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Overview

As a system administrator, you’re responsible for configuring HERCULES SGI to match your institution’s policies, workflows, and integration requirements. This guide covers user management, system configuration, and institutional settings.

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User Management

User management is handled through the USR (Users) service, which integrates with your institutional identity provider.

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Managing User Accounts

Users are typically synchronized from your institutional directory (LDAP/Active Directory), but you can also add users manually:
  1. Navigate to Administration > Users
  2. Click Add User
  3. Enter user details:
    • Institutional ID
    • Name and contact information
    • Department/Unit
  4. The user can log in using institutional credentials
User authentication is handled by your SSO provider, not by SGI itself.
SGI uses role-based access control (RBAC):Researcher Roles:
  • CSP-INV: Can create and manage applications and projects
  • ETI-INV: Can submit ethics reviews
  • PII-INV: Can register inventions
Administrative Roles:
  • CSP-UGI: Research office manager (unit manager)
  • ETI-EVC: Ethics committee evaluator
  • ETI-ACT: Ethics committee secretary
  • PII-ADM: IP office administrator
System Roles:
  • ADM: System administrator
  • CNF: Configuration manager
To assign roles:
  1. Select the user
  2. Click Manage Roles
  3. Check the appropriate role boxes
  4. Define scope (global or specific management units)
Organize your institution into management units (Unidades de Gestión):
  1. Go to Administration > Unidades de Gestión
  2. Create units matching your org structure (departments, faculties, institutes)
  3. Assign unit managers who can:
    • Approve applications from their unit
    • Configure unit-specific settings
    • Generate unit reports
Location: sgi-webapp/src/app/module/csp/unidad-gestion

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Managing Research Groups

Research groups are formal organizational units:
  1. Navigate to CSP > Grupos
  2. Click New Group
  3. Configure:
    • Group name and code
    • Principal investigator
    • Research lines
    • Active period
    • Associated department/unit
Location: sgi-webapp/src/app/module/csp/grupo/grupo-crear
Define group composition:
  • Add members with roles (PI, Co-I, Researcher, Technician)
  • Set dedication percentages
  • Define membership periods
  • Track member changes over time
Minimum dedication requirements can be configured in system settings.

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System Configuration

The CNF (Configuration) service manages system-wide and module-specific settings.

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Accessing Configuration Settings

Navigate to Administration > Configuration. Settings are organized by module:
  • CSP Configuration: Project and application settings
  • ETI Configuration: Ethics committee settings
  • PII Configuration: Intellectual property settings
  • PRC Configuration: Scientific production settings
  • Global Configuration: System-wide settings
Location: sgi-webapp/src/app/module/adm/config-*

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CSP Module Configuration

Configure how grant calls work:Format Settings:
  • Internal project code format
  • Budget justification ID format
  • Budget line numbering
CSP_FORMATO_CODIGO_INTERNO_PROYECTO: [DEPT]-[YEAR]-[SEQ]
CSP_FORMATO_PARTIDA_PRESUPUESTARIA: [CATEGORY].[SUBCATEGORY].[LINE]
Application Settings:
  • Enable/disable applications without formal calls
  • Minimum team dedication percentage
  • Auto-save interval
Configuration key: CSP_DEDICACION_MINIMA_GRUPO
Configure integration with your economic management system:Connection Settings:
  • System name and URL
  • Integration mode (synchronous/asynchronous)
  • Data mapping rules
Integration Points:
  • Budget synchronization
  • Expense tracking
  • Invoice management
  • Financial reporting
Configuration keys:
  • CSP_NOMBRE_SISTEMA_GESTION_EXTERNO
  • CSP_URL_SISTEMA_GESTION_EXTERNO
  • CSP_CARDINALIDAD_RELACION_SGI_SGE
Location: sgi-webapp/src/app/module/adm/config-csp/config-csp.component.ts:12-94
Define how expenses are validated:Validation Modes:
  • CLASIFICACION: Validate against expense categories
  • ELEGIBILIDAD: Check eligibility rules
  • CLASIFICACION_ELEGIBILIDAD: Both validations
Set via: CSP_VALIDACION_CLASIFICACION_GASTOSImpact:
  • Controls which expenses can be charged to projects
  • Enforces funding agency requirements
  • Enables automated compliance checking
Configure email notifications for different events:By Event Type:
  • Application status changes
  • Project phase deadlines
  • Budget alerts
  • Report due dates
Recipient Configuration:
  • By management unit (UO)
  • By role
  • Specific email addresses
Example configuration keys:
  • CSP_COM_SOLICITUD_CAMBIO_ESTADO_SOLICITADA_DESTINATARIOS_UO
  • CSP_COM_PROYECTO_FASES_DESTINATARIOS_UO
Location: sgi-webapp/src/app/module/adm/config-csp/config-csp.component.ts:20-33
Set maximum rows for Excel exports to prevent performance issues:
CSP_EXP_MAX_NUM_REGISTROS_EXCEL_PROYECTO_LISTADO: 5000
CSP_EXP_MAX_NUM_REGISTROS_EXCEL_SOLICITUD_LISTADO: 5000
CSP_EXP_MAX_NUM_REGISTROS_EXCEL_EJECUCION_PRESUPUESTARIA_GASTOS: 10000
Affects:
  • Report generation performance
  • Memory usage
  • User experience

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ETI Module Configuration

Create and configure ethics committees:
  1. Navigate to ETI > Comités
  2. Define committee details:
    • Committee type (CEISH, CEEA, CBE)
    • Name and description
    • Active period
  3. Assign committee members:
    • Chair
    • Secretary
    • Evaluators
    • Support staff
Each committee has independent workflows and meeting schedules.
Configure committee meeting calendars:
  1. Go to committee settings
  2. Add Convocatorias de Reunión:
    • Meeting date and time
    • Submission deadline
    • Location (physical/virtual)
    • Maximum submissions
  3. System automatically assigns submissions to next available meeting
Researchers see the next evaluation date when submitting memorias.
Customize evaluation forms by committee:
  • Define evaluation criteria
  • Set scoring scales
  • Configure required fields
  • Create decision templates
Forms can vary by:
  • Research type (clinical, social, animal)
  • Risk level
  • Funding source
Configure required documentation:
  • Informed consent templates
  • Approval certificate format
  • Amendment request forms
  • Annual review templates
Templates can include institutional branding and legal disclaimers.

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PII Module Configuration

Define intellectual property workflows:Invention Disclosure:
  • Required fields
  • Approval chain
  • Evaluation criteria
Patent Management:
  • Cost tracking categories
  • Filing jurisdictions
  • Agent/attorney database
Licensing:
  • Contract templates
  • Revenue distribution rules
  • Reporting requirements
Configure how IP costs are managed:
  • Patent filing fees
  • Maintenance costs
  • Attorney fees
  • Translation costs
Define:
  • Cost centers
  • Budget allocation
  • Reimbursement policies

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PRC Module Configuration

Define recognized publication categories:
  • Journal impact factor sources (JCR, SJR, etc.)
  • Conference ranking systems
  • Quality indicators
  • Open access policies
Configure what metrics to track:
  • Citations
  • H-index
  • Downloads
  • Altmetrics
Set update frequency for automated metric collection.

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Global Configuration

Configure institutional information:
  • Institution name and logo
  • Contact information
  • Legal entity details
  • Tax identification
  • Bank account information
This information appears on:
  • Official reports
  • Grant applications
  • Contracts and agreements
Set locale-specific formats:
  • Date format (DD/MM/YYYY, MM/DD/YYYY, etc.)
  • Time format (24h/12h)
  • Fiscal year start date
  • Academic year dates
Configure outbound email:
  • SMTP server and port
  • Authentication credentials
  • From address and name
  • Email templates
  • Retry policies

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Setting Up Committees and Workflows

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Grant Review Workflow

1

Define Review Stages

Configure application review stages:
  • Initial administrative check
  • Scientific evaluation
  • Budget review
  • Final decision
2

Assign Reviewers

Set up reviewer pools:
  • Internal evaluators by expertise area
  • External reviewer database
  • Conflict of interest rules
3

Configure Evaluation Criteria

Define scoring rubrics:
  • Scientific merit
  • Methodological quality
  • Team qualifications
  • Budget justification
  • Expected impact
4

Set Decision Rules

Configure approval thresholds:
  • Minimum scores
  • Consensus requirements
  • Tie-breaking procedures
  • Appeal process

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Ethics Review Workflow

Ethics committees have specialized workflows configured in the ETI module:
  1. Submission Intake
    • Completeness check
    • Assignment to committee
    • Scheduling for review
  2. Evaluation
    • Primary reviewer assignment
    • Secondary reviewer (if required)
    • Committee discussion
    • Decision recording
  3. Follow-up
    • Amendment tracking
    • Adverse event reporting
    • Annual renewals
    • Study closure

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Managing Institutional Settings

Organizational Units

Define departments, faculties, and institutes with budget authority and reporting lines.

Budget Categories

Configure allowable expense categories and eligibility rules by funding source.

Research Classifications

Set up knowledge area taxonomies, UNESCO codes, and project type classifications.

Document Types

Define required document types for applications, reports, and justifications.

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Organizational Hierarchy

Create your organizational structure:
Institution
├── Faculty of Science
│   ├── Physics Department
│   ├── Chemistry Department
│   └── Biology Department
├── Faculty of Engineering
│   ├── Computer Science
│   └── Electrical Engineering
└── Research Institutes
    ├── Biomedical Institute
    └── Materials Science Institute
Each unit can have:
  • Designated managers
  • Budget codes
  • Specific workflows
  • Custom notification settings

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Budget and Finance Configuration

Define institutional expense classification:Personnel Costs:
  • Salaries
  • Social security
  • Benefits
Operating Costs:
  • Materials and supplies
  • Equipment
  • Travel
  • Services
Overhead:
  • Indirect costs
  • Administrative fees
  • Facilities costs
Map to funding agency categories for compliance.
Create templates for common project types:
  • Standard research project
  • Equipment grant
  • Training grant
  • Clinical trial
Templates include:
  • Predefined categories
  • Typical percentages
  • Eligibility rules
  • Documentation requirements

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Data Integration

SGI integrates with multiple institutional systems:

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LDAP/Active Directory Integration

User authentication flow:
1. User enters credentials
2. SGI forwards to institutional SSO
3. LDAP validates credentials
4. User info synchronized to SGI
5. Session created with appropriate roles

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Economic Management System (SGE)

Bi-directional integration for:
  • Budget creation and approval
  • Expense recording and validation
  • Invoice processing
  • Financial reporting
Configuration location: sgi-webapp/src/app/module/adm/config-csp/config-csp.component.ts:62-93

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HR Systems

Synchronize:
  • Employee records
  • Salary information
  • Department assignments
  • Contract dates

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Research Information Systems

Exchange data with:
  • Publication databases (WoS, Scopus)
  • Institutional repository
  • CRIS/RIMS systems
  • National research databases

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Maintenance and Monitoring

Always test configuration changes in a staging environment before applying to production.

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Regular Maintenance Tasks

  • Weekly:
    • Review system logs for errors
    • Check notification delivery
    • Monitor database performance
  • Monthly:
    • Review user access and roles
    • Update committee schedules
    • Audit configuration changes
    • Generate usage reports
  • Quarterly:
    • Review integration health
    • Update document templates
    • Assess storage usage
    • Plan capacity needs
  • Annually:
    • Review all institutional settings
    • Update fiscal year configuration
    • Archive completed projects
    • Train new administrators

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Backup and Recovery

Always maintain backups of:
  • Database (daily incremental, weekly full)
  • Configuration files
  • Document storage
  • Integration credentials

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Troubleshooting

Check:
  1. SSO/LDAP connectivity
  2. User exists in institutional directory
  3. Account not locked or expired
  4. Browser cookies enabled
  5. Network connectivity
Verify:
  1. Email server configuration
  2. Recipient configuration for event type
  3. User email addresses up to date
  4. Email not caught in spam filters
  5. SMTP credentials valid
Investigate:
  1. Network connectivity to SGE
  2. API credentials valid
  3. Data format matches expectations
  4. Budget codes exist in both systems
  5. Integration logs for specific errors
Optimize:
  1. Database query performance
  2. Export row limits
  3. Concurrent user load
  4. File storage and retrieval
  5. Cache configuration

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Security Best Practices

Access Control

  • Use principle of least privilege
  • Regularly audit role assignments
  • Remove access for departed employees
  • Use group-based permissions where possible

Data Protection

  • Enable encryption at rest and in transit
  • Implement data retention policies
  • Anonymize data for reports when appropriate
  • Comply with GDPR and institutional policies

Audit Logging

  • Enable comprehensive audit trails
  • Monitor privileged actions
  • Regular log review
  • Long-term log retention

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