Presentation on theme: "R&I Seed Funding Managing your Project May, 2008 Research and Innovation."— Presentation transcript:
R&I Seed Funding Managing 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 firstname.lastname@example.org TEMPLATE - TEMPLATE
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_Expen se-Revenue_Transfer_form.XLS SAMPLESAMPLE -
Finances Invoices and Cheques (to Accounts Payable) Invoices – SAMPLE -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 -SAMPLE As above Use form - http://insite/finance/Request_for_Cheque_form.xls
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.xlshttp://insite/finance/Employee-expense- statement.xls SAMPLESAMPLE -
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 office 2.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
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
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