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1.Introduction

Research Project & Grant management system covers all aspects of the management of the research project grants from the funding agency. It also manages the sanction orders, research accounts, expenditures against sanctioned budget heads and generates reports for the funding agencies like expenditure statements and utilization certificates, etc.
This module consists of 3 sections:-

  • Dashboard
  • Manage RPMS
  • Settings





2. Dashboard

It shows a graphical representation of all the ongoing projects and manages the grants received and expenditures against budget heads.








3. Settings

In this section, the total number of Budget Heads, Funding Agencies, Project Type, and Project Committee is managed. Only the admin can do these configurations in the system.

3.1. Budget Heads

In this section, we can add a new Budget Head and also can see previously added budget heads.

3.2. Funding Agencies

In this section, we can add new Funding Agencies and also can see previously added funding agencies.

3.3. Project Type

In this section we can add a new Project Type and also can see previously added Project type for example Minor, Major are types of projects.

3.4 Project Committee

In this section, we can add a new Project Committee and also can see the previously added Project Committee.



4.  Manage RPMS

In this section, the admin can view the details of the number of research projects, projects for approval(internal/external), manage approved projects, sanction order entry and manage accounts, manage project expenditure, statement of expenditure, utilization certificate, projects for closure.



4.1. Research Projects


Here PI/Admin can make entry of research projects by clicking on the "Add New Research Project" button or can view and update the particular project details by clicking on the "view" and "update" icon present at the end of each entry respectively.

While adding a new research project admin/PI need to fill the "Project Submission Form" by adding the details of the Project Investigator, Co-Project Investigator, and Research project details, etc.




After successfully filling project submission form admin can either update it or can add the funding amount by clicking on the buttons "Update project proposal" or "Add funding amount" to submit the form.

Then "Add Funding details" like budget heads, description, funding amount, etc by clicking on the "Add new Project fund" button.



At first Project submission form is filled & save d, then funding details are added and then a preview comes to submit the form completely. If the user wants to update the form/add funding amount, or print it can do so by the button available at the bottom of the form and then submit it for approval.



4.2. Research Projects for Approval(Internal/External)

After submitting the research project, they are reflected in this section. It has a record of the project(internal/external) and their status whether approved/rejected/closed. Status can be modified only after the approval received from the Concerned Authorities(Finance Officer/Dean Research/Funding Agency). To update Admin needs to click on the "tick" icon present at the end of each entry of the project and fill the "Project Approval form".


4.3. Manage Approved Projects

In this section, we can manage approved projects. some of the projects you can see in the screenshot. from here you can add meetings committees, manage minute count, host meetings, etc. we can download/print the Project Proposal Form by visiting the link given under the reference number. We can also view the Project Proposal Form by visiting under the given link of project serial number.


Committee Count: We can add or dissolve a committee, but once the committee is created we can't add or remove any member from it, in order to do that we need to dissolve the committee and recreate it again, but if you do that the associated meeting records will automatically be dissolved.

Add new committee: We can add/create a new committee and its members by filling this form.

Meeting Count: It is the same as the committee count. We can also add or cancel meetings. We can also update the date, time, and venue of the meeting can also add M.O.M(minutes of meetings) after the meeting.


Add new project meeting: We can add/host a new project meeting by filling this form.

Add Minutes of Meeting: You can add your minutes of the meeting after completing the meeting and other details as well.

4.4. Sanction Order Entry


Here admin can add/view/update how much amount is sanctioned for the project from the funding agency.
To add a new order click on the "tick" icon present at the end of each entry of the project and fill the "sanction order form".





After adding the Sanction order, details that contain the total amount sanctioned, grant for the project. A new budget breakup needs to be created based upon the sanctioned budget heads by clicking on the "add budget breakup" button.




4.5. Manage Accounts:


Once the sanctioned amount is received from the funding agency, the admin needs to transfer the grant to the bank account created for that project. To manage account details like bank name, receipt number, opening account amount, account status clicks on the "tick" icon present at the~ end of each entry of the project. To view/update Project Accounts click on "update Deposit form".





4.6. Manage Project Expenditure

Here records of project expenditure(Budget heads, Receipt number, amount) are managed and can also view funding Details like(total grant amount, opening amount, balance to receive), Project Details like(total opening amount, total expenditure, balance yet to spend).

Admin can update/add expenditure.

4.7. Statement of Expenditure


This section will contain details like total funds allocated either sanctioned or revised, expenditure incurred, total expenditure, balance, etc with the name & signature of the principal investigator.








4.8. Utilization certificate

In this section, you can download the utilization certificate by filling this form for your project.





4.9. Project For Closure

Status is updated/mark that is either rejected/closed once the project is closed.


5. Annexure


5.1 Roles

S.NoRole Name Description

1

rpms_admin

RPMS Administration manages RPMS settings, Manage RPMS Account and Expenditure, Generate Reports Like Expenditure Report and Utilisation Certificate

2

rpms_admin_view

Role to monitor the RPMS module.

3

rpms_pi

RPMS Project Investigator responsible for applying a Research Project Proposal and Keep track of the project Accounts and Expenditure and other Reports



5.2 Workflow Diagrams

5.2.1 Activity Diagram




5.2.2 Use Case Diagram

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