Department of Research & Innovation A4B Project Management Seminar
A4B Internet Project Monitor Seminar January 10 th 2011
21
A4B Internet Project Monitor Seminar January 10 th 2011
description
A4B Internet Project Monitor Seminar January 10 th 2011. Agenda. Introduction Quarterly Reporting IPM requirements and paperwork Project Compliance Monitoring. A4B Aims. Promote a high value-added economy Maximise economic impact of academic business interactions Knowledge Transfer - PowerPoint PPT Presentation
Transcript of A4B Internet Project Monitor Seminar January 10 th 2011
A4B Internet Project Monitor
SeminarJanuary 10th 2011
Agenda
1. Introduction 2. Quarterly Reporting 3. IPM requirements and paperwork4. Project Compliance Monitoring
A4B Aims
Promote a high value-added economy Maximise economic impact of academic business interactions Knowledge Transfer New products / services created Sustainability Jobs created and protected Provide revenue and capital funding to invest in expertise in
new technology / markets Encourage collaborative industrial research
Role of The Project ManagerEnsure all related paperwork is complete, and maintained in the Project File.
Collaboration Agreements Evidence Forms Staff Timesheets (where applicable) SME Logbooks (where applicable) Minutes of Meetings Quarterly Reports Tender Documents (where applicable) Participate in A4B Quarterly Monitoring Coordination, sign off and recording of evidence for IPM!!!!!
As project manager you must …….Know what expenditure has been approvedKnow the dates when claims are due in Consult with A4B before any changes or re-
profile is made to the projectKnow the start and end date of your project –
Payments Outside This Period Are IneligibleKeep all records till 31st December 2025 (WEFO)
Arrange Kick Off Project Meeting (Sarah) Provide Advice & Guidance (Ali and Sarah) Attend Steering group meetings (Ali) Co-ordinate Quarterly Claims Meetings (Sarah) Preparation, collation of documented evidence for IPM (Project Manager) Update IPM System (Sarah and Victoria)
DRI Quarterly Reporting – Roles
All Claims to WAG are processed by DRI Quarterly meeting are required to verify financial and non-
financial progress prior to claims submission. Project manager to prepare progress report and evidence
requirements and forward to DRI for inclusion with claims. Claims to match progress report Claims submitted quarterly via internet Project Monitor - iPM Three part claims (Expenditure, Output and targets &
Quarterly Progress Report) Claims due in one month after the quarterly claim period. Project Costs must be defrayed before they can be included in
the claim
Quarterly Reporting
Ideally completed after the quarterly claim meeting Report must reflect evidence of targets and outputs
submitted to DRI for IPM input If evidence is not matched WAG may place the claim
on hold Report Includes…. Reasons for variance versus 15% of budget Current Progress and future planned progress Best Practice, PR stories
What is the Quarterly Report?
Quarter 1 (Oct) 2 (Nov) 3 (Dec)Reporting Month
(Jan)Week 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
Quarterly Meeting
Finance
Capital & Revenue
Quarterly C
laim Subm
itted
Staff Timesheets / Expenses
Investment Induced Letter
Outputs &
Targets – enrolm
ent forms
Seminars / Seminar Hours
Network Meetings
Projects Identified
Enterprise Assisted
Demos
Scoping Discussions
Collaborative R&D
Environmental tech Transfer
New / Improved Products & Services
New or safeguarded Jobs
Quarterly Report
Company enrolment forms are required!
Web based data collection & monitoring tool, remote access, A4B control
Multi passwords available & Read Only or Read/Write access
DRI process financial data, projects teams can update non financial data
Quarterly report – progress reports Financial Reports - Budget monitoring Targets and Outputs - Indicators Resource and Contacts Area
IPM – What is it?
• Reports generated from iPM are used to:--Complete A4B quarterly claims to WEFO-WAG Senior Management reporting
• Recent Evaluation of A4B as part of DE&T restructuring
• Value for Money Evaluation• Profile Variances
IPM – How is it used by WAG?
DRI Financial Reporting on IPM Capital Costs
- item, serial #, University asset #, location of asset Revenue Costs
- Staff timesheets for under 100% - Expenses - Travel details
Investment Induced- Letter of value of quarterly support in line with application provided by company
– Staff Timesheets (needed for employees working less than 100% on project)
– Letters from companies for investment induced (should be in line with the original proposal)
Paperwork Requirements - Financial?
Performance Indicators: Steering Group Meetings, Seminars, Networks meetings, Projects identified, Demos, Scoping Discussions
Outputs and Results: Collaborative R&D hours / Collaborative R&D projects Enterprise Assisted (including time spent on above activities) Funding Secured R&D investment induced Projects transferring environmental technology New improved products and services Gross jobs created / Gross jobs safeguarded
Target & Output Reporting on IPM
Company enrolment forms
are required after 7 hours of
contact with company
A guide to iPM requirements is available at http://www.swan.ac.uk/research_innovation/Downloads/InternetProjectMonitor/
shows requirements for each target and indicator headings Provides forms which to help record the data for IPM
Note: If you choose to use another method of recording data for input to iPM, please ensure that each of the headings as set out in the iPM requirements document are recorded
Paperwork Requirements – Outputs and targets?
The A4B Contract Sub Contract Agreements with collaborator HEI CIRP Agreement with company partners / HEIs KTC Agreement NDA’s (if appropriate) Tender documentation
Note:DRI has templates for the agreements, all agreements must be signed by DRI
Other Documentation required (not on IPM)
All partners should sign and return a sub-contract
Partners must claim within the prescribed time periods – failure to do so will result in non-payment Must claim to profile (within 15%) SU will only pay partners once WAG pays us! Maintain delivery of outputs and spend Back-up information is needed to verify all claims Most HEIs understand the brief!
Partnership Arrangements for IPM
One visit per project, could be ad hocPurpose - to ensure claims paid are fully evidenced, activity and expenditure is eligible and complies with contract and guidelines. Key personnel to be available (not necessarily present) i.e.: project manager, administrator, claims/finance input. Original documents to be retained and produced for audit, signed & authorised. Good methodical record keeping; signposting where necessary.Publicity and Case Studies- correct logos, [email protected] Retention dates currently 2025.Post Completion Monitoring and Evaluation - to measure project impact, additional outputs, evolution of the original project, value for money and assessment of the delivery of the project in line with the cross cutting themes included in original application (e.g. Sustainability)
Ensure you have a robust audit trail - everyday an audit day! Consult with DRI if in doubt
A4B Compliance Monitoring
• Verification tests on expenditure (Staff costs and expenses)
• Sample test on eligibility of activity – evidence• Evidence of results and investment induced• Checks on state aid• Comment on Publicity
Compliance Monitoring Checklist
Maintain Accurate Project File Ensure robust project management system and audit trail Don’t move funding without A4B permission Revisit Milestones and Cashflow in contract Verify Eligibility of Expenditure with DRI Focus on Targets – convergence v non convergence Keep on Top of Paperwork – company evidence, data
collection, timesheets No Nasty Surprises - Keep DRI Informed
Good Practice Guide for A4B projects
Conclusion and Contact Details
Record Keeping is very IMPORTANT for audit purposes Keep DRI in the loop
Ali Parker 01792 602630, [email protected] Haynes 01792 295435 [email protected] Hurst 01792 295992 [email protected]
Involve A4B team Leanne Richards (A4B Case) 01792 222435 [email protected] Sharon Morgan (KTC and CIRP) 01792 222481 [email protected] Julie Cunnington Hill (KTC / CIRP) 02920368492 [email protected] Wilson (KEP) 01686613366 [email protected] Stubbs (IP / Commercialisation) 07795336671 [email protected]
