MN-GEMS Training
These training, guides, and workshop materials will help users navigate the new MN-GEMS system. Leading up to launch, emails highlighting newly released or updated materials are sent weekly to all grants management user network listservs, certified approvers, and the Council of Research Associate Deans.
Reference Guides are detailed, step-by-step instructions that cover all major functions within the overall topic listed. Indexes at the start of these documents allow users to quickly locate the subtopic they are seeking. They are best used as overall desk references and will be most frequently used by central and departmental research administrators.
Quick Guides are short (usually 1-2 pages) high-level summary documents that itemize the steps needed to perform a specific function in MN-GEMS (such as how to certify a proposal or create a budget). These guides are sometimes targeted to a listed population of users deemed most likely to use them (e.g., PIs, collegiate approvers, etc.). Quick Guides may be listed here more than once if used for multiple functions in MN-GEMS.
Videos are available for selected high-need topics and walk through the process steps in one or more Quick Guides. This format is ideal for users who are visual learners.
Resources not falling into one of these categories are referenced by the name/purpose of the document. Please send any questions to mn-gems@umn.edu.
- Overview
- Funding Proposals
- Awards & Modifications
- Subawards
- Funded Agreements
- Unfunded Agreements (UFRAs)
Introduction to MN-GEMS – All Users
- Reference Guide: MN-GEMS Overview (3/21/24)
- Supplemental Resources:
- MN-GEMS Glossary (3/21/24)
- Business Process Workflow (3/21/24)
- MN-GEMS Quick Start Dashboard (4/12/24)
- MN-GEMS Grants-at-a-Glance (4/12/24)
- Training Session Recording: Intro to MN-GEMS and What is a ________? (watch) & Q&A Notes (4/4/24)
- Symposium Workshop: How to Be a MN-GEMS Super Sleuth presentation materials (3/6/24)
Funding Proposals in MN-GEMS
- Reference Guide: Funding Proposals (3/28/24)
- Quick Guides:
- Pre-Proposals (4/4/24)
- PI Certification of a Proposal (4/4/24) and Video (4/4/24)
- Create Ancillary Review and Check Review Status & video (4/4/24)
- Submit an Ancillary Review Response (4/4/24)
- Department/Collegiate Reviewer Activities (uses “Department Review” function) (4/9/24)
- Initiate a JIT Request (4/9/24)
- PI/Department Response to a JIT Request Initiated by SPA (4/9/24)
- Create a Renewal Funding Proposal (4/4/24)
- Create a Resubmission Funding Proposal (4/4/24)
- Advance Account Request (4/10/24)
- Award Modification Request – Award Transfer (4/10/24)
- Continuation Funding Proposal (4/18/24)
- NIH Modular Budget Creation (4/18/24)
- Follow-On Proposal Types (4/18/24)
- F&A Waiver Request Ancillary Review (4/18/24)
- Create and Edit a Budget & 9 Month Calculator (4/18/24)
- Reference Guide: SF424 User Guide for Departmental Administrators (3/28/24)
- Quick Guides:
- Reference Guide: Ancillary Review Guide for the Research Administration Community and Ancillary Reviewers (3/28/24)
- See Quick Guides listed above
- Training Session Recordings:
- Creating a Funding Proposal (watch) (4/9/24)
- Creating a Budget (watch) (4/11/24)
- Monitoring a Funding Proposal & Ancillary Reviews (watch) (4/18/24)
- SF424 Form (watch) (4/18/24)
- MN-GEMS Follow-up Creating a Budget (watch) (4/24/24)
- Symposium Workshop: Funding Proposal Creation presentation materials (3/6/24)
- Videos:
- Creating Multiple Budgets (4/25/24)
- Funding Proposal Creation (4/25/24)
Awards & Modifications in MN-GEMS
- Reference Guide: Award Guide for the Research Administration Community (4/4/24)
- Quick Guide: Manage Award Access (4/10/24)
- Quick Guide: Effort on Award SmartForm (4/10/24)
- Quick Guide: Supplement Funding Proposal (4/10/24)
- Quick Guide: Linking Protocols (4/10/24)
- Quick Guide: Financial Setup on Award SmartForm (4/10/24)
- Quick Guide: Budget Allocations on Award SmartForm (4/10/24)
- Quick Guide: Budget Reconciliation on Award SmartForm (4/10/24)
- Quick Guide: Award Modification Request - Rebudget (4/10/24)
- Quick Guide: Award Modification Request - No-cost extension (Quick Guide)
- Quick Guide: Award Modification Request – Carryforward Request (4/10/24)
- Quick Guide: Award Modification Request – Award Transfer (4/10/24)
- Quick Guide: Advance Account Request (4/10/24)
- Quick Guide: Continuation Funding Proposal (4/18/24)
- Training Session: All Things Award (watch) (4/25/24)
- Symposium Workshop: Award Generation & Reconciliation presentation materials (3/6/24)
- Symposium Workshop: Award Modifications & Subawards presentation materials (3/6/24)
- Video: How to Reconcile an Award (4/25/24)
Subawards in MN-GEMS
- Reference Guide: Outgoing Subaward Agreements (4/17/24)
- Symposium Workshop: Award Modifications & Subawards presentation materials (3/6/24)
Funded Agreements in MN-GEMS
- Reference Guide: Funded B&I Agreements (4/17/24)
- Reference Guide: Funded Non B&I Agreements (4/17/24)
- Reference Guide: Industry Funded Clinical Trial Grants & Agreements (4/24/24)
- Training Session: Creating an Agreement – Thursday, April 25th (10:00-11:00 a.m.)
- Symposium Workshop: Walking your Clinical Trial Down the Aisle (a First Look with B&I) presentation materials (3/6/24)
Unfunded Agreements (UFRAs) in MN-GEMS
- Reference Guide: UFRA Agreements (4/24/24)
- Training Session: Creating an Agreement – Thursday, April 25th (10:00-11:00 a.m.)
- Symposium Workshop: Unfunded Research Agreements (UFRA) presentation materials (3/6/24)
Training Sessions
These topic-specific training sessions are held via Zoom, in a webinar-style with opportunities to post questions throughout. These sessions will also be recorded and posted to our Media Space channel.
Tuesday, April 4th
Intro to MN-GEMS and What is a ________? (watch) Q&A Notes
Tuesday, April 9th
Creating a Funding Proposal (watch)
Thursday, April 11th
Creating a Budget (watch)
Tuesday, April 16th
Monitoring a Funding Proposal & Ancillary Reviews (watch)
Thursday, April 18th
SF424 Form (watch)
Thursday, April 18th
MN-GEMS Follow-up Creating a Budget (watch)
Tuesday, April 23rd
All Things Award (watch)
Thursday, April 25th (10:00-11:00 a.m.)
Creating an Agreement
Open Labs
SPA staff member Kristen Berning will host Open Lab sessions every Monday morning to answer questions about MN-GEMS. The purpose of the Open Lab is to stop in and ask questions of the system. These labs are not formal training sessions and registration is not required.
Upcoming sessions:
Monday, April 1, 2024 (9:00-10:30 a.m.)
Monday, April 8, 2024 (9:00-10:30 a.m.)
Monday, April 15, 2024 (9:00-10:30 a.m.)
Monday, April 22, 2024 (9:00-10:30 a.m.)
Monday, April 29, 2024 (9:00-10:30 a.m.)