egrants functionality changes - 5 November 2012

In autumn 2011, we conducted a user survey of our eGrants application system. We have used the feedback provided as the basis for several system changes designed to improve the usability of eGrants. We have also updated the guidance material to help support you while using the system.

Significant enhancements include:

the ability to access sample application forms
a streamlined login page
an improved Application Form select function
new application view/print and email options.

These changes are outlined in detail below, followed by a ‘frequently asked questions’ section.

If you have any queries regarding these changes, please contact our eGrants Support team by telephone (020 7611 8700) or by email ( egrantsupport@wellcome.ac.uk), or provide us with feedback by logging into eGrants and selecting ‘Feedback’ on the information menu.

Please note that application forms currently in progress will not be affected by these enhancements. All information already entered into eGrants will be retained.

Layout

The layout and overall design has been changed to increase usability and navigation.
The login page has been simplified.
A new Help section layout is now available, allowing easier navigation to the relevant supporting material and guidance.
Font size has been increased from 8.0 to 9.5.
eGrants Support contact information is now provided at the bottom of each page.

Information and Help

The left hand Information menu (previously known as General) has the following options:

Help (previously known as Guidance and Help)
eGrants FAQs
Registered Organisations
Sample Application Forms (New!)
Grant Conditions
Policies and Positions.

A new black bar at the bottom of each screen has the following information:

System Requirements
Download free Adobe reader
Cookies.

Within Help:

a new eGrants User Guide provides general information
updated eGrants User Guides are now available.

Registration

Within Help, a new eGrants User Guide provides information on how to register, with relevant links to support material and guidance.

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Account

Once registered, the following tab options are now available on the top black bar:

Your Details
Applications (previously known as Forms)
Password.

In the Your Details tab, there are now quick links at the top of the page to allow easier navigation to:

CV Details
Previous Applications
Financial Support
Equal Opportunities.

In the Your Details section, users can now insert a new row at the top of the ‘previous positions’ table (previously, data would have been deleted and re-entered).

Application forms

The New Application Forms section has been redesigned so that users can easily identify the form they require. Potential applicants now select the scheme they wish to apply for, filtering their search using the ‘Funding Area’, ‘Scheme Type and ‘Scheme name’ options. Each scheme that can be selected now has links to relevant scheme information on the website.

Once created, applications are displayed in the Your Application Forms section with the following information:

eGrant (eGrants application reference number)
Applicant (principal applicant name)
Title (title of the application)
Status (the status of the application)
Your Role (as the principal applicant, secondary applicant, etc.).

Each individual application now has an Application Details page containing the following information (replacing the old drop-down menu list):

new functions to edit, view or email/print the application form
eGrants Reference Number
Type (the type of application being completed)
Title (of the application form)
Your Role (as the principal applicant, secondary applicant, etc.)
Form Version (to identify the version number)
Created (when the application was created)
Last Updated (when the application was last updated)
Note(s) (notes created on the application)
Application History (to view the history of the application)
Status (the status of the application e.g. pending review)
Release status (if applicable)
Cover letter (add/remove a cover letter)
Head of Department (add/remove head of department, where applicable)
Administering organisation
Submission options (ability to submit application forms and respond to requests).

Please note that the information displayed will differ depending on the form type.

Before submission, a new pop-up reminder will appear to check whether CV/personal details are up to date and correct (this should prevent applications being submitted accidentally or without updated account information).

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Email and print functionality

Applications can now be downloaded directly from eGrants (as a PDF), allowing applicants/users to save and print the application form locally.

You can now see how long your application will take to download (convert to PDF) with the estimated time of arrival (ETA) counter. Once the PDF has been generated, the following options will be available:

View/Download (to local computer to be printed)
Email
Delete.

Application forms you have selected to download will remain in the Recent PDFs section for up to three days. After this time, you can still email or print your application form from the Application Details page at any point.

For Organisation Administration Departments only

Lists have been extended to allow up to 12 months data to be displayed (previously, eGrants only allowed three months). There is also improved search functionality for heads of departments.

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Frequently Asked Questions about these enhancements

Can I still use my old login details to access the system?
Yes, your login details have not changed and you should be able to access the system. If you are having difficulty accessing eGrants, please contact eGrants Support.

Will I need to update my ‘personal details’ page?
Not necessarily. We are not asking you to provide any additional personal details. However, it is important that you check and, if necessary, update these details before creating and submitting a new application.

I have several application forms on the system, will they still be there?
Yes, all information present before the enhancements will still be there. Even if you are halfway through completing an application, the information you have entered to date will be retained.

Have the application forms changed? Do I need to provide any additional information in the forms?
No. Only the layout and functionality of the system has changed. The structure and content of the forms are unchanged.

The layout of the system is different, including how to submit my application. Has the submission process changed?
No. Only the layout and functionality has changed. The submission process is still the same.

There is the option to view and/or download a PDF of my application but I don’t have Adobe Reader - where can I get this?
You can download Adobe Reader for free by selecting ‘Download Free Adobe Reader’ on the (black) bottom bar of eGrants or by clicking the following link: http://get.adobe.com/uk/reader/.

Can I fill in and submit Sample Application Forms?
No, Sample Application Forms are for reference only, to give you an idea of the layout and the information we require from you. You have to create a new application using eGrants (where a form is available).

How do I provide feedback on the changes that have been made to eGrants?
If you have any queries regarding these changes please contact our eGrants Support team by phone (020 7611 8700) or by email ( egrantsupport@wellcome.ac.uk), or provide us with feedback by logging into eGrants and selecting ‘Feedback’ on the information menu.

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