Project Services Aalto University Services for Externally Funded Research Projects and Commercialization 13.1.2015 Elise Kovanen
Purpose of Project ...
Project Services Aalto University Services for Externally Funded Research Projects and Commercialization 13.1.2015 Elise Kovanen
Purpose of Project Services • To increase the resources for research by obtaining and managing research funding • To increase the ambition level of research activities through competitive research funding • To save time of the academic personnel for academic activities • Risk management: to restrict the substantial financial risks and risks that limit research activities, while distracting the academic work as little as possible • To ensure that the relevant research results can be commercially and otherwise exploited by the society
14.1.2015 2
Project Services Support in getting funding for research, managing research projects, and commercialization Research Liaison Officer and Grant Writer
Grant Advisor • Support during the negotiation of the Grant Agreements and other funding contracts
• Grant scouting • Co-working with the researchers and advising in the application phase
PRE-AWARD
POST-AWARD
• Commenting and co-writing of application drafts
Project Manager
Innovation Advisor • IP creation support (e.g. invention disclosure process, IP protection) • Licensing, IP transfer & IP portfolio management • Support for commercialization funding applications • Support to spinout company creation
• Consulting in matters concerning project management and project reporting
INNOVATION
LEGAL & INFORMATION
• Administrative project coordination in Aalto coordinated EU FP projects Legal Counsel • Legal services to research projects - Contract negotiations and drafting - IPR counseling
• Information services (Archive)
Project Services (PrS)
Head Count PrS 39
ARTS
BIZ
ENG
ELEC
SCI
Pre-Award Services (Outi Kivekäs) 6
Research Liaison Officers
6
Grant Writers
Post-Award Services (Marja-Leena Markkula)
7
Grant Advisors + Project Managers
Legal and Information Services (Minttu Lintera) 10
Legal Counsels
Innovation Services (Pauli Laitinen) 8
Innovation Advisors 1
Assistant
1
Head of Project Services Mari Pietikäinen
CHEM + service units
AaltoU
Post-award services
5
Grant Advisors and Project Managers Grant Advisors
Project Managers
• Consultative help in all types of externally funded projects • Guidance and training in managing Grants • School based
• Operative participation in EU funded projects • Day-to-day management of EU projects • Operate horizontally in all Aalto Schools
6
Post-Award Services:
Grant advisor services Starting the project
During the project
• Co-working with the researchers during the negotiation of Grant Agreements and other funding contracts • Seeking the required internal approvals • Arranging internal kick-off meetings for the new EU FP7, Tekes and Academy projects • Consulting in project management and administration concerning • funding terms • contracts / agreements • Aalto’s project administration practices • Handling the project amendments • Consulting in the project reporting requirements and reporting portals • Other support during project life time according to the project needs
Post-Award Services:
Project Manager Services In Aalto coordinated EU-projects
• Close cooperation between Project Manager and scientific coordinator ensures the successful implementation of the project • Accumulation of knowledge and development of project management processes at Aalto level • Leading funding negotiations together with the scientific coordinator towards the Commission and other project participants
Professionally managing and • Continuous project follow-up administering the • Organising project meetings, reporting, project reviews, whole project life amendments etc cycle
• Project liaison towards the Commission and the partners • Facilitating project General assembly
• Close cooperation between project manager and scientific coordinator ensures the successful implementation of the project •Accumulation of knowledge and development of project management processes at Aalto level
Administrative Coordinator • Project Manager Coordinator • Overall project (Organization) administration • Cooperation with project partners and the Scientific Administrative Commission coordinator coordinator • Helpdesk for the partners
(person)
11
(person)
Benefits of project manager service for scientific coordinator • Scientists may focus on research • Heavy administration of EC projects is taken care of by a dedicated Project Manager who is enthusiastic and experienced in project management
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Best practices – Post-award OBJECTIVE: Facilitate succesfull project implementation, avoid and solve problems by guidance and operative management
13
Master project management • Participate in AALTO’s project management training directed to researchers • Structuring content • Lecturing • Update, guide and apply AALTO project management practices to EU project implementation • Mastering budget control • Balance between funding rules and smooth project management practices → highest value by finding best case-by-case solutions
14
Collaboration internally and externally European Commission and other funders
Project consortium
Aalto internal Grant Advisors and Project Managers
Other interests groups
15
Other projects
AALTO internal collaborations • AALTO research team • Department (researchers and administration) • Controllers o Project accounting, participation in financial reporting • HR o Recruitment, employment contracts o Agreement on assingment of rights • IT • Communications • PROJECT SERVICES – Throughout the project lifetime
Grant Advisors and Project Managers can act as ‘one desk service’ to simplify the service diversity to the researchers
Internal Kick-off meeting • To AALTO project team (PI, controller, research team) • General info of the research programme and the project • Project agreements (CA, GA, other) • Finances • Reporting • Project practices (Internal and Consortium level) 17
Familiarize with Funding conditions • Maintain the knowledge on rules and conditions related to grant management • Organize educational seminars for researchers and other service units • Interpret the essential issues to the researchers • Advice on finances 18
