Research Proposals

HospitiumRIS provides a structured system for creating, managing, and tracking research proposals through the entire lifecycle from draft to approval.

Overview

The proposal management system enables:

  • Structured proposal creation with templates
  • Co-investigator management with ORCID lookup
  • Milestone and deliverable tracking
  • Budget and funding management
  • Ethics documentation
  • Review workflow integration

Creating a Proposal

Starting a New Proposal

  1. Navigate to Projects → Proposals → Create
  2. Complete sections step-by-step
  3. Save as draft at any point
  4. Submit when complete

Proposal Sections

The proposal form is organized into logical sections:

Section 1: Basic Information

Core Details

Field Required Description
Title ✅ Proposal title
Principal Investigator ✅ Lead researcher name
PI ORCID ❌ ORCID iD for verification
Abstract ✅ Brief project summary

Timeline

Field Description
Start Date Proposed project start
End Date Projected completion
Duration Auto-calculated

Departments

Add all participating departments:

  • Primary department
  • Collaborating departments
  • External partners

Section 2: Research Team

Principal Investigator

The PI is automatically populated from your profile:

  • Name
  • ORCID iD
  • Institution
  • Department
  • Contact information

Co-Investigators

Add team members with ORCID lookup:

  1. Click Add Co-Investigator
  2. Search by name or ORCID
  3. Select from results
  4. Assign role

ORCID Search Modal

┌─────────────────────────────────────────────────────────────────┐
│ 🔍 Search Researchers                                           │
├─────────────────────────────────────────────────────────────────┤
│ Search: [John Smith                              ] [Search]     │
├─────────────────────────────────────────────────────────────────┤
│ Results:                                                         │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ 👤 John Smith                                                │ │
│ │    ORCID: 0000-0002-1234-5678                               │ │
│ │    Harvard Medical School                                    │ │
│ │    Keywords: oncology, clinical trials                       │ │
│ │                                         [Add to Team]        │ │
│ └─────────────────────────────────────────────────────────────┘ │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ 👤 Jonathan Smith                                            │ │
│ │    ORCID: 0000-0001-9876-5432                               │ │
│ │    Stanford University                                       │ │
│ │    Keywords: neuroscience, imaging                          │ │
│ │                                         [Add to Team]        │ │
│ └─────────────────────────────────────────────────────────────┘ │
└─────────────────────────────────────────────────────────────────┘

Team Roles

Role Description
Co-PI Equal leadership with PI
Co-Investigator Senior team member
Collaborator Contributing researcher
Consultant Expert advisor
Research Assistant Support role

Section 3: Research Details

Research Areas

Select applicable research areas:

  • Basic Science
  • Clinical Research
  • Translational Research
  • Public Health
  • Epidemiology
  • Health Services
  • Behavioral Science

Research Objectives

Document specific objectives:

1. Primary Objective
   - Determine the efficacy of treatment X in population Y

2. Secondary Objectives
   - Evaluate safety profile
   - Assess quality of life outcomes
   - Analyze cost-effectiveness

Methodology

Describe research methods:

  • Study design
  • Sample size and selection
  • Data collection methods
  • Analysis approach
  • Tools and technologies

Section 4: Project Management

Milestones

Track major project checkpoints:

Milestone Target Date Status
Protocol finalization Month 3 Pending
Ethics approval Month 4 Pending
Recruitment start Month 5 Pending
Data collection complete Month 18 Pending
Analysis complete Month 21 Pending
Final report Month 24 Pending

Adding Milestones

  1. Click Add Milestone
  2. Enter milestone name
  3. Set target date
  4. Add description (optional)
  5. Save

Deliverables

Define project outputs:

Deliverable Type Due Date
Literature Review Report Month 2
Protocol Document Document Month 3
Interim Report Report Month 12
Publication Draft Manuscript Month 20
Final Report Report Month 24

Section 5: Funding & Budget

Funding Information

Field Description
Funding Source Organization providing funds
Grant Number Grant identifier (if known)
Funding Institution Administering institution
Grant Start Date Funding period start
Grant End Date Funding period end
Total Budget Total funding amount

Budget Categories

Typical budget breakdown:

Category Amount Percentage
Personnel $250,000 50%
Equipment $75,000 15%
Supplies $50,000 10%
Travel $25,000 5%
Other Direct $50,000 10%
Indirect $50,000 10%
Total $500,000 100%

Section 6: Ethical Considerations

Ethics Overview

Describe ethical aspects:

  • Human subjects involvement
  • Animal research
  • Data privacy concerns
  • Risk mitigation

Document informed consent:

  • Consent form description
  • Consent process
  • Special populations (minors, vulnerable)
  • Waiver requests (if applicable)

Data Security

Outline data protection:

  • Data storage methods
  • Access controls
  • Encryption
  • Retention policy
  • Destruction procedures

Ethics Approval

Field Description
Status Pending, Approved, Exempt
Reference Number IRB/Ethics committee number
Committee Reviewing committee name
Approval Date Date approved

Section 7: Documents

Required Attachments

Document Type Description Status
Ethics Documents IRB approval, consent forms Upload
Data Management Plan Data handling procedures Upload
Budget Justification Detailed budget explanation Upload
CV/Biosketch PI and key personnel CVs Upload
Letters of Support Collaborator commitments Upload

Upload Process

  1. Click Add Document
  2. Select document type
  3. Upload file (PDF, DOC, DOCX)
  4. Add description
  5. Save

Document Management

  • View uploaded files
  • Replace documents
  • Download documents
  • Delete documents

Section 8: Summary

Impact Statement

Describe potential impact:

  • Scientific contribution
  • Clinical implications
  • Public health benefit
  • Training opportunities

Dissemination Plan

Outline results sharing:

  • Publication targets
  • Conference presentations
  • Community engagement
  • Data sharing plans

Link existing publications:

  1. Click Link Publication
  2. Search library
  3. Select relevant publications
  4. Explain relevance

Link ongoing manuscripts:

  • Collaborative manuscripts in progress
  • Related working papers

Proposal Status

Status Workflow

┌─────────┐     ┌───────────┐     ┌──────────────┐
│  DRAFT  │────>│ SUBMITTED │────>│ UNDER_REVIEW │
└─────────┘     └───────────┘     └──────┬───────┘
                                         │
           ┌─────────────────────────────┼─────────────────────┐
           │                             │                     │
           ▼                             ▼                     ▼
    ┌──────────┐              ┌───────────────────┐     ┌──────────┐
    │ APPROVED │              │ REVISION_REQUESTED│     │ REJECTED │
    └──────────┘              └─────────┬─────────┘     └──────────┘
                                        │
                                        ▼
                              ┌───────────────────┐
                              │  Revise & Resubmit │
                              └───────────────────┘

Status Descriptions

Status Description
DRAFT Being prepared, not submitted
SUBMITTED Sent for institutional review
UNDER_REVIEW Being evaluated
APPROVED Accepted, proceed with project
REJECTED Not approved
REVISION_REQUESTED Revisions required

Viewing & Editing Proposals

Proposal List

View all your proposals:

  • Filter by status
  • Sort by date, title
  • Quick actions

Proposal Detail View

Comprehensive view of proposal:

  • All sections displayed
  • Attachment downloads
  • Status history
  • Reviewer feedback

Editing Draft Proposals

  1. Open proposal
  2. Click Edit
  3. Modify sections
  4. Save changes
⚠️ Submitted Proposals

Submitted proposals cannot be edited. Contact admin if changes needed.

Liaison Communication

Email Thread System

Communicate with reviewers:

  1. Navigate to Proposals → Liaison
  2. View active threads
  3. Compose responses
  4. Track communication history

Thread Features

  • Threaded conversations
  • Attachment support
  • Read receipts
  • Notification alerts

Best Practices

Writing Proposals

  1. Start with clear objectives
  2. Ensure methodology matches goals
  3. Justify budget thoroughly
  4. Address ethics proactively
  5. Review before submission

Team Building

  1. Identify expertise gaps
  2. Use ORCID search for collaborators
  3. Define roles clearly
  4. Document contributions

Timeline Management

  1. Set realistic milestones
  2. Include buffer time
  3. Consider dependencies
  4. Update regularly

Document Preparation

  1. Prepare documents early
  2. Follow formatting guidelines
  3. Get all required signatures
  4. Keep copies organized
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