R&D Project Management Induction Programme

Document Sample
R&D Project Management Induction Programme Powered By Docstoc
					    R&D Project
Management Induction
    Programme
         Date: 20 July 2012
     Time: 9:30 am – 1 p.m. noon
 Venue: Melaka and Cyberjaya Campus


                                      1
RMC’s Role

   Depository & Management
    Centre for Research Grants

   To facilitate & support
    research activities in MMU

   To manage & monitor the
    utilisation of R&D funds
                                 2
Acceptance of project
 (MOHE-ERGS grant)
1. MOHE/ RMC       2. PL accepts project
  notifies PL       (T&C and reduced
                      budget, if any)

                      3. PL revises:
  4. PL submits
 revised project     a) Project Start
proposal to RMC             Date
                      b) Milestones
  5. RMC files     c) Project Activities




                     6. MOHE prepares
                         payment
                                           3
        Important Notes:
    Acceptance & Revision of
         ERGS proposal

 Not allowed to accept
  grant for a similar project from
  other government
  agencies/ministries
 Human Capital Development:
       3 yr project: 1 PhD / 2 Masters or both.
       2 yr project: 1 Masters
                                                   4
        Important Notes:
    Acceptance & Revision of
         ERGS proposal

If researcher- study leave,
 cannot be PL, but can be
 member.
 If PL- resigns, project
 remains at MMU. Nominate
 member as PL. He may
 remain as member.             5
     Important Notes:
 Acceptance & Revision of
      ERGS proposal
 Budget         Purpose                 Remarks
Category
Vot 11000   To hire:          PhD: not exceeding RM 2000
(Salary &                     Masters: not exceeding RM 1500
 Wages)     Graduate
            Research
            Assistant (GRA)




                                                          6
      Important Notes:
  Acceptance & Revision of
       ERGS proposal
  Budget          Purpose                   Remarks
 Category
 Vot 21000 To attend:            For (i):
 (Travel &   (i) conference /    RM 15,000 or 20% of total
Transportati       seminar /     allocation (whichever that is
                   workshop /    lower)
    on)
                  colloquium
                                 Overall allocation: not more
                                 than 40% of total allocation



              ii) Fieldwork &
              other activities


                                                                 7
     Important Notes:
 Acceptance & Revision of
      ERGS proposal
 Budget          Purpose                    Remarks
Category
Vot 24000   Lease of:             Must be directly related to the
(Rentals)   i) Building           project
            ii) Equipments
            iii) Vehicles/
                 Transportation
            iv) Other Items




                                                               8
     Important Notes:
 Acceptance & Revision of
      ERGS proposal
 Budget           Purpose                   Remarks
Category
Vot 27000    To purchase:         Must be directly related to the
(Research    - consumable items   project
 Materials
   and
 Supplies)




                                                               9
      Important Notes:
  Acceptance & Revision of
       ERGS proposal
  Budget          Purpose           Remarks
 Category
 Vot 24000 For minor repair &   -
  (Minor     maintenance work
Modification
& Repairs)




                                              10
     Important Notes:
 Acceptance & Revision of
      ERGS proposal
 Budget            Purpose                   Remarks
Category
Vot 29000   i)    Printing Services - 10% of total allocation
 (Special   ii)   Hospitality
Services)   iii)  Honorarium
            iv)   Professional
                  Services
            v) Consultancy
            vi) Computer Usage
            vii) Data Processing
            viii) Short-term
                  training to learn
                  specific
                  techniques
                  related to project
                  (once only & not
                  exceeding 3
                                                                11
                  months )
      Important Notes:
  Acceptance & Revision of
       ERGS proposal
  Budget            Purpose               Remarks
 Category
 Vot 35000     Meant only for   - Must provide the list and
  (Special     purchase of:     justification for the purchase.
Equipments                      - 40% of total allocation
               i) Special
     &
               Equipments &
Accessories)   Accessories




                                                             12
     Important Notes:
Acceptance of ERGS grant &
   Revision of proposal

   Publications:
     Must produce at least 3
      publications in indexed journals
      (may change time to time)
     Acknowledgement of ERGS
      grant award must be clearly
      stated in every publication
                                   13
     Important Notes:
Acceptance of ERGS grant &
   Revision of proposal

   Intellectual Property (IP):
      Encouraged to apply for registration
       of IP in the country before proceed
       to the international level.
      Belongs to Governments of
       Malaysia and IPT (MMU).
      IP Management is the responsibility
       of the IPT (MMU)
                                        14
     Important Notes:
Acceptance of ERGS grant &
   Revision of proposal
   Commercialization :
     Commercialization of the project
      output jointly funded by ERGS and
      other sources should be shared
      according to grant amount and/or
      other forms of contributions for the
      project.

       Details of the ownership of the
       commercialization shall be agreed in  15

       the contract clauses.
     Conference Application
   Application Procedure:
      Not less than 10 weeks for overseas
       conference/training application
      Not less than 4 weeks ahead for local
       conference/training
      Prior Public Disclose Approval must be
       obtained for all forms of presentation
   Must be present during the conference
   Conference Date is within the project
    duration
   Meal Allowance : follows HCM policy
   Accommodation is only for the stated days
    of conference +1 day
   Flight: Economy Class/ Direct & Shortest    16
    route
      Conference Application
   Non-qualifying activities:
Visits to universities, etc for the purpose of acquiring
knowledge; scientific and technical information services such
as collecting, coding, recording, classifying, disseminating,
translating, analyzing, evaluating, bibliographic services,
scientific and technical advisory services and compilation of
data
                    EXCEPT WHEN THEY:
- form an integral part of the project; or
- if they are approved by the funding agency,

                      IN WHICH CASE:
applicants must provide strong justification, in the following
manner:

- a statement indicating the research objectives to which
such activity would contribute; and
- approved letter/proposal in which, there is an explicit     17

indication of the breakdown of expenses for the said activity
Conference Application (Cont’d)
    Total amount claimed > total amount
     sponsored.
    Local Conference: 3 quotations for
     accommodation & flight
    Overseas Conference: 3 quotation for
     accommodation & flight
    Currency conversion rate : attach reference
     of currency exchange rate.
    Claim with original receipts (submission is
     to Finance through Faculty using the Claim
     Form for attending training/conference
     (local/overseas)- available at Intranet.
    Advance Payment: is possible. Form
                                               18
     available in RMC website.
       Conference Application

   ERGS:
      Overseas conference- Only PL is allowed to
       go.
      Local conference- Project Members are
       allowed to go too.
      Approval by VP R&D.




                                               19
        Conference Application
   TM R&D:
      Overseas conference:

         PL or members allowed to go.

         Subject to funding availability and approval
          by funding agency.

       Local conference:
          PL/ members including TCP allowed to go.

          Subject to funding availability & approval
           by VP R&D.



                                                  20
PROJECT EXTENSION




                    21
        Project Extension


   ERGS
     Any request exceeding 6
      months requires MOHE
      approval
     Any request less than 6
      months requires RMC approval


                               22
        Project Extension
   For ERGS:




               PL is to provide:
       Cover Letter (with strong justification
        & an Action Plan to ensure project
          could be completed within the
              requested time frame)
            Original Project Schedule

            Revised Project Schedule
                                           23

                 Progress Report
VIREMENT (GRANT
   VARIATION)
      APPLICATION




                    24
    Virement Request for ERGS

   Can be done as and when
    required throughout project
    duration
   Approval by RMC (copy MOHE)
   PL is to provide:

          Cover Letter (with strong justification)
            Application form for changes in V-
                          series
                     Progress Report

               Quotations/ other supporting 25
                        documents
CHANGE OF

PROJECT LEADER/MEMBER




                        26
        Change of PL request
   Project STAYS with the university
   Request for change is necessary if:
       PL wishes to transfer to another University
       PL’s contract has expired
       PL’s contract with the University has been terminated



        Add/Change of Project
          Member request
   Add a new Project Member to
    contribute in the project
   Existing Member has resigned or
    contract expired/ not renewed                        27
Change of PL/PM request
Funding        Forms              Deadline(s)      Remarks
Type
ScienceFund    Hardcopy:          3 months         Requires MOSTI
               (i) Cover Letter                    /MOHE approval
 (SF)/ERGS     (ii) CV of the
                                  before project   respectively
                    nominee       completion



  TM R&D       Hardcopy:          3 months         Requires VP R&D
               (i) Cover Letter                        approval
   Grant       (ii) CV of the
                                  before project
                    nominee in    completion
                    any format
                    deemed
                    suitable
Other grants   Hardcopy:          3 months           Requires prior
               (i) Cover Letter                        approval from
               (ii) Consent
                                  before project          funding
                    letter from   completion              agency
                    Funding
                    Agency
                                                                 28
    Purchase of Equipments

   Must be done in accordance to the
    approved project proposal & signed
    agreement
   Approval is subject to funding
    availability.
   For purchase of equipments not
    mentioned in the proposal (i.e.
    replacement equipments/etc):
       PL is to request for approval from
        Funding Agency through RMC
   All purchases must follow MMU            29


    financial procedure.
PROGRESS
MONITORING
GUIDELINES/PROCEDURES




                        30
   Submission of Progress
      Report (ERGS)
Funding   Forms              Deadline(s)     Remarks
Type
  ERGS    (i)  Borang        Feb and August - Report on
               ERGS-P1-R                     Financial
          (ii) Borang                        progress by
                                             votes/ category,
               ERGS-                         - Milestone
               K2(RMC)                       Achievement,
          (i) Reconciled                     - Research
               research                      Output and;
               funding                       - Human Capital
               record                        Development
               (signed by
               Finance
               recon team)
          End of Project     Within 3        (i)    A letter of
          Report – EOP-      months of              Completion
          (hardcopy and      project         (ii)   Borang
                                                    ERGS P3 R
          softcopy)          completion             (Borang
                                                    Laporan
                                                    Akhir)      31
 Submission of Progress
Report (continuation-ERGS)
Funding   Forms     Deadline(s)   Remarks
Type
   ERGS   End of                  (iii) Research Funding
                                        Record
          Project                 (iv) Declaration of the
          Report                        Special Equipments/
                                        Assets bought under
                                        the grant
                                  (v) Copies of
                                        publications




                                                       32
              Important Note!
   PLs are strongly urged to monitor the utilisation
    of funds closely

    PLs are to ensure the project is in track :
    financial progress & milestone achievement of
    the project is in accordance to the signed
    agreement.

   PL must record fund received and expenditure in
    Research Funding Record and file in proof of
    payment (receipt, invoice, LO,PO,RO/RA salary
    payment, etc) for audit purpose later on.

   PLs are strongly advised to ensure that no further
    charges are made to the research account after  33

    submission of EOP report
RESEARCH FUNDING
    RECORD
    IMPORTANCE/TEMPLATE




                          34
    Research Funding Record
   Purpose: to record fund received &
    expenses (contract staff salary,
    purchasing, petty cash,TNT,etc)
    according to the VOTES.
       R&D Labor| Temporary & Contract
        Personnel
       R&D Equipments | Special Equipment and
        Accessories
   PL must file in proof of payment
    (receipt, invoice, LO, PO,
    RO/RA/GRA payment, etc)
   PL to submit to Finance every
    Quarter for reconciliation/audit.
                                                 35
CLOSING OF
 PROJECT
    PROCEDURE




                36
          Closing of Project

   1. PL submits EOP                    2. RMC checks for
       Documents                        completeness and
                                        proceeds to write:

   3. Finance closes                  (i) a letter to Finance to
        account.                            close account.

  -Charge project 20%                 (ii) A letter to Funding
                           Item (i)

FAC, fund deposited into   goes to         Agency on the
                           Finance
   CRPP Admin Fund                       completion of the
                                                project
  - Issues statement of
  account & cheque for




                                                Funding Agency
                                                Item (ii) goes to
 the remaining balance


  4. RMC submits the                          Funding Agency
      cheque and                                receives the
 statement of account                            documents 37
  to Funding Agency
        Access to Forms?

   RMC Website:
http://research.mmu.edu.my/rmc/node/43




                                    38

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:24
posted:7/30/2012
language:English
pages:38