introduction to the research management system (rms) · pdf fileintroduction to the research...

Introduction to the Research Management System (RMS)

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Introduction to the Research Management

System (RMS)

Contents

Getting Help ............................................................................................................................................................ 2

Login ....................................................................................................................................................................... 2

Overview Page ........................................................................................................................................................ 2

1. Header Area ................................................................................................................................................... 2

2. Tabs ................................................................................................................................................................ 3

3. Profile Box ...................................................................................................................................................... 3

4. Add new/ Edit panels for different types of information ............................................................................... 3

Add new Publication ............................................................................................................................................... 4

1. Add a publication manually ............................................................................................................................ 4

2. Import publications ........................................................................................................................................ 5

3. Create Search Profiles .................................................................................................................................... 5

List views................................................................................................................................................................. 5

1. Add new ... ..................................................................................................................................................... 6

2. Filters .............................................................................................................................................................. 6

3. Paging options ................................................................................................................................................ 7

4. Column headings ............................................................................................................................................ 7

5. Search ............................................................................................................................................................. 7

6. “Title” column ................................................................................................................................................ 7

7. Actions column ............................................................................................................................................... 7

8. Batch editing .................................................................................................................................................. 8

Add new/Edit page ................................................................................................................................................. 8

1. Status .............................................................................................................................................................. 9

2. Help text ......................................................................................................................................................... 9

3. Sections .......................................................................................................................................................... 9

4. Mandatory fields ............................................................................................................................................ 9

5. Input fields...................................................................................................................................................... 9

6. Search/A-Z boxes ............................................................................................................................................ 9

7. Buttons ........................................................................................................................................................... 9

Status window ........................................................................................................................................................ 9

1. Workflow status ........................................................................................................................................... 10

2. Make publicly available ................................................................................................................................ 10

3. Cancel/Done ................................................................................................................................................. 10

Preview screen ..................................................................................................................................................... 10

1. Short description .......................................................................................................................................... 11

2. Information for this item .............................................................................................................................. 11

3. Buttons ......................................................................................................................................................... 11


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Getting Help If you have any problems accessing or using the RMS, please contact [email protected]. The RMS

Support web page is at: http://www.research.stir.ac.uk/supporting/rms-support.php.

Login The Research Management System (RMS) login is integrated with the University Portal, so the RMS

should be accessed by following the Research Management System link in the Working at Stirling or

Research sections of the Portal.

Overview Page The image below shows an example of the Overview page you will see once you have logged in:

1. Header Area

The Header area includes the following options:

Clicking Startpage, or the RMS logo (the globe on the left of the Header area), will return you

to the Overview page from any area in the RMS

Public Web will take you to the Public Web pages provided by the RMS

Help provides access to basic help information and support documentation for the RMS

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mailto:[email protected]

http://www.research.stir.ac.uk/supporting/rms-support.php


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Logout will log you out of the RMS system - note, this does not log you out of the Portal, so,

to completely log out from the RMS, you should also log out of the portal, or close your

browser session.

2. Tabs

Below the header, you have access to a set of tabs. Each tab provides access to a distinct area of the

RMS:

Overview is your RMS homepage and provides access to all the items relevant for you

Dashboard provides a range of charts and graphs that summarise the data in Converis that

you have access to

Reports provides access to a range of RMS reports. This includes access to the CV Generator,

reports to export your data to Excel, and a range of standardised reports that will be added

to the system in the first few months following the system’s launch.

Administration provides access to My Settings where you can update your Display Settings

and the email settings for your Search Profile notifications

3. Profile Box

The Profile Box displays basic information about you.

Show my profile in the public web links to your Personal Profile page on the RMS Public

Web pages to enable you to easily review your publicly visible profile information

Edit my profile shows you the HR data held in the system about you, enables you to add

additional personal information to your profile, add organisational affiliations (or Cards), link

yourself to Tags (or keywords), upload files, and add a profile photo.

Delegate user rights enables you to delegate all your user rights in the RMS to another

individual

o Note: Your Organisational Unit Administrator automatically has the necessary rights

to add Items (such as Publications or Applications) to the system on your behalf

4. Add new/ Edit panels for different types of information

The area below the Profile Box contains a number of panels, one for each of the types of information

you have permission to add, edit, or view in the RMS.

By clicking on any of the icons or on List all, you will be taken to the List View for the selected

information type. So, for example, by clicking List All, or the icon, in the Publications panel you will

be taken to a list of all your publications held in the system.

Add new will enable you to add new instances of a particular type of information (e.g new

Publications, or new Applications etc). In some cases this link will take you directly to the forms to

add a new instance of that type of information, but for some information types, such as CV Activities

or Applications, you will first have to choose the information sub-type (e.g. “Education” or

“Event/Presentation” for CV Activities; or “Application with costing” or “Continuation” for

Applications). In addition, for Publications, you can choose several different ways of adding a new

publication, and an overview of these is provided in the next section.


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Add new Publication Note: To help you get your Publications list up to date as easily as possible, the RMS has been pre-

populated with all Publications submitted to STORRE prior to March 2012, and with a selection of

Publications from 2008 onwards collated from publications data collected from Schools and from

online publications databases. The RMS project team and Library staff will be validating this

publication data, and adding it to each Researcher’s Publication list, in the first few weeks following

the launch of the system.

When you select Add new in the Publications panel, you are taken to the Add new Publication

screen. From here you can add new publications to the system in a number of ways.

1. Add a publication manually

To add a publication manually you first need to select which type of publication you would like to

add from the list - if the type of publication you would like to add is not included in this list, please

contact [email protected]. Once you have selected the Publication type, you will be taken to the

Add new/Edit page for that Publication type. A general overview of the Add new/Edit screens is

provided below.

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2. Import publications

You can choose to import publications from:

online publications databases including Scopus, Web of Science, or PubMed

a file - supported file types include Reference Manager (RIS), Endnote, and BibTex

Both options minimise the effort required to add your publications to the RMS as the relevant

information is extracted from the sources and therefore you don’t have to enter this information

manually.

When importing publications the system will also notify you if it spots any duplicate publications

already in the system, and will enable you to select the version you wish to keep (the existing record

or the record being imported).

3. Create Search Profiles

You can also create different online Search Profiles. Search profiles allow you to query the online

publications databases (Scopus, Web of Science, and PubMed) for new publications based on search

criteria you select. If a publication is found that matches these criteria that is not currently in the

RMS, you can import it with minimal effort.

You can also set up Search Profiles to automatically run periodically and email you if any new

publications are found. Setting up email notifications for Search Profiles is done under the

Administration tab - select My settings then Email notifications.

List views When you select List all in any of the panels on the Overview page, you will be taken to the List

View for that type of information. The List View shows you an overview list of all the items of that

type that you have access to - e.g. a list of all your Publications or Contracts.

The information is displayed in different columns - these include things like, for example, Title, Type,

Status, Last Updated date. By clicking on the title of a column you can sort the list based on the

values in that column (if you wish to reverse the sort order, just click the title again). You can apply

different filters to refine the list of visible items. There is also a search box to search the data in the

first column to limit the items to only those that match your search term. Filters can be combined

with the Search box to further refine the items visible in the List View.

Clicking the title of an item (highlighted in blue in the left column) will take you to the Edit Page for

that item. However, if the item has reached a stage in its workflow at which you no longer have edit

rights, you will only be able to Preview the item and you will not be able to edit it.

The following screenshot shows the list view and its different components for Publications:


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1. Add new ...

Clicking Add new will allow you to add a new instance of this type of information (a new Publication

in this example).

2. Filters

The List View for each type of information in the system will provide a range of filters in the Filter by

panel to allow you to refine the items presented in the list. For example, you can filter the

Publications list to only show you those publications that are visible on the Public Web; are at a

specific workflow stage; have a particular Publishing status; are of a particular type (e.g. Article in

Journal); or are from a specific Journal etc.

Once one or more filters have been applied, details of that filter are displayed at the bottom of the

Filter by panel. From here you can remove a specific filter by clicking Remove filter. If you wish to

store the filter settings for easy re-use, you can do so by selecting Save filter. You can access

previously saved filter settings by selecting Restore filter settings. You can delete saved filters

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individually using Delete filter settings. To remove all the currently applied filters and return to an

un-filtered list, select Reset filter.

3. Paging options

You can limit the length of your list to 10, 25, 50, or 100 items per page. If the selected type of

information has more items than the number you want to have displayed on each page you can

move forwards and backwards between the pages using the navigation arrows provided.

You can change the default “items per page” value for each item type via the Administration tab -

select My settings then Display settings

4. Column headings

You can sort the items displayed in the list by clicking on the blue emboldened headings at the top of

each column. If you wish the list to be displayed in reverse order, just click on the column heading

again.

5. Search

You can use the Search box to limit the list based on specific keywords or phrases (or full titles).

Enter the required search term in the box and click Search. Clicking Clear will restore the original list

view.

6. “Title” column

The left most column of the list view will usually hold the title of the item plus additional useful

information (in the Publications list, for example, it holds the title of the Publication plus the names

of the contributing authors). The value in this field will be a link to the full details for that item. If the

item is currently at a workflow stage where you have Edit rights for the item, then you will be taken

to the Edit screens for the item where you can edit the details, otherwise you will be taken to the

Preview screen for the item where further details are displayed but you are not able to make any

changes.

7. Actions column

The Actions column contains icons that enable you to carry out a number of actions. The icons

displayed for each item depends on the current rights that you have for that item (e.g. View, Edit, or

Delete rights). The icons are:

Preview: The Preview icon takes you to the Preview screen for this item

Edit: The Edit icon takes you to the Edit Screens for this item. This action is unavailable if the item has reached a Workflow stage where you do not have Edit rights for the item.

Delete: The Delete icon will delete an item1. This action will only be available for items where you have delete rights - for some items you will have delete rights up to a specific workflow stage, but for others, you will usually only have delete rights immediately after you have created a new item - once you log out and log back in again, you will have lost your delete rights. This allows you to delete an item if you immediately realise you have added it in error.

1 Note: a deleted item is not permanently deleted from the system, rather it is Archived - should you

realise that you have deleted an item in error, please contact [email protected] as it may be

possible to recover the item for you.



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8. Batch editing

At the bottom of the list view you have the option to carry out additional actions for several items at

the same time - e.g. Change the public visibility of multiple items, or export multiple items to Excel.

To perform an option on more than one item at a time, select the required items by clicking the

corresponding checkboxes at the beginning of each row, and then click the appropriate option at the

bottom of the list view.

Add new/Edit page The Add new/Edit page allows you to enter, or edit, the key details of an item. The content varies for

different types of item but the templates follow the same basic structure and logic. The following

screenshot shows an example Add new/Edit screen (this example is for a Publication):

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1. Status

At the top of the screen it shows the current status for the Item - in this case the item is

“Incomplete”. If editing an existing record, or once you have entered some information, a basic

description of the item will also appear here, such as the Title of the item.

2. Help text

Clicking on question marks will display help text for a particular section of the edit pages.

3. Sections

Each Add new/Edit form will be divided into a number of separate screens (or Sections), and these

can be accessed by clicking the tabs on the left of the screen.

4. Mandatory fields

Each type of information will also usually have at least one mandatory field such as the Title or Name

of the item that must be completed before the item can be moved on in the Workflow. These are

marked with a red asterisk and if any section contains a mandatory field, the tab for that section will

also be marked with a red asterisk.

5. Input fields

Each form will contain a number of fields for adding information to the item - the majority of these

will be simple text entry fields but may also include Selection Lists, Radio Buttons, Date fields, or

fields for linking this item to other items in the system. In some cases you may not have permissions

to edit the contents of a particular field as the data may be protected, or only there for information,

in which case the field will be greyed out.

6. Search/A-Z boxes

Fields for linking other item types to this item, such as the ability to link Authors to your Publication

in the example above, will usually present a Search/A-Z box that will enable you to Search for the

item you want to link, or browse for it in an A-Z list. Once selected, the linked items will appear in a

list above the Search/A-Z boxes. If the item you wish to attach is not yet in the system, you may also

have the option to add the item (e.g. a new external co-author) you want to attach using an Add

new link below the Search/A-Z boxes.

7. Buttons

The buttons at the bottom of the screen enable you to carry the following actions:

Cancel: Discards all unsaved changes you have made and returns you to the previous screen

Preview: Shows the Preview Screen for the item

Save: Saves all unsaved changes and leaves you on the Edit Screens

Save and Done: Saves the record and opens the Status window (see below)

Status window When you click Save and Done in the Edit forms, it saves the record and opens the Status window.

The Status window may allow you to change the Workflow status of an item and/or make the item

publicly available. Exactly what options you will have in the Status window depends on the item and

what status it is at - an example screenshot of the Status window for Publications is below:


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1. Workflow status

The Status window may give you the option to move the item on to the next stage in the Workflow.

Exactly what Workflow steps are available will depend on the item type, and you may or may not be

able to change the status depending on what Status it is currently at and your user rights. In the

Publications example above, the Researcher has the right to move the Status on from “Incomplete”

to “For processing by Library”, but the other options are greyed out, and so the Researcher is not

able to select any of the subsequent workflow steps.

It may also be the case that, if you move the item on in the Workflow, you will lose the ability to edit

the item, in which case a message to that effect will be displayed below the relevant Workflow step.

So, in the example above, if the Researcher was to move the item to the next step “For processing

by Library”, they would then lose their Edit permissions for the item as it will then move on for

processing/validation by the Library.

2. Make publicly available

If the item being saved is one that is included in the Public Web pages generated by the RMS (e.g.

Publications or CV Activities), then you will have the option to select or unselect the Make publicly

available checkbox in order to control the visibility of this item on the Public Web.

3. Cancel/Done

There are 2 buttons at the bottom of the Status Workflow window - Cancel and Done:

Cancel: closes the Status Workflow window and returns you to the Edit screens

Done: saves the record, including any changes to the Workflow status and Public visibility

Preview screen The Preview screen displays the information for an item in the system. Exactly what information

appears on the Preview screen will vary by item type, but an example screenshot of the Preview

screen for a Publication is provided below:

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1. Short description

A brief description of the item will appear at the top of the window - this will vary depending on the

type of the item being displayed but will usually include the title of the item along with some other

additional information (e.g. contributing authors in the Publication example above).

2. Information for this item

The main section will display the full range of available information for the item being previewed. If

no value is available for a particular attribute, then the name of the attribute will generally not

appear on the Preview screen. Again, exactly what information is displayed will depend on the item

type.

3. Buttons

The buttons at the bottom of the screen will perform a range of actions:

Close: closes the Preview screen and returns you to the previous screen

Request change: For some item types it is possible to use this button to request a change be

made to an item that you no longer have edit permissions for. So, for example, if you spot an

error in the information held for a Publication, you can click this button in order to request

that the information for this item be updated.

PDF: creates a PDF version of the information displayed on this Preview screen

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