to eGMS over the internet is secured using 128-bit SSL encryption which is the standard encryption used by online banking and online credit card transactions.

Is there version control so you can see who has made changes to an application? Can more than one person access an application at the same time?

There is no version control. More than one person can access the application at the same time, so you should coordinate access with those who have been designated as a supporting role on the application. However, only the lead applicant can submit an application, so they have final editorial control.

What happens if my internet connection fails mid data save? How much data will I lose?

On each page you have a 'save and continue' option so you will only lose data up to the last time you saved.

Is my host institution's administration department registered?

If, as the lead applicant, you cannot find your host institution's administration department in the drop-down list in the system, please contact the eGMS grants helpline on 0203 469 5452 or via email at grants.helpline@cancer.org.uk.

How do administrators access eGMS?

Each administrator will login into eGMS using their own login IDs and password. To see whether you are registered in the system, enter your personal email address into the system and use the 'forgotten password?' function on the eGMS home page. If you are registered, your password will be emailed to you and if you are not in the system, you will need to register yourself using your unique email address. This will only take a couple of minutes to complete.

What is a workgroup?

Within eGMS, there will be a number of online tasks administrators within your institution will need to undertake for existing grants and new applications. These will replace Cancer Research UK's existing processes and forms. 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 the group of administrators who will be responsible for carrying out all pre and post-award activities.

It is not possible for eGMS to differentiate between pre and post-award teams and send out individual email notifications associated with the different tasks. This is partly because each institution varies how it organises the work internally. Therefore, there will be a single workgroup for each institution.

A generic email address should be given for the workgroup so that all members can see what tasks are due in eGMS for their institution. Members will then be able to assign tasks to themselves for completion. Only those in a workgroup will be able to log on and carry out the tasks associated for that host institution.

How will workgroups be managed?

We will select an individual in a workgroup to be the main point of contact for the group. This person will be responsible for ensuring that the individuals in the workgroup are correct and will be the person responsible for adding new members/ remove individuals who no longer need to be part of the workgroup.

It is up to the individual workgroups as to whether this point of contact assigns the different tasks to the various team members or whether these individuals log into the system to assign the relevant tasks to themselves. Both methods are possible.

The main point of contact for the workgroup will be able to get a clear overview of all current tasks, what has been done etc.

I have been told that there are tasks in eGMS for our institution to carry out but when I log into the system I cannot see any there. What should I do?

Please ask the point of contact for the workgroup to check whether you are part of the workgroup. If you are not, they will have to add you to the group. If you are part of the workgroup but cannot see any tasks associated for your institution, please contact the eGMS grants helpline on 0203 469 5452 or email at grants.helpline@cancer.org.uk.

Will the system be able to differentiate between pre-award and post-award matters and direct them to either a generic email address for the pre-award department or the post-award department, depending on the task involved?

It is not possible for the system to differentiate between those individuals who are responsible for pre-award tasks and those that carry out post-award activities. This is partly because each institution varies in how it organises the work internally - institutions classify pre-award activities differently to others. As a result, there will be a single workgroup for each host institution. When a task is waiting to be completed in the system, an email alert will be sent to a nominated workgroup email address and therefore all members who have access to this email address will be able to view the email alert and to carry out the tasks in the system. Those not part of the workgroup will not be able to carry out any tasks.

The main point contact for the workgroup needs to be changed. What should we do?

Please contact the eGMS grants helpline on 0203 469 5452 or email at grants.helpline@cancer.org.uk.

What happens if a task has been assigned to someone who is unexpectedly absent for a while?

The main point of contact for the group is able to reassign tasks to other members of the workgroup. If the person who is away happens to be this point of contact, then a member of the workgroup should contact the eGMS grants helpline on 0203 469 5452 or email at grants.helpline@cancer.org.uk.

How do host institution administrators approve applications?

Once the lead applicant submits their application, an e-mail will be automatically sent to the relevant host institution's administrators informing them that there is an application in eGMS, waiting for them to review. Applications that require to be modified will be returned to the applicant with details from the administrator as to what needs to be changed. Those applications approved by the host institution's administrators will have the status of being fully submitted to Cancer Research UK. This must be done by the stipulated deadline in order for the application to be considered for funding at that particular round.

For the undertakings of award task, are electronic signatures needed?

No, it is sufficient that the host institution's administrators have accepted our terms and conditions online.

Will there be an audit trail in eGMS so we know who has carried out a particular task?

Yes, because administrators login using their individual login IDs and passwords to eGMS, it will be possible to see who has carried out a task in the system.

Can administrators be added as a supporting role?

Yes, the lead applicant can add administrators to an application (as the applicant secretary/PA role). The nominated administrator is then able to access the application (using their unique login ID and password) and edit the application e.g. to enter AMRC costings.

How will lead applicants know if their application has been fully submitted to Cancer Research UK?

Once the host institution administrator has approved an application, the lead applicant will be sent an email informing them that their application has been fully submitted to Cancer Research UK.

Will both current and historic grants be available for Administrators to view?

Awards will cease to be available one year after the termination date of the award (once final reconciliation and payments have been made). If you need to get access to historic grants after this time, please contact the eGMS grants helpline on: 0203 469 5452 or email: grants.helpline@cancer.org.uk, to discuss your request.

Is there any facility in eGMS for host institutions to populate fields directly from their own systems/records?

There are no current plans to setup electronic imports of data from host institutions. This is due to the range of systems in use around the country.

How will the acceptance of an award take place within the new system?

The accept award task will be carried out firstly by the lead applicant, followed by the relevant host institution administrators. When the relevant administrator has accepted the award, the lead applicant will receive the activate award task.

How will an award be activated using eGMS?

Once the terms and conditions of an award have been accepted by both the lead applicant and secondly by the relevant host institution's administrators, the lead applicant will receive the activate award task. Once the lead applicant has carried out this task, and as a result has activated the award, the administrative workgroup will receive an email confirming that this award has been activated.

How will grant award letters be issued?

The lead applicant will be able to view the grant award letter (GAL) via eGMS. We will no longer be using the postal system to send GALs out. An administrator that is part of that host institution's workgroup will be able to view the GAL too.

How will payments be made?

Payments will be scheduled in the same way and in line with our terms and conditions. However, administrators will no longer receive a hard copy remittance letter through the post, detailing the amounts per award making up the total payment to your bank account for that month, this information will now be available online in two locations:

• At a month by month institution level to administrators within the workgroup, using the 'view remittance' link at the top of the workgroup home page.
• At a grant by grant level, available to both the grantee and host institution administrators

How are financial reconciliations going to be managed?

The financial reconciliation forms will be available in eGMS for administrators to start completing soon after the first month of starting the award. A spreadsheet template will be available for administrators to complete with the salary details for each post included in the award, and this will calculate the figures administrators will need to enter in the online reconciliation form. Administrators will need to compile the amounts for running expenses year by year from their own records and then enter the summary details in the online reconciliation form e.g. the total per post/running expense category per year. Once Cancer Research UK has checked and approved the submitted expenditure, any balancing or adjusted payments will be processed and included in the remittance report for administrators to view. A reconciliation report will also be available online.

If you have any queries, please contact the eGMS grants helpline on: 0203 469 5452 or email: grants.helpline@cancer.org.uk.

When can I get access to the financial reconciliation forms?

ou will be able to access the financial reconciliation form soon after the first month of starting the award.

I have been sent a reconciliation form through the post to complete. Shall I send this back or complete it in eGMS?

With the implementation of eGMS, we will no longer accept paper-based financial reconciliation forms. All future reconciliations will be processed on eGMS, with the administrators in your host institution's workgroup alerted when a reconciliation submission task is due. If you have sent in a paper-based form recently, before eGMS was implemented, Cancer Research UK will input the details into eGMS for you. If, however, you receive a request for submission of a financial reconciliation form through the eGMS system, please follow the instructions outlined in the email that will be sent to your workgroup, and submit it online.

If you have any queries, please contact the eGMS grants helpline on: 0203 469 5452 or email: grants.helpline@cancer.org.uk.

How will I submit an equipment claim?

The equipment claim forms will be available in eGMS. The host institution administrator will need to create a submit equipment claim task when ready, and complete it online. Administrators will need to upload a supporting document e.g. scanned invoice before the claim can be submitted. Once Cancer Research UK has checked and approved the submitted expenditure, the approved payment(s) will be processed and included in the remittance report for administrators to view. The status of awarded equipment; claims submitted; approved claims; and any remaining balances, can be viewed online.

If you have any queries, please contact the eGMS grants helpline on: 0203 469 5452 or email: grants.helpline@cancer.org.uk.

I have already submitted a paper equipment claim. Do I have to resubmit it online?

With the implementation of eGMS, we will no longer accept paper-based equipment claims. All future equipment claims will be processed on eGMS. If you have sent in a paper-based form recently, before eGMS was implemented, Cancer Research UK will input the details into eGMS for you and process the claim. You will be able to view the details online.

Can administrators be added as a supporting role?

Yes. Lead applicants can add administrators as a supporting role to their applications (as the applicant secretary/PA role). This will enable these administrators to login into eGMS (using their unique login ID and password), and access applications to enter/amend e.g. AMRC costs.

Will co-investigators automatically receive peer review comments as well as the lead applicant?

No, it is the responsibility of the lead applicant to circulate these.

How do I know which workgroup to choose to approve my application? It should be clear as there will only be one workgroup per institution. Please contact your administrative office or the eGMS grants helpline on 0203 469 5452 or email: grants.helpline@cancer.org.uk if you are unsure.

How do supporting roles agree to support an application?

If the individual is registered on eGMS, an e-mail will be sent to them inviting them to log on to eGMS to accept their support on the application. If the individual is not registered, they will be sent an email with a link to the system so that they can login and either accept or decline the invitation.

How can I get other people to access my application to fill out details such as costs/AMRC costs?

You can designate people to be a supporting role and if these individuals accept the invitation, they will be able to interact with the application before the lead applicant submits it.

How will grantees submit scientific milestone reports?

The lead applicant on an award will be alerted by email informing them to log into eGMS and to complete the 'submit scientific milestone report' task; the deadline by which it needs to be submitted will also be given. This can only be completed if the lead applicant has confirmed which of their publications are attributable to Cancer Research UK funding.

How will grantees submit final reports

The lead applicant on an award will be alerted by email informing them to log into eGMS and to complete the 'submit final report' task; the deadline by which it needs to be submitted will also be given. This can only be completed if the lead applicant has confirmed which of their publications are attributable to Cancer Research UK funding.

Are there any guidance notes available?

There are guidance notes on each page of the system. Please also refer to the relevant funding scheme's guidelines on using eGMS to complete an application form.

Who should I contact if I have a query/problem?

If you encounter a problem with eGMS or if you have a query, please contact the eGMS grants helpline. The team are available Monday to Friday 9am-5pm on 0203 469 5452 or grants.helpline@cancer.org.uk.