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Overview

As a research investigator, HERCULES SGI helps you manage your entire research lifecycle—from submitting grant applications to tracking intellectual property and documenting scientific production.

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Submitting Grant Applications

The Solicitud (Application) module is your starting point for applying to grant calls.
1

Access Grant Calls

Navigate to CSP > Convocatorias to view available grant calls. You can filter by:
  • Open/closed status
  • Funding agency
  • Application deadline
  • Research area
2

Create New Application

Click New Application to start. You’ll need to provide:
  • General Data: Project title, duration, funding requested
  • Project Team: Principal investigator and team members
  • Budget: Detailed cost breakdown by category
  • Documentation: Required supporting documents
Applications auto-save as drafts. You can return to complete them before the deadline.
3

Complete All Sections

The application form includes multiple tabs:
  • Datos Generales: Basic project information
  • Equipo Proyecto: Research team composition
  • Ficha General: Scientific summary and objectives
  • Áreas Conocimiento: Knowledge areas and classifications
  • Presupuesto Global: Budget breakdown
  • Entidades Financiadoras: Funding organizations
  • Documentos: Attach required files (CV, ethics approval, etc.)
Each section must be completed before submission.
4

Submit for Review

Once all required fields are complete, click Submit. Your application enters the review workflow and you’ll receive notifications about status changes.
After submission, you cannot edit the application unless it’s returned for revisions.

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Application Status Tracking

Your applications can have the following states:
StatusDescription
BorradorDraft - still editable
SolicitadaSubmitted - under review
AdmitidaAdmitted for evaluation
AlegacionesReturned for clarifications
ConcedidaGranted
DenegadaDenied
DesistidaWithdrawn

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Managing Research Projects

Once your application is granted, it becomes a Proyecto (Project) that you can actively manage.

Project Dashboard

View project health, budget status, team members, and upcoming milestones from your project dashboard.

Budget Tracking

Monitor spending across budget categories and compare planned vs. actual expenditures.

Team Management

Add or remove team members and define their roles and dedication percentages.

Deliverables

Track scientific and technical milestones, reports, and deliverables.

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Key Project Management Tasks

Navigate to your project and click Edit. You can update:
  • Project duration (extensions require approval)
  • Team composition
  • Budget reallocation (within allowed limits)
  • Contact information
Location: sgi-webapp/src/app/module/csp/proyecto/proyecto-editar
Projects are divided into phases with specific deliverables:
  1. Go to Proyecto > Fases
  2. Define phase start/end dates
  3. Assign deliverables and milestones
  4. Track completion status
Monitor and justify expenses:
  • View Ejecución Económica for real-time budget status
  • Track expenses by category (personnel, equipment, travel, etc.)
  • Generate justification reports for funding agencies
  • Upload receipts and supporting documentation
Document scientific progress:
  • Submit periodic scientific reports
  • Upload publications and outputs
  • Document methodology changes
  • Report deviations from original plan

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Submitting Ethics Reviews

For research involving human subjects, animals, or sensitive data, you must submit for ethics review.
1

Create Ethics Memoria

Navigate to ETI > Memorias and click New.Select the appropriate committee:
  • CEISH: Human subjects research
  • CEEA: Animal research
  • CBE: Biosafety
Location: sgi-webapp/src/app/module/eti/memoria/memoria-crear
2

Complete Ethics Application

Provide detailed information about:
  • Research objectives and methodology
  • Participant recruitment and consent procedures
  • Data protection measures
  • Risk assessment and mitigation
  • Anticipated benefits
3

Submit for Committee Review

Your submission will be scheduled for the next committee meeting. You’ll receive:
  • Meeting date notification
  • Deadline for additional documentation
  • Committee decision (approval, conditional approval, or modifications required)
The next evaluation date is automatically displayed based on the committee calendar.
4

Respond to Committee Feedback

If modifications are requested:
  1. Review committee comments in the Comentarios section
  2. Make required changes to your protocol
  3. Upload revised documents
  4. Resubmit for review

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Ethics Review Outcomes

  • Favorable: Approved to proceed
  • Favorable Pendiente de Revisión Mínima: Minor revisions required
  • Pendiente de Correcciones: Significant changes needed
  • No Procede Evaluar: Outside committee scope
  • Desfavorable: Not approved

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Tracking Intellectual Property

Protect your research innovations through the PII (Industrial and Intellectual Property) module.
When you create a potentially patentable invention:
  1. Navigate to PII > Invenciones > New
  2. Complete the invention disclosure form:
    • Technical description
    • Inventors and their contributions
    • Related projects or funding
    • Prior art search results
  3. Submit to the technology transfer office
The office will evaluate patentability and commercialization potential.Location: sgi-webapp/src/app/module/pii/invencion/invencion-crear
Track your patent applications:
  • View application status (filed, granted, abandoned)
  • Monitor maintenance fees and deadlines
  • Track related expenses
  • Document licensing agreements
Document agreements related to your IP:
  • Licensing contracts
  • Material transfer agreements
  • Non-disclosure agreements
  • Revenue sharing arrangements

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Viewing Scientific Production

Document your research outputs in the PRC (Scientific Production) module.

Publications

Register journal articles, book chapters, and conference papers. Include DOI, impact factor, and co-authors.

Congresses

Log conference presentations, invited talks, and poster sessions.

Artistic Works

Document exhibitions, performances, and creative outputs.

Thesis Supervision

Track PhD, Master’s, and Bachelor’s thesis supervision.

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Registering a Publication

1

Access Publications Module

Go to PRC > Publicaciones > New
2

Enter Publication Details

  • Title and abstract
  • Journal name and ISSN
  • Publication date
  • DOI or URL
  • Authors and affiliations
  • Related projects (for acknowledgment tracking)
3

Link to Projects

Associate the publication with funded projects. This is essential for:
  • Grant compliance reporting
  • Impact assessment
  • Institutional metrics
Publications linked to projects automatically appear in institutional reports and project evaluations.

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Common Workflows

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From Application to Active Project

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Ethics Review Workflow

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Tips for Researchers

Plan Ahead: Submit applications at least 2 weeks before deadlines to allow time for technical issues and revisions.
Keep Documentation Updated: Regularly update your CV, publication list, and research group information to speed up future applications.
Monitor Deadlines: Use the system’s notification features to track report deadlines, budget justifications, and ethics renewals.
Link Everything: Always associate publications, IP, and outputs with their funding projects for accurate impact tracking.

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Getting Help

Research Office

Contact your institutional research office for help with applications and project management.

Ethics Committees

Reach out to committee secretaries for ethics review questions.

Tech Transfer

Connect with technology transfer officers for IP and commercialization support.

System Support

Report technical issues to your IT helpdesk.

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