maria carol (upc) –software solutions

Software solutions for project ManagementEARMA Brangança Conference 2011

Maria CarolMaria [email protected]

European Projects UnitUPC‐BarcelonaTechUPC‐BarcelonaTech

Summary

‐ The Technical University of Catalonia‐ BarcelonaTechy

‐ The European Projects Unit

‐Management tools

‐SAP /MEDI‐Timesheets tool‐Rates calculation software

‐The role of the project Manager

Maria Carol- European Projects Unit- UPC-BarcelonaTech

The Technical University of Catalonia‐ BarcelonaTech

BarcelonaVilanova i la Geltrú

Sant CugatTerrassa

Manresa

Vilanova i la Geltrú Castelldefels

Leading Technology at the south of Europe


Leading Technology

Architecture

Aeronautics

Agricultural Engineering

Chemical Engineering

Civil Engineering

Computer Science

Industrial Engineeringg g

Mathematics and Statistics

Nautical Engineering

Telecommunications EngineeringTelecommunications Engineering


Global Technology Leading Innovation

29,041 undergraduate students2,353 master’s degree students (31% foreign students)2,986 doctoral students (49% foreign students)4,380 students on continuing education programs

68 graduate and undergraduate official degrees68 graduate and undergraduate official degrees95 double degree international programs62master’s programs (11 Erasmus Mundus & 22 taught in English)43 doctoral programs (29 quality award & 3 Erasmus Mundus)316 continuing education programs (2010‐11)

18 research related organizations42 departments42 departments11 campuses13 libraries5 UNESCO chairs8 research institutes


Global Technology Leading Innovation

422,106,011€ (budget 2010) 77 M. € income from projects R+D+Ip j

2,396 faculty and researchers (1,279 full time)1,849 research projects in progress529 h j t ith i529 research projects with companies183 research entities

Requests for patent licenses: 51 national 23 internationalq p2,965 papers published in scientific journals815 scientific publications61 scientífic and technical awards

3 002 t d t3,002 corporate sponsors and partners :2,915 companies with collaboration agreements87 through the social outreach program, sponsorship and patronagep g

20 company chairs

Research to Innovate

284

2,965Papers in scientific journals

PhD theses presented 183Research entities

Research projects startedin 2009

61T h i l d i ifi din 2009

529 with companies

l d

Technical and scientific awards

420 national and international researchprojects

17Specific research centers

1,849Research projects in progress

The European Projects Unit (I)Managing a project

The European Projects Unit (I)

Using SAP the TS tool the rates

Using rates softwareAssisted by IPR unit

Acting as financial coordinator

Using SAP, the TS tool, the rates calculation tool and all kind of

excel files…

Assistance in

Calls information

Assistance in drawing up

proposals (Budget, IPR issues,

management of h

Assistance during GA negotiation

“Live” project management

Communication and

dissemination of the resultsthe consortium,

risk assessment)

of the results

Organizing InfodaysUsing newsletter

By email notifications

Accompanying our researchers to the negotiation meetings

Assisted by IPR unit


Interfacing with the consortium

The European Projects Unit (III)Managing a project

The European Projects Unit (III)

‐A new project in SAP (connected to MEDI interface) is created

‐The funding and budget (including Indirect costs) areinformed in SAP/MEDI

‐ The GA CA GPF and other legal information can be consulted

“Live” project management

‐ The GA, CA, GPF and other legal information can be consultedthough MEDI

‐The IP starts a session in the TimeSheets tool. He/she informsabout the foreseen PM per WP

‐QMR templates are generated

‐Declaration of costs is made using the rates calculationsoftware can be provided


Th E P j t U it (IV)Some European funds figures

RESULTS UPC 2009‐10

The European Projects Unit (IV)

Total projects 56 Total funding 17.556.120,35Leaded by UPC 10% 17,86% MC 2.094.586,24 6 projects

11,93%T t l 2009 30 ICT 7 129 284 38 21 j tTotal 2009 30 ICT 7.129.284,38 21 projectsLeaded by UPC 7 40,61%% 23,33% ENV 1.385.147,74 5 projectsTotal 2010 26 7,89%Leaded by UPC 3 NMP 1.324.340,59 3 projects% 11 54% 7 54%

Our unit is managing 118 FP7 projects, 10 Interregs and 10 “other” projects as COST (along with some remaining FP6 projects)

% 11,54% 7,54%SPACE 1.169.155,80 4 projects

Proposals 238 6,66%% success rate 23,53% INFRASTRUCTURES 792.478,60 2 projects

4,51%Proposals2009 147 EURATOM 121.420,00 3 projects% success rate 2009 20,41% 0,69%

SME 1.286.503,00 3 projectsProposals 2010 91 7,33%% success rate2010 28,57% ENIAC 258.691,00 2 projects

1,47%TRANSPORT 159 203 00 2 projectsTRANSPORT 159.203,00 2 projects

Work Package Leader 22 projects 0,91%39,29% HEALTH 266.605,00 1 project

1,52%IDEAS‐ERC 1.462.198,00 1 project

8,33%8,33%INCO 106.507,00 1 project

0,61%


The European Projects Unit (III)The European Projects Unit (III)

Department/Campus Associate research center Expertise area

Internal structure

Department/Campus Associate research center Expertise area

EU Projects Manager Signal Theory and Communications ICFO PeopleCooperation ICT

EU Projects Manager Software department Cooperation ICTCooperation EnvironmentINCOINCO

EU Projects Manager Geotechnical Engineering and Geo‐sciences, Applied Mathematics

CIMNE, i2cat People, Ideas

EU Projects Manager Construction Engineering, Electronic Engineering, Hydraulic, Maritime and Enviromental Engineering

CETaqua Cooperation EnvironmentCooperation EnergyCooperation TransportsCooperation Space

EU Projects Manager South Campus CEIB, IBEC CooperationNanotechnologyCooperation EnergyEURATOM

P j t M C t A hit t BSC C ti ICT t 169Projects Manager Computer Architecture BSC Cooperation ICT, art. 169

Projects Manager Terrassa Campus CCP Cooperation TransportCapacitiesIdeas

Projects Manager Vilanova Campus Cooperation HealthProjects Manager Vilanova Campus Cooperation Health

EU Projects Manager Signal Theory and Communications UPC‐ Associate Research centerscoordination

Projects Manager Manresa Campus CTM Capacities

Projects Manager Castelldefels Campus CREDA, CTTC Cooperation FoodCooperation AgricultureCooperation AgricultureCooperation Space

COORDINATOR


Implemented Management Tools

‐SAP/MEDI

TimeSheets tool‐TimeSheets tool

‐Rates calculation software

‐Excel examples


Adj ti SAP t d (I)Adjusting SAP to our needs (I)

Internal project codep j


Adj ti SAP t d (II)Adjusting SAP to our needs (II)

Research group dataLegal information

Name and Acronym

Any further explanations required


Adj ti SAP t d (III)Adjusting SAP to our needs (III)

UPC requested

Consortium requested


Adj ti SAP t d (IV)Adjusting SAP to our needs (IV)

Program and instrument

UPC budgetUPC budget

UPC requested

Maria Carol- European Projects Unit- UPC-BarcelonaTechFrom C due dates

Adj ti SAP t d (V)Adjusting SAP to our needs (V)


Adj ti SAP t d (VI)Adjusting SAP to our needs (VI)


MEDI Th i t f ith th IP (I)MEDI: The interface with the IP (I)

Legal informationLegal information

Global liquid assets

Latest movementsAlerts and notifications


MEDI Th i t f ith th IP (II)MEDI: The interface with the IP (II)

Reports per projectReports per project

Income/expenditureIncome/expenditure


Th Ti h t t lThe Timesheets tool

http://147.83.46.78/ts/login.php


Th Ti h t t l (I)The Timesheets tool (I)


Th Ti h t t l (II)The Timesheets tool (II)


Th Ti h t t l (III)The Timesheets tool (III)


Th Ti h t t l (IV)The Timesheets tool (IV)


Th Ti h t t l (V)The Timesheets tool (V)


Th Ti h t t l (VI)The Timesheets tool (VI)


R t l l ti ft (I)Rates calculation software (I)

UPC directoryUPC directory

Category Hourly rateTotal perceived

Maria Carol- European Projects Unit- UPC-BarcelonaTechHours per week according to

category

ota pe ce ed

R t l l ti ft (II)Rates calculation software (II)


R t l l ti ft (III)Rates calculation software (III)


Budgeting proposals using the tool

Excel samplesp


The role of the project manager

‐Who coordinates all this information?

‐Who asks and works in developing/improving those tools?

‐Who advises research groups on which call to apply and on how to write their proposal?Who advises research groups on which call to apply and on how to write their proposal?

The Project Manager

Good management tools can not replace good project managers


UPC’s European Projects Unit Team

Thanks for your attention,


maria carol (upc) –software solutions

Business