I’m funded! ... Now what?

1. I’m funded! ... Now what? Or, Practical Grant Management 1.01

2. What we’ll cover… • Why this seminar? • How UTS manages research and research funding • Establishing your grant: key documents & processes • Agreements & partners (briefly) • Your responsibilities: Keeping key people informed • Managing your grant: Expenditure & Reporting • Questions… • Housekeeping ….

3. What we won’t cover… • Anything before the ‘funded’ stage (e.g. budgeting) • Personnel & team management • Project management • Faculty-specific financial processes

4. Are we the grants police….?

5. Jaine Stockler, (Acting) Grants Manager • Daniel Di Francesco, Grants Development Office • >11 years of experience in research management and administration • >8 years worth of ARC, NHMRC & UTS grant applications, outcomes, reporting, variations…

6. Who are you?

7. Why this seminar? ⇈ No., size & complexity of grant-funded projects under management at UTS (but grants are still hard to get) What do funding bodies want? • High-quality outputs & high-impact outcomes • Well-managed collaboration • To be kept informed & to be acknowledged • For you to succeed ⇈ Accountability (or, Whose money is it anyway?)

8. Establishing your grant – key documents & processes 1 Activity Code (account no.) Other Agreements Commence expenditure… Funding Agreement UTS Approvals UTS Establishment letter Funding body Approval letter

9. Your Activity Code… Will be advised to you by FSU & will look something like this: ‘2010153 under Org Unit 9815’

10. V a r i a t i o n s Managing your grant – Reporting & Expenditure Next Project! Annual Progress Reports End of Year Financial Report Final Report

11. Funding Rules/Guidelines Application Funding Body Approval Letter Agreements UTS Policies & Guidelines Establishing your grant – key documents

12. Establishing your grant – key documents cont’d. • UTS Policies & Guidelines • Ethical Conduct of Research • Codes of Conduct • HREC policy & guidelines for students • Intellectual Property Policy • University Research Infrastructure Policy • Policy on research funding by the tobacco industry • Risk Management Policy • Commercial Activities Policy • Outside Work/Consultancy Policy

13. Establishing your grant – key documents cont’d. Funding Rules (aka Guidelines or Conditions of Award) • Personnel, activities and use of funds • Funding Agreement • Varying the Funding Agreement/Approval letter • Reports

14. Establishing your grant – key documents cont’d. The Application • Personnel/Research team • Aims and objectives • Approach & methodology (including timeline) • Budget

15. Establishing your grant – key documents cont’d. Funding Body Approval Letter • Amount/s • Period of funding and annual allocation • Inclusions/Exclusions

16. Establishing your grant – key documents cont’d. Funding Agreement/s • Commencement and deferment of project and personnel • Conduct of the research • Other agreements • Administration of funding & variations • Reporting

17. V a r i a t i o n s Managing your grant – Expenditure & Reporting Next Project! Annual Progress Reports End of Year Financial Report Final Report

18. Variations (or, keeping the funding body informed) • Personnel & equipment • Feasibility of plan • Partner Organisations • Know your grant management partners (agenda, environment, politics…) • Research partners – industry and other unis • Funding body • Faculty management • RIO – grants, contracts, etc

19. Managing your Grant - Expenditure • Grant funds • Partner Organisation contributions • UTS cash contributions

20. Managing your Grant - Expenditure cont’d.

21. Managing your Grant - Expenditure cont’d. • ‘The Administering Organisation will ensure that each Project described is carried out in accordance with this Agreement, in a diligent and competent manner. In addition, each Project (including each of the Fellowships for that Project) will be conducted in accordance with the ‘Proposal Description’ contained in the Proposal, or any revised description, aims and research plan which have been submitted by the Administering Organisation and approved by the ARC. • The Administering Organisation shall ensure that expenditure on each Project … is in accordance with the ‘Proposal Description’ contained in the Proposal and within the broad structure of the proposed ‘Project Cost’ detailed in the Proposal or any revised budget, aims and research plan submitted by the Administering Organisation which has been approved by the ARC.’

22. Managing your Grant - Expenditure cont’d. In relation to expenditure of your grant, you are responsible for: • Spending in accordance with the approved budget • Ensuring that all approved expenditure specific to this project is made from the correct research account specific to this project - by always using the correct activity code • Checking with the RIO if unsure about variations to project expenditure and/or reporting implications

23. Managing your Grant - Expenditure cont’d. In relation to your grant, you are also responsible for • Regularly monitoring financial reports from FSU (‘life-to-date reports’) to ensure expenditure is in order – & acting quickly if it is not • Being aware of UTS policies and finance system (FSU & RIO) • Being aware of Faculty finance management practices/key personnel

24. Managing your Grant – Other responsibilities In relation to your grant, you are also (often) responsible for: • Acting as an Assessor • Acknowledging the Funding Body/ies (incl. Partners)

25. Reporting & variations Reports • Annual Progress Report • End of Year Report • Final Report

26. Post-funding problems (and how to prevent or minimise them!) • Case Study

27. Questions???

28. Review • Establishing your grant – key documents & processes • Managing your grant – expenditure & reporting