FAQ Research Monitoring

FAQ : RESEARCH MONITORING

RESEARCH PROGRESS AND FINAL REPORT

When can I send the project progress report form?

Reports can be sent every six months throughout the project and sent through the IRMIS system.

How do I access the IRMIS system to send a progress report?

Log in using the employee number username & password abcd1234 (for the first login).
Select the menu Registered Research > Application of Progress Report
After completing the form template, the researcher can press the submit button

Can I send a progress report with the same percentage of progress?

No. The report submission cycle should be every six months; the increase in the percentage of project completion shows good progress.

Can I put a percentage of 100% in the delivery of the progress report?

No. Projects with a percentage of 100% progress show the total research completion and must submit the final report.

What should I do if I have publications and conference papers to submit as proof of research output?

Researchers can send the attached document and the progress report form through the IRMIS system in the Research Output section.

How long does it take for RMC to process the progress report form that has been sent?

RMC will review the submitted progress report form within 3 - 5 days after the RMC receives the report.

When can I send the final project report form?

The final report to be sent must reach at least 85% for internal grants and 90% for KPT grants. Reports can be sent after the project is completed or no later than three months after the end date. Reports can be sent through the IRMIS system.

How do I access the IRMIS system to send the final report?

Login using username, employee number & password.
Select the menu Registered Research > Application of Final Report.
After completing the form template, the researcher can press the submit button.

Can I send the final report if my project is completed earlier than the given period?

Yes. Please make sure all claims and payments are completed before closing the grant. The Research Monitoring Unit will contact the researcher first for verification purposes before processing the report if it is found that the delivery was made too early from the end date.

Can I send a progress report in IRMIS if the project has reached the end date?

No. The progress report submission link is only active during the project's running date. If the researcher wishes to submit a progress report form for project extension purposes, the report can be filled out manually at the download link on the RMC website.

Should I send the full project report and CD copy to RMC to close the project?

No. Researchers only need to send the final report by filling in the template provided in the IRMIS system.

EXTENSION OF RESEARCH GRANT

APPLICATION TO CHANGE PROJECT LEADER

APPLICATION TO ADD OR REMOVE PROJECT MEMBER

Can I add new members to an ongoing project?

Yes. However, adding new members is not allowed for projects ending within six months.

Can I add members who are not among UiTM researchers (members are from the industry)?

Yes. However, the project leader must complete all the necessary documents to ensure that the application can be processed easily because it involves individuals outside UiTM.

How do I apply to add project members?

To add members, researchers need to apply in the IRMIS system or manually. For applications to add members, researchers must submit strong justifications and complete documents as requested. For manual application, the form can be downloaded from the RMC website. Researchers should update the new appointment member in MyGRANTS once approved by RMC.

How do I apply to drop a project member?

For the process of losing members, researchers need to apply in the IRMIS system or manually. For applications to drop members, researchers must submit documents with strong justification. For manual application, the form can be downloaded from the RMC website. Researchers should update the latest list of members in MyGRANTS once approved by RMC

How do I access the IRMIS system to add or drop project members?

Login using username (employee number) & password abcd1234 (for the first-time login).
Select the menu Registered Research > Add / Remove Project Member.
After completing the form template, the researcher can press the submit button.

If I want to make an application to change the leader or add/drop members manually, to whom do I need to refer to send the completed documents?

You can send the completed application to the Officer who supervises the grant.

KPT Grant:
Mrs Syahirah Yusnal (Executive Officer of the Research Monitoring Unit)
nsyahirah8027@uitm.edu.my
Internal Grants (Other than KPT):
Miss Syafiqah Abdullah (Executive Officer of the Research Monitoring Unit)
syafiqahabdullah@uitm.edu.my
and cc to:
PM Shahrul Yani Said (Head of Research Monitoring Unit)
shahrulyani@uitm.edu.my

REPORTING FOR MyGRANTS (KPT)

Why do I need to re-fill the report in the MyGRANTS system when I have updated the report in the IRMIS system?

For the researcher's information, the MyGRANTS system is developed by the KPT to monitor the progress and course of grants sponsored by them. Meanwhile, IRMIS is a system developed by PTNCPI's ICT Unit. These two systems need to be synchronized (sync) with each other, so researchers need to fill out reports in both systems.

My KPT grant has expired, but why do I still need to fill in a progress report (Progress Report) in the MyGRANTS system instead of a final report (Final Report)?

For researchers' information, reporting in the MyGRANTS system is compulsory twice a year. Cycle 1 is around January - March, while cycle 2 is around July - September. For cycle 1, the reporting covers activities from July 1 to December 31 of the previous year, while cycle two will consider activity reporting from January 1 to June 30 of the current year.

My grant status (KPT) has changed to COMPLETED in the IRMIS system. Do I still need to fill in the final report in the MyGRANTS system?

Yes. All researchers must submit the final report in the MyGRANTS system even if they have closed the project in the IRMIS system. The default of researchers and members in sending the final report may cause implications in applying for grants in the future.

Why is my MyGRANTS report often rejected by RMC?

The Research Monitoring Unit is comprehensive in reviewing because the report will be sent to the KPT. Here are some errors that cause reports to be rejected:

Not making Request Timeline Revision
Not updating Milestones
Not updating Finance as in the IRMIS system
Not updating the date, description & sub-activities in the Research Activities Menu
Not updating GRA information such as RMC offer letter, IPSIS offer letter and not submitting letter/proof of completion of studies for GRA with Graduated status.
Did not include publication information as requested
Do not enter IP registration information as placed in the targeted outcome section

My project has been extended, but why is the end date in the MyGRANTS system not the same as the end date in the IRMIS system?

Because the system is not synchronized, researchers must make a Timeline Revision Request in the Overview Menu through the MyGRANTS system to change the end date according to the new extension date that has been approved.

How do I make a Timeline Revision Request?

Researchers can refer to the manual provided by the KPT in the Help menu.

How long does the Research Monitoring Unit process the Timeline Revision Request take?

Please contact the supervising officer to inform that the application has been made.

Mrs Syahirah Yusnal (Executive Officer of the Research Monitoring Unit)
nsyahirah8027@uitm.edu.my
03 5543 8586

Who can I contact to update the Finance section of MyGRANTS?

To update Finance, please contact the Officer at the Operations Unit:

Nurshuhada Mohder
shuhadamohder@uitm.edu.my
03 5543 7875

What should I do if I receive a rejection email regarding the report sent in the MyGRANTS system?

Please refer to the comments provided and make corrections based on those comments.

To whom can I consult to review a submitted or rejected report?

If there are any questions, issues or problems arising about reports in the MyGRANTS system, please contact:

Research Monitoring Unit Official Whatsapp
wa.me/60355448598
Mrs. Diyana Mat Yunus
diyanayunus@uitm.edu.my
03 5544 2753
(Internal Grant Report Clerk)
email :
03 5544 2758