Managing your Project

Research Funding Opportunity Phase

This is the initial phase of the lifecycle where a funding agency/sponsor issues a call for research proposals or where industry makes funding available directly for a research project.

Context

Information regarding research funding opportunities that are relevant to SETU Waterford Researchers are identified and disseminated by the RSU. There are a number of ways by which the RSU disseminates relevant funding opportunities and details of information sessions and funding workshops to Researchers as follows:

• Research Newsletter
• Research Professional
• National Funding Opportunities Calendar
• National and European Research Programme Officers
• Notice Board and Plasma Screens
• RSU Twitter Account

Key Points of Contact

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Research Proposal Phase

This phase involves the PI being notified of a funding opportunity and the steps required to prepare and authorise a proposal for submission to the funding agency/sponsor.

Context

The RSU works closely with Researchers and other SETU Waterford central support offices to ensure that research proposals are complete, accurate and consistent with the terms and conditions of the funding agency/sponsor and in line with SETU Waterford policies and procedures. This includes supporting the accurate costing of proposals by Research Finance, reviewing proposals and proposal writing support. The Head of School or nominee must be made aware of, and approve, the total cost of delivering the proposed research activities, personnel resources to be allocated to ensuring successful delivery of the project and any additional resource requirements, such as space, and the proposed level of funding being sought, including match funding required. Budget costs must be reviewed by Research Finance before submission to the funding agency/sponsor. Research Finance will ensure that the costs are correctly categorised and that all costs are eligible. All research proposals must be signed by the Institute’s authorised signatory (usually the Vice President for Research, Innovation & Graduate Studies or his/her nominee) before submission. Researchers are requested to submit a final draft of the proposal to the RSU at least one week in advance of the funding call deadline. This allows time for any potential compliance, budgetary, legal or ethical issues to be resolved and feedback provided to the applicant, in advance of submitting the proposal to the funding agency/sponsor. In the case of consultancy, signatory of the Vice President for Research, Innovation and Graduate Studies must be obtained at contract stage.

While the guide applies to all of the SETU Waterford funded research activities there may be some variance with respect to the process depending on the type of project. For example during Phase 2 Researchers are requested to submit a final draft proposal one week in advance of the funding call deadline. This requirement is entirely relevant for many EU, and National (SFI, HRB and EI) funding mechanisms whereas for, typically smaller, directly funded company research this may not apply because there may be no ‘call’ deadline and/or there may be no specific proposal only a statement of work such as with Innovation Vouchers.

The RSU rely on the expertise and experience of the Researchers to determine what specific support is required. More experienced research centre teams may require less support in project management though are expected to broadly follow the research guidelines. Those new to research or with less experience should always seek the full spectrum of project management support from the RSU.

• Eligibility
• Types of Research Proposals
• Procedures
• Budget/Finance
• Ethics
• Intellectual Property
• Health and Safety
• Roles and Responsibilities in Research Proposal Phase

Key Points of Contact

Research Contract Phase

This phase in the research project lifecycle includes all the activities that must be undertaken to complete a legally binding contract between the funding agency/sponsor, the PI and WIT.

Context

Once a proposal is successful, the funding agency/sponsor typically issues a formal offer of funding to the Institute. This Letter of Offer or Research Agreement outlines the terms and conditions imposed on the Institute, its collaborators and the PI in accepting the funding for the particular research programme. At this stage it is advisable for the PI to arrange a meeting with a member of the RSU16 to discuss post award contract management issues. Acceptance of the research grant must be approved by the Vice President for Research, Innovation & Graduate Studies or nominee, before the commencement of any work on the project. The RSU organises signature of formal acceptance documents on behalf of the PI and returns same to the funding agency/sponsor. Associated research agreement, e.g. legal or IP, must be approved and signed by all parties, before the research account is set up. Research Agreements must be reviewed by the Office of the Vice President for Research, Innovation & Graduate Studies to ensure the contract terms and conditions are acceptable to WIT.

Where a particular sponsor is providing funding to SETU Waterford for the first time, the Institute may carry out a due diligence exercise to ensure that there is no conflict of interest with regard to the funding received or research activity being carried out.

In the case of projects with external partners (e.g. Innovation Vouchers, Innovation Partnerships, consultancy, etc.) the TTO will provide assistance with drafting and negotiating the necessary contractual agreements.

• Insurance
• Eligibility of PI
• Setting up a Research Account (P-Code)

Key Points of Contact

Research Project Mobilisation Phase

Once a research grant has been set up by Research Finance, the PI can initiate recruitment of staff and students to the grant, and can commence the purchasing of equipment and consumables.

Context

Once a research grant has been set up by Research Finance, the PI can initiate recruitment of staff and students to the grant, and can commence the purchasing of equipment and consumables.

• Recruitment of Research Staff and Students
• Human Resource Strategy for Researchers (HRS4Rs)
• Research Integrity
• Ordering Goods and Services
• Travel, Subsistence and other Expenses

Key Points of Contact

Research Project Management Phase

This phase includes all of the activities associated with the management of the Research Project (both financial and non-financial). Non-Financial project management activities relate to changes to existing contracts between the funding agency/sponsor, the PI and WIT.

Context

During the lifetime of a research project the funding agency/sponsor sets out a number of requirements in relation to both the finances of the project as well as the scientific programme. This includes the provision of regular reports to the funding agency/sponsor in relation to how the project is progressing, any changes to the work programme or schedule and financial reports on the expenditure incurred.

Any change, which is not provided for under the terms and conditions of the grant, must be approved by the funding agency/sponsor and central Institute authorities (i.e. Vice President for Research, Innovation & Graduate Studies and Research Finance). The following are examples of changes that may require approval:

• Start/end dates
• Budget transfers between funding categories (outside of range permitted under the contract)
• Purpose/intention of funding
• Named Researcher responsible for grant

Please email [email protected] to notify the RSU of any of the changes above. A Project Alteration Form may need to be completed by Research Finance and submitted to the funding agency/sponsor.

The research grant and associated research agreement remains in place regardless of the mobility of the named PI. The approval of both the Institute and the funding agency/sponsor must be obtained before any portion of a research grant can be transferred from the Institute in the event that the PI leaves the Institute.

If the named PI's eligibility status changes before the completion of the research project, the Head of School must agree a path with the RSU who will in turn consult with the funding agency/sponsor to either continue the research by identifying an alternative PI, bring the current research activity to a close or move the research grant to another Institution.

• Roles and Responsibilities of a Coordinator
• Audits and Record Keeping
• Financial Management
• Transfers
• Budget Amendments
• Timesheets
• Commercialisation of the Research
• Commerical Search
• General Data Protection Regulation (GDPR)
• Promote Your Research
• Open Research & SETU Waterford Research Repository
• Researcher Profiles

Key Points of Contact

Research Project Completion Phase

At the conclusion of each project there must be a financial reconciliation between income from the funding agency/sponsor and the expenditure by the PI. Funding agency/sponsor also require research project technical reports to be completed both during the period of the project and on completion of the project.

Context

This section describes the steps to be followed once a research project has been completed.

• Reporting
• Closing the Research Account
• Audits
• Publications

Key Points of Contact