NHMRC Research Grants Management System (RGMS) (Research and Innovation Division, UQ)

During 2009/2010 the NHMRC replaced its existing IT system and various satellite systems with the aim of improving in the effectiveness and efficiency of its grants management functions. The NHMRC purchased Clarity, a Computer Associates grants management system being used by nine Commonwealth Government departments and agencies, and has customised the product accordingly.

Clarity has been implemented as NHMRC’s Research Grants Management System (RGMS)

RGMS will enable users to

maintain a Curriculum Vitae (CV),
make grant applications and manage awarded grants on-line,
provide electronic entry and lodgement of expressions of interest, applications, assessments, questions, responses and milestones for all NHMRC grant schemes.

NHMRC Grant applications for funding in 2012 will be completed and submitted on-line using RGMS. As also noted above, applicants complete their ‘RGMS Profile and CV’ in RGMs – components of which automatically populate grant applications. Finally, prior to submission of an on-line application to the NHMRC, endorsement and certification of each application is completed by the Chief Investigator and Research Administration Officers in RGMS.

Please be aware that the NHMRC have two (2) scheduled maintenance windows - From 6am to 9am every Tuesday and Thursday mornings. Access to RGMS is not possible during these times and we ask RGMS users to consider this in planning their access to RGMS.

Where system outages occur outside the scheduled windows, NHMRC will provide advice via an RAO alert and notices on the RGMS Welcome page wherever possible.

The NHMRC has also provided RGMS ‘Off-line Forms’, available in Microsoft Word format, as a back-up mechanism for completing application content in periods when RGMS is not available on-line. The content entered into the ‘Off-line Forms’ can then be copied and pasted by the CI into RGMS when it is next operational. The ‘Off-Line forms’, and general information on RGMS, is available from the dedicated NHMRC site: http://www.nhmrc.gov.au/grants/rgms/index.htm#3.

UQ RGMS Frequently Asked Questions

(please click on the link below to take you directly to the relevant question)

UQ Help Sheets

NHMRC Help Documentation

Further Information

Accessing RGMS

Q. Where do I log in to RGMS?

RGMS is a web-based system. The RGMS login page is available at the following website: https://www.rgms.nhmrc.gov.au

Q. How do I log into RGMS?

If you are not sure how to log into RGMS, please refer to the information below:

If you have used RGMS before: please log in with your existing username and password. If you have forgotten either your username or password, you may use the ‘Forgotten Username Request’ or ‘Forgotten Password Request’ links on the RGMS Login Page.
If you have not used RGMS before: Proceed to the RGMS Login Page > select the New User Request hyperlink and complete all required details.

Q. I have forgotten my password, how do I request a new one?

To reset your password simply access the RGMS Login Page and use the 'Forgotten Password Request' link.

Completing and Managing your Profile & CV in RGMS

Q. How will my Profile & CV be stored and used?

RGMS includes a ‘Profile & CV’ section for all users. The CV will be stored in RGMS on NHMRC’s server. This means that once completed, all you will need to do for future applications is to keep your CV up to date – there is no need to re-enter information already in the system. You can update your CV information at any time.

Nobody but you will have access to your CV or be able to edit it. RGMS will automatically extract information from your CV into grant applications you are associated with. However you will be able to export your own CV for other uses.

Q. Do I need to complete all information in my Profile & CV?

You may find that some sections of the ‘Profile & CV’ are not applicable to you personally and you may choose to leave these blank. Additionally, different sections of the ‘Profile & CV’ may be used in different applications. Details of which sections of the ‘Profile & CV’ will be used in different applications are available from and the RGMS 'Library'.

It may be a little tedious to complete your ‘Profile & CV’ the first time, but once complete, it will simply be a matter of keeping your CV updated.

Q. How do I complete the Profile & CV section?

The NHMRC's website has a helpful step-by-step tutorial, which includes information on how to complete the Profile & CV section in RGMS. Click here to access this video demonstration

Q. What information should I include in the various sections of my Profile & CV? Are there resources available that can assist me in determining what type of information is appropriate?

The Research and Innovation Division (R&ID) has developed a resource to assist applicants in completing their Profile and CV in RGMS. The document has been created based on advice received from the NHMRC and our experience in using the system. Instructions included in the document are recommendations only, and it is ultimately at the applicant's discretion whether they follow the advice provided. The Guide can be accessed from the UQ Help Sheets section below.

This guide does not include technical advice regarding how to use RGMS, as noted above, the NHMRC website includes a helpful step-by-step tutorial on the technical aspects of completing the Profile & CV.

Accessing General RGMS and Scheme Specific Documentation

Q. Where can I find the Funding Policies for different schemes?

Funding Policies for the various NHMRC People Support and Research Support schemes are available on the NHMRC's Apply for Funding webpage at: http://www.nhmrc.gov.au/grants/apply/index.htm.

Q. Where can I find the NHMRC instructions for completing my application?

Step-by-step instructions for completing applications for the various schemes are available in the NHMRC Advice and Instructions to Applicants document for each scheme. Please refer to the weblink immediately above to access the scheme specific instructions documents.

Q. What documents are available in the RGMS Library?

The RGMS Library should be accessed to view/save/print the most up-to-date versions of the following documents:

Profile-CV Required Information by Scheme document (for schemes currently open for applications)
RGMS Frequently Asked Questions
RGMS 'How To' Information Sheet

Initiating, Completing and Managing an Application

Q. How do I initiate a new application in RGMS?

Detailed instructions to assist in the process of initiating an application in RGMS are available from the Research Grants Management System (RGMS) 'How To' Information Sheet available in the NHMRC Library. This PDF is also included at the end of these FAQs, for your convenience.

Q. How do I view/print a summary of my application (Snapshot Reports)?

At any stage during the competion of your application, CIA may run "Snapshot Reports" which are a series of summary reports or a full application report. These Snapshot Reports draw information from your Profile & CV (and that of other investigators) as well as the Application Form itself. Other CIs on the grant have access to the "Snapshot Reports" once they are run.

Detailed instructions to assist in the process of running and accessing Snapshot Reports in RGMS are available from the Research Grants Management System (RGMS) 'How To' Information Sheet available in the: https://www.rgms.nhmrc.gov.au/niku/app?action=dms.viewFile&fileId=10279025&fileName=RGMS%20How%20To_v1_Dec10.pdf

Q. How do I certify my application?

CIA must complete the Application Certification process before their application can be submitted to the Administering Organisation and then to the NHMRC.

All other CIs must provide their written certification to the CIA using the UQ Certification Form. This Certification Form may be completed in hard copy or via email. R&ID will require all CIAs to provide evidence of these completed certifications for their CI team members prior to formal submission of the application to the NHMRC.

Technical Issues/Support

Q. Will RGMS training be provided?

The Research & Innovation Division will be arranging some RGMS information/training sessions in early 2011. Information regarding these sessions will be forwarded to UQ researchers via the UQ NHMRC Update Mailer.

Q. Is there online help within RGMS?

Yes. In addition to the online tutorial and 'How To' information sheet discussed above, RGMS now has hover text help available for most questions in the application.

Q. Who do I contact if I need tecnical assistance with RGMS?

If you require technical support for RGMS, please contact the NHMRC Research Help Centre via email at help@nhmrc.gov.au (with a copy to the UQ address rgms@research.uq.edu.au). It is helpful if you try to be as specific as possible in describing the technical problem that you are experiencing.

Specific queries regarding the scheme Funding Policy or eligibility should to R&ID in the first instance.

Q. Will RGMS log me out if I leave the session idle for too long?

Yes, if your RGMS session is idle for 30 minutes or longer, RGMS wil time out. For this reason, it is very important to save your work frequently. Ensure you save each section as you enter data.

If your RGMS session times out, you will be taken back to the Login Screen when you try to use the system again. You will be able to login and will be taken back to the page you were working on, but you will find that the work you had done has not been saved.

Q. What is the best browser to use to access RGMS?

Most browsers are compatible with RGMS, however the most reliable options are Internet Explorer 6.x or Internet Explorer 7.x, or Firefox. Further information on compatible browsers is available in the NHMRCs Research Grants Management System (RGMS) Frequently Asked Questions document, in the NHMRC Help Documentation section below.

UQ Help Sheets

UQ Preparation Guide - RGMS Profile & CV (.pdf)

NHMRC Help Documentation

Profile and CV requirements for 2011 schemes

Research Grants Management System (RGMS) 'How To' Information Sheet

Research Grants Management System (RGMS) 'Frequently Asked Questions' (FAQ)

Training Turorials - RGMS 'How To' Information Sheet

Further Information

For further information regarding RGMS visit the NHMRC website at: http://www.nhmrc.gov.au/grants/rgms/index.htm

If you cannot find the information you are looking for on this webpage, or the NHMRC webpage, please send your enquiry to the Research and Innovation Division at: rgms@research.uq.edu.au.