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Prisma

Prisma is an e-service used by the Swedish Research Council (VR), Formas, Forte, Swedish Environmental Protection Agency, Swedish National Space Agency and the Swedish Institute for Educational Research. Prisma is used for applications, the review process and for reporting.

Electronic data that you register once

Prisma, prisma.research.se/ , is developed to simplify for researchers, funders and universities. The idea is that you as a researcher register information in Prisma once and then is able to reuse it for several applications, for several different funders.

At the same time, all information and signatures are electronic, which means that you avoid paper copies. You as a researcher do not have to think about who will sign the application or who will carry out the financial reporting. Instead, this is handled by an organizational account at KTH, which distributes the information to the right person.

Benefits with Prisma for KTH

For KTH, Prisma offers an overview of the applications and grants as well as the opportunity for better follow-up and support.

KTH has an organizational account. Your school/department therefore does not need its own account.

Sections in Prisma and routines at KTH

For help descriptions and step-by-step instructions, see Prisma's user manual . If you are unfamiliar with Prisma, their quick guide offers an introduction, Prisma's quick guide.

Create personal account

Detailed instructions for creating a personal account can be found in Prisma's user manual  (Reseach Support Office recommends creating a personal account with SWAMID). Even if you create a personal account via SWAMID, you will receive separate login information for Prisma if you prefer to use that.

Information from the Prisma organisation:

Important information

All Prisma users (researchers, signers and administrators) must create an individual personal account. Also:

  • Participating researchers
  • Participating administrator

You can only have one personal account in Prisma, where you collect all your information. Therefore, keep in mind that you can only have one or two email addresses linked to your personal account and that the primary email address is your username.

If you want to invite a person to participate in your application, it is important that the invitation goes to one of the email addresses that the person has linked to their personal account in Prisma.

Create an ORCID iD

Before you create your personal account in Prisma it is recommended that you create an ORCID iD, unless you already have one. Administrative staff should not create an ORCID iD.

KTH is since 2014 members of ORCID and has also created an ORCID application for creating an ORCID iD and connecting it to KTH.  It is also possible to connect an existing ORCID iD to KTH via the service. If you want to know more about ORCID at KTH please visit  KTH's ORCID website .

Checklist

  • Recommendation: Create an ORCID iD (if you do not already have one). Not necessary for administrative staff.
  1. Create personal account in Prisma, prisma.research.se/ .
    1. Create personal account with SWAMID , see Prisma's user manual
  2. Click on the activation link in the activation e-mail (sender = no-reply@prisma.research.se).
  3. Your personal account is now activated and you can log in to Prisma (choose "Login with SWAMID" to use your @kth.se login credentials).

Application

You will find all open calls under the tab Applications and Grants. For information, visit Prisma's user manual applications and grants

Checklist:

Different schools and departments/institutions might have different routines for applications. Please check with your school or department/institution which routines that are applicable for you.

  1. Read the instructions for the call to see what information is requested and how it should be registered.
  2. It is recommended that you invite a school financial officer as a participating administrator to your application to allow them to see the budget. It is also recommended that you inform your head of department that you have started on an application and invites her/him as a participating administrator to your application. See Prisma's user manual - participants
    • People who have not been invited cannot see that an application has been initiated and you must invite any participating administrators yourself.
    • It is important that the invitation goes to the email address that the person has registered as the e-mail address in Prisma, otherwise the connection will not work.
    • Please note that you cannot register your application if you have unanswered invitations to participating researchers or participating administrators.
  3. Invite participating researchers - Invite participating researchers early in the process so that they have time to submit their information (CVs, publications, etc.). See Prisma's user manual - participants .
    • It is important that the invitation goes to the email address that the person has registered as the e-mail address in Prisma (not the username), otherwise the connection will not work.
    • The participating researcher can either 1. Add and edit information in the application and add his or her CV and publication list to the application or 2. Add his or her CV and publication list to the application.
    • Please note that you cannot register your application if you have unanswered invitations to participating researchers or participating administrators.
  4. Complete the form for the application.
    • It is possible to verify your application and check for errors under the register menu.
  5. Register your application. It is possible to unregister your application until deadline. Thus you can make corrections and amendments until the deadline of the call. If you unregister your application it is important that you remember to register your application again.
  6. Verify how your application looks as a PDF. This can be done under Select -> Show application (PDF).
  7. Signing of your application (which is performed after the call deadline). This is performed by an authorised user in Prisma, usually the head of department or the dean. KTH Research Support Office is responsible for distributing the tasks for this step and you do not need to perform this step yourself.
    • You will receive a confirmation by e-mail when your application has been signed.

Participants

In Prisma you can invite participating researchers and administrators to your application.

A fellow applicant can be invited to the application as a participating researcher on two levels:

  1. Read and edit the application and add their CV information and publications to the application.
  2. Read the application and add their CV information and publications to the application.

The permissions are administrated by you as the main applicant after the participating researcher has accepted the invitation.

Participating administrators do not take part in the application as a fellow applicant but they have the possibility to read and edit information in the application. This could for example be a school financial officer to verify the budget or the head of department to see the application.

Each personal account is connected to one e-mailaddress and it is the e-mailaddress that is the link to the personal account. Thus it is important that the invitation is sent to the e-mailaddress that the participating researcher or administrator has connected to their personal account in Prisma. If the person you are inviting do not have an account in Prisma they will receive instructions on how to create a personal account.

You cannot register your application if you have unanswered invitations to participating researchers/administrators.

For more information please visit Prisma user manual .

Budget

The routines for the budget differs across KTH's schools. Please contact your school's financial officer regarding your school's/department's routines.

Calls for organisations

If the call concerns a grant on behalf of KTH (organisationsansökan), contact Research Support Office at prisma-support@kth.se.

Grants on behalf of KTH can for example be any of the following:

  • Graduate schools, guest researchers, operating grants for research coordination and institutes, journal grants and grants for research infrastructure.
  • Contributions to (among other things) activities that support research, either in the form of a research environment, graduate schools, or research at national or international level.

For these grants RSO must initiate the application in Prisma and then invite the project manager to the application. The project manager fills in the application and notifies RSO when it is complete and ready to be registered. In order for RSO to open an application, information about the project manager (name and e-mail) and project name in both Swedish and English is needed.

RSO are responsible for signing the terms and conditions as well as handling inquiries during the project's duration such as extension of the project, etc.

Signatures

Are you signing and want to know what applies to you? Contact prisma-support@kth.se .

Each task (application, grant agreement etc) must be signed by KTH. This is performed electronically in Prisma by an authorised user. 

The task should be signed in accordance to the KTH delegation of authority. Usually it is the dean or the head of department that signs the task.

You as a researcher do not have to think about distributing the task to the right person for signing, this task is performed automatically by KTH's organizational account (which is administered by the Research Support Office). Thus, you do not need to distribute the task yourself. The distribution to the authorised user takes place after the deadline of the call and there might be some delay between the time of the deadline and when the person responsible for signing receives the task.

Please note that after the call deadline it is not possible to make changes or amendments to an application. Thus your dean or head of department can only sign or deny the application and not make amendments or corrections.

After your application has been approved, it must be registered at KTH. Contact your document coordinator at your school, here is a list of document coordinators . The decision, partial and final reporting must also be recorded.

User, financial officer

Are you a financial officer and have questions about Prisma or problems with your personal account? Contact prisma-support@kth.se .

Picture of someone writing on a computer. Photo: Olof Holdar

Support for questions about:

  • Personal account or technical problems with Prisma: Prisma support form .
  • KTH's handling and routines regarding Prisma: RSO at prisma-support@kth.se
  • Budget: the financial officer at your department or the finance manager at your school.