When will I be assigned the finance and RIS contact to my project?
when your project is at finance input stage
To find your assigned contact, please check via the project management tab in the first instance.
If no-one has been assigned and you require some assistance please email GaP@ljmu.ac.uk or check the user guide for help and move your project to finance input
Note that projects at PI draft will not have a FIN or RIS contact assigned, so if you are already working with the team talk to them about moving the project to finance input
What are the benefits of the new system?
GaP is a collaborative creative environment, allowing you and professional services to work together on compelling bids and project proposals. The system uses a bespoke version of a tool from Unit4 called Business World.
You will be able to create your own costings and record all elements of the project in one place, including communications and documents, making project approval and monitoring completely transparent and allowing for easy reporting.
Plus, you will have access to all your project proposals (from April 2019) in Reports, whether you were a Principal Investigator or Co-Investigator, allowing you to see and retrieve vital information from previous projects.
Will it now take longer for me to submit a bid/project?
In the short term it probably will take you a little longer as you adjust to the new system, however, it should become much more efficient once you are proficient.
In the short term it probably will take you a little longer as you adjust to the new system, however, it should become much more efficient once you are proficient.
Can I monitor the approval process?
The approval process will be completely transparent, there is a simple visualisation of the workflow that you can follow, providing real time tracking of your grant/project.
Will there be training available and who can access it?
Remote Training is now available to Principal Investigators who apply for external funding for Research or Knowledge Exchange Projects. Training will not be made available to sessional staff as they will not be able to lead on Research or Knowledge Exchange Projects. Following the training session you will be given access to the live system and can begin to develop your project ideas in GaP.
Will there be additional support available?
We have created an online User Guide which can be used as a reference and some short films. There will also be support in the software called Knowly, where-ever you see the Light-bulb icon is blue. Plus Research and Innovation Services are running remote GaP Clinics if you would like some specific advice, see dates on the Support page.
What will happen to current paperwork?
The system will replace the current grants and projects paperwork including the Grant Application Record, P-form and the requirement for a Project Code Request Form (for R-coded projects). The expectation is that, where possible, all paper-based forms relating to the costing development for funding opportunities will be replaced by the GaP system.
When do I need to start using the tool?
Use GaP as soon as possible in the project's development, GaP is the only way to cost and apply for external funding so it's vital you receive training. Basic training should provide you with everything you need to know but there is plenty of support material available to you including a User Guide, films, and you can always contact RIS and Finance for support using gap@ljmu.ac.uk
What information do you need to start a bid/proposal?
In order to start a bid/proposal all you will require is the project title, to know which fund you are applying to, or organisations you are working with, and the start and end dates.
I can't find my project on GaP?
There are two main ways to find your project, you can either go through Reports and Investigator reports and choose PI Information and then use the blue search button to bring up all your projects, or simply go into Project Setup and use the Lookup field – hit the space bar for a drop down list.
How do I share approved costings in GaP with a partner?
You can use the Export button within your costings to create a report. JES is suitable for most Research Council bids and there is also a Wellcome report. Alternatively you can use the Viability Report and they all open as PDF documents you can save and share.
What if my Funder is not in GaP?
If you’re creating your project and cannot find your funder in the drop down list (bearing in mind it could be written in full or as an acronym, plus try with and without ‘The’) you can select Funder Not in GaP and then add your request for a new funder to be added to the Additional Information field on the Project Information tab when saving at PI Draft. Also, you can email gap@ljmu.ac.uk with your request for a new funder to be added for you.
What if my Scheme is not in GaP?
If the Funder is available but the specific scheme you are applying to is not, simply choose Scheme Not in GaP from the drop down list and then add the name of the scheme and the website address where it is detailed, to the Additional Information field on the Project Information tab. You can also email gap@ljmu.ac.uk if you prefer and we will ensure the scheme is added for you.
What is my Partner is not in GaP?
Please send an email to gap@ljmu.ac.uk and we will ensure that your partner organisation is added to the GaP system for you.
How do I delete a document from the Document Store?
Principal Investigators cannot delete documents from the document store, but you can request that an item is deleted for you by emailing gap@ljmu.ac.uk with the GaP number and name of document.
How do I manage a two stage application on GaP?
We are exploring introducing an outline costing into the system to support with submissions requiring an Expression of Interest (EOI) or that we know will be staged.
Until that is available, we are creating another costing on the same GaP record. On the Project Set Up screen click on the Application line with the 2 under version so that it turns blue – you should then be able to go into the V2 draft costing circled in red below at the bottom of the page.
How do I add Staff Bursary costs?
In most cases you can use the Non-Staff tab in Costings and select Other Directly Incurred Costs and then include the type of bursary in your description field.
If I’m working collaboratively on a project and someone else will be submitting the bid, am I still the PI on GaP?
Yes, the GaP system will only be seen internally by LJMU and we will need to use GaP to create our own costings for time and resources on the bid. You will be listed as a PI even if you are a Co-Investigator on the project and the bid will be submitted by another organisation.
How do I find out who to contact in RIS/Finance?
When your GaP project has reached Bid Development stage, Finance will have provided you with a named contact in RIS and Finance and this information is held on the Project Management tab.
I want to create a new project which is very similar to one I’ve created earlier – can you create a copy?
Yes it will be possible to create a copy if your previous project is already on the GaP system, however you will need to request this from the Finance team. Please email GaP@ljmu.ac.uk with the previous GaP number and someone from the team will be in touch.
How do I change the dates of my project?
It is possible to change the dates of your GaP start date or end date but it’s a little tricky due to the effect that this has on any costings. It’s easier to contact RIS or Finance and ask them to make this change to your GaP record. Please just email GaP@ljmu.ac.uk with the details.
