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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)
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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
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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.
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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
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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
