3. Granska ansökan

There is a difference between the assessments you write and your personal notes and the way these are saved in Prisma. The assessment texts and grades that you write in the form are normally accessible to the whole panel after the assessment deadline. What you write in the fields for your personal notes is accessible only to you. When you download assessments in the download manager you can tick the box Include notes to include your personal notes in the download.

In Prisma you have the opportunity to add personal notes in different parts of the application. These notes are only available to you and not shared with others. Open the application form by clicking on the application Reg no. in the table All applications . You can navigate through the different parts of the application using the left hand-menu. Click the button Show notes at the top of the form to show all the note taking fields. Click the link Notes under each heading in the form to open the note taking-field for a specific application field.

Det är skillnad mellan ditt omdöme och dina egna anteckningar som sparas i Prisma. Information som du anger i omdömesformuläret får alla tillgång till efter sista dagen att skicka in omdöme. Det du skriver i anteckningsfälten kan endast du läsa. När du laddar ner omdömen med nedladdningshanteraren och markerar kryssrutan Inkludera anteckningar visas endast anteckningar som du själv skrivit.

I Prisma finns möjlighet att lägga till egna anteckningar i några av ansökans olika delar. Ingen annan än du kan se anteckningarna du lägger till i anteckningsfälten. Öppna ansökan via länken som utgörs av diarienumret i menyn Alla ansökningar . Klicka på någon av menyerna vars namn utgör de olika delarna i ansökan. Klicka på knappen Visa anteckningar högst upp i formuläret för att visa alla anteckningsfält. Klicka på länken Anteckningar under respektive rubrik i formuläret för att öppna ett anteckningsfält under en specifik rubrik.

När du bjudits in som extern granskare hittar du dina ansökningar i menyn Mina inbjudningar eller via menyn Granskningsuppgifter , knappen Granskningsuppgifter . Via rullgardinsmenyn Förhandsgranska kan du ladda ner ansökan i PDF-format. Du kan ladda ner ansökan via menyn Nedladdningshanterare . Instruktion för nedladdningshanteraren (länk till FAQ användarstöd)

Du kan ladda ner alla ansökningar du tilldelats att granska i separata PDF-filer via menyn Nedladdningshanterare i beredningsgruppen. Börja med att bekräfta att du har läst Nedladdningsreglerna . Klicka på knappen Fördefinierad filtrering (förinställt). Använd rullgardinsmenyn för att välja "Mina ansökningar som granskare och föredragande". Markera checkboxen "Ansökningar" (förinställt) innan du startar nedladdningen.

Du kan läsa ansökningarna som skickats in till beredningsgruppen i menyn Alla ansökningar . Om du har rapporterat jäv på en ansökan fördelas ingen granskningsuppgift till dig. Det innebär att du inte kan skriva något omdömeför just den ansökan. Om du upptäcker att du är jävig på en ansökan du tilldelats i menyn Granskningsuppgifter ska du omgående kontakta din handläggare. Du får då hjälp med att rapportera jäv och granskningsuppgiften fördelas om.

Du har inte rankat alla ansökningar. Kontrollera så att du rankat alla ansökningar inom varje bidragstyp. Perioden för att skicka in rankning har inte startat. Kontrollera vilka datum som gäller på beredningsgruppens startsida. Förfallodatumet för att skicka in granskningsuppgifter har passerats. Kontakta din handläggare för att få hjälp att öppna upp granskningsuppgiften.

Du kan dra ansökningsblocken från sektionen Ej rankade till Rankade och justera rankningen inom respektive sektion. Se instruktion i avsnittet Ranka ansökningar (länk till användarstöd) . Du kan numrera ansökningarna i sektionen Ej rankade och sedan flytta alla på en gång till sektionen Rankade : Ange rankningsnummer i det öppna fältet på alla ansökningar i sektionen Ej Rankade . Klicka på Ranka alla .

Med knapparna Kopiera allt från förslag till yttrande alternativt Kopiera kan du föra över informationen du skrivit i "Förslag till yttrande" till formuläret för yttrande. Du kan även kopiera samtliga granskares omdömen från en sammanställning. Klicka på knappen Omdömen i formuläret för yttrande. Markera och kopiera valda stycken i sammanställningen som visas på den nya sidan i din webbläsare. Gå tillbaka till formuläret för yttrandet och klistra in.

I en manuellt byggd mappstruktur för signering och/eller rapportering som inte innehåller några ansökningar kan du spegla organisationsstrukturen enligt följande: Ta bort alla befintliga mappar i aktuell mappstruktur för signering och/eller rapportering. Kontrollera att organisationsstrukturen är korrekt. Välj att spegla och eventuellt ha automatisk distribuering av ansökningar.

En manuellt byggd befintlig mappstruktur för signering och rapportering som motsvarar organisationsstrukturen kan inte speglas. Det beror på att det redan finns mappar med namn som motsvarar organisationsstrukturen. Innan du kan spegla organisationsstrukturen, samt eventuellt välja automatisk fördelning av ansökningar, måste den gamla mappstrukturen för signering respektive rapportering redigeras. Förslag på redigering för organisationer med ett fåtal ansökningar fördelat på några få mappar (exemplet signering) Skapa en mapp i signeringsstrukturen. Döp den till exempel till "Signering gammalt". Flytta samtliga ansökningar till denna signeringsmapp. Ansökningarna kommer fortfarande ha kvar sin ursprungliga hemvist i kolumnen Hemvist . Ta bort de tomma signeringsmapparna. Tar du bort en huvudmapp, tas även underliggande mappar bort. Spegla organisationsstrukturen och välj eventuellt automatisk distribuering. Fördela ansökningar från mappen "Signering gammalt" som i exemplet ovan. Du kan även utföra uppgifterna i den gamla mappen. Förslag på redigering för organisationer med ett stort antal ansökningar fördelat på olika mappar (exemplet signering) Behåll gärna den gamla signeringsstrukturen bredvid den nya som kommer från speglingen, innan du gör eventuella ändringar. Du kan flytta ansökningar från den gamla till den nya strukturen och sen ta bort gamla signeringsmappar. Det går även att ha kvar de gamla signeringsmapparna, med eller utan ansökningar. Då finns de gamla ansökningarna kvar i den ursprungliga signeringsstrukturen och nya ansökningar distribueras automatiskt till de speglade signeringsmapparna. Ändra namnen på mapparna i den befintliga mappstrukturen för signering respektive rapportering. Välj att spegla signeringsstrukturen och automatisk distribuering via menyn Inställningar och knappen Distribuering . Organisationsstrukturen kopieras till signeringsstrukturen och skapar signeringsmappar utöver den tidigare signeringsstrukturen. Fl...

In a manual folder structure for signing or reporting that does not contain any applications, you can mirror the organisation structure in the following way: Remove all the existing folders in the relevant folder structure for signing/reporting. Check that the organisation structure is correct. Choose to mirror and (if you wish) distribute tasks automatically.

A manual folder structure for signing and reporting that matches the organisation structure can not be mirrored. The reason for this is that there are already folders with names matching the organisation structure. Before you can mirror the organisation structure, and potentially select to distribute tasks automatically, the old folder structure for signing and reporting must be edited. Suggestion on how to edit organisations with a small number of applications distributed over a small number of folders (signing or reporting): Create a folder in the signing structure. Name it for instance "Old signing". Move all applications to this signing folder. The applications will still retain their original project site within the organisation. Remove the empty signing folders. If you remove an unit, the sub-units will also be removed. Mirror the organisation structure and, if you wish, activate automatic distribution of tasks Distribute the applications from "Old signing" to the proper folders in the new folder structure. Suggestion on how to edit organisations with a large number of applications distributed over many folders (signing or reporting): Consider keeping the old structure parallell to the new structure created by the mirroring before making any changes. You can move applications from the old structure to the new one and then remove the old signing forlders. You can also keep the old folders more permanently, with or without applications. If you leave the applications in the old folders, they will remain in the old signing structure and new applications will be distributed to the new structure. The process for editing the organisation is as follows: Change the names of the folders in the present folder structure for signing and reporting. Select to mirror the signing structure and activate automatic distribution through the menu item Settings and the tab Distribution under Organisation account . The organisation structure will be copied to th...

If you are responsible for the reporting task, you will receive an e-mail message notifying you that you have tasks to perform. This e-mail will be sent when the reporting period starts. You can also view the status of the reporting, for instance it might be under reporting from another responsible person or being reviewed by the project leader. Click the main menu Organisation tasks , and then the left hand-menu Reporting. Click the button Open on the row for the relevant grant.

The project leader receives an e-mail message and a message in Prisma alerting them that you have registered the report. In the list of reporting tasks, the button Open will be changed to the button Event log . Click Event log to see where the report is in the reporting process.

The project leader cannot make changes to the report themselves, they need to decline approval for the report and give the administrating organisation information on necessary changes. Comments from the project leader will be e-mailed to all the users that are responsible for filling out the report. Prisma will automatically open the report for supplementation once the project leader has declined to approve the report. After potential changes, the person responsible for the report needs to register it agan. The report will once again be sent to the project leader for review before it is submitted to the funder.

Once you have registered the financial report, it is sent to the project leader for review and approval before it is submitted to the funder. Supplementation might be needed before approval. The project leader declines and requests supplementation The project leader declines and informs the administrating organisation about necessary changes. The comments from the project leader will be sent to all the users responsible for reporting through an e-mail message. Prisma will automatically open the report for supplementation once the project leader declines approval of the report. After being supplemented (if necessary) the report must be registered again. The updated report will be returned to the project leader for approval before being sent to the funder. The funder requests supplementation The funder's comments will be sent in an e-mail message to all the users responsible for the report, as well as to the project leader. The funder will open the report for supplementation. After being supplemented (if necessary) the report must be registered again. The updated report will be returned to the project leader for approval before being sent to the funder. The administrating organisation requests supplementation The administrating organisation can request supplementation of financial reporting submitted this year or previous years. If you are reposnsible for financial reporting you can contact the funder to request a supplementation of a submitted report. The funder will open the report for supplementation. After being supplemented (if necessary) the report must be registered again. The updated report will be returned to the project leader for approval before being sent to the funder.

Under the main menu item Organisation account , and then Applications and grants in the left-hand menu, you can find all the applications and grants for which the organisation is the administrating organisation in Prisma. If you have the role of responsible for reporting or signing, you can only see the applications and grants that correspond with the folders in which you have signing or reporting tasks.

Through the main menu Organisation account , and Signing overview in the left-hand menu, you can find all the signing tasks. In the column Type you can see the type of signing task, for instance an application or approval of terms. It could also be the approval of a request concerning an ongoing grant. Under the main menu Organisation tasks , and Sign in the left-hand menu, there is a list of all the signing tasks that are not yet performed.

In the Signing overview you can see all the signing tasks for the organisation. You can filter what tasks are signed or yet to be completed. Click the main menu Organisation account . Click the left-hand menu Signing and then Signing overview .

Click the button Return to organisation once you have opened the signing task. Give a description of the reason for returning the signing task, and state where in the organisation the application belongs. The signing task will be moved to higher level in the signing structure from where it can be distributed manually to the right project site.

If you click the button Reject on a signing task, this means that the organisation refuses to take responsibility for administrating the funds for the research project. This will cause the application to be dismissed by the funder, and it will not be reviewed or handled further. The project leader will be notified through e-mail and in Prisma. If you reject an application by mistake, immediately contact the responsible person at the funder.

You will receive notification of the signing task through e-mail, and can also find it in the main menu Organisation tasks and then the left-hand menu Sign . Click the button Task on the row for the relevant application to open the signing form.

Click the main menu Organisation tasks and then Sign in the left-hand menu. Click the button Task on the row for the relevant application. Click the button Reject. Write an explanation about why you rejected signing of the approval of tems in the field Reason . Click the button Reject .

The organisation can reject an approved grant by rejecting the signature of approval of terms. Click the main menu Organisation tasks and then Sign in the left-hand menu. Click the button Task on the row for the relevant application. Click the button Reject. Write an explanation of why you reject signing, and thereby reject the grant in the field Reason .

If you have the role of Signing administrator you can send reminders concerning a signing task. Click the main menu Organisation account and then Signing in the left-hand menu. Click the left-hand menu Signing overview . Tick the checkbox for the relevant application(s) for which you wish to send a reminder about a signing task. Click the button Remind below the table of applications. The message will be sent by e-mail to all the users that have access to the specific signing folder, and is also shown as a notification in their Prisma-account.

The application has not been distributed by the administrator responsible for signing- or reporting tasks. This applies when the organisation has manual distribution of tasks. You do not have access to the signing or reporting folder where the task is located. The application has been distributed and you have access to the correct folder, but still cannot see the task. This could be because someone else with access to the same folder has already performed the task. Only active (as yet unfinished) tasks are available under Organisation tasks . This means that the tasks disappear from the table as soon as they are performed. All uses that are associated with a folder can perform the tasks present in the folder. Through the main menu Organisation account , and then the left-hand menu Signing or Reporting , you can see the status of specific tasks through the overview page. You can also contact the administrator in your organisation which manages the folders on your organisation account in Prisma.

The approval of terms are published by the funder to the personal and organisation accounts after the decision is made. This is done manually and may take some time after the decision has been published.

Click the main menu Organisation account . Click the left-hand menu Applications and grants . Click the button Details on the row of the relevant application. Click the button Deeds .

Only the users with a responsibility role have access to the tables where all the applications are listed. If you are the organisation supervisor you can download approval of terms, decisions and other documents through the main menu Organisation account . Click the left-hand menu Applications and grants , and then the left-hand menu Download . Click the button Select and choose which documents you wish to download, or if you want download all of the available documents at the same time.

Log in to your personal account in Prisma and click the main menu Organisation tasks . If you have signing tasks, for an application, approval of terms or a request, you will see the left-hand menu Signing . If you have tasks for financial reporting, you will se the left-hand menu Reporting . In the table you see the active tasks. All users associated with the folder where a task is located are able to perform the task. Once a task has been performed, it will disappear from this list. Click on the button Show responsible to see all the users that have access to the tasks in the folder.

  Once you have logged into your personal account in Prisma, you click Review in the main menu to see the review panel to which you have been invited. Click the left-hand menu My invitations in the review panel, and then the button Select . You can then read the application and either accept or decline the review task. You do not need to report conflicts of interest in Prisma as an external reviewer, but if you have a conflict of interest on the applicant or participating researchers you must decline the invitation. Step by step-instructions for the different parts of the review process. Approve the invitation to review the application. Accept or decline remuneration. Add payment information if you accept remuneration. Read the application. Write and submit your assessment.

The coordinating part is the company or organisation which will be the main host for the project. In the budget par of the application form, the coordinating party's budget will be stated. After that you can add more parties that will be participating actively in the project.

To add other parties in a multi party-application you: Add costs and budget for the coordinating part in the budget in the application form and save the information. Click the button Add project part which is now visible. Add the project partner(s) that are active participants in the project and add their information. The total cost for the project will be calculated automatically based on the budget you have added for the different project parties.

Application forms differ between different calls for applications. In the parts of the user manual that describes how to apply for a grant there are general descriptions of the different parts of an application. Apply for a grant

You need access to the organisation account with an administrator role to get access to calls for applications directed at organisations. Once you have logged in with a suitable role you click the main menu Organisation account . Then select Calls for organisations in the left-hand menu.

Before you can invite a project leader you must create an application draft in the call for organisations. You as the responsible for applications will automatically become the project leader on the organisation application. In the application draft you can select Participants in the left-hand menu and then click the button Replace project leader . A new row will be created in the table of participants for the invited project leader. In this stage you can rescind the invitation if necessary, in this case the invited project leader will be notified by e-mail that the invitation has expired. Once the project leader has accepted, the draft will be shown on their personal account. The project leader is then able to work on the application content, but will not be able to register the application. The application responsible who created the draft (or others with an administrative role in the organisation) can register the application once the content is completed.

Once you have accepted to become the project leader in the application draft, it will be shown on your personal account in Prisma and you can access the application. You cannot register the application, the person responsible for creating the draft (or others with administrative access in the organisation) must register the application once the form has been filled out. When you click the button Save the final draft on the page Register in the application form, the draft will be sent back to the responsible person who created the draft. After that, they can register the application. Detailed information on applying for a grant.

There is a difference between the assessments you write and your personal notes and the way these are saved in Prisma. The assessment texts and grades that you write in the form are normally accessible to the whole panel after the assessment deadline. What you write in the fields for your personal notes is accessible only to you. When you download assessments in the download manager you can tick the box Include notes to include your personal notes in the download.