R&I Seed FundingManaging your Project May, 2008Research and Innovation

Agenda

Project management Roles and responsibilities Policy reviewReportingFinancesHuman resources Planning and managing Base CampQuestions

Project ManagementEffective Project Management

Simplify communications to stakeholders Manage project / time Control project costs (now and for future planning)Identify and manage riskProcess improvements / lessons learnedRecord of activitiesCoordination of resources Quality

Roles and ResponsibilitiesResearch & Innovation Office:

Receive reports to monitor project progress. Liaise with Finance department. Support and advise principal investigator (PI) re risk managementPrincipal 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 PoliciesRI Policies - Read:

Research Ethics Policy - www.georgebrown.ca/applied-research/policies.aspx

GBC Policies - Read:

Travel Expense Policy - http://insite/finance/Travel_Policy.pdfPurchasing Policy - http://insite/finance/Purchasing_Policy.pdf

Reporting

Project progress report Every two weeksSend to mlarkins@georgebrown.ca TEMPLATE -

George Brown Applied Research and Innovation

STATUS REPORT

Date:

Period Covered:

Principal Investigator:

Phone:

PROJECT STATUS

GREEN On target

YELLOW Delayed but manageable / Under/over spent, but manageable

RED Major delay/issue / Overspent/under-spent

1. Deliverables

FORMCHECKBOX GREEN FORMCHECKBOX YELLOW FORMCHECKBOX RED

Comments:

2. Budget

FORMCHECKBOX GREEN FORMCHECKBOX YELLOW FORMCHECKBOX RED

Comments:

DELIVERABLES

As per original project plan

Deliverable

Due Date

Status

(% Complete)

Notes

1.

2.

3.

4.

BUDGET

Planned Expenses

Amount

Actual Cost to Date

Activity Completed (%)

1.

2.

3.

4.

5.

Comments:

RISK

Identify any emerging risks.

Potential Risk

Severity

(H/M/L)

Likelihood of Occurrence

(H/M/L)

Action Plan

1.

2.

3.

CHANGE REQUEST

Change

Impact on Project

(Timeline and Budget)

Approved by ARI

Office use only

1.

2.

3.

FinancesGBC Finance Department Contacts

Purchasing Terry Carroll x.4432Expense Transfers Lourdes Cas x.4429Invoices and Cheques - Accounts PayableExpense Statements PayrollAgenda

PurchasingExpense transfersInvoices / chequesExpense statementsDeadlinesYour account

FinancesPurchase 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

FinancesExpense Transfers

Used to transfer expense (not money) from one account to another when: Incorrect codes usedExpense to be counted elsewhereDocument reason for transferExpense submitted transfer completed by department 1 transfer signed by department 2 finance transfers expense

http://insite/finance/Internal_Expense-Revenue_Transfer_form.XLSSAMPLE -

Sheet1

EXPENSE/REVENUE TRANSFER

AND

INTERNAL CHARGEBACK FORM

TO:Manager of Financial Services, 500 Macpherson - 2nd floor

FROM:Meadow LarkinsInternational and Applied Research6714

PRINT NAMEDEPARTMENTEXTENSION

DATE:25-Feb-09

COMPLETE SECTIONS 1, 2, AND/OR 3 AS REQUIRED

SECOND APPROVALS ARE REQUIRED IF EXPENSE/REVENUE TRANSFER INVOLVES ANOTHER DEPARTMENT

ALL INTERNAL CHARGEBACKS TO OTHER DEPARTMENTS WILL REQUIRE A SECOND APPROVAL

THIS FORM IS NOT TO BE USED FOR BUDGET TRANSFERS OR ADD ONS

PLEASE KEEP A COPY FOR YOUR RECORDS

SECTION 1: Used to move a CHARGE/EXPENSE from one account and/or department to another

FUNDORG.ACCOUNTPROGRAMAMOUNT

MOVE FROM / (CREDIT)100510178213200

1005101770235000

MOVE TO CHARGE / DEBIT100530178213200

1005101764135000

EXPLANATION:

$200 - Meadow Larkins' travel expenses incurred for research office, not VP. $5,000 - Move from MasterCard default account to Printing and Reproduction account

SECTION 2: Used to move REVENUE from one account and/or department to another

FUNDORG.ACCOUNTPROGRAMAMOUNT

MOVE FROM / DEBIT

MOVE TO / (CREDIT)

EXPLANATION:

SECTION 3: Used for INTERNAL CHARGEBACKS from one department to another

FUNDORG.ACCOUNTPROGRAMAMOUNT

MOVE FROM / (CREDIT)100xxxx802217500

MOVE TO CHARGE / DEBIT1001119802117500

Seed funding provided by the office of applied research and innovation to Joe Smith (CSHC) for his project, "Investigate workplace wellness." Attached documentation shows all expenses related to this project.

APPROVEDAPPROVED

Robert LukeLori Shekter-Wolfson

DATE25-Feb-09DATE1-Mar-09

DEPARTMENT 1DEPARTMENT 2

Sheet2

Sheet3

FinancesInvoices and Cheques (to Accounts Payable)

Invoices SAMPLE - Cost code (100-[org]-[acnt]-1)Org code for your projectAccount depends on item purchasedDate2 signaturesPIResearch and Innovation managerAs per signing authority formCheque requests SAMPLE - As aboveUse form - http://insite/finance/Request_for_Cheque_form.xls

FinancesExpense Reports

Must comply with Travel Expense policyBe detailed RI, Finance, Auditors must understand expense Sign and obtain one-up signatureMust attach receipts for everythingForm - http://insite/finance/Employee-expense-statement.xls

SAMPLE -

FinancesDeadlines

Expense reports to payroll by noon Tuesday of non-pay weekEnd of year: Payroll related expenses (salary, staff payments, expense reports) approx. February 28Others (expense transfers, cheques, invoices) approx. March 11

FinancesYour account

Return signed agreement to RI officeReceive project org. code (4 digits)Complete signing authority form/s and return to RI office (ask your budget manager/administrative assistant)Start spending!

HRHuman Resources

Consult RI regarding any HR issuesFinding student research assistantsRate of pay for assistantsTo hire/pay staff complete HR Payroll Action Form (PAF) ARI office or your administrative staff will help/complete for you

Project Planning and Management ToolBase Camp

RI subscriptionOn-line project management toolVery simplePlan, organize, communicate, share

Thank you to Lindsay Burgess

Lets log in

Your Project/s - Dashboard

Welcome to Your Project!Lets start with a To-Do List

Create a New To-Do ListFollow either link to create a new to-do list

Name your to-do listEnter a name for your to-do listDescribe what tasks will be on the listClick create this list to continue!

Enter a task to-doIdentify a task to be done for your project

Whose responsibility?Choose someone to be responsible for completing the task

Shes in charge!Assign one person to each task so all team members are aware of their responsibilities

Keep in touchThe 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 tasksClick on the drop-down menu to see the tasks assigned to any individual

These are your responsibilitiesNote your responsibilities and check them off as you complete each task

Adding milestonesNow that you have set tasks, its time to set deadlinesClick here to start

Set deadlinesSelect the date of your milestone on the calendarIndicate what happens on that dateThe website will email the responsible personClick create this milestone to add it to the project calendar

Adding many milestonesAdd several milestones at once by clicking add ten at a time

Creating a writeboardWriteboards allow you to share and compare draftsClick here to create

Creating a writeboardAdd a title so your team knows what the writeboard is aboutClick create a new writeboard to continue

Share your draftEnter text in the field provided. Once youve hit save, your colleagues can add comments.Click here to save and continue

Your saved writeboard

Sharing filesClick here to upload a file

Uploading a fileClick browse to look for a file on your computer

Uploading filesClick upload the file to finish

Uploading filesBase Camp will confirm that your file has been uploaded.

Posting MessagesClick here to post a message

MessagesGive your message a title. Any responses to your message should relate to the original subject.

Messages and MilestonesIf 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 commentsReply to messages

To Do

Return signed agreement to RIEnter project in Base CampFamiliarize yourself with RI and GBC policiesSchedule reporting (in Base Camp or Outlook)Complete signing authority form

Questions

Any questions?

Contact: Meadow Larkinsx.6714 mlarkins@georgebrown.ca

Stress that their department finance / budget manager will know this and will help them. Also can call me.