PPMS Portal Information

Request Stratocore PPMS user account

Request Stratocore PPMS user account creation or use an existing Stratocore PPMS account.

Each user (faculty, staff, student, or finance admin) will need to request an account in Stratocore PPMS. Each user account in Stratocore PPMS allows access to all facilities in Stratocore PPMS – users who have previously created an account for another facility do NOT need to create another account.

For users having a Uni Bonn ID

1.  Go to Stratocore PPMS start page https://ppms.eu/uni-bonn/start. Select the core facility you want to have access to. Keep in mind, that you have to only register once, for using all facilities in the list.
2. Find the  user "account creation request" in the menu of the page
3. At the PPMS user account creation form. Select the option  “Your institution is University Bonn”. You will be directed to the Uni Bonn Shibboleth log-in screen.
4. Log in using your Uni Bonn credentials (UniID). You will be redirected to the PPMS form with some more questions.
    Enter your details on the PPMS user account creation form:
   • First Name
   • Last Name
   • Phone Number
   • *Please note, the fields for email and login will be prepopulated based on your Uni Bonn Login – please DO NOT change these fields.
5. Group: Select your group from the drop down menu. If your group is not listed, please create it using the additional form by clicking "My group is NOT in the list"and follow the instructions shown in Group Creation Request

For external users

Fill out the Creation Form: Enter your personal information, including your full name, email address, phone number, account number and group.

 Email: Use your university or work email address (e.g. @dzne.de). No private email addresses.

 Phone: Enter your phone number in the correct format (e.g., +49 228 12345678 ).

Password: Choose a password following the instructions.

Group: Select your group from the drop down menu. If your group is not listed, please create it using the additional form by clicking "My group is NOT in the list" and follow the instructions shown in Group Creation Request

 Submit the form: Once all information is entered, submit the form for approval

Password Reset

For users with Uni Bonn credentials (UniID)

There is an easy possibility to set a new password for your UniID andregain your access to PPMS via Shibboleth. Follow the instructions given by the Uni Bonn HRZ on this web page. But remember, password recovery is only available if you provided and verified a private email address via the GOsa identity management of the university Bonn.

You will receive a password recovery message to your private email address.
Please enter your Uni-ID and the character string.

For external users (DZNE, University Clinics)

1. From the log-in page, below the log-in section, select the link within the bulleted option “If you do not remember your password, you can follow these instructions“
2. Enter your PPMS username (email)
3. Click Send a reset code to my email address. An email will be sent to you with a validation code (code will be valid for 24hours)
4. Open email titled “PPMS mail: PPMS password reset confirmation“.  If you do not see an email in your inbox, please check your spam folder
5. Follow the link provided in the email (alternatively, copy the code provided in the email, return to the log-in page, and repeat step 1)
6. Enter the code in the text box “Or, if you already have a reset code, please enter it below“
7. Select Reset my password
8. Enter a new password
9. Select Change password
10. Return to the log-in page and log-in with your new password

How to change financial accounts

Core Facility services are invoiced quarterly. Therefore, a valid financial account has to be connected to each user profile. From time to time, financial accounts have to be changed, especially if Core Facility services are paid by third party funding, which is limited to a certain amount and by the funding period. Within PPMS, users can request the change of the financial account to be used for billing of Core Facilitiy services. Here you will find a detailed description how to request the creation and use of a new financial account.

Go to https://ppms.eu/uni-bonn/login/?pf=1 and login with your PPMS credentials. Select "Profile" in the navigation bar (see image 1, step 1) and scroll to section "Financial Account Information" (see image 1 step 2). 
Here, you can view your current default financial account number in use and - if available - other financial accounts you are authorized to use.

A. Change of default financial account numbers

!!! Attention: The change of the default financial account number affects bookings on all PPMS Core Facilities used! If you want to use different financial account numbers for different Core Facilities or projects, please continue with section B !!!

Select an account type from the dropdown menu (see image 3, step 6). The following account types are available for UKB groups:

B. Account authorization request

With the authorization to use different financial accounts, users can decide individually for each booking, which financial account will be charged for the booked service. This enables the use of different accounts on different PPMS facilities or projects.

Go to https://ppms.eu/uni-bonn/login/?pf=1 and login with your PPMS credentials. Select "Profile" in the navigation bar (see image 6, step 1) and scroll to section "Financial Account Information" (see image 6 step 2). To request a new financial account select "New account authorization request" (see image 6, step 3). A new windows opens up.

The following steps are identical to the procedure described in section A (images 3-5). 

Account authorization requests will be reviewed by a PPMS administrator. You will receive an e-mail notification whether your request was approved or declined.

C. Account management request

Account management rights will be only granted to group managers and the owner of a given PSP element or cost centre. Account management rights enable users to change account details (e.g. funding period, description) and provide authorizations for financial accounts to other group members. You will find details how to apply for management rights here.

How to use PPMS as a group manager

Fees for Core Facility services are invoiced quarterly. For internal users, payment is automated via internal accounting ("interne Leistungsverrechnung"). External users will receive invoices that must be settled independently. Group managers and PIs can view, proof and validate generated draft invoices before being forwarded to the finance department. Changes of financials accounts can be done at any time, either for the whole group, certain group members or projects. The following guide gives an overview of the PPMS functionalities for group managers.

 A. Validation of draft invoices

 
Go to https://ppms.eu/uni-bonn/login/?pf=1 and login with your PPMS credentials. Select "Group / Account management" in the navigation bar (see image 1 step 1) and scroll to section "Draft invoices" (see image 1 step 2).
 
Separate draft invoices are generated for each Facility and each account number used. Group managers, administrative contacts and PIs are notified by e-mail once a new draft invoice is available. Select the draft invoice of interest (see image 1 step 3) and you will get a detailed overview of the invoiced services.
 
Previous invoices can be accessed via the section "Final invoices".

B. Change of financial accounts

From time to time, financial accounts have to be changed, especially if Core Facility services are paid by third party funding, which is limited to a certain amount and by the funding period. Within PPMS, group managers can change the financial accounts of the group members and assign different financial accounts to individual group members:
 
Go to https://ppms.eu/uni-bonn/login/?pf=1 and login with your PPMS credentials. Select "Group / Account management" in the navigation bar and scroll to section "Group and Users" (see image 3 step 1). 
You can view all active and deactivated user accounts of your group as well as the financial accounts attached to their profiles.
 
Usually, the default account number of a group is the cost centre of the PI and should not be changed!
 
To change the account number of a user, choose the user from the list and select "change" (see image 3 step 2). 

Please check whether the cost centers / PSP elements indicated in the draft invoice are correct and - in the case of PSP elements - have the necessary coverage. In the case of uncovered PSP elements, the cost centers of the working group / institute assigned to the users will be charged in agreement with the Dean's Office.

If the invoice is correct, please confirm the draft invoice by selecting "Accept this draft invoice" (see image 2, step 4).

If you would like to change the account to be charged, please continue with section B.

Please find the dates and deadlines for the upcoming invoicing periods attached. Changes of financial accounts received after the given deadline cannot be considered for the given invoicing period.

Table 1: Dates and deadlines 2025/26

Select an account type from the dropdown menu (see image 3, step 5). The following account types are available for UKB groups:

Table 2: Account types 

Both, account creation requests and account authorization requests will be reviewed by a PPMS administrator. You will receive an e-mail notification whether your request was approved or declined.

!!! Attention: The change of an financial account affects bookings on all PPMS Core Facilities used !!!

Group managers can apply for further account management rights to change account details (e.g. funding period, description) and provide authorizations for financial accounts to group members. With this, group members can be authorized to use a financial account only for bookings on a specific Core Facility or a specific system. To request management rights, please continue with section C.

C. Account management request

Go to https://ppms.eu/uni-bonn/login/?pf=1 and login with your PPMS credentials. Select "Group / Account management" in the navigation bar (see image 9 step 1), scroll to section "Financial Account Management" and select "New account management request".

The following steps are identical to the procedure described in section B (images 5-8).

Account management requests will be reviewed by a PPMS administrator. You will receive an e-mail notification when your request was approved.