The toolbar on this page offers options
that are relevant for the feature, such as Save.
Other options that are standard for other RME pages, such as New,
Next and Previous
are not relevant and are not displayed.
In this topic Hide
This page is used to configure the import of National Health and Medical Research Council (NHMRC) application data into new Project, Personnel and Organisation records (as relevant) and view the import history results.
Export: The NHMRC allows institutions to export application data in to text files, such as data for grant applications, project investigators and project budgets. NHMRC application data will include all the project records for a given funding round, but will not include projects for more than one round.
Import: This import function only imports data for projects with a status that matches the status defined NHMRC configuration, and are not already in the RME system. It looks for a matching NHMRC Application ID in Project records in RME. If a match is found, it does not import the data. If no matching project record exists, it creates a new project record. This is only for importing data to create new records, it does not update existing RME records. You can only use this import function once per round.
This help content is designed for users with an understanding of NHMRC processes and export functionality in particular. For information about how to use the NHMRC website, please refer to help content provided on that site.
The toolbar on this page offers options
that are relevant for the feature, such as Save.
Other options that are standard for other RME pages, such as New,
Next and Previous
are not relevant and are not displayed.
Menu path: RME > Integrations > NHMRC Grant Import
1. Export the application data from NHMRC following the steps outlined on their website.
2. Ensure that the text file names include the following (can have a prefix and suffix separated by an underscore), otherwise the import will result in an error:
• For application data (Grants): APP_DATA
• For application team (Investigators): APP_TEAM
• For application budget: APP_BDGT
Example: abc_APP_DATA_1234567890.txt
3. In RME, go to Integrations > NHMRC Grants Import.
4. Click the Manage Configuration and Field Mapping link to configure the import process and map NHMRC data to RME fields, especially for Project Type, Application Code and Application Status. Save the configuration and close this page to return to the NHMRC Grants Import page.
5. Return to the NHMRC Grants Import page and complete the following fields:
You must
select all three files otherwise the Import
button will not be enabled. If you have more than three files, refer to
the ResearchMaster client engagement team.
Field Label |
Description |
Project Start Year * |
Mandatory Year that relates to the exported grant data This will be used as the project Start Date in all new project records created as a result of the import process. |
Round * |
Mandatory Lookup to search for and select the Fund Scheme code for the round The selected fund scheme will be used in all new project records created as a result of the import process. |
Data Source File |
Use the Browse button to find and select the APP_DATA file created in step 2, for application (Grants) data. If antivirus scanning is enabled in System Preferences, the file will only be uploaded if it passes the scan. |
Team Source File |
Use the Browse button to find and select the APP_TEAM file created in step 2, for application team (Investigators) data. If antivirus scanning is enabled in System Preferences, the file will only be uploaded if it passes the scan. |
Budget Source File |
Use the Browse button to find and select the APP_BDGT file created in step 2, for application budget data. If antivirus scanning is enabled in System Preferences, the file will only be uploaded if it passes the scan. |
6. Click the Import button. The import process will run. While running, you won't be able to use the screen. If an entry fails, the import process will move on to the next entry and continue.
7. View the results of the import process in the NHMRC Grants Import Results section.
The NHMRC Grants Import process goes through a phased matching process to identify existing Personnel records to determine whether to use details from an existing Personnel record to link to the Project record, or create a new one.
The search process is iterative; if there is no match to the first search, it will move on to the next search, as outlined in the table below.
Search # |
Search |
System actions |
1 |
Use the NHMRC Person Identifier as search criteria to identify a Personnel record with a matching ID in the Researcher Identifier related item for the ID Type = NHMRC in RME |
• If a match is found, the system will use the Personnel record. • If more than one record is found with a matching NHMRC ID, the personnel data will not be imported and it will be reported in the import log as failed with the message: Duplicate person with the same Person Identifier. • If a match is not found, it will move to the next search criteria |
2 |
Use the NHMRC Email Address to search for a Personnel record with a matching email address in the Contact Details related item in RME |
• If a matching email address is found, the system will use the Personnel record, and create a Researcher Identifier related item in RME for the ID Type: NHMRC with the NHMRC Person Identifier. • If more than one record is found, or if no match is found, it will move to the next search criteria. |
3 |
Use the NHMRC Alternate Email Address to search for a Personnel record with a matching email address (any type) in the Contact Details related item |
• If a matching email address is found, the system will use the Personnel record, and create a Researcher Identifier related item in RME for the ID Type: NHMRC with the NHMRC Person Identifier. • If more than one record was found in the previous search for the Email Address but no matching Alternate Email Address is found, the person will not be imported and it will be reported in the import log as failed with the message: Duplicate person with the same Email Address. • If more than one record is found with an email address that matches the Alternate Email Address, the person will not be imported and it will be reported in the import log as failed with the message: Duplicate person with the same Alternate Email Address. • If a match is not found, it moves to the next search criteria. |
4 |
Use the NHMRC combination of First Name, Middle Name, Last Name and Organisation name to search name fields and the Details, Est.Org. Code field in RME Personnel records |
• If a match to the full combination of name and organisation is found, the system will use the Personnel record, and create a Researcher Identifier related item in RME for the ID Type: NHMRC with the NHMRC Person Identifier. • If there is no match to the full name and organisation combination, or if more than one matching record is found, create a new Personnel record with the NHMRC Person Identifier, and link it to the Organisation record. • If the Organisation record does not exist in RME, it will create a new Organisation record. |
If an RME record
has an existing NHMRC
ID that does not match the NHMRC ID in
the data file and a match is found to other criteria in searches 2, 3
or 4, the system will not use the personnel record because of the ID clash.
It will consider that no match is found and create a new record as outlined
in the table above.
When a new Project record is created from the imported NHMRC data with additional details, the following are also created:
Project record
• An Investigators related item, marked as Current
• A Fund Scheme related item, based on the Fund Scheme defined in the Round field, with additional details
• A Budget Financials related item, reflecting the relevant fund scheme details, with additional details
• A Classification related item
• An Ethics Clearance Details related item
• An Organisation related item
Personnel record
• A new Personnel record using the NHMRC data, marked as Current, if not already existing
• A Researcher Identifier related item, if not already existing
• A Contact Details related item, if not already existing
Organisation record
• A new Organisation record, if not already existing
For full details at the field level, see: Successful Records Information.
• NHMRC Configuration and Field Mapping
Product Key: Interface - NHMRC Grants
Page ID: FDR017.htm