Administrare proiect

1. Alocarea fondurilor: Nu există nicio garanție că veți primi finanțare completă. Contactați prodecanul cu cercetarea pentru a discuta dacă obiectivele proiectului trebuie ajustate pe baza fondurilor alocate. Puteți încerca, de asemenea, să găsiți finanțare suplimentară.
2. Contractul: Toate proiectele finanțate extern trebuie descrise într-un contract. Managerul de proiect, prodecanul cu cercetarea, economistul de proiect și consilierul legal ar trebui să fie implicați în negocierea contractului – să stabilească contactul din timp.
3. UEFISCDI: proiectele  cu care Unitatea Executivă pentru Finanțarea Învățământului Superior, a Cercetării, Dezvoltării și Inovării trebuie să aibă un contract între UPB și UEFISCDI. În plus, trebuie să existe un acord de cooperare (acordul unui consorțiu) între partenerii proiectului.
4. Termenul limită pentru contract și acorduri: Trimiteți contractul și acordurile înainte de termen. De asemenea, este important să vă informați rețeaua de asistență despre termenele limită.
5. Model pentru contract (Marin Alexandru): Dacă UPB este responsabil pentru contract, utilizați șablonul de contract oferit de UPB. Ofițerul de proiect poate ajuta la formularea contractului. Rețeaua de asistență trebuie să fie implicată în a decide cine semnează contractul.

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On receipt of an award letter Faculty Research Services teams will review the terms and conditions and assess the implications for Imperial College and the Faculties. If the terms and conditions are unacceptable, where possible they will be re-negotiated to fall in line with College’s preferred terms of trade with the funder before the Faculty Research Services teams formally accept the award or sign the contract on behalf of Imperial College and the Faculties.

Before Faculty Research Services teams set up the award they must be informed that all the appropriate healthcare governance and ethics approvals have been put in place. The additional steps associated with developing healthcare projects and clinical trials are:

• Registering with the Joint Research Office Regulatory Compliance Office to ensure the College meets its obligations as the employing organisation
• Being assessed for insurance cover
• Having appropriate insurance for research participants (certain exclusions in College policies mean that College insurance cannot be assumed and may prove particularly complex for multi-centre overseas studies)

Additional approvals associated with healthcare research

When a grant award has been received and accepted by a Faculty Research Services team or a contract has been signed by Imperial and the funder, the award details will be set-up in the Oracle Grants module and assigned a funder group. Entering the correct funder group is important because it directly affects the proportion of QR funding received by the College – please see Funder Groups Guidance for further information.

The Faculty Research Services team will send the Principal Investigator (PI) and the Departmental Administrator (DA) a package that includes the following:

• Award letter/funder’s terms and conditions or contract
• Budget breakdown sheet
• Award allocation letter
• Project Number
• Award Number
• Any specific requirements/obligations

Once the set-up process has been completed, the award and project numbers will be activated in the general ledger and the PI can spend against the project number.

Research projects are administered using the Oracle Grants module. The account code structure is called POETA:

• Project number (P)
• Cost centre (O)
• Analysis code (E)
• Task (T)
• Award number (A)

Expenditure is charged against a project number which either starts with P or PS. A subproject is prefixed with PS and is used when several departments and academics are involved or if expenditure against specific activities is to be reported. Project numbers and subprojects are linked to an award number. Several project numbers can be linked to one award.

Award Number

Coding Structure – If the cost code was ABCDE_P12345, P12345 is the proposal number created in InfoEd and ABCDE is the Cost Centre code indicating the relevant Department or Division. These are allocated by the Faculty Research Services team.

Use – Faculty Research Services teams raise invoices to the funder against the award number. Total expenditure for all projects and subprojects is summarised at award level to provide an overview

Project Number

The project number will be written like this – P12345_ABCDE, with any subprojects listed in the same format e.g. PS0123_ABCDE

Expenditure is charged against project numbers and subprojects. The number of subprojects depends on how many academics and departments are involved and whether each academic/department requires a separate budget.

The budget will be set up by the Faculty Research Services teams against the allocated project number in Oracle Grants and according to the award letter received from the funder. Depending on the individual award, the budget values will be allocated against directly incurred, directly allocated and indirect cost codes.

Initial GBP budgets will be set up using the same rate as the original application. Where an advance payment is received, income received will be budgeted at the income rate (i.e. the actual conversion rate at time of receipt), whereas the outstanding income will be budgeted using the Exchange Rate Table.

For US Federal awards, e.g. National Institutes of Health, where budgets are awarded annually, each annual budget can be calculated using the current one-year rate from the Exchange Rate Table.

1. Întâlnire de start  pentru începutul și administrarea proiectului:
   • Cum este organizată raportarea? Cine raportează ce / când?
   • Clarificați responsabilitatea partenerilor (evaluarea riscului)
   • Elaborarea unui program de întâlniri
   • Parcurgeți procedurile pentru înregistrarea programului de lucru (dacă este obligatoriu)
2. Contracte pe termen determinat: proceduri pentru angajare . Angajarea propriilor angajați: UPB poate angaja proprii angajați pentru a efectua task-urile din proiect in baza unui contract de munca.
3. Folosirea fondurilor:
   • Toate părțile din proiect ar trebui să aibă acces la bugetul proiectului și la utilizarea resurselor. Transparența este importantă pentru a evita conflictele când vine vorba de utilizarea resurselor.
   • Urmați reglementările UPB privind achizițiile de echipamente științifice. Dacă aveți întrebări, contactați divizia de achiziții a universității.
   • Prorectorul cu cercetarea și cercetătorii trebuie să poată clarifica utilizarea fondurilor alocate.
   • Contactați economistul de proiect dacă aveți întrebări cu privire la utilizarea fondurilor alocate.
4. Cooperare in cadrul echipei de proiect: ex de programe de cooperate Microsoft Teams.
5. Site web: creați-va un site al proiectului. Contactați responsabilul IT al facultății pentru a va oferi asistenta.

The Principal Investigator has overall responsibility for the technical and financial management of their research award. This includes the management of the project within the terms and conditions of funding, adherence to reporting requirements and timely communication of significant project changes.

Responsibility for the day-to-day management of project finances may be delegated to administrative or other staff as governed by the Post Award Management Policy . However, accountability for compliance with College policy and Funder requirements ultimately rests with the Principal Investigator. The Principal Investigator (PI) is accountable to their Head of Department.

Expenditure should be charged directly to the account for which the purchase is intended, must be in line with the awarded budget, must be in accordance with the funder’s terms and conditions and should only be incurred between the actual project start and end dates. Any deviation from the original budget (outside of the terms and conditions of award) should be flagged to, and approved by, the funder prior to the commitment of expenditure.

There are a number of reporting tools available to assist with award management. These are detailed on the Research Management Information pages.

These include spend reports available through Report2Web. On a monthly basis, spend against budget and spend detail reports from Oracle Grants are distributed to PIs, Departmental Administrators (DA) and Research Services by email, and are also stored centrally within Reports2Web.

OBIEE / ICA Operational Dashboard reports are also available for daily reporting. Nominated departmental staff will also have access to reports, including a number of Exception Reports and a Balance Management Report. The regular running and review of the exception reports is the responsibility of the academic departmental administration.

Expenditure included within the InfoEd costing and the application to the funder and subsequently awarded by the funder is considered as eligible expenditure.

Any deviation from the terms and conditions of the award should be flagged to, and approved by, the funder prior to the commitment of expenditure. For example, research staff should not be replaced by technicians without approval by the funder. Likewise, equipment should match the details included within the application submitted to the funder. If there are discrepancies, the funder may refuse to reimburse the costs.

Ineligible expenditure charged to the research project account, which is not paid by the funder, will have to be borne by the Principal Investigator and the department.

Virement refers to the transfer of funds between budget headings (if permitted by the funder). The Principal Investigator (PI) and Departmental Administrator (DA) should check the funder’s letter of agreement and terms and conditions before committing any expenditure which should therefore be in line with the budget allocations entered into Oracle Grants by the Faculty Research Services team. If further clarification is required, the Faculty Research Services teams should be consulted before contacting the funder. Written approval must be received from the funder.

Faculty Research Services teams will re-allocate the budget if permitted.

In exceptional cases, funders may agree to virement of budgets that conlict with their standard terms and conditions, but they must be contacted in advance. Approval from the funder must be received in writing.

End of project financial statements are submitted and signed off by the Faculty Research Services teams. The statements are sent to Principal Investigators (PI) and Departmental Administrators (DA) for review before submission to the funder. Prompt replies are necessary to ensure timely submission of invoices. Late submission may result in a financial penalty that will be borne by the PI’s department. this could mean a reduction of the award value or non-payment of the final invoice if statements are not received within the time scale set by the funder.

When a project is undertaken by a number of institutions and College acts as the lead, the other institutions are defined as research partners. In other cases the College may contract out elements of a project to third party subcontractors.

Administrative arrangements relating to the financial and contractual relationship with research partners and subcontractors is the responsibility of Faculty Research Services teams who liaise with them on matters including:

• Budget details
• Invoicing
• Obligations to the main funder
• Financial reporting
• Contractual terms (if applicable)

Please see the Research Partner and Professional Fees Guidance for further information.

Scientific reporting requirements depend on the funder’s terms and conditions. It is important that the Principal Investiga tor (PI) understands their responsibilities and obligations to the f under under the terms of the grant.

If the scientific reports include financial data, they should be checked against the financial statements prepared by Faculty Research Services teams to ensure there are no discrepancies.

Most funders have set deadlines for the submission of scientific reports. It is the Principal Investigator’s (PI) and the Departmental Administrator’s (DA) responsibility to ensure that reports are submitted on time. Failure to submit these reports on time or to communicate a delay in the submission of the report can result in financial penalties which will be borne by the PI’s department.

As income is received, revised budgets will be calculated by RS/JRO. Income received will be budgeted at the income rate (i.e. the actual conversion rate at time of receipt), whereas the outstanding income will be budgeted using the Exchange Rate Table. GBP award budgets will never decrease below the level initially set up.

When a budget increase is calculated, the decision on how this should be allocated will be made through discussion between PIs, Department Administration and RS/JRO. Any increases to directly incurred (DI) budgets (e.g. research staff, consumables, equipment etc.) must be justified by the PI and, if necessary, approved by the funder before RS/JRO will increase budgets on ICIS. Indirect cost budgets should always be increased in proportion with DI budget increases. Consideration should be given to allocating additional budget to budget categories that will increase the College’s rate of recovery, e.g. overheads on fixed price awards; PI time on EC awards, where this is allowed by funders’ terms and conditions. Budget increases will only be applied to awards if they exceed £10,000.

A budget increase template is available on SharePoint [RS/JRO ONLY]

This is when the funder extends the end date of the project but no additional funding is provided. The Principal Investigator should inform their Departmental Administrator and Faculty Research Services team when the funder has given formal confirmation that the end date of the project can be extended.

This is when the funder extends the end date of the project and provides additional funding. An extension record needs to be created, costed and approved in InfoEd. Further information is available in the InfoEd section (see user guides for extensions and supplements).

This is when the funder provides supplementary funding to an existing project but the project dates do not change. A supplement record needs to be created, costed and approved in InfoEd. Further information is available in the InfoEd section (see user guides for extensions and supplements).

As soon as the Principal Investigator (PI) suspects that a research agreement is at risk of early termination, it is important that the PI contacts the Departmental Administrator (DA) and their Faculty Research Services team immediately. Faculty Research Services teams will review the contractual obligations and commitments and negotiate a preferred so lution with the funder. If there is a reduction in funding a budget adjustment will be required against the project number.

• Raport final: Scrieți un raport final.
• Dovezi documentare: asigurați-vă că arhivați toate documentele și salvați toate datele relevante.
• Rezultate:
  • Publicați-vă rezultatele și înregistrați-vă publicațiile în platforma de cercetare a universității.

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Before Faculty Research Services teams can initiate project closure, they will confirm with the Principal Investigator (PI) and the Departmental Administrator (DA) that:

• The PI has submitted the final scientific report on time
• The DA has cleared overspends, disallowed costs or surpluses and closed any open Purchase Orders

The final payment is usually subject to receipt of the scientific report.

Most research agreements are reimbursed based on actual expenditure incurred. If spend has not reached the budget value at the end date of the project, the budget is underspent and the funder will not reimburse the full budget. Funders that commonly fall into this category are char ities, UK Research Councils, EU Commission, and some awards from UK government departments.

Most contracts with industrial funders are based on milestones and instalments (i.e. fixed price) instead of spend, so in these cases, the budget is likely to be reimbursed in full as long as the Principal Investigator (PI) meets the deliverables set out in the contract.

Any spend incurred after the end date of the project or disallowed by the funder (ineligible costs) must be removed by the Principal Investigator (PI) and the Departmental Administrator (DA) as soon as requested by the Faculty Research Services team. Delay in doing this will prevent the Faculty Research Services teams from closing the project and archiving the file.

Faculty Research Services teams are responsible for managing the transfer of grants contracts to or from Imperial College. Approval to accept or release an award is required by the Head of Department (HoD). The time taken to transfer an award depends on the funder and the complexity of the transfer. It is important that the Principal Investigator informs the HoD and Faculty Research Services team of an impending transfers at the earliest opportunity.

Income adjustments for net exchange gains or losses will be processed by Grants Admin on request from RS/JRO. Adjustments will be charged to the G00000 account for the main award cost centre using analysis codes 567134 for exchange gains and 169619 for exchange losses.

Gains and losses on payments to Research Partners made in the same foreign currency as the related income will be charged to a central College account. The income rate will be used to calculate the gain or loss. Income adjustments for accounting gains and losses on Research Partner expenditure will be processed by Grants Admin on request from RS/JRO. Adjustments will be charged to a Central Finance account using analysis codes 567134 for exchange gains and 169619 for exchange losses.