Internal Research Award Management System (IRAMS)

IRAMS is used to manage both John Fell Fund and other funds. Researchers from outside of the University can apply for funding schemes that permit it, but they will have to obtain a virtual access account (temporary single sign-on ID).

Funding opportunities are advertised on divisional websites and the funding section of the Research Support website.

User guide

On the right hand side you can download the IRAMS applicant quick reference guide

Browser compatibility

IRAMS is platform-agnostic and will work across all major PC and Mac browsers. Please ensure you are using the latest version of your chosen browser, where possible.

Spurious characters in lay summary field

When pasting text from other documents into lay summary field, spurious characters can appear in the pdf version of the form. This pdf version is created for the review process (eg departmental approver, selection committee).
To prevent this from happening, first paste text into a text editor, before copying into the lay summary. Recommended text editors are Notepad (available in Windows) and TextEdit (available on a Mac).

Saving your Application

IRAMS will auto-save your application as you move between sections of the form. However, ensure you click save before using the “Back to Main Menu” option - not doing so will result in you losing any unsaved data. Closing the browser window without first saving will also result in lost data.
 

  • To become a departmental approver contact the person in your divisional office who deals with JFF or internal funding opportunities
  • View and follow the progress of all applications of any status, not just those that need assessing
  • View final reports submitted by researchers
  • Return an extension request to PI so that they can make changes, without having to reject the request
  • Download a PDF of an application before recording departmental assessment
  • Divisions and Research Services can add and manage funds through IRAMS
  • Quick reference guides are available to create new awards, manage emails and applications
     

IRAMS enhancement requests

This list will be updated as progression on delivery is made and enhancement requests added. IRAMS administrators will be involved in reviewing, prioritising, scheduling and testing enhancements.

Identified issue

Currently the approval for fund applications is only possible at department level, this means there can be a high number of approvers for a given department.  As a result approvers are able to view, and approve, applications that are not necessarily part of their own sub-unit.

There is often a difficulty in knowing which applications an approver should be approving, should the list be particularly long.  It is also the case any email notification for approvers will go to all approvers for a department possibly resulting is unwanted “Spam”.

Planned solution

To amend the workflow to ensure an approver is assigned to sub-units/departments as well as the whole department.

Initial requestors

Martin Edmunds (MPLS); Sam Cooper (RS JFF TEAM); Liam Murphy (Medical Sciences)

Identified issue

There is not a quick and clear mechanism for identifying who departmental approvers are.

Planned solution

A suggested approach would be to add the list of approvers for each department to the “approval tab”.

Initial requestors

Liam Murphy (Medical Sciences)

Identified issue

Four years is the maximum amount of time possible to set for schemes on the current financial details tab. Some of the schemes will be five+ years so a level of adaptability here is required.

Planned solution

To allow the number of financial years to be specified either during the application process or by the fund when it is initially set up. Enabling this flexibly would also add the benefit of allowing the number of financial years to be restricted where needed.

Initial requestors

Liam Murphy (Medical Sciences)

Identified issue

A number of IRAMS administrators have made requests for enhancement to the functionality of email notifications, including:

  • text that can be customised per fund
  • additional email addresses as needed
Planned solution

A review and rework of aspects of email functionality, so that each fund can manage the text and recipients of the notification sent out on their behalf.

IRAMS administrators should be involved in further discussions and analysis phases to ensure the precise nature of these modification requests are captured and delivered.

Initial requestors

Liam Murphy (Medical Sciences); Sam Cooper (RS JFF TEAM)

Identified issue

Depending where you are within IRAMS, data is presented in inconsistent ways or the default view is not directly relevant to IRAMS leading to a poor user experience. There is also a concern data could be incorrectly added to the wrong view. An example:

“Generally there are two records for each department/division in Dynamics, one which will state 'Display in IRAMS – No', and the other which will state 'Display in IRAMS – Yes'. It is the one which states 'Display in IRAMS – Yes' where we add departmental approvers. It is not clear why there is an additional record which states 'Display in IRAMS – No’.”

Planned solution

To conduct a full review with the intention of setting more consistent default views. In regards to data being displayed, as outlined in the above example, provide an IRAMS-centric view of the information when viewing data used, or shared, by other aspects of the Dynamics platform.

Initial requestors

Sue Douglas (Research Services)

Identified issue

A number of error messages within IRAMS do not provide meaningful information. An example being “Please contact your departmental IRAMS administrator”.  This particular error message is inaccurate as it misleads an applicant to believe they have a departmental IRAMS administrator, and from a support model point of view an applicant should be contacting the fund manager, ie the appropriate IRAMS administrator in the division/Research Services.

Planned solution

A full review and clean-up of error messages utilised within IRAMS, and appropriate text appended to messages.

Initial requestors

Sue Douglas (Research Services)

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