pchrd project management system - projects.pchrd.dost.gov.ph · title page table of contents pchrd...

Title Page Table of Contents

PCHRD Project Management System www.projects.pchrd.dost.gov.ph

The Basics for Front-end Users

(Draft Manual for Version 3)

Updated on January 3, 2019

Written by atyacob © 2019

http://www.projects.pchrd.dost.gov.ph/


Table of Contents

I. PCHRD Project Management System A. Description B. Features

II. Website Main Page A. Main Menu B. Sidebar Menu C. Main Content D. Support Messaging/Live Chat

III. Account Registration and User Account Roles/Types A. Account Registration B. User Account Roles

IV. Login and Forgot Password A. Login B. Forgot Password or Username

V. Dashboard A. Announcements B. Data Analytics (Charts) C. Dashboard Menu Sections, Dashboard Menus, and Counter D. Dashboard Sidebar Menu

VI. Submit a New Proposal (Submission Steps) A. Step 1: Introduction B. Step 2: Basic Information C. Step 3: Project Team Members D. Step 4: Upload Project Proposal E. Step 5: Upload Supplementary Files F. Step 6: Review and Confirm Submission

VII. Listing View A. Searching and Filtering B. Sorting C. Adding Item D. Updating Item E. Viewing Item F. Deleting Item

VIII. View a Submission (Submission Details Page) A. Submission Basic Details B. Summary of Processing Time (Proposal Review) C. Tabs

IX. Resubmit Returned Incomplete Proposal (In-house Review Stage) X. Resubmit Returned Proposal for Revision (Technical Review Stage) XI. Request for Project Officer Reassignment of Project

XII. Update Status by Action XIII. Upload Backlogs XIV. Renew Multi-year Projects



XV. PMS Process Flow XVI. PMS Actions Based on Current Status

XVII. Android App Status Tracker XVIII. Technical Review

A. Assign a Reviewer B. Create a New Reviewer C. Import a Reviewer from the Expert Database System



I. PCHRD Project Management System A. Description

PCHRD Project Management System (PCHRD PMS) is an online submission, review, approval, monitoring, and management platform for health research proposals/projects. Applicants interested to apply for research grant may submit proposals through the system.

B. Features



II. Website Main Page Using your Web Browser (recommended to use either Mozilla Firefox or Google Chrome), visit the main page by typing the system URL, www.projects.pchrd.dost.gov.ph, into your Web Browser Address Bar.

A. Main Menu

B. Sidebar Menu


http://www.projects.pchrd.dost.gov.ph/


C. Main Content See main image under II. Website Main Page.

D. Support Messaging/Live Chat



III. Account Registration and User Account Roles/Types A. Account Registration

1. Visit the Website Main Page, click the Register menu at the Main menu. The User Registration form will be displayed. Fill all the required fields marked with Asterisk (*).

2. Check or tick the Captcha field (labeled as I’m not a robot), a further Captcha

verification will be displayed.



3. If further Captcha verification is displayed, read and follow the Captcha instruction. For

example “Select all images with mountains”. Inspect all the shown images and select each pictures with a mountain then click the Verify button. If other image(s) is selected or a required image(s) is not selected, another Captcha verification will be displayed. Please follow the instruction carefully as it may be different from previously displayed Captcha verification. If Captcha verification is successful, the Captcha field will be marked with Green Check.



4. After filling-out the required field, click on the Register button. 5. Should an error occurred, usually forgot to fill-out a required filled, any invalid field will be

marked with red and will be described at the Notification Message at the top of the page. Please resolve the issue and resubmit the form again.

6. An Activation link will be sent to your registered email, please click on the Activation

link to activate your account. If the link is not clickable, copy the Activation link and paste it to your Web Browser URL/Address Bar and then press the Enter key.



B. User Account Roles 1. Proponent 2. Records Officer 3. Planning Officer 4. Division Chief 5. Senior Officer 6. Project Officer 7. Finance Officer 8. Technical Reviewer 9. Administrator



IV. Login and Forgot Password A. Login

1. Visit the Website Main Page, click the Login menu at the Main menu. The User Login form will be displayed. Fill all the required fields marked with Asterisk (*) by entering your Username and Password. Click on the Login button.

2. Should an error occurred, please re-type your Username and your Password.

Username and Password are both case-sensitive so type exactly the same value during the Account Registration.

B. Forgot Password or Username 1. Visit the Website Main Page, click the Login menu at the Main menu. The User Login

form will be displayed. Click on the “Forgot your password” link. Forgot Password form will be displayed.

2. From the Forgot Password form, additional instructions will be displayed. Enter the

registered email address and verify the Captcha by ticking/clicking on the Captcha field (labeled as “I’m not a robot”). Click on the Submit button.



3. A Verification Code and additional instruction for the Change Password Request will be sent to the registered email.



4. Click the link. If it is not clickable, copy and paste it to the Web Browser URL/Address Bar (either using Mozilla Firefox or Google Chrome) and press the Enter key. The Account Verification form will be displayed.

5. From the Account Verification form, enter your Username and the Verification Code sent to the registered email and click on the Submit button.

6. Should an error occurred, usually forgot to fill-out a required filled, any invalid field will be

marked with red and will be described at the Notification Message at the top of the page. Please resolve the issue and resubmit the form again.

7. After the verification of account, Change Password form will be displayed. Enter and

confirm the New Password then click the Submit button.



V. Dashboard To view the Dashboard, Login to the system using your PMS Account, Dashboard menu will

be unlocked. Click on the Dashboard menu located at the Main Menu. You will be redirected to your Dashboard.

A. Announcements

B. Data Analytics (Charts)



C. Dashboard Menu Sections, Dashboard Menus, and Counter

D. Dashboard Sidebar Menu



VI. Submit a New Proposal (Submission Steps) Submitting a proposal can be accomplished by following the 6 step processes: a) Step 1: Introduction, b) Step 2: Basic Information, c) Step 3: Project Team Members, d) Step 4: Upload Project Proposal, e) Step 5: Upload Supplementary Files, and e) Step 6: Review and Confirm Submission.

To start submitting a new proposal, start from the Dashboard, click on the Submit a New Proposal then accomplish Step 1 through Step 6.

A. Step 1: Introduction 1. From the Research Grant Type form, fill all the required fields marked with Asterisk

(*).



2. After filling-out the required field, click on the Save and Next button. 3. Should an error occurred, usually forgot to fill-out a required filled, any invalid field will be

marked with red and will be described at the Notification Message at the top of the pag. Please resolve the issue and resubmit the form again. Refer to Step 2.

B. Step 2: Basic Information 1. From the Proposal Details form, fill all the required fields marked with Asterisk (*).



2. After filling-out the required field, click on the Save and Next button. 3. Should an error occurred, usually forgot to fill-out a required filled, any invalid field will be

marked with red and will be described at the Notification Message at the top of the page. Please resolve the issue and resubmit the form again. Refer to Step 2.



C. Step 3: Project Team Members 1. From the Add a Member form, fill all the required fields marked with Asterisk (*).

2. After filling-out the required field, click on the Add Member button. 3. Should an error occurred, usually forgot to fill-out a required filled, any invalid field will be


4. Should an additional member is required, click on the Add a New Member button, the Add a Member form will be displayed. Repeat from Step 1 to Step 4 until all members are added.



5. Click on the Next Step button.

Add a New Member

From Step 3: Project Team Members, click on the Add a New Member button. Add a Member form will be displayed. Please follow Step 1 to Step 4 of Step 3: Project Team Members.

Remove Member

Be careful when executing this option, this action cannot be undone. To remove a Team Member, start from Step 3: Project Team Members, scroll down to the List of Added Team Members, locate the member that needs to be removed, click on the Remove Member icon/button and confirm deletion.

D. Step 4: Upload Project Proposal 1. From the Upload a Proposal File form, fill all the required fields marked with Asterisk

(*) by clicking on the Browse button. A File Chooser dialog will be displayed. Browse, locate and select the File containing the project proposal.



2. After selecting the file, click on the Upload File button. 3. Should an error occurred, usually forgot to fill-out a required filled, any invalid field will be



Remove a File

Be careful when executing this option, this action cannot be undone. To remove a file, start from Step 4: Upload Project Proposal, scroll down to the List of Uploaded Proposal Files, locate the file that needs to be removed, click on the Remove File icon/button and confirm deletion.

Upload a New File

Remove uploaded file first then repeat from Step 4: Upload Project Proposal.

Download a File

To download a file, start from Step 4: Upload Project Proposal, scroll down to the List of Uploaded Proposal Files, locate the file that needs to be downloaded, click on the Download File icon/button. The file will be downloaded automatically.



E. Step 5: Upload Supplementary Files 1. From the Upload a Supplementary File form, fill all the required fields marked with

Asterisk (*). Click on the Supplementary File Type drop-down list and select the file type. Click on the Browse button, a File Chooser dialog will be displayed. Browse, locate and select the file.

2. After selecting the file, click on the Upload File button. 3. Should an error occurred, usually forgot to fill-out a required filled, any invalid field will be


4. Should an additional file is required, click on the Upload a New File button, the Upload a Supplementary File form will be displayed. Repeat from Step 1 to Step 4 until all files are uploaded.




Upload a New File

From Step 5: Upload Supplementary Files, click on the Upload a New File button. Upload a Supplementary File form will be displayed. Please follow Step 1 to Step 4 of Step 5: Upload Supplementary Files.

Remove a File

Be careful when executing this option, this action cannot be undone. To remove a file, start from Step 5: Upload Supplementary File, scroll down to the List of Uploaded Supplementary Files, locate the file that needs to be removed, click on the Remove File icon/button and confirm deletion.

Download a File

To download a file, start from Step 5: Upload Supplementary Files, scroll down to the List of Uploaded Supplementary Files, locate the file that needs to be downloaded, click on the Download File icon/button. The file will be downloaded automatically.

F. Step 6: Review and Confirm Submission 1. From the Review and Confirm Submission form, review all your inputs from Step 1:

Introduction through Step 5: Upload Supplementary Files. Should an update is necessary, click on the Previous Step button at the Bottom of the page or the corresponding Step Number button at the Top-right of the page. Update all the necessary details when redirected to the selected step.



2. After reviewing all your inputs, fill all the required fields from Step 6: Review and Confirm

Submission.

3. Click on the Confirm and Submit button. 4. Tracking Number (or Proposal Code) will be provided once Records Officer

acknowledges receipt of your submission.



VII. Listing View A. Searching and Filtering

B. Sorting

C. Adding Item D. Updating Item E. Viewing Item F. Deleting Item



VIII. View a Submission (Submission Details Page) To view a submission, start from the Dashboard, click on the Submission status/category (e.g. Draft Submissions), all submissions to that category or having that status will be displayed. On the List of Submissions, look for the Submission that needs to be viewed and click on the Title of the submission or the Action button when available. Submission details will be displayed. Submission information are organized into A. Submission Basic Details, B. Summary of Processing Time, and C. Tabs (Actions, Details, Files, Finances, Messages, Other Details, Project Team, Research Utilization, Reviews, Status, Targets and Accomplishments, Tasks, and etc.). Note that some Tabs are only visible for certain User Account Roles or when a specific Submission status is reached.

A. Submission Basic Details See previous image above.

B. Summary of Processing Time (Proposal Review) See previous image above.

C. Tabs See previous image above.

1. Actions

Actions Tab contains the available actions when updating project status.



2. Details

Details Tab contains the details of submission.

3. Files

Files Tab contains all the files associated with the project such as Project files (including main project proposal, revisions, financial reports, and etc) and supplementary files (including LIB, CV, clearances, requirements, and etc)

4. Finances

Finances Tab contains all project finances including Approved Cost, List of Obligations, List of Fund Releases, List of Liquidations, and the Remaining Balance.

5. Messages

Messages Tab contains the List of Messages or Generated Notifications associated to the submission.

6. Other Details

Other Details Tab contents information entered during submission transition from proposal to project completion.

7. Project Team

Project Team Tab contains the List of All Project Team Members including their basic contact information and their roles to the project.

8. Research Utilization

Research Utilization (or 6Ps) Tab contents information on a) Intellectual Properties Generated, b) Products Generated, c) Publications, d) Policies, e) Media Citations, f) Presentations (Local/International), g) Training Programs Developed, h) People Development, and i) Facilities Established.

9. Reviews

Reviews Tab contains details on external technical review including assigned reviewers and review results.

10. Status

Status Tab contains the current status and all status histories of submission.



11. Targets and Accomplishments

Targets and Accomplishments Tab contains Summary of Accomplishments, Physical Targets, and Physical Accomplishment Physical Targets - refers to quarterly physical targets/milestones of the project for the previous year, current year and future year. Physical Accomplishment - refers to quarterly physical performance/accomplishment of the project for the previous year, current year and future year. It also refers as “management metrics”, providing the means to define project priorities; monitoring progress and telling a more meaningful “status story”.

12. Tasks

Tasks Tab contains all the List of Scheduled Tasks unique to the submission. Tasks is displayed in both Calendar and Tabulated views.



IX. Resubmit Returned Incomplete Proposal (In-house Review Stage) A. Start from your Dashboard. B. Click on the Returned/Active submissions and locate your proposal. C. Click on the Action button at the rightmost column. D. Submission page will be displayed as well as the Action form located below the page. E. From the Submission page, upload all the missing documents/requirements at the Files tab,

you may check both the Project file and Supplementary file to properly categorized the file being uploaded.

F. Then finally, after uploading the requested document(s), re-submit your proposal by selecting the appropriate action from the Action form located at the Action tab.



X. Resubmit Returned Proposal for Revision (Technical Review Stage) A. Start from your Dashboard. B. Click on the For Revision/Active submissions and locate your proposal. C. Click on the Action button at the rightmost column. D. Submission page will be displayed as well as the Action form located below the page. E. From the Submission page, upload the revised proposal and all the requested

documents/requirements at the Files tab, you may check both the Project file and Supplementary file to properly categorized the file being uploaded.

F. Then finally, after uploading the requested document(s), re-submit your proposal by selecting the appropriate action from the Action form located at the Action tab.



XI. Request for Project Officer Reassignment of Project A. If the requesting PO is currently the assigned to the project

1. Open the project, Submission Details page will be displayed. 2. From the Submission Details page, locate the Request Reassignment button located

at the Other Details tab. Reassignment form will be displayed. 3. From the Reassignment form, update the Project Officer fields by selecting the

recipient PO. 4. Finally, click on the Save button. Request will be sent to Division Chief and will be

pending for approval.

B. If the requesting PO is currently NOT the assigned to the project 1. Use Advanced Search option from your Dashboard to search for the proposal/project

(a unique identifying word or two-three words is the ideal search key). Click Search button from the bottom of the page. Search results will be displayed. If no search result, you may refine your search key or may be the proposal is not yet inputted into the system.

2. From the Advanced Search result, locate the project being reassigned. Click on the ID/Title, limited Basic Details page will be displayed.

3. From the Basic Details page, click on the Request Reassignment button. Reassignment form will be displayed.

4. Continue from Step 3 of "A. If the requesting PO is currently the assigned to the project".



XII. Update Status by Action Please refer to PMS Actions Based on Current Status for the List of Available Actions.



XIII. Upload Backlogs



XIV. Renew Multi-year Projects



XV. PMS Process Flow



XVI. PMS Actions Based on Current Status Current Status Available Actions Output Status

Division Chief

Assigned Assign to other project officer Assigned

Assign to other senior officer Forwarded to senior officer

Forward to other division Forwarded to division

Forwarded to division Assign to project officer Assigned

Assign to senior officer Forwarded to senior officer


Forward to other unit (DOH) Forwarded to division

Forwarded to senior officer Assign to other senior officer Forwarded to senior officer

Assign to project officer Assigned


In-house review Assign to other project officer In-house review


Project Officer

Approved Start project Ongoing

Terminate before start Terminated

Assigned Acknowledge receipt In-house review

Backtrack from assigned to approved (applicable only for completed projects last year)

Approved

Disapprove (review stage) Disapproved (review stage)

Withdraw proposal Withdrawn

Considered For technical review Undergoing technical review

Recommend for approval (no technical review) This is for in-house review proposal only like Support to Research Dissemination.

Recommended for approval




Deferred Resume project Resumed

Terminate project Terminated

Extended Complete project To monitor and generate all extended projects, we added extended-ongoing project. This action is inherited from ongoing project action

Completed

Defer project This is reserved to capture a possible scenario in the future where an extended project may be deferred. This action is inherited from ongoing project action.

Deferred

Extend project Extended

Terminate project This is reserved to capture a possible scenario in the future where an extended project may be terminated. This action is inherited from ongoing project action

Terminated

In-house review Mark as complete (proposal requirements)

Considered

Refer to other Council / Agency Referred to other Council


Return to proponent Returned


Ongoing Complete project Completed

Defer project Deferred


Renew project Ongoing


Recommended for approval Approve Approved

Approve with minor revisions Returned for revision

Disapprove Disapproved



Resubmitted Mark as complete (proposal requirements)

Considered


Return to proponent (incomplete requirements)

Returned

Resumed Complete project To monitor and generate all deferred projects, we added Deferred project. This action is inherited from ongoing project action.

Completed

Defer project Deferred



Returned Resubmit Resubmitted

Withdraw submission Withdrawn

Returned for revision Submit revised proposal The system auto-increments the file version number when a new one is uploaded.

Revised

Revised Recommend for approval Recommended for approval

Disapprove (review stage) This is reserved to capture a possible scenario in the future where a proposal, undergoing technical review, may not be recommended for approval.

Disapproved (review stage)

Returned to proponent for revision Returned for revision

Undergoing technical review Recommend for approval Recommended for approval

Return to proponent for revision Returned for revision

Proponent

Assigned Withdraw proposal Withdrawn

Draft Submit proposal New proposal

New proposal Withdraw proposal Withdrawn

Returned Resubmit Resubmitted




Returned for revision Submit revised proposal Revised

Records Officer

Forwarded to division Forward to other division Forwarded to division

New proposal Receive proposal Received

Received Forward to division Forwarded to division

Senior Officer

Assigned Assign to other project officer Assigned

Forwarded to senior officer Assign to project officer Assigned


In-house review Assign to other project officer In-house Review

Resubmitted Re-assign proposal Resubmitted

Technical Reviewer This feature is already built-in but not utilized due to the fact that majority of the technical reviewers are seniors. As such, project officer should record review results on their behalf.

We utilized the template when saving a status by action. By default, a Remarks field is always available for reviewer’s comments. Additional review results file may be uploaded under the Files tab.

Accepted by reviewer Not recommended for approval Not recommended by reviewer

Recommend for approval Recommended by reviewer

Return to proponent for revision Returned to proponent

Returned for revision Not Recommended Not Recommended by Reviewer

Recommend Recommended by Reviewer

Return to proponent for revision Returned to proponent

Awaiting review request response

Accept review request Accepted by Reviewer

Decline review request Declined by Reviewer



XVII. Android App Status Tracker Download the Android App Status Tracker from Google Play Store by visiting https://play.google.com/store/apps/details?id=pchrd.ajtech.pchrdproject Tracking number is provided by Records Section upon acknowledging receipt of your proposal. Or you may View a Submission (Submission Details Page) and look for the Proposal Code at the Submission Basic Details section.


https://play.google.com/store/apps/details?id=pchrd.ajtech.pchrdproject


XVIII. Technical Review A. Assign a Reviewer

1. To assign a reviewer, view the submission page, please refer to VIII. View a Submission (Submission Details Page).

2. From the Submission Details Page, click on the Reviews tab.The details of reviews will be displayed. Then click on Assign a Reviewer button. Assign a Reviewer Form will be displayed including the List of Reviewers.

3. Select at least three (3) reviewers from the list by ticking/checking the checkbox at

left side of the name of the reviewer. Fill-out all the required form fields marked with asterisk (*). Then to add the selected reviewers, click on the Assign Reviewer button located at the bottom of the page.



4. Should an error occurred, usually forgot to fill-out a required field, any invalid field will be marked with red and will be described at the Notification Message at the top of the page. Please resolve the issue and resubmit the form again. Refer to Step 3.

5. If you were not able to find your the preferred reviewer(s), you may add a new reviewer or import from the Expert Database System, please see next sections for details.

B. Create a New Reviewer 1. To create a new reviewer, view the submission page, please refer to VIII. View a

Submission (Submission Details Page). From the Submission Details Page, click on the Reviews tab.The details of reviews will be displayed.



2. Click on the Create a New Reviewer button. Create a New Reviewer Form will be

displayed.

3. Before filling-out the Create a New Reviewer Form, please check first if the Reviewer

being created has an existing Proponent or Reviewer account. You may check by clicking on the Link to Existing Reviewer or Link to Existing Proponent field. If you find the reviewer’s name from either of the drop-down list, just select its name. The reviewer details will be auto populated on the form. If the reviewer being created does not have an account and does not exist from both drop-down list, proceed to Step 4, otherwise proceed to Step 5.

4. Fill-out all the required form fields marked with Asterisk (*). 5. Then finally, to add the reviewer, click on the Save New Reviewer button located at the

bottom of the page.



6. Should an error occurred, usually forgot to fill-out a required field, any invalid field will be

marked with red and will be described at the Notification Message at the top of the pag. Please resolve the issue and resubmit the form again. Refer to Step 4.

C. Import a Reviewer from the Expert Database System 1. To import a reviewer from the Expert Database System, view the submission page,

please refer to VIII. View a Submission (Submission Details Page). From the Submission Details Page, click on the Reviews tab.The details of reviews will be displayed.

2. Click on the Create a New Reviewer button. Import from Expert Database button will

be displayed at the top of the Create a New Reviewer Form. Click on the Import from Expert Database button. The system will display, at the top of the form, all successfully retrieved data from the Expert Database System. Please note that Expert Database System is a separate system which being accessed by the system,PCHRD-PMS, using a background APIs with limited options and navigations. This connection may not be successful/interrupted depending on the uptime status of the external system.



3. From the List of Retrieved Reviewers retrieved from the Expert Database System.

Locate your preferred reviewer. You may navigate from the list using the Next and Back page buttons located both at the top and the bottom of the list. Should you find your preferred reviewer, you may import into the PCHRD-PMS List of Reviewers by clicking on the Add button at the Action column located the right-most column of the details of the reviewer. The details of the selected reviewer will be auto populated into the Create a New Reviewer Form below the list.



4. When selecting and importing a reviewer from the list, the details of the selected

reviewer will be auto populated into the Create a New Reviewer Form below the list.



5. Fill-out all the missing and required form fields marked with Asterisk (*). 6. Then finally, to add the reviewer, click on the Save New Reviewer button located at the

bottom of the page.

7. Should an error occurred, usually forgot to fill-out a required field, any invalid field will be

marked with red and will be described at the Notification Message at the top of the page. Please resolve the issue and resubmit the form again. Refer to Step 5 and 6.

8. After importing the reviewer into the PCHRD-PMS, you may add as a Technical Reviewer to the project proposal by assigning as a reviewer, please refer to the previous section XVIII-A Assign a Reviewer for details on how to assign.


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