r&i seed funding managing your project may, 2008 research and innovation
TRANSCRIPT
R&I Seed FundingManaging your Project May, 2008
Research and Innovation
Agenda
Project management Roles and responsibilities Policy review Reporting Finances Human resources Planning and managing – Base Camp Questions
Project Management
Effective Project Management …
Simplify communications to stakeholders Manage project / time Control project costs (now and for future planning) Identify and manage risk Process improvements / lessons learned Record of activities Coordination of resources Quality
Roles and Responsibilities
Research & Innovation Office:
Receive reports to monitor project progress. Liaise with Finance department. Support and advise principal investigator (PI) re risk
management
Principal Investigator (PI):
Comply with RI and GBC policies. Report to RI fortnightly – on milestones and budget. Obtain Research Ethics Board approval if required. Provide final report to RI office. Investigate!
GBC and RI Policies
RI Policies - Read:
Research Ethics Policy - www.georgebrown.ca/applied-research/policies.aspx
GBC Policies - Read:
Travel Expense Policy - http://insite/finance/Travel_Policy.pdf
Purchasing Policy - http://insite/finance/Purchasing_Policy.pdf
Reporting
Project progress report Every two weeks Send to [email protected]
TEMPLATE - Microsoft Word
Document
Finances
GBC Finance Department Contacts
Purchasing – Terry Carroll x.4432 Expense Transfers – Lourdes Cas x.4429 Invoices and Cheques - Accounts Payable Expense Statements – Payroll
Agenda
Purchasing Expense transfers Invoices / cheques Expense statements Deadlines Your account
Finances
Purchase Orders
Purchase orders are required for purchases over $1,000
Department administrative assistant or budget manager raises request for a purchase order in Millennium Web Req system; sends to RI office for approval
Finances
Expense Transfers
Used to transfer expense (not money) from one account to another when: Incorrect codes used Expense to be counted elsewhere
Document reason for transfer Expense submitted transfer completed by department 1
transfer signed by department 2 finance transfers expense
http://insite/finance/Internal_Expense-Revenue_Transfer_form.XLS
SAMPLE - Microsoft Excel Worksheet
Finances
Invoices and Cheques (to Accounts Payable)
Invoices – SAMPLE - Cost code (100-[org]-[acnt]-1)
Org code for your project Account depends on item purchased
Date 2 signatures
PI Research and Innovation manager As per signing authority form
Cheque requests – SAMPLE - As above Use form -
http://insite/finance/Request_for_Cheque_form.xls
Adobe Acrobat Document
Adobe Acrobat Document
Finances
Expense Reports
Must comply with Travel Expense policy Be detailed – RI, Finance, Auditors must understand
expense Sign and obtain one-up signature Must attach receipts for everything Form -
http://insite/finance/Employee-expense-statement.xls
SAMPLE - Adobe Acrobat Document
Finances
Deadlines
Expense reports – to payroll by noon Tuesday of non-pay week
End of year: Payroll related expenses (salary, staff payments,
expense reports) – approx. February 28 Others (expense transfers, cheques, invoices) – approx.
March 11
Finances
Your account
1. Return signed agreement to RI office2. Receive project org. code (4 digits)3. Complete signing authority form/s and return to RI office
(ask your budget manager/administrative assistant)4. Start spending!
HR
Human Resources
Consult RI regarding any HR issues Finding student research assistants Rate of pay for assistants
To hire/pay staff complete HR Payroll Action Form (PAF) – ARI office or your administrative staff will help/complete for you
Project Planning and Management Tool
Base Camp
RI subscription On-line project management tool Very simple Plan, organize, communicate, share
Thank you to Lindsay Burgess
Let’s log in…
Your Project/s - Dashboard
Welcome to Your Project!
Let’s start with a To-Do List
Create a New To-Do List
Follow either link to create a new to-do list
Name your to-do list
Enter a name for your to-do list
Describe what tasks will be on the list
Click “create this list” to continue!
Enter a task “to-do”
Identify a task to be done for your project
Whose responsibility?
Choose someone to be responsible for completing the task
She’s in charge!
Assign one person to each task so all team members are aware of their responsibilities
Keep in touch
The website will email your colleagues when you set tasks. Now they know exactly what they must contribute to the project!
Your list is complete!
Click “New to-do list” to get started on the next one
Try viewing just your own tasks
Click on the drop-down menu to see the tasks assigned to any individual
These are your responsibilities
Note your responsibilities and check them off as you complete each task
Adding milestones
Now that you have set tasks, it’s time to set deadlines
Click here to start
Set deadlines
Select the date of your milestone on the calendar
Indicate what happens on that date
The website will email the responsible person
Click “create this milestone” to add it to the project calendar
Adding many milestones
Add several milestones at once by clicking “add ten at a time”
Creating a writeboard
Writeboards allow you to share and compare drafts
Click here to create
Creating a writeboard
Add a title so your team knows what the writeboard is about
Click “create a new writeboard” to continue
Share your draft
Enter text in the field provided. Once you’ve hit save, your colleagues can add comments.
Click here to save and continue
Your saved writeboard
Sharing files
Click here to upload a file
Uploading a file
Click browse to look for a file on your computer
Uploading files
Click “upload the file” to finish
Uploading files
Base Camp will confirm that your file has been uploaded.
Posting Messages
Click here to post a message
Messages
Give your message a title. Any responses to your message should relate to the original subject.
Messages and Milestones
If your message relays or requests specific information that will help to complete a milestone, indicate this using the drop-down menu.
You might want people to be aware of this message right away. Base Camp can email them about your message automatically.
When you are satisfied with your message, click “post this message” to continue
Leave comments
Reply to messages
To Do
Return signed agreement to RI Enter project in Base Camp Familiarize yourself with RI and GBC policies Schedule reporting (in Base Camp or Outlook) Complete signing authority form
