USER Guide for General Beneficiary (GB)/ Applicant

TABLE CONTENT
1. Introduction
The General Beneficiary (GB)/ Applicant
GB User Log in URL
Registration Process
My Account
View Profile
Change Password
2. How to apply
My Applications
View/Edit Application
Application Summary
Bank Details
Institute Verification
Upload Documents
Application Final Submit
Application Status
Send E-mail
Download Letters
Grant Particulars
2.1

Apply for the Research Project (RP)

RP Applications Details
Enter PC/CI Details
Enter Equipment List
Provide Budget Estimates
Upload Documents
2.2

Apply for funding Symposium

Grant Particulars
Manage Documents

2.3

Apply for Fellowship

Educational Qualification
Work Experience
Manage Documents
Interview Details
Activity Log ?

Home Page :

Fig. Reg. 1

Registartion Page

Fig. Reg. 2

Registration remaining page

Fig. Reg. 3

After Login

Fig. Reg. 4

Message showing You Have received past fund for this grant

Fig. Reg. 5

After Click on Update Past Grant Details

Fig. Reg. 6

After Click on Application Final Submit

Application Status Log

(1.1) GB User Log in URL

HOME PAGE of BRNS

https://daebrns.gov.in
Figure 1: HOME page of BRNS

DETAILED GB USER SYSTEM OVERVIEW

The URL for the GB users to log in the system is public. The URL for the users Log
in form is as under:
https://daebrns.gov.in/gb_login.php
Fig 2: This is the log in form for the GB users

(1.2) General Beneficiary (GB)/ Applicant

General Beneficiary (GB) is the applicant seeking financial support under different
BRNS schemes. The applicant for a Research Project (RP) is the Principal Investigator
(PI), the convener applying for funding Symposium and it the candidate himself/herself
seeking for Fellowship.
GB/Applicant has to register himself on the system by clicking on the Register Link on
the Websites Home page. In this section some basic information about the GB, is
required to be filled.
The registration should be done in the name of the GB only. If the name of the
PI/Convener/ candidate is different from the registered user, such applications
would not be considered.
While applying for the application GB has to fill up some the application in detail.
The different sections are available for GB to fill in the form. All the sections under the
application are mandatory.
Once the GB is finished with filling all of the application sections available
on the browser. Once the GB has submitted (Final Submitted) the application
then the application section will be locked for their updation. Basically GB wont
be able to change the data. In case if the GB wants to edit/modify/change the
application data, he/she has to draft the mail to the admin of the BRNS GMS
application to do changes on his/her behalf.
(1.2.1) Process of registration on the BRNS website
1. GB/Applicant has to register himself on the system by clicking on the Register
Link on the Websites Home page.
2. Once registered, the GB will receive the mail containing the activation link of his
account on BRNS. On click of the link, he will be registered with BRNS and can
apply for the project. If he has not clicked on the link provided in the mail,
his/her registration will get expired and will be moved to Expired Registrations.
(1.2.2) Process of fillingthe project application for all the schemes

1. Once the GB has got successful registration with BRNS, he can avail the
funding by applying to the application/project under several available
schemes to him.
2. Click on Apply menu to see all the available schemes/programs of BRNS.
3. All the schemes will be listed down along with the Apply link. Refer the below
figure:
Fig 3:

4. After clicking on the Apply Link, The GB gets redirected to the individual
application form (based on the scheme) that he has to fill for applying for the
funding.
5. Now GB has to fill up the Application Summary Form this is however
only the first step to fill up the form. After filling the application summary
form, the GB has to fill other mandatory sections as well in order to complete
the process. Refer below figure:

Fig. 4

6. Once the GB is done with filling of the application summary form, GB has to click the
Save button in order to save the application.

7. Once application is saved, the application will be listed in the My Applications tab
and GB can click on View link to view the filled application form and other application
sections, as shown in figure 5:
Fig 5: Landing page after successful log in the system

8. After logging the system, the GB redirects to the My Applications page. Figure 4 is
the landing page after the user lands on after the successful log in. It includes all the
applications separated by the Schemes. Status of the application would have one of
the following displays against each of the application.
APPLICATION STATUS: Submitted/Under Submission/ Admitted For Processing
APPROVED

STATUS:

Not

Approved/Revision

Suggested/Recommended/Sanctioned/File Closed

9. View link enables the GB to access the rest of the sections for the detailed
application form with the several sections. These sections are to be filled
mandatory by the GB. Otherwise the application would be considered as the
half-filled and will be discarded for the process.

10. After filling all the sections of the application form, the GB has 15 or system
configured days to fill up all the sections of the application. In case he has
passed that assigned duration then his application will be discarded from the
system. GB has to re-apply for the application in this case.
11. Within the assigned duration, GB can edit/update/modify the sections any
number of times he wants to.
12. After filling up all the sections, GB has to submit the application by clicking on
the Final Submit section available in each of the scheme application.
13. Once the GB has final submitted the application, he wont be able to change
the application data. It will be locked for the assessment by BRNS officials.
The status of the application is updated after the submission has undergone
initial scrutiny about completeness of the submitted documents and also the
previous funding records.
14. After assessment, based on the results of the assessment, APPROVED STATUS
would be modified appropriately.
Functionaries of the GB
1. Apply for the scheme
2. My Account
a)

View Profile

b) Change Password
3. Managing the applied applications (My Applications)

(1.3) Apply for the scheme

This section explains how the GB can apply for the scheme. In the GB log in area,
the top menu shows the tab called Apply. The GB has to click Apply to see the
different schemes available for him to apply for the funding (refer to Fig 4).If some
scheme has derived scheme; example RP the Apply link is available with the derived
scheme and not with the base scheme.
Some Important Points:

1. Apply link is visible besides each scheme that is available for the funding.
2. Once clicked Apply, the GB will be redirected to the Application Form.
3. GB has to fill up the form.
4. Once applied for ascheme, the GB cannot re-apply for the same scheme again.
5. Once applied for the scheme, Apply link will be disabled for that particular
scheme and the text will be visible as Applied indicating that GB has already
applied for the same scheme in the past.
(1.4) My Account
This section tells about How GB can handle or Manage his profile on the
BRNS website. In My Account section GB can change his password and he can
edit his personal profile as well.
(1.4.1) View Profile
This is the section where all the personal information GB is displayed in the tabular
format. This information is captured from the registration form that GB has filled in order
to make an account on BRNS website.
Here the GB can View his profile and can edit the same if needed. However some
the fields/elements he cant edit.
Fig 6: View GB Profile.

The GB can view his profile as shown in above figure. Click on Edit Profile link to
edit the profile.
Fig 7: Edit GB Profile

On click of Edit Profile link, the GB redirects to the form where he can edit the
information supplied by him earlier.
Some of the fields are not open to edit directly by him. However he can raise the
ticket pointing to BRNS in order to edit them on special request by sending mail from this
website itself.
GB cant edit/change his Email as it has been used for the log in and moreover all
the communications are done using his email. He can request the Admin to change.
GB cant edit the value for BRNS Funding in the past. He can request the Admin
to change.
(1.4.2) Change Password
Here the GB can change his password provided he knows his old password and has
to follow the format of the password.

Fig 8: Change Password

(1.5) My Applications
This is the default landing page of the GB after log in the application. Here are the
applications applied by the GB are displayed in the Grid format separated by the
Schemes as that of all the above users.
The applications are divided into the schemes (RP, Symposium and Fellowship).
The View link is available besides each of the application to view and edit the application
details.
The Search form enables the GB to search for the particular application. Since the
GB is restricted to apply only for one application in each of the scheme so the search
parameter is given as the scheme. At any given point of time GB wont exceed one
application in any scheme.
Once the GB clicks View link, he can see the different application sections that he
can edit.The menu is given on the left side of the screen and it is different for
different schemes.
(1.5.1) Applications Details
In all the Schemes Applications there is one section that displays the Application
DetailsSummary. This section is same for all the schemes. It gives information that
the application is finally submitted or not. How many days are remaining for the GB to
submit the application, etc
(1.5.2) RP Applications Details
The GB can navigate through the different sections of the RP Application.
Fig 9: Sections of RP Application to be filled in before final submission

These sections are explained below:

(1.5.2.1)Enter PC/CI Details
The applicant will enter the PC/CI Details while applying for the application.
Fig 10: PC/CI Details List

Fig 11: On clickingEdit Link,the PC/CI details entered/edited by the applicantAny

number of PI/CI and PC can be added from this link. Please note that the details of PI is
not asked here, because the details of the PI has already been captured at the time of
the registration.

(1.5.2.2)Enter Equipment List

These are the list of Equipment, costing more than Rs.50,000/-required by the
applicant at the time of submitting the application. The user can View/Add/Edit the
Equipment.
Fig 12: Equipment List

Fig 13: Edit the existingEquipment. The user has to click on Edit link to editthe
equipment information. Click on Update button to save the changes.

Fig 14: Add the new Equipment. The user has to click on Add New Equipment link to
add the equipment. Click on Add button to save the changes.

(1.5.2.3) Provide Budget Estimates

This section handles all the budget that is requested by the GB as the funding from
BRNS.Here all the Accounts heads are listed down along with the duration of the project
(based on the scheme).
GB has to click on the particular financial year to fill up the amount for each of the
account head listed.The Financial year is automatically selected depending upon the date
of submission.As the GB fills the amount, the overhead gets calculated based on the total
amount. Upper limit of total Overhead grant is 6 Lakhs for recognized educational
institutions and it is 2 Lakh for other institutes.
This section is open for edit only till the application has been final submitted. Once
the application is submitted by the applicant this data cant be modified.
Fig 15: Provide Budget Estimates

(1.5.2.4)Upload Documents
These are the documents uploaded by the applicant while submitting the
application form. The user can view/Delete/Replace/Download the documents uploaded
by the applicant. The list includes all the File Heads (refer section 3.2.1.2.1).
Fig 16: List of Application Documents

The user can Download the consolidated documents uploaded by the applicant all
together by clicking on the Download Consolidated PDF Link. This includes all the
documents uploaded by the applicant starting with the Application Summary Document.
The user can download the individual document by clicking the Download link foe
each of the document in the list.
If the user wants to Replace/Modify or Delete the document he has to click on
Replace/Delete link for the document he wants to modify.
Fig 17: Replace/Delete File
Once the Replace/Delete link is clicked the Edit form appears to edit the
delete/update the document.

(1.5.2.5)Bank Details
This information will be used by BRNS for the funds transfer, if the proposal is
sanctioned.
Fig 18: Bank Details Display

Fig 19: Edit bank Details. Click on Edit link to edit the bank details.

Click on Update button to save the changes

(1.5.2.6)Institute Verification

This information will be used by BRNS for the references and background
verification purposes.
Fig 20: Institute Details Display

Fig 21: Edit Institute Details. Click on Edit link to edit the institute details.

Click on Update button to save the changes.

(1.5.2.7)View/Edit Application
This is the application form that the GB has filled while applying for the funding.
Fig 22: View Application Summary

Click on Edit Application Summary link to edit the application summary

Fig 23: Edit Application Summary

(1.5.2.8) Application Final Submit

This section is common for all the applications and all the schemes.
This is the section where the GB has to agree for all the Terms and Conditions for
the BRNS. He has to ensure that he has uploaded all the documents required for the
successful submission of the application. Before submitting the application, the GB has
the option to view the whole of the application in the single glance by downloading the
PDF version of the application by clicking on Download Consolidated Application
Form link. It enables him to download the application and verify all the details has been
put up correctly by the GB before final submitting the application.
Fig 24: Final Submit

(1.5.2.9)Application Status
This section will display the latest status of the application. The
GB/applicant can view the current status here and track the progress of
the application assessment.

Fig 25: Application Current Status

(1.5.2.10)Send Email
In this section, the applicant can send email to the admin if and when needed. This
section enables the applicant to communicate to the BRNS using Email feature. This
email will be recorded and saved in the log on order to maintain the records.
Fig 26: Send Email to BRNS

(1.5.3) Symposium Applications Details

The GB can navigate through the different sections of the Symposium Application.
Fig 27: Sections of Symposium Application

Most of the above sections are already explained in RP application section. The additional
sections will be explained as follows. These sections are explained below:
(1.5.3.1)View/Edit Application
Please refer the section (1.5.2.7) for details.
(1.5.3.2)Application Status
Please refer the section (1.5.2.9) for details.
(1.5.3.3)Grant Particulars
This is the details of the Grants sanctioned by the BRNS to the applicant for the
application.
Fig 28: View Grant Particulars

Fig 29: Update Grant Particulars. The user has to click Update Grant Particulars link
to update the same.

Click on Add button to save the changes.

(1.5.3.4)Manage Documents
Please refer the section (1.5.2.4) for details.
(1.5.3.5)Institute Verification
Please refer the section (1.5.2.6) for details.
(1.5.3.6)Download Letters
This section allows the GB to download the letters. Often unlocks
after the application assessment process has been completed and GB has
been nominated for the funding.
(1.5.3.7)Application Final Submit
Please refer the section (1.5.2.8) for details.
(1.5.3.8)Send Email
Please refer the section (1.5.2.10) for details.
(1.5.3.9)Bank Details
Please refer the section (1.5.2.5) for details.
(1.5.4) Fellowship Applications Details
The GB can navigate through the different sections of the Fellowship Application.
Fig 30: Sections of Fellowship Application

Most of the above sections are already explained in RP application section. The additional
sections will be explained as follows. These sections are explained below:
(1.5.4.1)View/Edit Application
Please refer the section (1.5.2.7) for details.
(1.5.4.2)Application Status
Please refer the section (1.5.2.9) for details.
(1.5.4.3)Educational Qualification
This is the section usually filled up by the applicant while submitting
the application.
Fig 31:View Educational Qualification

Fig 32: Edit Educational Qualification. The user can click on Edit Link to
update the educational qualification.

Click on Submit button to save the changes.

(1.5.4.4)Work Experience
This is the section usually filled up by the applicant while submitting
the application.
Fig 33:View Work Experience

Fig 34: Edit Work Experience. The user can click on Edit Link to update
the work experience.

Click on Update button to save the changes.

(1.5.4.5)Manage Documents

Please refer the section (1.5.2.4) for details.

(1.5.4.6)Download Letters
This section allows the GB to download the letters. Often unlocks
after the application assessment process has been completed and GB has
been nominated for the funding. Usually the interview call letter and
funding letters.
(1.5.4.7)Interview Details
The interview will be conducted for the applicant to select for the
funding.
Fig 35: Update the Interview Details.

(1.5.4.8)Activity Log
Please refer the section (1.5.2.9) for details.
(1.5.4.9)Application Final Submit
Please refer the section (1.5.2.8) for details.
(1.5.4.10)Send Email
Please refer the section (1.5.2.10) for details.

Fig 9: Application Summary Details prior to FINAL SUBMIT

This is the Application Summary view before Final Submit of the

application.
This displays the following information:
a) Base Scheme => Derived Scheme => Project Title
b) Instructions to fill up all the sections
c) Number of days remaining to submit the application.

Fig 10: Application Summary Details After Final Submit

This is the Application Summary view after Final Submit of the application.
This displays the following information:
a) Base Scheme => Derived Scheme => Project Title
b) The application is final submitted by the applicant/GB.
c)

After Final Submit, the application sections are not open for the
edit by the GB.