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MHRD GRANT MANAGEMENT SYSTEM

(Version 1.0)

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About this document


This users guide describes the functionalities of Multi site Grant management System. It introduces key concepts of user management and provides instructions on using the application for institutional. Each section in this document focuses on a key feature of the system and provides an overview of the procedure to use the feature.

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Table of Contents
Administrative Management ................................................................................................................. 5 Add Users .......................................................................................................................................... 5 Add Roles.......................................................................................................................................... 6 Add Role Privileges .......................................................................................................................... 7 Access Permissions ........................................................................................................................... 8 Project Permissions ........................................................................................................................... 9 Create Notification .......................................................................................................................... 10 View proposal ................................................................................................................................. 12 Grant Agency Reports ..................................................................................................................... 13 Audit Log Reports ........................................................................................................................... 14 Grant Project Management ................................................................................................................. 16 Create Project Type......................................................................................................................... 16 Attachment Type ............................................................................................................................. 17 Project Investigator ......................................................................................................................... 18 Add Projects .................................................................................................................................... 19 Add Sub Project .............................................................................................................................. 21 View Submitted Utilization Certificate........................................................................................... 23 Submit Utilization Certificate ......................................................................................................... 23 Project Closure ................................................................................................................................ 24 Human Resource ............................................................................................................................. 24 Employee Designation Setup .......................................................................................................... 24 HR Management ............................................................................................................................. 25 Salary Component ........................................................................................................................... 28 Asset Management .......................................................................................................................... 29 Reports ............................................................................................................................................ 30 Project Status Reports ..................................................................................................................... 30 More Reports .................................................................................................................................. 31 Fund Management................................................................................................................................ 33 Grant Agency .................................................................................................................................. 33 Accounts Head ................................................................................................................................ 34 Create Grant Period ......................................................................................................................... 35 Create Fund Allocation ................................................................................................................... 36 Receive Grant .................................................................................................................................. 37 Record Expenses ............................................................................................................................. 38 Allocate Sub Project ....................................................................................................................... 40 Fund Transfer .................................................................................................................................. 42

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Administrative Management

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Administrative Management
Once an institution has registered with MHRD Grant Management System (MGMS), the institution will need to setup the roles and responsibilities that they require.

Add Users
Follow the steps below to Add User: 1) Select Users tab from MGMS side menu Figure 1. 2) Select Add User option. 3) Create user screen appears Figure 2.

4) Enter all the details for the user. 5) Click on create button

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Roles Add Roles


By default we have some roles with the privilages, but can create new roles with new privilages. Follow the steps below to Add Role: 1) Select Add Role option from Masters Tab at MGMS side menu Figure 3. 2) Define Role screen appears Figure 4.

Click on Add Role

3) Enter the Role Name (Must start with ROLE_) and description. 4) Click on Create to Add New Role and is listed below.

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Add Role Privileges


Newly created Role dont have any privilege now, need to give it manualy. Follow the steps below to Add Role privileges: 1) Select the role to which all the privileges need to be given. 2) Click the create button Figure 5. 3) All the privileges will be given to that role.

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Permissions Access Permissions


The Institute Administrator can give privileges on each action to the users on the basis of roles. Now the system gives all access to new roles created. Later the Institute Administrator can change as required. Follow the steps below to Access Permission: 1) Select the role and the domain needed Figure 6. 2) The actions under that domain on which the selected role had privileges will be listed in the right hand side and other actions on the left hand side. 3) To add the privileges click the arrow button towards right hand side. 4) To remove the privileges click the arrow button towards left hand side.

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Permissions Project Permissions


Access to each project can be given to the individual users. Follow the below steps to give project permission. 1) Select the user from the list Figure 7. 2) All the projects created by the Institute Administrator will be listed there. The project which is already assigned to that particular user will be listed in the right hand side and others in the left hand side. 3) The Institute Administrator can assign or unassigned the projects to the users by clicking the appropriate direction button. 4) To assign the projects select the needed project and click the arrow button towards right hand side and to unassigned the projects click the arrow button towards left hand side.

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5) Logout from the Institute Administrators session.

Create Notification
To create a notification, follow the steps below: 1) Select call for proposal from Projects Tab at MGMS side menu. 2) Click on new notification in top menu. 3) Enter details of new notification. [The uploaded application form must be in html format] 4) Click on create button.

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5) To view the application click on view link against each notification. 6) To upload an attachment click on the link attachment against each attachment. 7) Now an upload attachment page appears where attachment can be uploaded and deleted.

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8) Click on Publish link available in notification, now a show notification page appears. 9) Click Publish button in show notification page, to make notification available for grantees.

View proposal
To view a proposal, follow the steps below: 1) Select Proposal Management from Projects Tab in MGMS side menu. 2) Click on view link of proposal column in notification list.

3) All available proposals will be displayed.

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4) Click on View Proposal option to view each proposal. 5) Information about each proposal will be displayed, click on view link to seethe application form.

Grant Agency Reports


To view grant agency reports like notification, received proposal, pending proposal, list of grantee, follow the steps below: 1) Select Reports from Projects Tab in MGMS side menu. 2) Click on Grant agency Reports. 3) Links for notification, received proposal, pending proposal, list of grantee will be displayed.

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4) Click on each report link to generate report [Reports can be generated either in excel, pdf, csv or html formats]

Audit Log Reports


To create an audit log report, follow the steps below: 1) Select Reports from Projects Tab in MGMS side menu. 2) Click on Audit Log Report. 3) Click on report link to generate report [Reports can be generated either in excel, pdf, csv or html formats]

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Grant Project Management

Grant Project Management


There are master entries that need to be created before the project management process can move forward. Described section includes corresponding master entry steps.

Create Project Type


To create project type, follow the steps below: 1) Select project type from Masters Tab in MGMS side menu. 2) Create project type page appears.

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Click on Project Type

3) Fill in the details of project type. 4) Click create button. 5) To edit project type, click on edit button available against each project type.

Click on Create

Attachment Type
To create Attachment type, follow the steps below: 1) Select Attachment type from Masters Tab in MGMS side menu. 2) Create Attachment type page appears.

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3) Select document Type. 4) Enter the type of the document and descriptions then click on create. 5) Attachment type will be created and listed below.

Project Investigator
To create a project investigator, follow the steps below: 1) 2) 3) 4) 5) Select PI (project investigator) from Masters Tab in MGMS side menu. Create project investigator page appears. Fill in the details of project investigator. Click create button. To edit project investigator information, click on edit button available against each project investigator.

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Click on PI

Click on Edit

Click on Create

Add Projects
To create a project that needs to be allocated, follow the steps below:

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1) Select Add Project option from projects tab in MGMS side menu Figure 1.

2) Create project page appears, fill details of a projects. 3) Click on the create button Figure 2.

4) Above details can be edited by clicking the edit button, available against each project. Figure 2

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Add Sub Project


To allocate a project to another institution grantor must create at least one subproject, which can be sub allocated to the institution required. Follow the steps to create a subproject: 1) Click on the project which needs a subproject Figure 3. 2) Top menu appears, click on sub project option in allocation tab Figure 4.

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3) Create sub project page appears; fill the details of the sub project. 4) Click on the create button Figure 5.

5) Above details can be edited by clicking the edit button, available against each sub project.

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View Submitted Utilization Certificate


To review any fund utilization certificates that are submitted by the grantees. 1) Click on utilization certificate tab option in Reports tab of MGMS side menu Figure 6.

2) Utilization certificate reports appear.

Submit Utilization Certificate


To submit utilization certificate available, follow the steps below: 1) 2) 3) 4) 5) 6) Click on the Projects tab of MGMS side menu. Project list appears, click on a project. Top menu appears, click on submit utilization certificates in reports option. Create certificate reports appear, enter details for utilization certificate. Click on submit button to submit a utilization certificate. To generate utilization certificate click on utilization certificates in reports option.

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Project Closure
To close a project, follow the steps below: 1) Select project list in Projects tab in MGMS side menu. 2) Click on a project that needs to be closed. 3) Top menu appears, click on project closure option. 4) Project closure screen appears, enter the details. 5) Click on create button to create a project closure.

Human Resource
Employee Designation Setup
To create a designation, follow the steps below:

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1) 2) 3) 4)

Select employee designation option from Masters Tab in MGMS side menu. Designation screen appears, enter designation. Click create button to create a designation. Click on edit button available against each designation to edit.

HR Management
To fill in the details of Human Resource Management follow the steps below: 1) 2) 3) 4) 5) Select HR management Masters Tab in MGMS side menu. All the available projects appear. Click on add employee button against each project available to view. Add employee screen appears, enter the employee details. Click on create button to add an employee to project.

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6) To edit available employee, click on edit button on against each employee. 7) On an available employee, qualification, experience and salary can be entered. [For qualification, experience and salary button are available and can be edited]

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Salary Component
To create a salary component, follow the steps below: 1) 2) 3) 4) Select salary component option from Masters Tab in MGMS side menu. Salary component screen appears, enter salary component. Click create button to create a salary component. Click on edit button available against each salary component to edit.

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Asset Management
To fill in the details of Asset Management follow the steps below: 1) 2) 3) 4) Select Asset Management Tab in MGMS side menu. All the available projects appear click on purchase button. Purchase screen appears, enter details of asset item. Click on save button to create an asset.

5) Click on edit button available against each button to edit the details.

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Reports
Project Status Reports
To view project status reports, follow the steps below: 1) Select Reports Tab in MGMS side menu. 2) Click on project status reports option, all available projects reports appear. 3) Click required report to generate a report in html, pdf, excel and csv.

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More Reports
1) To view additional reports on project, follow the steps below: 2) Select Reports Tab in MGMS side menu. 3) Click on more reports option, all available projects reports appear. 4) Click required report to generate a report in html, pdf, excel and csv.

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Fund Management

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Fund Management
There are master entries that need to be created before the project management process can move forward. Described section includes corresponding master entry steps.

Grant Agency
To create a grant agency, follow the steps below: 1) 2) 3) 4) Select Grant Agency from Masters Tab in MGMS side menu. Now the create grant agency page appears. Fill in the details of the grant agency. Click create button.

Click on Grant Agency

5) To edit the existing grant agency, click on the edit button against each grant agency.

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Accounts Head
To create an account head, follow the steps below: 1) Select the account head option from Masters Tab in MGMS side menu. 2) Fill in the fields and click on Create button to add new Account Head. 3) Click on edit button against each account head to edit account heads.

Click on Account Head

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4) To add sub account heads, click on Add Sub Account Heads link available in Account head list. 5) Fill in all the details of sub account heads. 6) Click on create button. 7) Click on edit button against each sub account head to edit.

Create Create Grant Period


To create grant period, follow the steps below: 1) Select grant period option from Masters Tab in MGMS side menu. 2) Fill in grant period details and click on create button. 3) Only one Grant Period can be default YES. This helps in head wise allocation where you dont have to enter the Grant Period again and again. 4) Only when grant period is active it will be listed in any grant period list.

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Click on Grant Period

Create Create Fund Allocation


To create fund allocation, follow the steps below: 1) 2) 3) 4) 5) 6) Select project list option from Projects Tab in MGMS side menu. Select a project then click on edit option. Top menu appears, click on fund allocation option. Fill in fund details for corresponding project Click on create button. To edit the details of a fund, click on edit button available against each fund allocated.
Click on Fund Allocation

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Click on Edit

Receive Grant
To create grant receipt, follow the steps below: 1) 2) 3) 4) Select project list option from Projects Tab in MGMS side menu. Select the required project from the list. Top menu appears, click on Grant receipt option in expenses. Fill in grant details. [To get the account head, need to do the head-wise allocation first, and the grant period should be active that we selected at the time of Head wise Allocation] 5) Click on create button, message will be displayed as grant is created. 6) To edit the details of a grant, click on edit button available against each grant created.

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Click on Grant Receipt

Click on Created

Record Expenses
To record expenses incurred, follow the steps below: 1) Select project list option from Projects Tab in MGMS side menu.

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Select the required project from the list. Top menu appears, click on Record expenses option in expenses. Fill in grant details. Click on create button, message will be displayed as expenses are created. To edit details of an expense, click on edit button available against each grant created. 7) There is an additional option, to list the expense period wise, where in date range can be specified and expenses between the date ranges will be displayed. 8) Listed expenses can be edit by edit link available against each expense. 9) Head wise expense summary will be listed in the same page as the expenses are entered.

2) 3) 4) 5) 6)

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Click on List Button

Allocate Sub Project


To allocate subproject to the institution required, follow the instructions below: 1) Click on the project which needs a subproject allocation. 2) Click on sub allocate option in Allocate tab in top menu.

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3) Sub project allotment page appears, fill the details. 4) Click on create button to allocate to recipient institution.

5) Attachments if any can be uploaded against the allocated sub project Figure 8. 6) Above details can be edited by clicking the edit button, available against each sub project allocation Figure 8.

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Fund Transfer
To create grant period, follow the steps below: 1) Select project list option from Projects Tab in MGMS side menu. 2) Select a project for transfer, top menu appears 3) Click on sub project allocation option in allocation tab. 4) List of sub allocated projects appear, click on transfer button.

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5) Transfer fund screen appear, enter the amount and date. 6) Click on create to create a fund transaction.

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