DEPARTMENT OF HIGHER

EDUCATION MINISTRY OF EDUCATION

MALAYSIA

PROTOTYP DEVELOPMENT
RESEARCH GRANT SCHEME
(PRGS) GUIDELINE

(AMENDMENT 2020)

IPT RESEARCH EXCELLENCE DIVISION DEPARTMENT OF

HIGHER EDUCATION
MINISTRY OF EDUCATION MALAYSIA
LEVEL 7, NO. 2, TOWER 2
JALAN P5 / 6, PRECINCT 5
62000 PUTRAJAYA
No. Tel. : 03-8870 6974/6975
No. Fax: 03-8870 6867
 LIST OF CONTENTS

Vision and Mission of Fundamental Research 3

PART 1 (INTRODUCTION)
1.1 Introduction 4
1.2 Philosophy 4
1.3 Definition 4
1.4 Purpose 4

PART 2 (APPLICATION)
2.1 General Conditions of Application 5
2.2 National Priority Sector, Research Cluster and Domain
Research 7
2.3 Research Period 8
2.4 Allocation Ceiling 8
2.5 Research Results 8
2.6 Application Rules 10

PART 3 (EVALUATION)
3.1 Application Evaluation 11
3.2 Evaluation Criteria 12

PART 4 (MONITORING)
4.1 Implementation of Research 13
4.2 Project Monitoring 13

PART 5 (FINANCIAL REGULATIONS)

5.1 Spending Code 16
5.2 Use of Allocation 18

PART 6 (DECISION)
6.1 Notification of Decision and Distribution of Allocation 19
6.2 Documents and Bonds Agreement 19

ATTACHMENT
Monitoring Flowchart 21
Application Flowchart 22
Monitoring Schedule 23

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 VISION AND MISSION
OF FUNDAMENTAL RESEARCH

All

Competitive fundamental research for the

transformation of science and
national excellence

Mission

Cultivate, empower and maintain high-impact

research capacity
to generate knowledge that can contribute to the
development of talent, intellectual development, the
creation of new technologies and
nurturing a dynamic civilization

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 PART 1 INTRODUCTION

1.1 INTRODUCTION

The Prototype Development Research Grant Scheme (PRGS) Guidelines

document is provided as a reference and guide for research grant applications
under the Department of Higher Education (JPT), Ministry of Education Malaysia
(MOE). These Guidelines should be consulted together with the Research Fund
Governance Document of the Ministry of Education Malaysia.

1.2 PHILOSOPHY

Most of the prototype development research results could not be commercialized

because the research results are still in the early stages. For continuity, the
Prototype Development Research Grant Scheme (PRGS) was created to help
bridge the gap between research findings and commercialization for the purpose
of creating new technologies in line with K-Economy requirements and the
implementation of the New Economic Model.

1.3 DEFINITION

Funds created for prototype development to bridge the gap between laboratory /
research findings up to pre-commercialization. These include proof of concept,
evaluation, up-scaling, pre-clinical testing and field testing.

1.4 PURPOSE

The PRGS Fund was created to help bridge the gap between research findings
and commercialization for the purpose of creating new technologies / discoveries
in line with K-economic needs and the implementation of the New Economic
Model.

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 PART 2

APPLICATION

JPT, KPM will inform the opening of the date of application for PRGS grant through an
official letter to Public Universities and Private Universities (including University
Colleges). The University needs to announce the opening of the application and carry
out the evaluation of the application according to the decision of JPT, KPM. Application
Flowchart is as in Figure 1.

2.1 GENERAL CONDITIONS OF APPLICATION

This grant is open to academic staff (Professors, Associate Professors, Senior

Lecturers, Lecturers) at Public and Private Universities (including University
Colleges) with the following conditions: -

2.1.1 Academic staff of Malaysian citizens with permanent status / contract,

must have researchers with Malaysian citizens with permanent status in
the same field of expertise and from the same Institution.

2.1.2 For non-citizen academic staff with permanent status / contract, it is

necessary to have researchers with Malaysian citizens with permanent
status in the same field of expertise and from the same Institution.

2.1.3 Applications from Branch Universities must comply with the following
conditions: -

2.1.3.1 The Chief Researcher who is not a Malaysian citizen is allowed

to apply provided the co-researcher must be a permanent
Malaysian citizen in the same field of expertise and from the
same Institution.

2.1.4 PRGS grants are open to all researchers who comply with general
application requirements and have fundamental grants such as the
Fundamental Research Grant Scheme (FRGS) or other fundamental
grants that are competitive in nature and have completed previous projects
(projects have been 100% completed and certified by RMC Institutions)
have the results of a complete discovery / research that requires the
development of a prototype.

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 2.1.5 New applications for researchers who have been approved by PRGS in
the previous phase will be considered with proof that the projects have
been 100% completed in the MyGRANTS System Monitoring Module and
approved by the Institution RMC and have completed presenting the Final
Report to the appointed Committee. Researchers are requested to update
the performance of research projects online through the MyGRANTS
System every February and August every year.

2.1.6 Academic staff on study leave and sabbatical leave (domestic and foreign
for more than 6 months) are not allowed to make new applications.
However, he can be a member of a research group. Information related to
the study leave / sabbatical leave period needs to be updated by the
researcher and confirmed by the RMC Institution.

2.1.7 The period of service of the Chief Researcher must be at least two (2)
years at the respective University from the closing date of the PRGS
application.

2.1.8 Applicants are strongly encouraged to collaborate with the relevant

Industry / Agency to implement the research project (document proof is at
least a letter of intent (letter of intent) and other relevant documents).

2.1.9 Applicants are required to submit patent search evidence for each project
application.

2.1.10 Applicants are only allowed to submit one project application per phase.

2.1.11 The approval of the Human / Animal Research Ethics Committee (if
applicable) must be accompanied by the first progress report.

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2.2 NATIONAL PRIORITY SECTOR, RESEARCH CLUSTER AND RESEARCH
DOMAIN

2.2.1 National Priority Sector

Each application must meet one of the National Priority Areas (NPAs) as
follows: -

(a) Food Security;

(b) Energy Security;
(c) Plantation Crops;
(d) Cyber Security *;
(e) Water Security;
(f) Biodiversity;
(g) Healthcare and Medicine;
(h) Environment and Climate Change; or
(i) Transportation and Mobility (Transportation and Mobility)

* Note: This Priority Sector includes IR4.0 (Cyber Security, Big Data,
Artificial Intelligence) which refers to the National Policy on Industry 4.0
(National Policy on Industry 4.0).

2.2.2 Research Cluster

Each application must meet one of the following research clusters: -

(a) Food Safety & Security;

(b) Basic Infrastructure;
(c) Climate Change and the Environment (ClimateChange)
& Environment);
(d) Health (Health);
(e) Education & Knowledgeable Civil Society (Education &
Knowledgeable Civil Society);
(f) National Security;
(g) Social & Economic Wellbeing; or
(h) Advanced Technology & Advanced Manufacturing
(Frontier Technologies & Advanced Manufacturing)

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 2.2.3 Research Domain

Each application must meet one of the following research domains: -

(a) Pure and Applied Sciences;

(b) Technology and Engineering (Technology and Engineering);
(c) Clinical and Health Sciences;
(d) Social Sciences;
(e) Arts and Applied Arts;
(f) Natural and Cultural Heritage;
(g) Information and Communication Technology (Information
and Communication Technology).

2.3 RESEARCH PERIOD

The research period is between one (1) year to two (2) years only.

2.4.SILING PROVISIONS

The allocation applied for must not exceed the prescribed allocation ceiling of
RM500,000.00.

2.5 RESEARCH RESULTS

2.5.1 Prototype

Each research project must produce at least one (1) prototype that meets
the approved features / objectives, and successfully obtains pre-
commercial and commercialization grants.

2.5.2 Intellectual Property

2.5.2.1 Every research project must produce at least one (1) property
intellect.

2.5.2.2 Project leaders are required to file at least one

(1) intellectual property after one year of the project being started.

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 2.5.2.3 Researchers are encouraged to apply for the registration of
Intellectual Property in the country first before going to the
international level. The Intellectual Property generated from the
PRGS grant is jointly owned by the Government of Malaysia
and the University.

2.5.2.4 Intellectual property management is the responsibility of the

Institution (subject to the contract clause).

2.5.3 Commercialization Results

2.5.3.1 Commercialization proceeds from the development of

prototypes funded by PRGS and other sources should be
shared according to the breakdown of grant funding and
contributions in other forms for the project.

2.5.3.2 For Public Universities, commercialization results must be

distributed in accordance with the existing Commercialization
Policy.

2.5.3.3 For Private Universities, details of commercialization title must

be agreed in the contract clause.

2.5.4 Research Deliverables

The research conducted should produce research deliverables that have

the potential to be translated and utilized by stakeholders.

2.6 APPLICATION RULES

2.6.1 Each applicant is allowed to submit only one project application per
phase. PRGS applications need to be made online through the
MyGRANTS System.

2.6.2 Researchers are responsible for updating personal profiles in

MyGRANTS. The researcher profile is a reference for the assessment of
compliance with the application conditions.

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 2.6.3 Applications for PRGS are open to research projects that meet the
requirements and areas of research as stated in Paragraph 2.1,
Paragraph 2.2, Paragraph 2.3 and Paragraph 2.4.

2.6.4 Researchers are asked to state grants or financial resources from the
initial stage of the research project to the level that requires prototype
development.

2.6.5 For the development of a prototype that exceeds the PRGS ceiling, the
researcher must declare all funding obtained for the project.

2.6.6 Researchers need to state the planning of grants that have been / will be
obtained up to the pre-commercialization level.

2.6.7 All PRGS applications must be implemented by presentation to the PRGS

Evaluation Committee.

2.6.8 For each approved project (if necessary on the advice of the PRGS
Evaluation Committee), a mentor will be appointed to provide guidance
towards the viability of the commercialized product (commercial viability of
product).

2.6.9 For research projects involving humans / animals, the project must first
obtain the approval of the Ethics Committee.

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 PART 3

EVALUATION

3.1 EVALUATION OF APPLICATION

3.1.1 Institutional Level Application Evaluation (Internal Assessment)

3.1.1.1 Evaluation is carried out at the Institutional level and the

evaluation results are forwarded to JPT, KPM for evaluation and
approval;

3.1.1.2 RMC needs to appoint an Evaluation Committee Member

(Internal Assessor). The appointment of assessors must meet
the criteria set by JPT, KPM;

3.1.1.3 Each research proposal paper must be evaluated by at least

two (2) evaluators;

3.1.1.4 Assessors need to review the research proposal paper

(proposal) submitted according to the evaluation criteria set; and

3.1.1.5 The RMC certification must be based on the recommendations

and recommendations of the panel of internal assessors
appointed at the Institutional level.

3.1.2 Evaluation of JPT Level Application, KPM

3.1.2.1 PRGS applications will be evaluated by the Evaluation

Committee, JPT according to the research domain that has
been set. The Committee is chaired by a Chairman and consists
of a number of Committee Members who are recognized as
experts in their respective research domains;

3.1.2.2 The Chairman of each Committee will recommend the project

application that has been evaluated based on the conditions,
rules and criteria to the PRGS Technical Committee chaired by
the Director General of Higher Education for approval; and

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 3.1.2.3 Presentation by pitching method according to the presentation
format by the Project Head (representative is NOT allowed) for
the proposed short project research project will be evaluated by
the Panel of Assessors appointed by JPT, KPM. The results of
the evaluation are final.

3.2 EVALUATION CRITERIA

3.2.1 The research proposal applied for must involve the production of one of
the following: -

(a) Proof of Concept;

(b) Evaluation;
(c) Up-scaling;
(d) Pre-Clinical Testing; or
(e) Field Testing

3.2.2 All conditions and rules set out in these Guidelines must be complied with
by the applicant.

3.2.3 Prototypes that impact humanity and society for the purpose of increasing
the value of life in the country and the world; or

3.2.4 Potential prototypes to generate industry

based on new knowledge / knowledge; or

3.2.5 Potential prototypes that contribute to the national strategic agenda.

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 PART 4

MONITORING

4.1 IMPLEMENTATION OF RESEARCH

Research projects should be implemented starting on the date set by JPT, KPM.
The project must be implemented according to the research proposal paper
(proposal) that has been approved. Institutions and researchers must comply
with the rules and conditions of PRGS as well as other regulations from JPT,
KPM.

Institutions and researchers need to ensure that any changes to the research
proposal paper (proposal) comply with the governance that has been set by JPT,
KPM.

4.2 MONITORING

Monitoring for each Institution and research project must comply with all
monitoring methods set by JPT, KPM. Management, monitoring and reporting of
research projects is the responsibility of the RMC of each Institution. The
Monitoring Flow Chart for PRGS is as shown in Figure 2.

4.2.1 Scheduled Monitoring

Each research project is subject to scheduled monitoring throughout the

active project period. Submission of performance report to JPT, KPM is
implemented every six (6) months as in Table 1.

4.2.1.1 Submission of performance and financial reports for PRGS

projects are: -

(a) Reporting in February should be updated according to

achievements until December of the previous year; and

(b) Reporting in August needs to be updated according to

achievements until June of the same year.

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 4.2.1.2 The forms that need to be submitted are as follows: -

(a) PRGS Project Performance Report Form (Online

through MyGRANTS System)
 The report is completed and completed by each Chief
Researcher and must be sent to the RMC at the
respective Institution.

(b) PRGS Overall Report Form

 The PRGS Overall Report by phase for each
Institution must be completed and completed by the
RMC at the respective Institution;
 The report must be sent by the Institution RMC in
softcopy and one (1) hardcopy to the Secretariat of
PRGS JPT, KPM;
 This report must be accompanied by the PRGS
Financial Report Form and the PRGS Achievement
Report Form.

(c) PRGS Financial Report Form

 The complete PRGS Financial Report by phase for
the Project needs to be coordinated by the
Institutional RMC and approved by the Institutional
Treasurer;
 The report must be sent by the Institution RMC in
softcopy and one (1) hardcopy to the Secretariat of
PRGS JPT, KPM.

(d) PRGS Achievement Report Form

 Overall Report on the Achievement of PRGS Projects
that are completed in phases for each Institution
should be coordinated by RMC Institutions;
 The report must be sent by the Institution RMC in
softcopy and one (1) hardcopy to the Secretariat of
PRGS JPT, KPM.

(e) Annual monitoring will be performed

in a way presentation to the JPT
Evaluation Panel, KPM.

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 4.2.2 Unplanned Monitoring

4.2.2.1 Each research project is also subject to unscheduled monitoring

according to the rulings and requirements of JPT, KPM as
follows: -

(a) Site visits and audits;

(b) Re-reporting based on recommendations and requirements
in accordance with the conditions determined by JPT,
KPM.

4.2.2.2 JPT, KPM also reserves the right to call the Institution for
unscheduled reporting through any appropriate method such as
presentation of research project.

4.2.3 Final Report

The Chief Researcher must submit the final research report in the form of
hard copy (hardcopy) and soft copy (softcopy) within three (3) months
after the project completion date or project completion date.

4.2.3.1 The documents that need to be submitted are as follows: -

(a) Project Final Report Form (MyGRANTS System);
(b) Research Profile (5 pages);
(c) Research Results (evidence included);
- Talent (individual name and level of study);
- Publications (in indexed journals);
- Other relevant research results.
(d) Research Results Infographics;
(e) Encouraged to provide FRGS research impact video
lasting 3-5 minutes according to the format set by JPT,
KPM.

4.2.3.2 All reports must be based on approved research results only.

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 PART 5 FINANCIAL

RULES

5.1 COST OF EXPENDITURE

Provision for PRGS grants is allowed for any purchase, payment or acquisition that
meets the following spending codes:

5.1.1 Vote 11000 - Allowance for Officers / Research Assistants (RO / RA)

The ceiling of allowance to finance RO / RA does not exceed

RM48,000.00. RO / RA must not be a student and at least have a diploma
in a related field.

5.1.2 Vote 21000 - Travel and Transportation

5.1.2.1 Domestic and international travel related to the project does not
exceed 15% of the total grant with the approval of the JPT
Evaluation Committee, KPM;

5.1.2.2 Domestic travel involves air transport should be the cheapest.

5.1.3 Vote 24000 - Rental

Rental is only allowed for buildings, equipment, transportation, use of

computers and other items directly involved with research in prototype
development. Each proposal must be accompanied by justification and
related quotations.

5.1.4 Vote 27000 - Research Supplies and Materials

Only research-related expenses in prototype development are allowed.

Each purchase proposal / research material must be accompanied by a
justification and relevant quotation.

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 5.1.5 Vote 28000 - Small Repairs and Modifications

The cost of maintaining existing equipment during the project is allowed.

After the project is completed this maintenance cost will no longer be
borne by this grant.

5.1.6 Vote 29000 - Professional Services

5.1.6.1 This vote covers other services including printing, hospitality,

honorarium, professional services, consulting, data processing
and other services related to prototype development.

5.1.6.2 Payment of intellectual property filing is allowed amounting to

RM5,000.00 and the rest is under the responsibility of IPT.

5.1.7 Vote 35000 - Accessories and Equipment

5.1.7.1 Only the purchase of special equipment and accessories

(including upgrading existing equipment) related to the research
project is allowed. Each application must be accompanied by
justification and relevant quotations.

5.1.7.2 The amount applied for this vote does not exceed 40% of the
total grant.

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5.2 USE OF PROVISIONS

5.2.1 PRGS provisions do not allow for the following: -

(a) Produce a business plan;

(b) Market survey;
(c) Product exhibition and promotion; and
(d) The journey for me is limited to anything
conferences / seminars / colloquium (conference / seminar /
colloquium).

5.2.2 Researchers are also not allowed to use grant allocations to make
purchases that are not directly related to the research project.
Unauthorized purchases are as follows: -

(a) Payment of any form of membership fee

body professional / professional body and the like;
(b) Purchase of reference materials and the like;
(c) Purchase of ICT equipment and communication (e.g.
phone mobile / laptop / printer /
cartridge and the like);
(d) Payment of utility / telecommunications bills;
(e) Purchase of equipment office (such as stationery / paper / desk /
chair and such);
(f) Purchase of storage equipment (such as external hard drive /
pendrive / CD and the like);
(g) Payment of space / facility rental at the respective Institution; and
(h) Other purchases not directly related to the research project.

5.2.3 The use of grant allocation for management / administration charges is not
allowed.

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 PART 6 DECISIONS

6.1 NOTICE OF DECISION AND DISTRIBUTION OF PROVISIONS

6.1.1 The PRGS research project approval letter will be submitted to the Vice
Chancellor of IPT and a copy of the approval letter will be forwarded to the
Deputy Vice Chancellor (Research and Innovation), Research
Management Center (RMC) and Treasurer.

6.1.2 Payment will be made by the Ministry to the Treasurer / Finance of the HEI
after the PRGS approval letter is issued based on the total allocation
recommended by the PRGS Evaluation Committee.

6.1.3 The decision of the PRGS Evaluation Committee is final.

6.2 DOCUMENTS AND AGREEMENTS

6.2.1 Agreement Document

(a) An agreement document is an agreement signed to ensure that

research projects are implemented in accordance with the terms
and conditions set between the Ministry (represented by JPT, KPM)
and the University;

(b) The University shall ensure that the agreement document is signed
by the person authorized to sign the agreement document on behalf
of the University; and

(c) Two (2) original copies must be submitted to JPT, KPM.

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 6.2.2 Bond of Agreement

(a) An agreement is an agreement signed to ensure that research

projects are implemented in accordance with the terms and
conditions set between the University and the researcher;

(b) The IPT must ensure that the agreement is made in accordance
with the format set by JPT, KPM. However, HEIs are allowed to
make additional conditions and terms in accordance with the needs
of HEIs without leaving any basic information that has been set by
JPT, KPM; and

(c) The IPT must submit one (1) copy of the completed agreement to
JPT, KPM.

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 APPENDIX - PRGS APPLICATION FLOW CHART

From

Application opening JPT NC / TNCPI

announcement / RMC

Application submission Researchers

TNCPI, RMC
Certification - screening of Note: RMC needs to
application conditions and ensure that the
evaluation of proposal internal evaluation
papers process at the
University level is
Notification
complied with
to Peraku?
researchers No.
Yes NC / TNCPI / RMC

JPT - Evaluation
Assessment and Committee,
certification Technical
Committee and
Driver Committee

Announcement of results JPT NC / TNCPI

/ RMC

Signing Agreement JPT NC / TNCPI

between JPT, University / RMC
and researchers Researchers

Research Implementation Researchers

End

Figure 1: PRGS Application Flow Chart

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 APPENDIX - PRGS MONITORING FLOW CHART

From

Project implementation Researchers

Submission of
monitoring report Researchers

Review and
verification of RMC
reports
Implementati
on of control Satisfactory?
measures
and No. Yes
penalties
Monitoring
JPT

Submission of final
report for completed Researchers
projects

Review the final report

RMC

Final report
confirmation JPT

End

Figure 2: PRGS Monitoring Flow Chart

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 APPENDIX - CYCLE SCHEDULE FOR PRGS PROJECT SCHEDULE MONITORING

MOON

Monitoring Cycle 1 Monitoring Cycle 2

Jan Feb Mac Apr May Jun July August Sept Oct Nov Dec.
Preparation of Submission of Receipt and review of Preparation Submission of Receipt and review of
monitoring monitoring monitoring reports of monitoring monitoring reports
reports report monitoring report
(for Sept - Dec (for Jan - Apr achievements of
reports
(for Sept - Dec (for Sept - Dec achievement of previous (for the the current year and cumulative
achievement of achievement of year and cumulative (for Jan - Apr achievement of achievements from the project
previous year previous year achievement from project achievement Jan start date)
and cumulative and cumulative start date) s of the - Apr current
achievement achievement current year year and
from project start from project and cumulative
date) start date) cumulative achievement
achievement from start
s from the date
project start project)
date)

Table 1: Cycle Schedule for Scheduled Monitoring of PRGS Project Level JPT, KPM

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BKPI JPT KPM PRGS GUIDELINES (AMENDMENT 2020) | 23
Any inquiries / additional information may be directed to:

RESEARCH MANAGEMENT SECTION

EXCELLENCE DIVISION IPT DEPARTMENT OF
HIGHER EDUCATION
MINISTRY OF EDUCATION MALAYSIA
LEVEL 7, NO. 2, TOWER 2
JALAN P5 / 6,
PRECINCT 5 62000
PUTRAJAYA
NO. TEL. : 03-8870 6974/6975
NO. FAX: 03-8870 6867

BKPI JPT KPM

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