Successful Records Information - NHMRC Import

Row Number

-

-

Ignored; only used for NHMRC purposes

Application Code

Project record

•        Project Code

•        Field defined in mapping

•        These fields will be used for new projects.

•        The mapped target field must be a text field.

•        Project Code is a mandatory field in RME.

•        The Project Code field in RME can be configured to either allow a user to enter a value, or for the system to auto-generate the code, so how this field is populated will depend on the configuration in RME > System >  User Codes Configuration: RM_Project.

•        If configured to allow user input, the system will import the Application Code into this field and the field defined in the mapping.

•        If configured to auto-generate, the system will not import the Application Code into the field. It will only populate the field defined in the mapping.

Application Initiative

-

-

Ignored; only used for NHMRC purposes

Application Round

-

-

Defined in the Round field instead

Application Status

Project record

Field defined in the Application Status tab in mapping

If Application Status is not mapped, the import will fail.

CIA

-

-

These details are handled via the APP_TEAM file instead

CIA Email Address

-

-

CIA Alternate Email Address

-

-

Admin Institution

-

-

Ignored; only used for NHMRC purposes

Application Title

Project record

Project Title

Synopsis

Project record

Ethics Clearance Details related item > Comments

This RME field is the only field with unlimited characters so it is used for the synopsis as the length can be quite long.

Basic Research Area

-

-

Ignored; only used for NHMRC purposes

Field of Research Category

Project record

New Classification related item per FoR category:

•        Type Code = FOR-08

•        Code = FoR code and name

•        Percentage = 100

•        Current? is Yes

•        Primary? is Yes

It will search for a match to these by name in RME.

•        If a match is found, it creates a new Classification related item for the project using the matching RME FoR category.

•        If no match is found, it creates a new Project record but an error message will display in the log to notify you that the FoR was not found. You will need to create the FoR manually in RME > Setup > Classifications > Custom Classifications, and then add the FoR in the Classifications related item for the project.

Field of Research Subcategory

Research Keyword 1 - 10

Project record

Project Details > Keywords

All keywords are listed in this text field and separated by a semi-colon (;). If this data is not included in the file, the Keywords field will be blank.

Requires Human Ethics

Project record

Ethics Clearance Details related item:

•        Ethics Clearance Required is Yes

•        Data Details = Comment to indicates the type of clearance (either Human or Animal)

Requires Animal Ethics

Genetic manipulation

-

-

Ignored; only used for NHMRC purposes

Carcinogenic Toxic

-

-

Ignored; only used for NHMRC purposes

Row Number

-

-

Ignored; only used for NHMRC purposes

Application Code

-

-

Only used in the back-end for matching purposes

Application code data is sourced from the APP_DATA file for the project record.

Application Initiative

-

-

Ignored; only used for NHMRC purposes

Application Round

-

-

Defined in the Round field instead

Application Role

Project record

Investigators related item > Order

The display order follows the order of data in the APP_TEAM file. If any item fails, the order will still be according to the NHMRC file.

Example: The NHMRC file lists three investigators: Bob (Order = 1), Fred (Order = 2), and Dave (Order = 3). Fred’s details are not complete so his entry fails to import. In RME, Bob’s Order will still be 1 and Dave’s will still be 3. There won’t be an item for 2.

Application Role (if CIA)

Project record

Investigators related item:

•        Primary? is Yes

•        Primary Contact? is Yes

If the Application Role is CIA, these options will be Yes.

Team Member Type

Project record

Investigators related item > Position

This is based on the mapping in the Investigator Positions tab.

If the NHMRC Position is not mapped, the system will try to find a matching position category in RME by name.

If no match is found, the field is populated with Not Specified.

Title

Personnel record

If new:

•        Title

•        Preferred Title

Title (salutation) is based on the mapping in the Investigator Titles tab.

If the NHMRC Title is not mapped, the system will try to match the title in RME by name. For more, see: Personnel record matching process.

First Name

Personnel record

If new:

•        First Name

•        Preferred First Name

•        Full Name (component of)

The data is used when searching existing Personnel records, or if a new record is created, to populate fields.

Middle Name

Personnel record

If new:

•        Middle Name

•        Preferred Middle Name

•        Full Name (component of)

The data is used when searching existing Personnel records, or if a new record is created, to populate fields.

Last Name

Personnel record

If new:

•        Last Name

•        Preferred Last Name

•        Full Name (component of)

The data is used when searching existing Personnel records, or if a new record is created, to populate fields.

Person Identifier

Personnel record

If new, Research Identifier related item, either:

•        ID Type = NHMRCID

•        ID = NHMRCID

Used to search for an existing Personnel record with a matching ID in the RME ID Type or ID fields.

•        If a match is found, the Personnel record is linked to the Project record.

•        If not found, a new Personnel record is created and the RME field is populated.

•        If a Personnel record is found using matching criteria other than the NHMRC Person Identifier and the ID field is not already populated, it will add it to this field as well.

•        It is stored in the database as the Primary Key of the NHMRCID category.

Category Group

Person Related Category > Person ID Type:

•        Item Code = NHRMCID

•        Item Name = NHMRC ID

The system automatically creates a new category to use in the Research Identifier related item above.

Email Address

Personnel record

If new, Contact Details related item:

•        Type = Email

•        Current? is Yes

This is used to search for an existing Personnel record with a matching email address, or if a new record is created, to populate fields.

Alternate Email Address

This is used to search for an existing Personnel record with a matching email address (any type), or if a new record is created, to populate fields.

Affiliated Institution

Personnel record

If new organisation, Details:

•        Ext. Org. Code = Code for affiliated institution

•        Organisation = Affiliated institution name

Used to search for an existing Personnel record based on the name and organisation name combination.

If there is no match to the organisation, a new Organisation record will be created (below) and a new Personnel record will be created and linked to it with these details.

If new person:

•        Person Type = External

If no matching Personnel record is found, a new one is created.

Organisation record

If new organisation:

•        Organisation Name = Affiliated Institution

•        Abbreviation = First 100 characters of Affiliated Institution name

•        Current? is Yes

When searching for a match to a Personnel record, if there is no match to the name and organisation name combination, a new Organisation record will be created automatically, and the new Personnel record will be created and linked to it with these details.

Salary Level

-

-

Ignored; only used for NHMRC purposes

Salary Level Code

-

-

Ignored; only used for NHMRC purposes

Salary Level Year 1 - 5

-

-

Salary Year data is sourced from the APP_BDGT file instead.

Row Number

-

-

Ignored; only used for NHMRC purposes

Application Code

-

-

Only used in the back-end for matching purposes

Application code data is sourced from the APP_DATA file for the project record.

Salary Year 1 - 5

Project record

End Date

The Project record End Date will be 31/12/YYYY, where YYYY is the last Salary Year that has a value in APP_BDGT data file.

Only values above 0 will be imported. If there is no budget data, this field will be blank.

Fund Scheme related item > Date Funded To

Based on the Project record End Date (above)

Fund Scheme related item > Year (in grid at the bottom)

The first year is based on the year defined in the Project Start Year field.

Then it increments until the last year that the project has an applied amount, which will also be the project End Date.

Only values above 0 will be imported.

Fund Scheme related item > Amt. Applied (in grid at the bottom)

Each year will have its own Applied Amount specified in the APP_BDGT data.

Only values above 0 will be imported.  As soon as a 0 value is found in the data file, the import process will stop importing data from the Salary Year columns

Example: If there was a value in Salary Year1, Salary Year2, but no value in Salary Year3, and a value in Salary Year4, the import process will stop at Salary Year3 and will not import data from Salary Year4.

Financial categories, such as

DRC Year1-5

Equipment Year1-5

Round Level Allowances Year1-5

Project record

Budget Financials related item > Applied

Each year for each finance category will have its own Applied Amount specified in the APP_BDGT data.

The value will be populated for each of the finance categories mapped.

Example mapping:

•        Finance Category 1 = DRC Year (1 – 5)

•        Finance Category 2 = Equipment Year (1 – 5)

•        Finance Category 3 = Round Level Allowances (1 – 5)

Only values above 0 will be imported. Unlike Salary Year data described above, if a 0 value is found, it will continue to the next column of financial category year data.

Core

Current?

Yes

Project Type

Based on the mapped Project Type

Funded?

Yes

Start Date

Format: 01/01/YYYY where YYYY is the year defined in the Project Start Year on the NHMRC Grant Import page

Investigator related item

Current?

Yes

Fund Scheme related item

Primary Fund Scheme

Yes

Current?

Yes

Order

1

Date Funded From

Same as the project Start Date

If there is no Salary Level data in the APP_BDGT file, this will be blank.

Organisation related item

(Linked organisation)

Order

If a Fund Scheme is added and has a linked organisation, this is added to the Organisation related item in the project. The order in that related item will be 1 as Fund Scheme data is imported first.

If a new investigator is added and has a linked organisation, this is added to the Organisation related item in the project. The order in that related item will be after any linked Fund Scheme, if one exists.

See also: APP_TEAM table above, Affiliated Institution field

Budget Financials related item

Year

The first year is based on the year defined in the Project Start Year on the NHMRC Grants Import page.

Then it increment until the last year that the project has an applied amount, which will also be the project End Date.

Only values above 0 will be imported.