MHRC GMS* User Guide for
*online grant application system
All Named PIs
(individuals who complete the grant application on the GMS)
AND
THOSE Team Members required by your Grant’s Program Guide to
submit their CCV (Canadian Common CV)
as part of the main application
MUST create a GMS account AND create/update their CCV AND attach their
CCV to their GMS account.
Actions required by:
1. Create/use an MHRC GMS account
Named PI
Team Members
required to submit
their CCV*
YES
YES
YES
YES
3. Complete the grant application from your
GMS account
YES
NO
4. Make a connection from the grant
application, to the GMS accounts of your
Team Members who are required to submit their CCV
YES
NO
5. Submit the Application
YES
NO
2. Complete/update your CCV and attach it
to your GMS account
( HELP MY CCV STILL ISN’T ATTACHING!!!)
*Please note, you will need to review your Grant’s EOI or Full Proposal requirements to see which (if
any) of your team members will be required to submit a CCV.
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GMS User Guide, Team/Group Grant Applications
Each application form in the Grant Management System (GMS) follows the same basic process.
Each application has these common elements:
• Online Award Application completed by applicant, including all required attachments
•
•
Applicant’s current CCV (MHRC version) must be attached to their GMS account
Co-Applicants’ or Team Leaders CCVs must also be attached to their GMS accounts, if
applicable
See the Program Guidelines document on the MHRC webpage for your program, for information
about what is required for your application (or Expression of Interest).
1.
Creating your MHRC GMS User Account
a) If you do not already have a user account, you will need to create one.
b) From the login page, click on a sign-up link – second line in the centre, top right or in the menu,
left.
c) Review the Terms of Use and then click “I ACCEPT” at the bottom of the page to continue.
d) Enter the required information in the following Create your MHRC System Account page. All
asterixed fields are required. The system won’t let you move forward until these fields are
completed. Be sure to select your institution, at the bottom of the page.
NOTE: the University of Manitoba is listed under “T” for ‘The’!
e) The email you use here will be your GMS system account email. It will also be your PIN for
the MHRC version of your CCV (see following)
f)
Click on Submit Registration at the bottom of this page will result in an account verification
email being sent to the email address you have provided.
g) Follow the link from within this email and add your password to validate your account.
Returning Users
Forgot your password?
From the login page, click on ‘Forgot Your Password?’ next to the login button, or in the left
menu. You’ll be taken to a Password Reset Page where you’ll need to enter your email address
and click the ‘Reset my password’ button. Follow the instructions in the email you are sent to
reset your password.
Forgot your username OR BOTH your username (the email address you used last time) AND
password?
Please contact the MHRC Helpdesk |204-775-1096 (Mon-Fri, 8:30am – 4:30pm), for support.
Portfolio Page
Once you’ve logged in to the GMS using your user account, you will arrive at your ‘Portfolio’
page.
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GMS User Guide, Team/Group Grant Applications
2.
Creating your CCV and attaching it to your GMS account
Your GMS portfolio page, above, shows whether you have a CCV (Canadian Common CV) attached to
your account, and if you do, when that CCV was attached (see above). If you created one earlier, we
encourage you to update it and attach the newest version of it to your GMS account.
Getting to the CCV site
If you haven’t attached a CCV, the text ‘Your CV is not yet attached’ will appear above the Grant
Application Status list. To create your CV, Open the Common CV website link.
Note that at any time you can go to the CCV site directly to work on your CV (without going via the
GMS). You do not have to complete your CV all at once.
Notices and Help Page
After clicking on the ENGLISH button from the CCV home page, you’ll arrive at the ‘Notices and Help’
page
You can always return to this page for instructions on how to complete your CV. Use the links on the
left side for help. The How-To - link provides a list of video demos for steps of the process.
Create a CCV user account / log in. demo (Register with CCV).
Select a Funding Source CV
The CCV enables researchers to create CVs for different funding agencies. Select CV from the second
row menu. Then Funding. Then MHRC as Funding Source, then Research Application , as your CV
Type. If you run into difficulty, review the instructional demo.
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GMS User Guide, Team/Group Grant Applications
Complete your CV
The CCV is completed section by section by selecting the ‘pencil’ to edit/or enter that section’s
information. The pencil takes you to a selection page from which you click the Add button to add a
single entry (you could add more than one entry) for each information group required. See the
instructional demo here.
Validate your PIN
You need to do this to create the link between the CCV site and the MHRC GMS site which allows
your CCV to be attached to your GMS account.
Click PIN from the second row menu above. The PIN for MHRC here is your GMS system account
email, ie. the email address you use to login to your GMS account. Be sure to click the Validate
button. You will then be taken through several screens, ending with the entry of your MHRC GMS
password. See the demo here.
If you have previously validated your MHRC PIN for a previous ccv submission, you may need to
delete the old validation and revalidate your MHRC PIN to successfully submit your CCV to the
GMS.
Submit your CV
Once all sections are complete / have a , you can submit your CV.
If you have missed some sections or have not validated your PIN, you will receive an error message
like this. Go back and complete everything you need to.
Submit by clicking the Submit button. This will take you to a consent page which needs review and “I
Agree” clicked.
You should then see a notice in green text confirming your CCV submission to the MHRC GMS and
providing a confirmation number, which you should make a note of.
Log back into your GMS account to check your CCV is there
If you didn’t logout, then logout and log back in. You should now see that in your portfolio page,
your CCV is now attached, and the date of attachment.
NOTE: you can revise and re-submit your CCV up to the submission of your GMS application. When
you re-submit your CCV to the GMS, the previous version is replaced.
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GMS User Guide, Team/Group Grant Applications
Once you submit your GMS Grant or Award Application, however, the version of your CCV attached
at that moment will be submitted with your (or your named PI’s) application.
Any changes you make to your CCV after your or your team’s Application is submitted will not be
updated on the submitted application.
HELP MY CCV STILL ISN’T ATTACHING!!!
The PIN you need to use to ‘validate’ your CCV account (to make the connection between the CCV
site and your MHRC account) is the email you use to login to your GMS account.
If you used the correct PIN and it looks like your CCV is ‘validated’ but still not attached, please try
the following:
You will need to DELETE your PIN validation in your CCV account.
So, when you click on PIN, use the garbage can to delete your MHRC validation (see image). Then,
Click ADD and follow through, manually entering your GMS user account email and GMS password
etc, and finally clicking validate. If this works, then go back into your CV (click on CV in the black
menu above), and go through selecting the 'funding CV', selecting MHRC and then selecting
"Research Application" to get back to the screen that lets you edit your CCV.
From there, click SUBMIT once again (assuming there are no errors to be fixed), and follow through.
Wait a few minutes and then go back to your GMS account -- logout and then login -- and then look
in your portfolio, to see if the CCV is attached now.
BUT the CCV site SAYS my PIN is valid!
Sadly, the CCV can say a PIN is ‘VALID’ even if you have the WRONG PIN, or if your PIN (GMS account
info) has changed. Please follow the instructions above.
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GMS User Guide, Team/Group Grant Applications
3.
Completing your GMS Application
a) From the portfolio page within your GMS account click on the large green button Apply for
Grant or Award.
b) You will be taken to a page enabling you to select which application you’d like to complete.
Select your application program. The name of the award program will appear on each
application page.
c) As you move through the application, the page you are on will be highlighted in the left menu. If
you have entered all the required information for a section, a will appear next to that section
name. At any time you can click on a page in the menu to either return to it or preview it.
d) Your application has been given a number. Keep this number for your reference.
Required Fields
Whenever you have tried to save and go to the next page without filling in all the REQUIRED* fields,
you will be required to complete them before you can move forward.
No need to complete your application in one try
You can log out of the GMS (logout, top right corner) and return to your application (by logging back
in) as many times as you need to complete your application.
Once an application is opened, that application will show up in your portfolio, and you are able to
click on the ‘edit pencil’ to re-enter your application.
Application Status
The ‘Status’ of your application is will be “In Progress” until it is successfully submitted, at which
time the status will change to “Submitted”.
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4.
Connect the Grant Application to your Team Members’ GMS
accounts (ie. the Team Members
CCV)
Contact the team members and ask them for the email address that they use to login to their GMS
account.
Depending on the Grant you are applying for, go to the Application People or People Involved
application page.
Enter each email address, clicking Save, after each one.
After you have saved each Account Email Address, the GMS system will have created a link to each team
members’ GMS account, where they have their CCV attached.
5.
Submission of the Application
If you try to submit before all of the required information is completed, you will receive messages in
red text indicating what is still required.
When you SUBMIT the APPLICATION:
•
The Application
•
Application Attachments
•
Your CCV, and
•
The CCV’s of the team members whose GMS accounts you successfully attached to the
Application
Will ALL be submitted
When complete and submitted, a confirmation page with your submission number will appear.
Make a note of this number for future reference.
Congratulations!
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