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eGrant Management System –Frequently Asked Questions (FAQs)

Frequently Asked Questions (FAQs)

Application for the Health and Medical Research Fund (HMRF)
via the Electronic Grant Management System (eGMS)

(A) General Information
(B) Login eGMS
(C) Application
(D) Project Monitoring (Applicable to investigator-initiated projects funded in 2012       application round and thereafter)
(E) Assessment of Grant Application or Final Report (For external       reviewers)


eGMS = electronic Grant Management System
HMRF = Health and Medical Research Fund
AI = Administering Institution
RO = Research Officer
FO = Finance Officer
EO = Executive Officer
DH = Department Head
RFS = Research Fund Secretariat
GRB = Grant Review Board
e-Form = electronic application form
Reviewers = external reviewers


(A) General Information

Access to eGMS


eGMS -


RFS website -

Training Manuals and User Guides



eGMS – Training Manual for Operating eGMS Accounts


eGMS – Training Manual for Administering Institution Users


eGMS – Training Manual for Principal Applicants


eGMS – Training Manual for Co-Applicants


Quick Guide for Completing the Electronic Application Form

Project Monitoring


Training Manual for Administering Institution Users – Project Monitoring Module


Training Manual for Principal Applicants – Project Monitoring Module


Training Manual for Co-Applicants – Project Monitoring Module



- For Principal Applicants:
  Part I – Introduction of eGMS
  Part II – How to Submit the Application
  Part III – Fill in the MS Word Offline e-Form
- For Administering Institution Users:
     How to Process the Application


Project Monitoring

- eGMS Functions for Principal Applicants – Project Monitoring Module
- eGMS Functions for Administering Institution – Project Monitoring Module




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(B) Login eGMS

Web address


How do users login to the eGMS?


Users can login to the eGMS ( using their registered login email and password.

Browser and system requirements


What are the basic browser setting requirements for the eGMS?


IE 11 or Safari 7+ (32-bit only)
Enable Transport Layer Security (TLS) version 1.2 in the browser
Minimum screen resolution of 1280 pixels x 1024 pixels
Microsoft Office Word 2007 or above (if MS Word Offline e-Form is used)


What are the basic operating system requirements for using the eGMS?


Microsoft Windows running 7/8
Apple Mac OS x 10.5 or above
Fedora Linux Core 7 or above


How to enable Transport Layer Security (TLS)?


Since old Transport Layer Security (TLS) versions may cause security risks, we highly recommend eGMS users to enable TLS version 1.2 in Internet Explorer -

  1. Open Internet Explorer.
  2. From the menu bar, click Tools (or click the gear icon at the top right hand corner) > Internet Options > Advanced tab.
  3. Scroll down to Security category, check the option box for Use TLS 1.2.
  4. Click OK.
  5. Close your browser and restart Internet Explorer.

Note: If you are using Safari version 7 or above, TLS 1.2 is automatically enabled.


eGMS account (login email)


Is there any requirement on the format of an eGMS account?


The eGMS account is the email address registered with RFS.


User does not have an eGMS account, what should he/she do?


PA should go to the Login Page of the eGMS ( and click “Register for Principal Applicant Account”. After completing the contact information, the request will be sent to the corresponding AI user (i.e., RO) for endorsement. PA will then receive an email notification about the result of the registration.

Co-A should go to the Login Page of the eGMS ( and click “Register for Co-Applicant Account”.

All other users should contact RFS for account registration (Email:


Are there any requirements for opening an eGMS account?


Users must use email address registered with RFS to login to the eGMS. For PAs, Co-As (based in local AIs) and AI users (DH, FO and RO), the eGMS only accepts registration with email address in the AI’s domain/sub-domain list. This system does not support email domain


What are the requirements for setting up a password?


The format of the password is: 6 to 10 characters containing at least one digit 0-9 and one alphabet, e.g., abc123.


Can a PA have more than one eGMS account?


No.   Each PA will be assigned one account only.


Can overseas PAs open an eGMS account and submit applications?


No.  HMRF only accepts applications from PAs based in local institutions.


If a GRB Member has an eGMS account already, he/she wants to submit an application to the open call. Does he/she need to register for another eGMS account?


If the login email is in the AI’s domain/sub-domain name, please contact RFS (Email: to add the PA role to the existing account.

If the login email is not in AI’s domain/sub-domain name, please register a PA account on the Login Page (see paragraph in B5).


If a PA is a Co-A of another application. Do he/she need to register a different eGMS account?


No.  The eGMS will add the Co-A role to his/her existing eGMS account.


How can PA change the eGMS account?


PA has to submit the change request to RO of the AI for endorsement. Subsequently, RO has to inform RFS of the change(s).


What should user do if he/she forget the password?


User can click “Forgot your password?” on the login page.  The eGMS Administrator will send a temporary password to the registered email address.  User will be prompted to update the password after logging in to the eGMS.


Why is the eGMS account locked?


The eGMS account will be locked after 6 failed attempts. User has to contact RFS (Email: to unlock the account.


How does user change the password?


After logging in to the eGMS, click “Setting” and then “Change Password”.

The requirements of password setting is: 6 to 10 characters containing at least one digit 0-9 and one alphabet, e.g., abc123.

For security reason, the password has to be updated every 180 days.


User used the email address to login to the eGMS but failed, why?


Please check whether the email address is the one registered with RFS.  Some users might have configured to automatically forward incoming emails to a different email address.