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<tr><td>HQP</td><td>Highly Qualified Personnel</td><td>Students, Technicians, etc.</td><td>Managing Products, Viewing Project</td></tr> | <tr><td>HQP</td><td>Highly Qualified Personnel</td><td>Students, Technicians, etc.</td><td>Managing Products, Viewing Project</td></tr> | ||
<tr><td>Partner</td><td>Partner</td><td>An external partner on a project</td><td>Managing Products, Viewing Project</td></tr> | <tr><td>Partner</td><td>Partner</td><td>An external partner on a project</td><td>Managing Products, Viewing Project</td></tr> | ||
− | <tr><td>CI</td><td>Co-Investigator</td><td>A researcher in the network</td><td>Managing Products, Managing | + | <tr><td>CI</td><td>Co-Investigator</td><td>A researcher in the network</td><td>Managing Products, Managing HQP, Viewing Project</tr> |
− | <tr><td>PI</td><td>Principal Investigator</td><td>The principal investigator/leader on a project.</td><td>Managing Products, Managing | + | <tr><td>PI</td><td>Principal Investigator</td><td>The principal investigator/leader on a project.</td><td>Managing Products, Managing HQP, Managing Project Members, Editing Project</td></tr> |
<tr><th colspan="4">Management</th></tr> | <tr><th colspan="4">Management</th></tr> | ||
<tr><td>SD</td><td>Scientific Director</td><td colspan="2"></td></tr> | <tr><td>SD</td><td>Scientific Director</td><td colspan="2"></td></tr> | ||
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* '''Mailing List''': A link to the archive of the project mailing list. | * '''Mailing List''': A link to the archive of the project mailing list. | ||
--> | --> | ||
− | * ''' | + | * '''Principal Investigator(s)''': The leader(s) of the project, with links to their wiki page; |
− | * ''' | + | * '''CIs''': The Co-Investigators in the project; |
* '''HQPs''': The Highly Qualified Personnel working on the project; | * '''HQPs''': The Highly Qualified Personnel working on the project; | ||
− | * ''' | + | * '''Partners''': The external partners (academics, industrial partners, representatives of professional and government organizations) of the project; and |
* '''Project Overview''': The description of the project, as written by the Project Leaders. | * '''Project Overview''': The description of the project, as written by the Project Leaders. | ||
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Project leaders have access to the Project '''Budget''', displayed as a roll-up of the individual NIs Project-related budgets. | Project leaders have access to the Project '''Budget''', displayed as a roll-up of the individual NIs Project-related budgets. | ||
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=== Researcher Pages === | === Researcher Pages === | ||
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To change the roles and project membership of a user, go to the [[Special:ManagePeople | Manage People]] page. | To change the roles and project membership of a user, go to the [[Special:ManagePeople | Manage People]] page. | ||
+ | *NIs can change the roles and projects of their HQP. | ||
+ | *Project leaders change the membership of their projects. | ||
− | + | If you notice that on the person's profile that their project membership is not correct, or that the roles do not match, first check that their role is associated with the correct projects in the Edit Roles popup (in Manage People), and then also check that the dates in the Edit Projects popup (also in Manage People) are correct. | |
− | + | ||
− | + | ||
=== Editing My HQP list (for NIs) === | === Editing My HQP list (for NIs) === | ||
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On the same form, NIs can edit the list of people with whom they work closely. | On the same form, NIs can edit the list of people with whom they work closely. | ||
+ | |||
+ | === Project Information === | ||
+ | |||
+ | Project Leaders should make sure that their projects are kept up to date. When on their respective project page they can edit: | ||
+ | |||
+ | ==== A. Overview ==== | ||
+ | This section provides a simple overview (or abstract) of your project, suitable for publication on the Future Energy Systems website. | ||
+ | |||
+ | '''Instructions:''' | ||
+ | #On you project page, click “Main”. | ||
+ | #Click “Edit Main”. | ||
+ | #Provide a brief overview/abstract for your project in the text box. | ||
+ | #Once complete, click “Save Main”. | ||
+ | |||
+ | ==== B. Description ==== | ||
+ | The project description page captures all of the ‘free text’ segments of your proposal. | ||
+ | |||
+ | '''Instructions:''' | ||
+ | #On your project page, click “Description”. | ||
+ | #Click “Edit Description”. | ||
+ | #In the ‘Project Objectives’ section, provide the project’s short- and long-term objectives in the first box, and anticipated outcomes in the second. | ||
+ | #In the ‘Project Team Members’ section, you do not need to list all project team members (please add team members as personnel – see instructions from previous email). Instead, please provide your commentary about how these individuals will function as a team. | ||
+ | #In the ‘External Collaborators’ section, you do not need to list your partners (please add partners as personnel – see instructions from previous email). You will not be asked to input expected external funding in this section (see Part B). Instead, please provide your commentary about how project partners will function as a team, your level of confidence in external funding, and potential/existing in-kind support in the appropriate boxes. | ||
+ | #In the ‘Key Decision Point’ section, provide the project’s Key Decision Point discussion. | ||
+ | #Once all information has been added, please click “Save Descriptions”. | ||
+ | |||
+ | ==== C. Budget ==== | ||
+ | The budget page captures all budget-related items for the project, but data is not directly entered into the FORUM through a web interface. Instead, an Excel spreadsheet template is provided. | ||
+ | |||
+ | '''Instructions:''' | ||
+ | #On your project page, click “Budget”. | ||
+ | #Click “Edit Budget”. | ||
+ | #Below the ‘Upload Budget’ field, click ‘Budget Template’ and download the file. | ||
+ | #Open the Budget Template document in Excel and input your project budget information on the three sheets: | ||
+ | ##Overall Budget: this sheet captures the project budget, with funds being allocated by fiscal year. unlike the original proposal, please use real numbers rounded to the nearest thousand ($2,000 instead of $2k). please edit only cells that are white (shaded cells contain formulas). Note that line 3 automatically totals the figures in lines 3.1 and 3.2; line 3.1 (Equipment) is populated by the separate ‘Equipment’ sheet. The External Cash Revenues line automatically totals the figures from the separate ‘External Funding’ sheet | ||
+ | ##Equipment: this sheet captures equipment purchase costs, allocated by fiscal year. Unlike the original proposal, please use real numbers rounded to the nearest thousand ($2,000 instead of $2k) . Please edit only cells that are white (shaded cells contain formulas). Please do not add additional rows; if you need additional equipment rows, contact me at Stefan.Scherer@uAlberta.ca | ||
+ | ##External Funding: this sheet captures expected cash income from external partners (commentary for which you have provided on the “Description” page). Unlike the original proposal, please use real numbers rounded to the nearest thousand ($2,000 instead of $2k). Please edit only cells that are white (shaded cells contain formulas). Please do not add additional rows; if you need additional external funding rows, contact me at Stefan.Scherer@uAlberta.ca | ||
+ | #Once you have input all of your budget information, please save the file as “FES_projectnumber_budget.xlsx” (IE “FES_T01-P04_budget.xlsx”). | ||
+ | #Return to the “Budget” page and upload the document through the “Budget Upload” field. | ||
+ | #Provide any necessary discussion of your budget in the “Budget Justification” box. | ||
+ | #When complete, click “Save Budget”. | ||
+ | |||
+ | ==== D. Schedule & Milestones ==== | ||
+ | The Schedule and Milestones page captures your project schedule, and allows you to input the milestones we have requested for each HQP. You will be able to revise schedule and milestones until May 9th, 2017, after which they will be frozen until the first annual review. | ||
+ | |||
+ | '''Instructions:''' | ||
+ | #On your project page, click “Schedule”. | ||
+ | #Click “Edit Schedule”. | ||
+ | #In the “Schedule” section, provide the schedule information submitted with your proposal. This schedule system supports greater detail than was requested in the original proposal (division of activity/tasks, quarterly breakdown), but you are not required to provide additional details. For each schedule activity: | ||
+ | ##click “Add Activity” and describe the activity in the provided field | ||
+ | ##for each activity, add at least one task by clickinf “Add Task”, and describe each added task in the provided field (the task can be the same as the activity) | ||
+ | ##for each activity/task, select the appropriate check boxes for each timeline | ||
+ | ##assign a leader for each activity (the PI or CI who will supervise the person responsible for the activity) | ||
+ | ##identify the personnel responsible for the activity (IE UG1, PhD2) | ||
+ | ##select the status of ‘new’ for each activity | ||
+ | ##Note: schedules will be frozen after May 9th, and reopened at the 1-year review so statuses can be updated and activities reviewed and revised if necessary | ||
+ | #In the “Milestones” section, provide two milestones per year for each HQP. These milestones may correspond with individual activities on the schedule, but this is not required. Milestones should reflect the completion of an essential activity by an HQP. For each new milestone: | ||
+ | ##click “Add Milestone” and describe the milestone in the provided field | ||
+ | ##check one box to identify the completion date for the milestone | ||
+ | ##assign a leader for each activity (the PI or CI who will supervise the person responsible for the activity) | ||
+ | ##identify the personnel responsible for the milestone (IE UG1, PhD2) | ||
+ | ##select the status of ‘new’ for each milestone | ||
+ | ##Note: milestones will be frozen after May 9th, and reopened at the 1-year review so statuses can be updated | ||
+ | #Once the schedule and milestones are entered, click “Save Schedule”. | ||
== Communication == | == Communication == |
Researchers are responsible for regularly maintaining their Forum profiles, including creating accounts for their HQP as they join their projects, and keeoing their research-output information up to date.
The Forum serves two fundamental purposes:
With respect to administrative tasks with deadlines, specific instructions are emailed to FES members as necessary. More generally, project members should ensure that information available on the Forum about themselves (their own profiles), their projects, their HQP and their community partners is correct and up to date. This information requires regular maintenance, as new members join the community and new research outputs (publications, patents, ...) are produced.
With respect to collaboration, the Forum provides a number of mailing lists for different groups, including mailing lists for each project and for different types of investigators, whose messages are archived in (and can be searched through) the Forum. Moreover, since the Forum is based on Mediawiki, anyone can create new pages within their project namespace (i.e., pages starting with their project prefix) to collaborate with project members. How the Forum will be used for collaboration is left up to the individual projects, and the <a href="mailto:dwt@ualberta.ca">Forum support team</a> is always welcoming ideas for new functionalities.
The general public has limited access to the Forum, including -
Typically, your Forum account ID is your name in First.Last format. If you have forgotten your account password you can request a new one, and a temporary password will automatically be emailed to the address specified in your Forum account.
There are various types of users on the Forum. Each role implies privileges and restrictions to different areas of the Forum.
Role | Full Name | Description | Access |
---|---|---|---|
HQP | Highly Qualified Personnel | Students, Technicians, etc. | Managing Products, Viewing Project |
Partner | Partner | An external partner on a project | Managing Products, Viewing Project |
CI | Co-Investigator | A researcher in the network | Managing Products, Managing HQP, Viewing Project |
PI | Principal Investigator | The principal investigator/leader on a project. | Managing Products, Managing HQP, Managing Project Members, Editing Project |
Management | |||
SD | Scientific Director | ||
Staff | Staff | ||
Manager | Network Manager | ||
Admin | Administrator |
A user's role can change throughout their participation in FES, and a user can assume multiple roles at the same time. Users with no roles are considered to be "Inactive".
In some cases you may have been granted delegation to access to someone else's account. If this is the case you will see a "Delegate" link in the sidebar (on the left of the page). Clicking this will show a list of people for whom you may act as a delegate. When you impersonate one of these people your login session will change to their view of the Forum. Some options will be shown at the top of every page if you need to extend the session, or if you need to exit the session and return to your account.
If you are a Staff or Manager on the forum, then you will instead see an "Impersonate" link in the sidebar.
The Main tab of the project contains all the project-related information available to the general public:
Further, Forum users (that are not associated with the project) can also see the Dashboard and the Visualizations tabs of the Project (populated only with public elements).
The Dashboard is designed to provide an overview of project and researcher activity in FES. The data reported in the dashboard has already been input to the Forum through the various functionalities of the Toolbox (the sidebar to the left of the Forum user interface). The table has several columns:
The Visualizations of project activity include several tabs:
Project leaders have access to the Project Budget, displayed as a roll-up of the individual NIs Project-related budgets.
Each FES contributor has a page that describes their activities. This page is accessible
Each Researcher Page has several tabs:
When the FES tab is selected under the FES logo, tabs include access to the Publications (and other product types) created by FES members. Each of these tabs displays a table that lists the Date, Category/Type, Title, Authors, and Projects of each product. If more information is available, the Title will link to product details, and individual author names will link to their profile pages.
Once logged in, a FES user can edit any product. Editing a publication will generate notifications to all the authors previously and currently listed for the product.
Main entities in the Forum are grouped and listed by type under the FES tabs. They are visible after clicking on the FES tab under the FES logo.
Most of these pages include a search box at the top of the page that filters the table content. For example, the researcher-listing pages can be filtered by name, project, or university.
You can use the Global Search located at the top left of any page to search for most entities in the Forum. The entities that you can search for are:
To add a new member to the Forum, use the Add Member page. The form is submitted to the Forum administrator, who will review and approve the request. Make sure to specify the roles and projects of the new user. Once the request has been approved a Forum notification will be sent to the creator of the account and the new FES member. Forum notifications are shown at the top right of the page, where the envelope indicator is aanotated with an asterisk when a new notification has been sent.
More specifically, when creating a new account for a new HQP,
Then (once the account has been created and the HQP has received the relevant email message from the Forum) you need to indicate your supervision relation; to do that
When a HQP moves on, you have to indicate this change on the Forum. In general, there are many types of changes that can occur in the NI-HQP relationship:
The process to make the corresponding changes to the Forum is as follows:
Under the general term "Forum Products", we include Publications, Presentations, Artifacts, Activities, Press, and Awards. All are rolled up in the Person and Project Dashboards.
To add or edit your products, you can go to Manage Products link in the sidebar. You will be shown a table with all the products which you are currently associated with (what this entails is described in detail below, and on the Manage Products page).
There are several ways to add products to the Forum. Each option opens up a dialogue where you will see the following
Products will show up in this list if one of the following conditions is true.
Products listed as 'Private' will not show up anywhere else on the Forum except from on this page. To "release" the product to the rest of the Forum, uncheck the Private checkbox. Once all of your changes are done, make sure to press the Save All button.
The addition and/or editing of a product will send notifications to all persons previously and currently associated with the publication.
A typical cause of "publication not showing up" is that it is not associated with the right persons (as authors) and/or projects. There are two lists of all publications in the Forum; the first one lists the publications recognized as belonging to FES - [1]; the second includes publications that are not recognized as belonging to FES (because they are not associated with projects). The correct associations can be made by editing a product.
To change the roles and project membership of a user, go to the Manage People page.
If you notice that on the person's profile that their project membership is not correct, or that the roles do not match, first check that their role is associated with the correct projects in the Edit Roles popup (in Manage People), and then also check that the dates in the Edit Projects popup (also in Manage People) are correct.
To change your list of HQP, go to Manage People. If you don't see the person you supervise/have a relation with then click the "Add Existing Member" button. Once you have added the person to the table, click the edit icon under the Relations column. This will bring up a box where you can add the relations that you have with that person, in this case the "Supervises" relation. If one of your HQP is graduating you should also go to their profile under the tab HQP Alumni, where you can add a comment on what they will be doing after graduation, and mention their thesis.
If the HQP is continuing as an HQP in FES, but you no longer are his/her supervisor, then simply remove him/her from the left column of your HQP list.
On the same form, NIs can edit the list of people with whom they work closely.
Project Leaders should make sure that their projects are kept up to date. When on their respective project page they can edit:
This section provides a simple overview (or abstract) of your project, suitable for publication on the Future Energy Systems website.
Instructions:
The project description page captures all of the ‘free text’ segments of your proposal.
Instructions:
The budget page captures all budget-related items for the project, but data is not directly entered into the FORUM through a web interface. Instead, an Excel spreadsheet template is provided.
Instructions:
The Schedule and Milestones page captures your project schedule, and allows you to input the milestones we have requested for each HQP. You will be able to revise schedule and milestones until May 9th, 2017, after which they will be frozen until the first annual review.
Instructions:
Many of the features on the Forum create notifications for various actions. For example, if someone changes your project membership on the Forum, you and the project leader will both be notified. The number of notifications that you have are listed in the My Notifications tab in the page header. Click the tab to view the notifications. The notification is deleted once you have viewed the page that the Notification links to.
To access wiki page for your project, go to the Project's main page and select the "Wiki" tab (this tab will only be available if you are a member of the project). You will see a table of the existing wiki pages. Clicking the title will bring to the wiki page and you will be able to edit it by hovering over the "Actions" dropdown in the top right corner and clicking the "Edit" option. If you would like to create a new wiki page click the "New Wiki Page" button on the "Wiki" tab of the project's page.