Grants Application, Management & Execution System (GAMES)

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http://portal.lums.edu.pk/OSPR/OSP/OSP%20ReportsMiscellaneous/GAMES%20Walkthrough%20-%20Final.pdf 


User Access and Roles

The application may be used by LUMS faculty, staff and students. Following account creation, OR assigns specific roles to users. Below is an explanation of four (4) main types of access rights.

 1. PI (Principal Investigator): 

LUMS faculty, staff, Deans, and Department Chairs have been assigned the role of the Principal Investigator (PI). All PIs have the right to perform the following activities:

  • View funding opportunities
  • Apply for new grant
  • Review application status

 2. OR: OR has the right to:

  • Post funding opportunities
  • Monitor applications under review with the  donor
  • Edit grants information
  • Add URC and IRB committee members to GAMES
  • Manage PI activities

 3. DEAN: Deans have the right to check applications from all the departments and the user activities plan under their respective schools.

 4. HOD: HODs have the right to check applications and activities of their departments.

 

  How to access GAMES

  • Open any internet browser (i.e. Chrome, Internet Explorer, etc.) and type the following URL games.lums.edu.pk into the browser address bar. Press the ‘Enter’ key and the GAMES web page will appear.
  • Click on the ‘Log In’ option to sign in by entering your email address and password in the required fields.
  • To access the application, first time users will be required to register. Registration can be completed by filling out the information requested in the registration form.


 

Logged-In as a PI:

Dashboard

When logged in as a PI, a dashboard appears on the homepage providing information regarding applications that have been submitted by the PI for funding under various grant types. The dashboard allows access to a list of applications submitted by the PI that are:

  • Under review by the donor
  • Declined funding by the donor
  • In Execution, this option allows the following actions to be performed ;
  • Withdrawn by the PI
  • Put on Hold by OR team due to funding/internal issues
  • Transferred to a different PI/Institute
  • Closed due to the completion of the project
  • Total Applications from all stages and grant types

The application information is followed by tabs depicting activities of approved grants. The following information will be available for review:

  • Upcoming Activities: A list of upcoming activities/deliverables for which the deadline is approaching
  • Pending Activities: A list of pending activities/deliverables due to be submitted by the PI after the deadline has lapsed
  • Approved Activities: A list of activities/deliverables submitted to donors and are approved by OR
  • URC Points Pending: A list of proposals pending for evaluation by members involved in the Faculty Initiative Fund (FIF) evaluation process to assist the University Research Council. 

The following actions may be performed under this option:

  • View Application: The applications submitted by PI and forwarded by OR for their URC points is displayed here
  • Points: The points given to the application by other members of URC committee are shown here (only OR and Convener URC can see these points)
  • Mark: By clicking on “Mark,” a form will appear for assessment under each indicator

For the PI’s assistance, the activities of approved grants are followed by charts providing a graphical depiction of the following information:

  1. “User Activities” chart representing approved activities of the PI in the last 6 months
  2. Applications submitted by the donor in the last 6 months
  3. A breakdown of the various grant types applied for in the last 6 months 

 

Funding Opportunities

The “Funding Opportunities” tab is available below the “Dashboard” tab on the left. Through this option, PIs can view the complete list of available national, international and internal funding opportunities.


  • By Clicking on Grant Title, PI can view all details about the funding opportunity.
  • PI can also view grant details by clicking on URL button. This will land on donor’s page for the specific grant.
  • PI can also apply for the specific grant by clicking on Apply button. It will route them to the GAMES application form.
  • PI can also search through keywords and apply filters on National/International/Internal grant. 


Applications Management

The option available right below the “Funding Opportunities” option is “Applications Management”. It allow the PIs to apply for internal and external grants available for funding.


Apply for a Grant:
  • Once the PI clicks on the “Apply for Grant” option, a screen requesting the PI to “Choose Grant Type” will appear that provides information regarding the external and internal grants available.
  • Choose the desired grant from the available options by clicking on the “Apply” button. Once the research grant is selected, a form will appear seeking information regarding the research domain and the proposal.
  • After providing the requested information, click on the “Submit” button. This proposal will be forwarded to the Department Chair/Head of department (HOD). HOD has the authority to approve, return or reject the proposal. (In case of Faculty Initiative Fund (FIF), the proposal is directly submitted to OR to be forwarded to the URC for review).
  • After the approval by the HOD, the Dean of the relevant school will receive the proposal for review. If the proposal has been approved by the Dean, it will then be forwarded to the OR.
  • OR can either approve, return or reject the proposal. After the approval from OR, the proposal can be dispatched to the donor after completing all necessary procedures.
  • If the donor requires any modifications to be made to the proposal, it may be sent back to the PI by OR. In case of significant changes required, the routing process (HOD’s and Dean’s approval) will have to be followed. In case the donor approves the proposal, a plan will be generated highlighting the submission dates of the deliverables, agreed upon in the contract. The application will be closed after the deliverables have been competed in entirety. 


My Applications:

The proposals and grants that were submitted by researcher themselves appear under “My Applications. By clicking the view button, application details can be fetched.

Once the grant is in the execution phase, PI can perform the following activities:

  • View plans/Deliverables—See plans/deliverables set by OR as per contract
  • Respond to Plans/Deliverables—Complete deliverables here
  • Change Requests—Apply for all change requests in a particular grant
  • Resource Hiring Requests—To hire resource in a particular grant
  • BUR (SAP) —Funds utilization and availability can be viewed here—this will be linked with SAP and updated information will be available.
  • Bridge Financing Requests—Bridge financing can be requested.
  • Grant Receipts (SAP) —Total installments received till today can be viewed through SAP.
  • Bridge Financing History (SAP) —History of all bridge financing requests can be viewed here through SAP


Shared Applications:

The option of “Shared applications” allows researchers to view grant applications where they are named as a Co-PI. These are grants that researcher did not apply for themselves.


Research Management

Under “Research Management” visible on the left navigation pane, you can perform the following activities:

Active Grants

This option allows PIs to view the automated system generated plan highlighting the submission dates for deliverables agreed upon in the contract. System will generate automated email reminders based on the deliverable due date.

Document/deliverable can be uploaded under this option.

  • Mark Activity: If your activity has been completed, it can be submitted through this action. After providing details such as Title, Activity date, Attachment File, and Description clicking on the “Submit” button will mark your activity. 
  • View Marked Activities: This option will only appear if the activity has been marked by the PI. It will allow the PI to view the activity marked and its current status. The activity plan can also be viewed by clicking the “view” option available in the actions field.

The researcher may view all forms that s/he may have applied under any grant. By clicking each of the following buttons, forms may be viewed along with grant ID.

  • Change Requests
  • Bridge Financing
  • Resource Hiring request
  • IRB applications


Committee Activities

URC Points

This option has been made available for faculty members who are requested to take part in the FIF or IRB evaluation process. In case of FIF applications, they can be involved in the capacity of being a URC member or a Co-opted member to evaluate proposals submitted on the basis of a proposal review form.

Proposals that require points to be given by the PI appear under this head. The following options will be made available to the PI:

  • Mark: A form will appear for points to be given under each indicator of the evaluation form.
  • View Application: The proposals submitted by faculty members under the FIF call and forwarded by the OR for evaluation purposes will appear under this head.
  • Points: The points given under each indicator of the proposal review form by the evaluators will appear here.
Review Applications

All applications in GAMES can be forwarded to other members. If an application is forwarded to a researcher, that will appear under this link.

Review Sub Forms:

Provides a list of forms forwarded by the OR to other users. There are four (4) main types of forms that may appear under this head:

  1. Resource Hiring Form
  2. IRB Application Form
  3. Bridge Finance Request Form
  4. Change Request Form


Logged-In as Department Chair/Head of Department (HOD)

A dashboard appears on the homepage providing information regarding applications, for funding under various grant types that have been submitted by faculty members of their department. The dashboard allows access to a list of applications submitted by all the faculty members in the department, which are:

  • Under review at donor
  • Declined funding by the donor
  • In Execution, the option allows the following ;
  • Withdrawn by the PI
  • Put on Hold by OR team due to funding or internal issues
  • Transferred to a different PI/Institute
  • Closed due to the completion of the project
  • Total Applications from all stages and grant types

In order for the HOD to monitor the research for their department, charts providing the following information will appear at the end of the dashboard:

  1. Research projects initiated by their department in the last 6 months.
  2. Applications submitted for funding by their department in the last 6 months.

The “Applications” option available on the left navigation pane allows the HOD to review the details and current status of the applications submitted by their department.

This option allows the HOD to perform the following tasks:

  • View: Applications submitted by different researchers and faculty members from the department will appear here.
  • Update Status: The HOD will be able to update the status of the applications submitted by PIs. They will have the option to approve, reject, and return the applications along with comments and feedback.

Switch Account:  A distinct feature of this application is that the HOD will have the right to switch roles between HOD and PI, meaning that HODs wishing to apply for a grant will have to login or sign in as a PI and complete the relevant forms. The “switch account” option allows for the account to be switched by one simple click.

  • To switch roles, click on the “switch account” option. A dialogue box will appear requesting a confirmation of the action. Click Ok to switch accounts.


Logged In as Dean

A dashboard appears on the homepage providing information regarding applications that have been submitted by faculty member from their school for funding under various grant types. The dashboard allows access to a list of applications submitted by all the faculty member in the school which are:

  • Under review at donor
  • Declined funding by the donor
  • In Execution—the option allows the following option:
  • Withdrawn by the PI
  • Put on Hold by OR team due to funding or internal issues
  • Transferred to a different PI/institute
  • Closed due to the completion of the project
  • Total applications from all stages and grant types

In order for the Dean to monitor the research for their department, charts providing the following information will appear at the end of the dashboard:

  1. Research projects initiated by their school in the last 6 months.
  2. Applications submitted for funding in the last 6 months by their school

The “Applications” option available on the left navigation panel allows the Dean to review the details and current status of the applications submitted by their school. This option allows the Dean to perform the following tasks:

  • View: Applications submitted by different researchers and faculty members from the school will appear here.
  • Update Status: The Dean will be able to update the status of applications submitted by the PIs. They will have the option to approve, reject, and return the applications along with comments and feedback.

Switch Account: A distinct feature of this application is that the Dean will have the right to switch roles between HOD and PI, meaning that the Dean of a school wishing to apply for a grant will have to login or sign in as a PI and complete the relevant forms. The switch account option allows for the account to be switched by one simple click.


Games can be accessed by the OR Team through a unique username and password. OR team can perform the following actions:

  • Check the applications under review with the donor
  • Check upcoming and approved activities
  • Create call for a new grant using GAMES
  • Edit grants information
  • Add URC committees in GAMES and manage PI activities

Other Authorized users include:

  • Admin User
  • Human Resource User
  • SAP User

 

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