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ACTIVATION OF THE

ST ScI ELECTRONIC

GRANTS MANAGEMENT SYSTEM

BY

INSTITUTIONAL AUTHORIZING OFFICIALS

January, 2001

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Step 2: LoginStep 4: Set Payee Info.

Step 5: Add AO Designee Step 6 Set Password/ Enable Account

Step 1: Check Required Software on web page

SUMMARY

Step 7: Set Privileges

Step 8: Assign Administrators to PIs Step 9: Establish Contact List

Step 3: Change Password

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STEP 1: Check Required Software using the ST ScI Web Site

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ACCESSING THE GRANTS MANAGEMENT SYSTEM

The web address for the GMS is: http://gms.stsci.edu/Required Browsers: PC: Microsoft Internet Explorer or

Netscape Macintosh: Microsoft Internet Explorer Unix workstation: Netscape (used with the GMS

application dowloaded from our website)

Minimum Computer Requirements:See Information on the above web site • Type or copy the web address into your browser and press the “Enter” key. • First-time users should check the website to verify they have the recommended software to run

the system.• Choose “Download Applet” from the applicable platform.

(Unix users should cd to the directory where the GMS was installed and execute gms/bin/GMS• The login box will appear once the applet has been downloaded. • Type in your *username, select your institution, and type in your password.

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STEP 2: LOGIN TO GRANTS MANAGEMENT SYSTEM

GMS Web address is: http://gms.stsci.edu. Please note: If there are individuals with your last name at other institutions, you will need to highlight/select your institution before entering your password. AO passwords are obtained from the ST ScI Grants Administration Office.

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STEP 3: CHANGE YOUR PASSWORD (recommended)

It is recommended that you change your password after logging into the GMS for the first time and periodically thereafter.

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CHANGE PASSWORD SCREEN

The password must contain at least two types of characters (alphabetic, numeric, or symbols). Also the password must be at least eight characters, and may not contain the account username, or the person's first or last names. Passwords are changed in this screen as follows:

• Select the “Account” menu.• Select “Set/Modify Password.” • Insert the “New Password.” • Repeat the password in the “Verify Password” block.

If you decide not to set the password, select “Cancel” to return to the Main Menu.

*Please note that if there is more than one person in our system with the same username, the list of Institutions with that username will appear. Please select your institution name prior to typing in your password.

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GRANTS MANAGEMENT SYSTEM MAIN MENU

Steps 3 & 8Steps 4-7

Step 5 >

Step 6 >Step 7 >Step 8 >

< Step 9

< Step 4

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STEP 4: SET PAYEE NAME AND ADDRESS

“Modify Institute Address/Payee Address” function is listed under the “Institution” Main Menu item. Only the AO may modify the Payee address.

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Modify Institute Address/Payee Address

Only the AO may enter or change the Institute Address/Payee Address information. This function cannot be delegated to the AO Designee.

• Select the “Institution” menu.• Select the “Modify Institute Address/Payee Address” function.• The “Institute Info” tab is the first displayed. Select the appropriate institution official

from the drop down menu, then using the tab button to move from field to field, fill in the appropriate Institution address information.

• Select the “Payee Info” to insert or change the Institution payee information. Again, using the tab button to move from field to field within the form.

• When complete select “Submit” to save the table.• Selecting “Cancel” at any time during the process described above, prior to a “submit”

action will not save any changes and will return you to the Main Menu.

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STEP 5: ADD AO DESIGNEE(S) & ADMINISTRATORS

All HST investigators at your institution already have accounts in the new system (see sample list above). However, each investigator account must be enabled and privileges assigned prior to use.

All AO designees and administrators must be added through the above screen and their accounts enabled. Other AO Designees and Administrator accounts may be added by all AO designees.

Found under the Account Main Menu item

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ADD A USER ACCOUNT

The Authorizing Official will already have an account established in the GMS. All AO Designees and other administrators must be added through the Add User Screen. Please note that all investigators at your institution who have ever submitted a proposal to ST ScI or received a grant will have an account established in the GMS. Each account must be enabled and assigned privileges in order for the investigator to log into the system. If there is a need to add an investigator account, please send mail to ST ScI. Once the investigator has been added to our database, that individual’s name will appear in the listof users. The account may then be enabled and privileges established.

To Add a User Account:• Select the “Account” menu.• Select “Add.” On the right of the screen, there will be a list of user accounts. The investigators

are entered into the system by the Space Telescope Science Institute. AO Designee and administrator accounts are added by the institution.

• Fill in the appropriate information on the left side of the screen. Use the “Tab” key to move to the various entry fields.

• When completed, select “Add User”. • To add another user, clear the screen of data. You may then follow the steps above to add

another user.• If you decide not to add a user, you may select “Cancel” to return to the Main Menu.

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Step 6 Set Password/Enable Account

(Found under the “Account” Main Menu Item)

A. Select User from pull down list

B. Assign Password

C. Click “Set/Modify Password”

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ASSIGNING/MODIFYING A PASSWORD

Prior to a user being able to access the GMS, a password must be supplied and the account must be “Enabled”. This is done through the “Set/Modify Password” function.

• Select the “Account” menu.• Select “Set/Modify Password.” • Select a username to receive the password. • Insert the “New Password.” • Repeat the password in the “Verify Password” block.• Select the “Set/Modify Password” button. • If you decide not to set the password, or you have completed

setting passwords, select “Cancel” to return to the Main Menu.

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STEP 7: ASSIGN PRIVILEGES TO EACH ADMINISTRATOR

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ASSIGNING USER PRIVILEGES

This function allows the AO or AO Designee to define specific privileges for their users based on their user type and the institutional rules and needs.• Select the “Account” menu.• Select “Privileges.” • Select a username to receive the assigned privileges. • Select a User Type from the drop down menu. The choices are “AO Designee” and

“Administrator”. Only the AO can assign the User Type “AO Designee.” • Select the appropriate privileges from the drop down menus provided. You may choose to “Select All Privileges” for a user, and then change them one-by-one as appropriate. You may “Clear All

Privileges” to remove all privileges at once.• Select “Change Privileges” to assign the privileges.• Select “Reset” to change privileges to the previously approved privileges (if any).• If you decide not to set the privileges, or have completed setting them, select “Cancel” to return to

the Welcome Screen (Main Menu).

*Please note that an “Investigator” who is also Program Principal Investigator or Program Administrative Principal Investigator is allowed to utilize the PI Program Management function, even if the institution does not allow him or her to utilize any of the other functions of the Grants Management System.

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STEP 7: ASSIGN ADMINISTRATORS TO SPECIFIC INVESTIGATORS

Note: AO designees will be assigned automatically to all investigators. Administrators must be specifically assigned to each PI. AO designees may be delegated to complete this step.

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ASSIGNING ADMINISTRATORS

This function allows the AO or AO Designee to assign staff (Administrators, AO Designee user types) to specific investigators.

• Select the “Account” menu.• Select “Assign Staff.” • Select an Investigator username to receive the assigned staff member(s). • Check the staff member name(s) from those listed.• Select “Assign Administrators” button.• If you decide not to assign an administrator or administrators, or have completed

assignments, select “Cancel” to return to the Main Menu.

Notes:• The AO is by default authorized to perform all grant management functions for an institution. • An AO Designee that has been assigned ALL Privileges will be able to see the grants and assign

privileges for the entire institution. It is not necessary to assign specific investigators to the AO Designee.

•An Administrator can be assigned the privilege of submitting financial reports for the institution and can be assigned the privileges of preparing reports or performing other functions for

specific investigators.

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STEP 8: ESTABLISH CONTACT LIST

Note: AO designees will be assigned automatically to all investigators. Administrators must be specifically assigned to each PI. This step may be delegated to the AO Designee.