It is important that you ensure that the RME servers can communicate with
the ARC API, for example, through firewalls. If you're unsure, check with
your IT department. In this topic Hide
This page is used to configure the ARC Grants Integration service in RME. This is the second stage of the process to set up ARC Grants integration.
Background
The Australian Research Council (ARC) provides a web-based Research Management System (RMS) for administering organisations to prepare and submit research grant applications. To enable organisations to extract data about their researchers, the ARC provides an API that enables automatic system interaction with RMS.
RME ARC Grants Integration leverages the proposal and project reporting segments of the Research Office Report API to import grant (proposal) and project data into Research Project Request (RPR) eForm applications. The integration service will import both ARC proposal (pre-award) and project (post-award) data into RPR eForm applications based on the ARC Configuration in RME and eForm application status. Proposal data includes budget details for applied amounts.
By default, the RME ARC Grants Integration imports data for the ARC organisation with its respective budget amounts. However, if you want to import the ARC funding details of the Administering, Partner, Other Eligible and Other Organisations to reflect funding at an organisational level in eForms, a solution has been implemented. See the solution in Import fund schemes with organisations below.
If using this service, it is highly recommended that you read the RME ARC Grants Integration Guide. This provides the full details of this service, including eForm design tips and data processing rules. The guide is provided in the application package, or you can ask the ResearchMaster team for a copy.
It is important that you ensure that the RME servers can communicate with
the ARC API, for example, through firewalls. If you're unsure, check with
your IT department.
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 > ARC Configuration
There are three different stages to import ARC grant proposal or project data into RPR eForm applications:
• Stage
1:
Design the RPR eForm template in RME Designer. This will be the eForm template
used for RPR applications with the imported data. Map the ARC
Data Types for the data you want to import, as listed in ARC's
RMS API documentation, to elements in the eForm using the Mapping
ID field in RME Designer. For details, refer to the RME ARC Grants
Integration Guide.
• Stage
2:
Configure the integration service in RME > Integrations
> ARC Configuration (this
page).
Also see set up and configuration steps in Import
fund schemes with organisations if using this solution.
• Stage
3:
Run the service. First, ensure that the Enable
Import button is enabled in the configuration for Proposal
Data or Project Data below.
Then, run it as a Windows scheduled task. As an alternative, you can include
an Import ARC Manually DDA button
in an RPR eForm template. This can be used by eForm users to manually
run the service to update details.
Results: When the scheduled Windows task is run, specified ARC data will be imported for new or existing RPR eForm applications based on the defined mapping. The service only imports the data that is mapped in the selected eForm template. The service will import all available data; if ARC data does not exist for some fields or Related Item Controls (RICs) in an RPR eForm, these will remain blank. Exceptions will be listed in the Import Results page and the log for further investigation.
Snapshots are automatically created to identify eForm details updated in by the ARC Grants Integration service.
• When the service is initiated via a Windows scheduled task, and is updating details in an existing eForm, a pre-import snapshot is taken, called “ARC Pre-import”. After the service is run, another snapshot is taken, called “ARC Import”.
• If the service is not configured to update, no eForm details are changed.
• If there is no existing RPR eForm, the service will create a new one. In this case, only a post-import “ARC Import” snapshot is taken.
• When the service is initiated manually via an Import ARC Manually DDA button in an eForm, an “ARC Pre-import” snapshot is taken. After the service is run, an “ARC Import” snapshot is taken.
These snapshots can be viewed via the View Options button in an eForm, in either the Snapshots or Change History tabs. They can be used in comparisons to identify the eForm details updated by the ARC import process.
For full details about using the RME ARC Grants Integration service, refer to the RME ARC Grants Integration Guide.
To configure ARC Grants Integration, complete the fields in the following tables as relevant, then select Save in the toolbar.
Note that there are two types of ARC data that may be imported: a) proposal (pre-award), and b) project (post-award). You need to configure settings for both of these, as outlined in the separate tables below.
These fields are used to configure access to the ARC data to RME.
Default Field Label (in layout order) |
Description |
ARC Grants API URL |
Enter the ARC API URL Example: https://rms.arc.gov.au/RMS/Report/ResearchOfficeAPI Currently there is no validation so take care to enter the URL correctly.
|
ARC Key |
Enter the key provided to you by ARC Format: xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxx Currently there is no validation so take care to enter your key correctly. |
Project Type |
Mandatory in RME but not used by ARC Type of project to set for all RPR eForm applications, from a defined list of available types Example: Grant The core field for Project Type is added to an RPR eForm template by default. While this value is not sourced from ARC data, it is mandatory for RME records and must be completed in RPR eForms. |
ARC ID |
RME field used to map the ARC Code field for grant applications to RME project records, from a defined list ARC data will only be imported if no existing RME project exists, based on the RME field selected. If more than one match is found, ARC data will not be imported. The exception will be listed in the Import Results page and the log for further investigation. |
ARC Fund Scheme Code |
RME field used to map ARC fund schemes to RME fund schemes, from a defined list Options: Analysis, Abbreviated Name, Received From, File and Folio ARC data will only be imported if the fund schemes match based on the field selected, and no existing project record exists (based on the Project Field). If the ARC fund scheme does not match any fund schemes in RME, the data will be ignored. If more than one match is found, ARC data will not imported. The exception will be listed in the Import Results page and the log for further investigation. |
External people: Only name and role is available. Import and add? |
Whether you want to import ARC data and create new records in RME for external people with limited data (Yes), or not import data for external people (No) Information about people external to your institution is limited to first name, last name and role only for security reasons. Given that the RME ARC Grants Integration service can only import limited data for externals, this option allows you to decide whether to include this limited data in the import and create records in RME, or whether to omit it. |
Fund Scheme to link Administering, Partner, Other Eligible and Other Organisations |
Used for the solution to import fund schemes with organisations Fund scheme in RME to link the ARC orgTypes dataset (Administering, Partner, Other Eligible and Other Organisations) to when imported from ARC Example: Unspecified Fund Scheme • Once a fund scheme is selected, if it is later changed in the system to be non-current, it will still display in this field. • If no fund scheme is specified, data for Administering, Partner, Other Eligible and Other Organisations will not be imported. What happens next? You can configure RPR eForm Fund Source RICs to allow users to replace the 'Unspecified Fund Scheme' (or name you entered) with the correct fund scheme for the organisation via a Replace button. See full details in Import fund schemes with organisations below. |
These fields are used to configure rules for importing ARC proposal data (pre-award) into a new or existing RPR eForm application.
Field (in display order) |
Description |
Enable Import |
Default: No Enables or disables the processing and import of ARC grant proposal data
|
eForm Template Name |
RPR eForm template to import ARC data into, from a list of all current, published RPR eForm templates |
Initial Workflow State Action |
Optional Workflow state for newly-created RPR eForms (free-text) Must exactly match the text of the workflow state as configured in RME Designer. |
Import Applied Amount: ARC? |
Default: Yes Indicates whether the applied amount for proposals with the ARC role defined as "Australian Research Council" will be imported |
Import Applied Amount: Administering Organisation? |
Default: Yes Indicates whether the applied amount/s for proposals with the ARC role defined as "Administering Organisation" will be imported (for your institution) |
Import Applied Amount: Other Types of Organisations? |
Default: Yes Indicates whether
the applied amount/s for proposals with ARC roles for organisations
that are not defined as "Australian Research Council"
or "Administering Organisation" will be imported |
Enable Updates |
Default: Yes Enable the update function for proposal data Define the eForm application statuses in which the details can be updated in the Application Status: Allow Update section below. |
Application Status: Allow Update |
In this section, you can specify the eForm application statuses in which the details can be updated. • To enable updates, use the Enable Update slider. • From the listed eForm application statuses, select those for which you want details to be updated in the eForm. • If Fund Scheme to link Administering, Partner, Other Eligible and Other Organisations is Yes, updates may override details that have been changed in an eForm, such as Applied Amounts. See Import fund schemes with organisations |
These fields are used to configure rules for importing ARC project data (post-award) into an existing RPR eForm application. Note that unlike proposal data, amounts are not imported.
Field (in layout order) |
Description |
Enable Import |
Enables or disables the processing and import of ARC grant project data
|
eForm Template Name |
RPR eForm template to import ARC data into, from a list of all current, published RPR eForm templates |
Initial Workflow State Action |
Optional Workflow state for newly-created RPR eForms (free-text) Must exactly match the text of the workflow state as configured in RME Designer. |
Enable Updates |
Default: Yes Enable the update function for project data Define the eForm application statuses in which the details can be updated in the Application Status: Allow Update section below. |
Application Status: Allow Update |
In this section, you can enable the update function and specify the eForm application statuses in which the details can be updated. • To enable updates, use the Enable Update slider. • From the listed eForm application statues, select those for which you want details to be updated in the form. • If Fund Scheme to link Administering, Partner, Other Eligible and Other Organisations is Yes, updates may override details that have been changed in an eForm, such as Applied Amounts. See Import fund schemes with organisations |
This related item shows a summary of all the scheduled runs of the RME ARC Grants Integration service which includes the following information:
Column (in alphabetical order) |
Description |
Completed |
Date the service finished To view the time stamp, double click an entry to see the details. If you export the data from the grid, the time stamp will also be included in the data. |
Failed |
Number of records that were not imported |
Ignored |
Number of records that were ignored during the import process |
Log Message |
A brief message for the service if anything has gone wrong To see the full message, click Export at the top right of the grid and export the data. |
Started |
Date the service began To view the time stamp, double click an entry to see the details. If you export the data from the grid, the time stamp will also be included in the data. |
Successful |
Number of records that were successfully imported |
To see details of a particular item, click the Open icon next to it in the summary grid to display the full Import Results page.
By default, the RME ARC Grants Integration imports data for the ARC organisation with its respective budget amounts.
However, if you want to import the ARC funding details of the Administering, Partner, Other Eligible and Other Organisations in eForms to reflect funding at an organisational level, a solution has been implemented, as outlined below.
To implement this solution, follow these steps:
1. Create a new Fund Scheme record in RME called 'Unspecified Fund Scheme' or similar.
2. In this ARC configuration page in the Fund Scheme to link Administering, Partner, Other Eligible and Other Organisations field, select the fund scheme you created in step 1. On import, the system will link the Administering, Partner, Other Eligible and Other Organisations from the ARC data set to the selected fund scheme.
3. In the RPR eForm template used for ARC imported data, configure the Fund Source RIC to enable the Allow to replace fund scheme? option in the Format tab.
4. In an RPR eForm Fund Source RIC, users can replace the 'Unspecified Fund Scheme' with the correct fund scheme for the organisation via a Replace button. When the replacement fund scheme is saved, the following fund scheme fields in the RIC will change accordingly: Fund Scheme Code, Fund Scheme Name, Abbreviated Name, Fund Scheme Type, and Contact Person. Other details remain unchanged and will be linked to the new fund scheme across the system, including the Costing and Pricing Tool, if used.
If the ARC Grants Import is run again (presuming that the Application Status: Allow Update option is Yes to allow the update), the following will occur:
• A fund scheme that was replaced via the Replace button in an eForm will remain as is.
• Any fund scheme added to the RIC manually via the lookup will remain as is.
• The service will look for fund schemes and organisation combinations in the RIC that match the fund scheme/organisation combinations in the ARC data. For those it can match, it will update all of the data. This means that if any details for a fund scheme/organisation item has been changed after importing the first time, such as Applied Amounts, these details will be overridden by ARC update data.
• Where there is no match, the service will add a new fund scheme item in the RIC. This means that for any item where the fund scheme was replaced via the Replace button after the previous import, a new item will be created with potentially the same data, creating a duplicate with a different fund scheme.
Example:
ARC Grants Import run 1 for a fund scheme and organisation combination:
| ARC Import 1 Fund Scheme | Changes After Import |
ABC |
Change fund scheme to XYZ via the Replace button |
KCD |
Change Applied Amounts from 500,000 to 400,000 |
MNO |
No change |
|
Manually add fund scheme PQR via the lookup |
ARC Grants Import run 2 for the same fund scheme and organisation combination:
| ARC Import 2 Fund Scheme | Changes After Import |
ABC |
New item added (potentially with the same details as for ABC in run 1) |
XYZ |
No change (fund scheme was replaced after run 1) |
KCD |
Updated; Applied Amounts back from 500,000 |
MNO |
Updated |
PQR |
No change |
Product Keys: Interface - ARC Grants and API - RME eForms API (the latter to facilitate the import of data into the RPR eForms)
Page ID: FDR021.htm