Codesigning the TGMS
The Tri-agency grants management solution (TGMS) initiative is committed to engaging in codesign activities with users to acquire knowledge that is foundational in guiding the selection of the grants management solution.
In the fall 2019 and winter of 2020, individuals from the research community (primary users of the agencies’ systems) participated in workshops to identify key needs, tasks and pain points of the current tri agency grants management systems. Users mapped their experiences to gain greater visibility into how they interact with current grants management systems and what an ideal future state experience would look like. See below what the TGMS team heard from applicants, reviewers and research administrators.
User design principles
The knowledge learned from these workshops is guiding the selection of the agencies’ grants management solution. Five user design principles are stemming from what we heard from users and represent the desired value and benefits derived from the new solution.
What we heard
Maps offer a glimpse into what the ideal user experience is desired for applicants, reviewers and research administrators. They are a great visual tool to represent what the TGMS team heard from current systems users.
Applicants want a flexible solution that allows them to access all funding opportunities with a single username and password as well as a re-useable (create only once) profile. They want a flexible portal that allows them to easily collaborate with other funding opportunity participants. Applicants also want to be kept in the loop about the status of their submission as it goes through the grants management lifecycle.
The research administrator
Research administrators work closely with one or multiple applicants and on one or more applications. The role is complex. Research administrators want a single solution that allows them to get in-the-moment responses from the agencies for help and guidance. They want to have centralized communications and information in the solution portal, ensuring access the best possible information for their needs.
Reviewers want to be able to provide their availability, area of expertise, experience and possible conflicts of interests within the solution. They want the solution to allow materials to be accessible online and offline for review, comments and scoring and later, if required, uploaded to the portal prior to assessment discussions.
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