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What's new in RGS?

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January 2018 changes

Stage 2 (Release 2A) changes were deployed to RGS on 19 January 2018.  

These enhancements are a combination of Stage 2 ongoing development by the RGS Project Team, and user feedback captured through, user experience workshops and Business User Group (BUG) representatives. A list of all Stage 2 changes are available from *What's new in RGS?*. The following features have been added to RGS:

1. Complaints – lodge, action and finalise

The ability to lodge a complaint related to a project, HREC or RG Office is now available within RGS. This replaces the current WA Health Research Complaint Form which will be removed from the RGS website. 

Once logged onto RGS, users will be able to access this form through their left menu and submit it to the relevant HREC or RG Office. Researchers and administrators can complete this form on behalf of a complainant (e.g. patient) if they wish to remain anonymous. This section will contain all documents, letters related to the complaint which is only accessible to those 'invited' to view the complaint (e.g. chief executive).

2. Sign up

  • Confirmation of New User's primary email address to prevent typos.

3. Inviting / Un-inviting

  • Members tab – Ability to un-invite an invited user from a project
  • Administration – Authorisation tab – Ability to un-invite an invited CE / Delegate from a Project (RGOs only).

4. Timelines

  • Improvements to ethics and governance timelines for validation and review 'with' and 'without' stop clock to monitor adherence to 60 day KPIs. Refer to the definitions to see how these are calculated!
  • Additional key dates to enable tracking of project reviews.

5. Forms & Documents Tab

  • On-screen message to Forms & Documents tab to alert users that authorisation is required for all forms and documents before they can be submitted.
  • All columns sortable by clicking on yellow arrow.

6.    Tasks

  • Moved the action button and renamed 'finish task' to 'archive task'. On-screen message for guidance.
  • Archived tasks will be deleted after 6 months.
  • PRN and form names added to the task description.
  • The initiator of a Project General Task will receive an email when the task is complete.
  • Committee Members tasks and emails now contain the meeting date instead of the meeting ID.

7.    Authorising Forms

  • SSA Form – Principal Investigator (PI) Delegate can now authorise the SSA Form. When the user clicks 'Unauthorise', signatures are no longer removed.
  • SSA and WAHEAF forms – The unlock button has been removed from the declarations page. The unlock button can still be accessed from the other pages to re-enter edit mode. Pop-up message warning that selecting 'Unlock' will remove signatures.
  • Pop up message when users select 'Authorise' to notify the user that when they have authorised a form or document it can now be submitted to ethics or governance.
  • Budget Form – PI Delegate can now authorise the Budget Form. The 'Authorise' button is now available on all pages in the Budget Form. The authorisation button on the 'Forms & Documents' tab directs the user to authorise from within the form.

8.    User Profile Changes

  • Users CV and GCP certificate are now viewable by RGS Admin, and relevant EEO, RGO and Committee Members. Saves submitting CV to HRECs.
  • Ability to add an ORCID ID to User Profile with a link to website.

9.    RGS Administration Changes

  • Utilities -  3 pages created for Support Functions (RGS Application Support only)
  • Home - Users will be notified of unexpected system outages (all users)
  • Manage Users –Records who has made an update to a User (RGS Admins only)
  • Profile Management - Close Account has been removed as no longer required, as RGS Support will deactivate users (all users)
  • Manage Sites - RGS Admins have the ability to deactivate a site in RGS but now have the ability to check which projects are active against this site before deactivating a site. (RGS Admins only).
  • Letters – NHMRC amendments have been made to the HREC approval letter (EEO only)
  • SSA & Budget Form Bundle – Must now mark both the SSA and Budget as not valid if relevant (cannot have separate not valid/valid statuses). On screen guidance added. (EEO and RGO only).
  • Administration – Ethics and Governance tabs – Ethics approval and governance authorisation status changes and associated dates are now captured to provide a HREC Approval History and Site Decision History e.g. when a project is Temporary Halted. (EEO and RGO only)

10.    User Experience/Guidance improvements

  • Home – RGS Help Quick Links added, including RGS Quick Start Guide for New User.
  • Project Header - Chevron now has blue text guidance to click on arrows for Help Wiki link step by step guidance.
  • Administration - Authorisation tab – CE/Delegate review – The CE governance forms/documents status changed from 'approved' to 'authorised'. Sign and Finish button combined. The 'Authorisation Decision Date' is based on when the CE/Delegate clicks finish for an authorised project. This is the date reflected for the authorised forms and documents.
  • Add Project Forms screen – Pop-up guidance for scenario where the user has submitted a form to 2 HRECs, and one HREC marks a form as 'not valid' and the other HREC has a validation 'pending'. The user must wait until all validations are complete before submitting to another HREC.
  • Add Project Documents screen – On-screen guidance to name documents correctly.
  • On-screen guidance regarding using Chrome for document download.
  • RGS Footer - Created Helpful Links for Glossary/Definitions and Help Wiki.
  • Announcements - Outage Notifications will now be displayed in red text.
  • Project Details - Red Warning Banner will only show the permissions warning if the user does not have the correct permissions.
  • Project Details - Specialist HREC changes– On-screen guidance and changed field to show 'Select if required'. 
  • Project Header - Added Specialist HREC if applicable.
  • Create Project – Notify users that someone other than the CPI can create the project.
  • Public pages – Copies of WAHEAF and SSA forms (with all questions) are now available on the RGS public pages.

11.    Access Request Form

  • Automatically puts form into 'edit' when form is ready to be 'Marked Complete' so that it can be signed by Principal Investigator (PI).
  • Pop-up message to remind the PI to Mark Complete after the HoDs have given their authorisation.

12.    Summary tab

  • Ethics approval and governance authorisation status changes and associated dates are now captured to provide a HREC Approval History and Site Decision History e.g. when a project is Temporary Halted.  
  • Contains a budget summary, viewable by the same project members that have access to site specific Budget Forms.

Past enhancements

The following RGS enhancements were implemented on 31 August 2017.

1. Home page user interface improvements

· Font size increased on menu and ribbons
· Announcements and events higher up page to fit on the screen

2. Login page

· Updated to prevent users clicking ‘resend security code’ button by mistake
· Extra warning text about security code

3. Extra security

· Sign user out of RGS after period of 4 hours inactivity

4. Project Workspace

· Chevron with links to ‘next steps’ guidelines to make RGS more intuitive
· Project Details - ! an exclamation mark will appear if unauthorised

5. My Projects

· Added ability to sort columns and added HREC approval date

6. Summary tab

· Risk type populated from HREC review decision

7. Sites tab

· Warning message to only add NMA sites (not private, university sites)

8. Tasks

· Users will be sent an email notification when they have a Project Task that has been initiated by another user
· When a General Task is sent to another user, it will be viewable in the initiators ‘Tasks assigned to others’ and disappear when it has been actioned

9. Members tab

· Coordinating Principal Investigators (CPI) can now be a PI Delegate 

10. Forms & Documents tab

· Project Members can view the validation of forms & documents on clicking a link in ‘view’, not on ‘date’(as previously)


· Special characters in document names are allowed


· Tooltips available on ‘view’ mode in addition to ‘edit’ mode
· Close Button available on ‘view’ mode – ability to close form using this button
· Emails are sent to CPI/Delegate and PI/Delegate when forms are signed by Hospital Administrators (governance) and PIs (ethics)
· ‘Pending signatures’ status added to forms when form has been ‘Marked Complete’ but not signed prior to authorisation
· Green coloured form index added – when section of form is complete, the section turns green. It changes when you click the ‘Next’ and ‘Mark Complete’ buttons
· Changed WASM questions that are not populating correctly to yes/no selection

Budget Form

· Added a ‘Total’ row to section 3 for the total cost, $ funding, in-kind funding columns
· Warning message if used clicks ‘unlock’ for research/supporting department if the section has already been authorised to prevent accidental removal of authorisation

11. Changes to User’s Personal or Contact Details

· Require RGS Admin approval when user profile is updated for change of name, primary and alternate email addresses (extra security)
· Ensure name changes are populated throughout system
· Added RGS Admin task to approve request to update user’s details
· Include new ‘area of research specialty’ – Emergency Medicine

12. Introduction of New Activity Flag for Comments Tab

· Alibility to notify recipient of new comment via email
· Ability to flag inappropriate comment for removal by RGS Admin
· Flag comments tab with number of new / recent comments for 7 days

13. Letters

· Add multiple attachments (with links) to a letter & ability to view signed letter
· Populated validation email with forms/documents that have been validated
· New ethics submission email with form/documents that have been submitted

14. Administration

• Update the sequence of sub-tabs within the Administration tab to logical order of validation & review process
• Manage Departments – Allow RGS Admin to move departments under a different division (allows for changes to organisational charts)
• RGS Admins – ability to revert EEO/RGO incorrect validation decision if valid/not valid
• Governance Admin tab - Only populate sites from WA public sites not external NMA sites.

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