edith_cowan_university_rms_manag

Document Sample
edith_cowan_university_rms_manag Powered By Docstoc
					Edith Cowan University
Office of Research and Innovation




Edith Cowan University
Research Management System
Managing Project Milestones and Contract Variations


A Guide for Grants & Funding Liaison Officers




Edith Cowan University
Office of Research and Innovation
November 2010
V 1.0




Page | 1
Edith Cowan University
Office of Research and Innovation


                            TABLE OF CONTENTS

LOGGING IN                                               3

PROJECT SETUP                                            4
  RECORD REPORTING MILESTONES AND SCHEDULED PAYMENTS      4

RESEARCH PROJECT ADMINISTRATION                          6
  SUBMIT REQUIREMENTS TO THE FUNDING BODY                 6

  COORDINATE PROJECT CLOSURE                              8

  PROJECT TERMINATION                                    10

CONTRACT VARIATION                                       11
  CHECK AGREEMENT TERMS AND CONDITIONS                   11

  IF A VARIATION TO THE BUDGET IS REQUIRED               14

  IF A TERMINATION OF THE PROJECT IS REQUESTED           14

  IF VARIATION IS NOT ALLOWED UNDER THE CONTRACT         15

  IF THE VARIATION REQUEST ORIGINATED FROM THE SPONSOR   15

  IF THE VARIATION REQUEST IS WITHDRAWN                  15

  COORDINATE INTERNAL APPROVALS ON VARIATIONS            16

  IF LEGAL ADVICE IS REQUIRED                            17

  VARIATION REQUEST NOT SUPPORTED                        18

  OBTAIN SIGNOFF ON VARIATION                            18




Page | 2
Edith Cowan University
Office of Research and Innovation


LOGGING IN
To login to the InfoEd Research Management system:

    1. Go to the ECU homepage at http://www.ecu.edu.au/
    2. Click on “Student and Staff Portal”




    3. Enter you ADS username and password and click “Login”




    4. Click on the link for the Research Management System found on the right hand side.




Page | 3
Edith Cowan University
Office of Research and Innovation


PROJECT SETUP
Record Reporting Milestones and Scheduled Payments
As the Grants and Funding Liaison Officer, you will be required to enter the project and financial
milestones, along with the terms and conditions outlined in the agreement.

Important: The recording of the above information can only commence after you have confirmed
that all Ethics and Contract requirements have been met.

When a project is ready to be set up, you will access the relevant record in the RMS and enter the
project and financial milestones as follows:

    1. Log into the RMS via the Staff & Student Portal.
    2. Open the pending action item with "Confirm Project Approvals" as the "Action Required"
       by clicking on the yellow folder icon.




    3. Expand the window that pops up.
    4. Click on "Assign to Self"                      to assign the action to yourself.


    5. Open the proposal by clicking on the yellow open folder icon on the right.
    6.    Click on the                   folder.
    7.    Enter a name of the relevant report under "Report Name".
    8.    Select the appropriate form from the "Form" drop down box.
    9.    Select "One time" using the "Frequency" drop down box.
    10.   Select the appropriate type of report due from the "Category" drop down box.


    11. Click "Add" and "Save"         at the top left.




Repeat steps 1 to 11 for each project report / milestone type to be added.

    12. Click on the "Scheduled Payments" tab.

Page | 4
Edith Cowan University
Office of Research and Innovation

   13. Enter the details of any payments scheduled to be made by the funding body. You can find
       the details of the scheduled payments in the contract under the "Attachments" tab.



   14.   Tick the "Use Project Start and End Dates" box.
   15.   Enter the payment amount.
   16.   Enter the invoice number (if known).
   17.   Select "Once" from the "Frequency" box.
   18.   Select "Basis" from the "Payment Basis" box.
   19.   Click the "Add" button once the details have been entered and confirmed.




   20. After you have confirmed in STREAM that ethics requirements have been fully met, click on
       the                   folder.
   21. If the status is "Pending", click on the pen and paper icon under the "Open" column.




   22. Select "Approved" from the "Status" drop down box.




   23. Enter the appropriate dates under "Approved", "Approved from" and "Approved to".




   24. Click "Save" on the top left, and then "Done".
   25. In your open action item, click "I am Done" and then "Close".




Page | 5
Edith Cowan University
Office of Research and Innovation


RESEARCH PROJECT ADMINISTRATION
Submit Requirements to the Funding Body
As the Grants and Funding Liaison Officer, you will need to mark the milestone (report) as having
been sent to the funding body once it is submitted.

Complete the following steps after you receive an email from the RAO stating that a milestone report
has been completed and is ready for submission.

    1.   Log into the RMS via the ECU Staff & Student Portal.
    2.   Once signed into InfoEd, click on "My Proposals".
    3.   Click on the "Search for" link.
    4.   Enter the proposal/project number in the “Proposal number” box.




Search Tip: Use the * for wildcard searches

    5. Click        on the top right of the frame.




Page | 6
Edith Cowan University
Office of Research and Innovation

   6. Open the proposal/project by placing the cursor over the "Original" folder icon and clicking
      on the pencil and paper icon under the "PT" heading.




   7. In the newly opened proposal, click on the "Attachments"                         folder.
   8. Click on the glasses icon under the “View Latest” column to view the Financial Report or
      Technical Report.



   9. You may save and on-send the report to the funding body as required, either via the RMS,
       email or hard copy depending on the requirements.
   10. Next, expand the                  folder (assuming there are items in it).
   11. Depending on the report, expand either the "Technical" or "Financials" folder, and click on
       the folder with the due date of the report.




   12. Click on the “Y/N” checkbox under "Submitted"




       .


   13. Click "Save" and "Done" on the top left.




Page | 7
Edith Cowan University
Office of Research and Innovation

Coordinate Project Closure
As the Grants and Funding Liaison Officer, you will be required to update the relevant RMS records to
reflect the completion and close-out of the project.

The following steps are to be undertaken when a project is ready to be closed.

    1.   Log into the RMS via the ECU Staff & Student Portal.
    2.   Once signed into InfoEd, click on "My Proposals".
    3.   Click on the "Search for" link.
    4.   Enter the proposal/project number in the “Proposal number” box.




         Search Tips:
         Use the * for wildcard searches N* to locate all Proposal Titles beginning with N
         Use the ! for sounds Like
         E.G: !millar to locate all Proposals with a CI sounding like millar

    5. Click        on the top right of the frame.

    6. Place your cursor over the folder icon and click on the pen and paper icon under "PT".




Page | 8
Edith Cowan University
Office of Research and Innovation

   7. Expand the “Submissions” folder.
   8. Expand the "Original" sub-folder.
   9. Click on the "Status History" sub-folder.




   10. Change the status to "Pending Closure" in the drop down box.




   11. Click "Add".




   12. Click "Save" and "Done" on the top left.




Page | 9
Edith Cowan University
Office of Research and Innovation

Project Termination
The following activities relate to coordinating the closing out of project that is to be terminated.

You will have received notification that termination of the project is to proceed. You would at this
stage coordinate sign off of termination documents (if appropriate) and arrange for the project to be
closed in the financial system.

    1. Log into the RMS via the Staff & Student Portal.
    2. Open the action item with the status of "Termination - Pending Closure" by clicking on the
       yellow folder icon.




    3. Expand the pop up window.
    4. Click on "Assign to self”                      to assign the action item to yourself.
    5. Click on "I am Done" and "Close".




Page | 10
Edith Cowan University
Office of Research and Innovation


CONTRACT VARIATION
Check Agreement Terms and Conditions
As the Grants and Funding Liaison Officer, you will have received a request for variation or
termination of the contract. You will need to access the RMS and check the terms and conditions.

You will have received a request for a contract variation.

    1.   Log into the RMS via the ECU Staff & Student Portal.
    2.   Once signed into InfoEd, click on "My Proposals".
    3.   Click on the "Search For" link.
    4.   Enter the proposal/project number in the “Proposal number” box.




         Search Tips:
         Use the * for wildcard searches N* to locate all Proposal Titles beginning with N
         Use the ! for sounds Like
         E.G: !millar to locate all Proposals with a CI sounding like millar

    5. Click         on the top right of the frame.

    6. Expand the "Attachments" folder.




Page | 11
Edith Cowan University
Office of Research and Innovation

   7. Click on the “Contract” folder.




   8. Click on the glasses icon under the "View Latest" column.




   9. Review the terms and conditions of the contract with regard to termination or variation.
   10. Close the contract document.
   11.   Click on the                    button.
   12.   Type the relevant variation document name in the name field.
   13.   Select "Variation Document" from the "Category" drop down box.
   14.   Click "Browse" and select the document to upload.
   15.   Click "Upload".




   16. Once the document is uploaded, click "Save" at the top left.




Page | 12
Edith Cowan University
Office of Research and Innovation

   17. Expand the "Submissions" folder.
   18. Expand the "Original" sub-folder.
   19. Click on the "Status History" sub-folder.




   20. In the "Status" drop down box, select "Variation Requested”.




   21. Click "Add".




   22. Close the Proposal by clicking "Save" and "Done" at the top left.




Page | 13
Edith Cowan University
Office of Research and Innovation

If a Variation to the Budget is Required
        1. Go to your InfoEd homepage.
        2. Click on "My Open Action Items" on the left.
        3. Open the pending action item "Variation Requested" by clicking on the yellow folder.




        4. Click on "Assign to Self"                     .
        5. Change the status to "Variation to Budget - Finance Approval Required".
           This will trigger workflow to the Faculty Finance Officer to perform a budget check.
        6. Click "I am Done" and "Close".




If a Termination of the Project is Requested
        1. Go to your InfoEd homepage.
        2. Click on "My Action items" on the left.
        3. Open the pending action item "Variation Requested" by clicking on the yellow folder.




        4. Click on "Assign to Self"                    .
        5. Change the status to "Variation - Internal/Sponsor Approval Required".
           This will trigger workflow to the relevant approver.
        6. Click "I am Done" and "Close".




Page | 14
Edith Cowan University
Office of Research and Innovation

If Variation is not Allowed under the Contract
   1. Go to your InfoEd homepage.
   2. Click on "My Action items" on the left.
   3. Open the pending action item "Variation Requested" by clicking on the yellow folder.




   4. Click on "Assign to self"                  .
   5. Select "Variation Denied".
   6. Click on "I am Done" and “Close”.




If the Variation Request Originated from the Sponsor
   1. Go to your InfoEd homepage.
   2. Click on "My Action items" on the left.
   3. Open the pending action item "Variation Requested" by clicking on the yellow folder.




   4. Click on "Assign to Self"                    .
   5. Change the status to "Variation Action from CI".
      This will trigger workflow to the CI to review and comment on the variation.
   6. Click “I am Done" and "Close".




If the Variation Request is Withdrawn
    1. Go to your InfoEd homepage.
    2. Click on "My Action Items" on the left.
    3. Open the pending action item "Variation Requested" by clicking on the yellow folder.




Page | 15
Edith Cowan University
Office of Research and Innovation


    4. Click on "Assign to Self"                .
    5. Change the status to "Variation Request Withdrawn".
    6. Click “I am Done" and then "Close".




    7. In your action items, click on the yellow folder of the item with the "Variation Request
       Withdrawn" status.




    8. Click on "Assign to Self"                   .
    9. Change the status to "Active".

    10. Click "I am Done" and "Close".




Coordinate Internal Approvals on Variations
As a Grants and Funding Liaison, you will need to organise the relevant approvals from the sponsor
and log into the RMS to forward the workflow to the Department head for further approvals.

    1. Log into the RMS via the Staff & Student Portal.
    2. Open the pending action item by clicking on the yellow folder.




    3. Click on "Assign to Self"                   .


    4. Click on "I am Done" and "Close".
    5. This changes the status to "Variation - Internal/Sponsor Approval Required".
    6. You would at this point organise the relevant approvals from the sponsor if necessary.
    7. Assuming you have confirmed all relevant approvals, click on the “My Action Items” tab on
       the right.
    8. Click "Open".




Page | 16
Edith Cowan University
Office of Research and Innovation

    9. Click on the yellow folder of the relevant action item.




    10. Click on "Assign to Self"                .
    11. Select "Variation - Dept Head Approval Required" from the "Next Status" drop down list.
    12. Click "I am Done" and "Close".




If Legal Advice is Required
As the Grants and funding Liaison Officer, you will have received notification that the sign-offs for the
variation request from the Head of School/Research Institute and/or Associate Dean (Research) are
complete. You will need to progress the workflow to the Manager, Research Support.

    1. Log into the RMS via the Staff & Student Portal.
    2. Click on the “My Action Items” tab on the right of your homepage.




    3. Click "Open" and click on the yellow folder of the relevant action item.




    4. Click on "Assign to Self"                  .
    5. Select "Variation - Legal Advice Required" from the "Next Status" drop down list.
    6. Click "I am Done" and "Close".




Page | 17
Edith Cowan University
Office of Research and Innovation

Variation Request Not Supported
As the Grants and Funding Liaison Officer, you will have received notification that the Head of
School/Research Institute and/or Associate Dean (Research) does not support the variation request
and/or the variation requires revision. You will need to forward this information on to the CI.

    1. Log into the RMS via the Staff & Student Portal.
    2. Click on the yellow folder of the action item with the status "Variation - Dept Head Declined
       - Revision required".




    3. Click "I am Done" and "Close" to forward on to CI.




Obtain Signoff on Variation
As the Grants and Funding Liaison Officer, you will need to obtain sign off from the Director of the
Office of Research and Innovation (ORI) and progress the status of the action item to “Variation
Completed”.

    1. Log into the RMS via the Staff & Student Portal.
    2. Open the action item with the status "Variation - Pending Signoffs" by clicking on the yellow
       folder.




    3. Ensure all approvals are complete and all necessary legal input has been sought.
    4. Obtain signoff from the Director of ORI. This approval is done external to InfoEd.
    5. After the sign-off has been obtained, select "Variation Completed" from the "Status" drop
       down box.
    6. Click "I am Done" and "Close".




Page | 18

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:1
posted:12/19/2011
language:
pages:18