What is the minimum number of pieces of evidence I can report? 

Between 1 and 6 pieces are accepted by the system.  Submit evidence in order of relevance, starting with the most directly supportive of the result, and use the text box to indicate where the relevant information can be found within each source (e.g., page number, slide number, or table number).

How and where do I submit evidence for results?

Evidence for results can be submitted in the PRMS Reporting Tool. It is possible to submit a maximum of six pieces of evidence per result: However, this does not apply to:

·       Knowledge Products are stored on CGSpace and do not require additional evidence uploads in PRMS.

·       Capacity Sharing for Development results are exempt from multiple evidence uploads due to the associated time/resource burden and potential unresolved General Data Protection Regulation (GDPR) issues. By submitting a Capacity Sharing for Development result, it is understood that supporting evidence is available and can be provided upon request if a sub-sample is needed.

To avoid issues with evidence access during quality assessment, all evidence that is not publicly accessible must be uploaded to the PRMS repository. For guidance on properly saving evidence, you can watch this brief 1-minute video.

• Evidence links and file uploads are both possible in the PRMS.

• All links provided should be publicly accessible. All CGIAR publications should be shared using a CGSpace link.

• Links to SharePoint, One Drive, Google Drive, DropBox, and other file storage platforms are not allowed. If you do not have a CGSpace or other public link available, use the “Upload file” option to upload your evidence to the PRMS repository.

• For confidential evidence, select “Upload file” and then “No” to indicate that it should not be public.

• If you add an evidence link, or indicate that the file being uploaded to the PRMS repository is public:

• • You confirm that the file is publicly accessible.

• • You confirm that all intellectual property rights related to the file have been observed. This includes any rights relevant to the document owner’s Center affiliation and any specific rights tied to content within the document, such as images.

• • You agree to the file link being displayed on the CGIAR Results Dashboard.

• If you indicate that the file being uploaded to the PRMS repository is NOT public:

• • You confirm that the file should not be publicly accessible.  

• • The file will not be accessible through the CGIAR Results Dashboard.

• The file will be stored in the PRMS repository and will only be accessible by CGIAR staff (e.g. quality assurance assessors) with the repository link.

• Documents in the PRMS repository will be view-only and cannot be edited.

Can I select multiple locations for a single result? For example, country and sub-country?

It is possible to select sub-national as an option, and then make multiple inputs. Sub-national inputs are available anytime a result is mapped to a country (e.g. a regional result where a country is also specified).

In addition:

When country is selected, multiple countries can be selected, unless the selection makes up a specific region, set of regions, or global location, in which case “region” or “global” should be selected.

When regional is selected, multiple regions can be selected, but if the selections include every region, “global” should be selected.

Virtual is presented as an option only for outputs of capacity sharing for development. It should be selected only if the output relates completely to virtual training. For blended virtual and in-person training, select the geographic location where most of the in-person training took place.

For knowledge products, use the geographic location, pulled from CGSpace, to indicate where the research was conducted or where the subject of the paper is focused.

For innovation development, choose the location where the innovation has been developed, not where there is potential for development.

Is it allowed to tag legacy publications (originating from Initiative outputs) only to the Initiatives acknowledged in the publication, or can they also be tagged to the successor Science Program(s) and/or Accelerator(s), even if these are not explicitly mentioned in the acknowledgements?

Yes, during this transition period between research portfolios, dual tagging is allowed, both to the original Initiative (as noted in the acknowledgements) and to the corresponding new Science Program(s) and/or Accelerator(s), even if they are not explicitly mentioned in the publication. This applies when requested by the researcher and aims to ensure continuity and alignment with the evolving research structure.

Who reviews and approves knowledge products that are not peer-reviewed journal articles, such as blog articles and working papers?

Knowledge products other than peer-reviewed journal articles should be reviewed using processes developed by Centers or Initiatives/Impact Platforms/Projects. The quality assurance team assumes that all knowledge products have gone through a standard review process before being reported.

Each Center knowledge management team can confirm Center guidelines for knowledge products. Please refer to the CGIAR Open and FAIR Data Assets Policy signed by all Centers.

How can I make a CGSpace entry limited access? And what types of knowledge products would need restricted access in CGSpace?

A curator can limit access to a knowledge product when submitting the material to CGSpace. If the access status for an entry needs to be changed after submission, the curator will need to contact a CGSpace administrator (Abenet Yabowork or Alan Orth) to make that change. It is possible to limit a document to CGIAR users (via Active Directory login) as well as to limit access generally until a certain date.

Published restricted articles can be entered into CGSpace. This is different from confidential evidence, where restrictions are imposed by a scientist on SharePoint or any other IT-recommended storage system at Center level. For confidential evidence, quality assurance assessors will require access to the confidential link.

Who will be contacted for the QA of knowledge products?

If you tag a knowledge product with several Initiatives, that product will be represented equally among the Initiatives (e.g., in exports or the Results Dashboard). However, the first Initiative reporting a knowledge product will be responsible for addressing any comments from a quality assessor (e.g., a publication that was erroneously tagged as ISI by the library team in CGSpace can be questioned and the record should be updated in CGSpace during the assessment process).

Should I report knowledge products in multiple languages separately? 

Knowledge products in multiple languages should not be reported separately, unless necessary to evidence the ToC (for example if pathways are differentiated for actors, or geography/geographic scope, requiring the output in different languages).

How is the FAIR score for knowledge products calculated?

FAIR (findability, accessibility, interoperability, and reusability) scores were introduced to align reporting with the CGIAR Open and FAIR Data Assets Policy. These scores are derived from existing CGSpace metadata to minimize data entry efforts, with equal weight assigned to each criterion.

If you wish to enhance the FAIR score for a knowledge product, liaise with your Center’s knowledge management team to implement improvements.

Do I report trainees only when they have finished their course?

Yes, both long-term and short-term training programs must be completed before reporting (to avoid reporting the same trainee multiple times across years).

How do I report the gender ratios if I am unable to determine this for the capacity sharing result I am reporting?

There is an option to enter numbers for “unknown” when gender disaggregation numbers are unavailable. There is also an option to enter numbers for non-binary trainees.

What is CGSpace?

CGSpace is a repository of agricultural research outputs and results produced by several CGIAR Centers, Initiatives,Platforms, Science Programs and Accelerators and the CGIAR System Office. It indexes reports, articles, press releases, presentations, videos, policy briefs, etc.

Who should add knowledge products to CGSpace? The lead Center or the Program/Accelerator?

Currently, you should rely on Center staff for uploading knowledge products to CGSpace. Researchers should use their Center’s current knowledge management system to inform their Center library/communications/knowledge management/data/or curation managers about knowledge products to be added to CGSpace.

How can metadata information in CGSpace be updated?

You should ask your Center library team to ensure that the CGSpace record is accurate. The PRMS Reporting Tool will then refresh the data at the end of the reporting cycle, re-syncing all CGSpace links. There is therefore no need for you to re-sync any links in the PRMS Reporting Tool to update information.

Can CGSpace records be updated during QA periods?

CGSpace is always open for updates, which can be made at any time. During the QA process, assessor comments will reflect the data available in CGSpace at the time of assessment. If the relevant CGSpace record has been updated since the assessor's review, initiatives should still accept the assessor's comments as there is no need to respond.

Can I retrieve a result deleted by mistake in the PRMS Reporting Tool?

In this instance, please write to prmstechsupport@cgiar.org with a request to retrieve it, providing information on the result for ease of identification (number if known, title, type and which Initiative entered it).

In the PRMS Reporting Tool, can I download a PDF for a result that is still being edited? 

Yes. The PDF function is always available. The system will generate the PDF with the information that you have entered when you press the button, even if the result entry is not fully complete at the time.

What should I do if I encounter a bug in the PRMS Reporting Tool?

Please ensure you create technical tickets for the bugs you encounter by sending an email to prmstechsupport@cgiar.org. This will help the PRMS team to track requests and prioritize them.

Where can I find the key dates for Technical Reporting for 2025?

An overall Technical Reporting timeline can be found on the Reporting resources page of the P&R Hub. Upcoming key reporting dates and deadlines are also presented on this page. Any updates or changes to the reporting timeline will be communicated via performanceandresults@cgiar.org