Conducting research at the University of Ottawa Effectuer la recherche à lUniversité dOttawa.

Conducting research at the University of Ottawa

Effectuer la recherche à l’Université d’Ottawa

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U of O RESEARCH ENTERPRISEThis presentation provides an overview of the processes, players and resources available at the University of Ottawa for the conduct and management of researchBy the time we are through today, you should have a good idea of:

- Your roles and responsibilities as a researcher - The basic steps for preparing and submitting proposals- The basic “post-award” processes- Where to look for information - The people and teams who are there to support you as

you conduct your research

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Overview

You, the researcher, provides the intellectual direction for the research

U of O provides a physical, policy and administrative framework to enable :

– Compliance with research sponsors regulations;– Proper management of research funds; – Effective conduct of research in accordance with the

highest standards of professionalism, safety and ethics.

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So let’s spend a few minutes on the landscape:

The University delegates to Researchers overall responsibility for conduct and management of their research projects.

The key players are:

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Overview

GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards

TTBE

International Research

RGES

Research

Team

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Research Team Leaders(Principal investigators and co-principal investigators)

GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards


TTBE

RGES

Research

TeamRESEARCH TEAM

LEADERS

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I.2.Research Team Leaders(Principal investigators and co-principal investigators)

Responsible for: – management and conduct of project activities;

– progress reporting;

– sound financial management of research funds;

– human resource management, including proper supervision and workplace safety;

– compliance with policies and procedures: Both U of O and research sponsors;

– Compliance with terms and conditions of the award (grants or contract)

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I.3.Research Enterprise Structure

GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards


TTBE

RGES

Research

Team

RESEARCH GRANTS AND

ETHICS SERVICES

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I.3.Research Enterprise Structure

Research Grants and Ethics Services:http://web9.uottawa.ca/services/rgessrd/rges/index.asp Provide expert advice on grant proposal development (in conjunction

with Research Facilitators) and management; We sign grant applications on behalf of the University as they are

submitted and authorize the accounts when they are awarded Facilitate and enable regulatory compliance, including Ethics Review

for projects involving human subjects

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Research Enterprise Structure

GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators


Ethics

Animal Care

Biohazards

TTBE

RGES

Research

Team

TECHNOLOGY TRANSFER

AND BUSINESSENTERPRISE

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Research Enterprise StructureTechnology Transfer and Business Enterprise Office (TTBE): http://www.ttbe.uottawa.ca/

– Facilitation of contract research; – Development of new collaborative research

opportunities; – Disclosure and evaluation of research discoveries; – Protection of research discoveries and intellectual

property; – Transfer of research discoveries to partners; – Development of commercialization opportunities for

research discoveries.

http://www.ttbe.uottawa.ca/

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All contracts and contract amendments must be signed by the TTBE.

Researchers are not authorized to sign contracts or contract amendments on behalf of the University of Ottawa.

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GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards


TTBE

RGES

Research

Team

Government Research

Investment Programs

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Research Enterprise StructureGovernment Research Investment Programs Office (GRIP): http://www.research.uottawa.ca/resources_funding_research-e.php

– is responsible for initiating, developing, overseeing, and managing large scale government funded research projects from the Canada Foundation for Innovation, Ontario Research Fund, and other government investment programs;

– Canada Foundation for Innovation (CFI), Ontario Research Fund (ORF), Early Research Award (ERA), YSTOP: Youth and Science Technology Outreach Program – New 2005

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Overview

GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards

TTBE


RGES

Research

Team

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Bureau de la recherche internationale (BRI)

• Mission: Accroître la dimension internationale de l’Université d’Ottawa – Développer et promouvoir des projets internationaux en recherche et

développement – Faire la promotion des facultés et des chercheurs ayant des intérêts

internationaux – Rechercher des opportunités de bourses pour la recherche, le travail en

collaboration et les voyages, par faculté et chercheur – Créer et administrer des réseaux internationaux pour faciliter la

collaboration et les programmes d’échanges – Promouvoir les nombreuses affiliations institutionnelles de l’Université

ainsi que ses liens avec l’étranger

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Bureau de la recherche internationale (BRI)

– Fournir des services de soutien aux chercheur(e)s et aux universitaires en visite

– Établir et maintenir des relations avec les organisations internationales et les organismes donateurs

– Accroître la capacité de l’Université à participer à des projets d’assistance technique et développement

– Agir en tant que point de liaison principal de l’Université pour la réalisation d’activités de vulgarisation dans la région d’Ottawa auprès d’agences et de départements scientifiques ainsi que d’organisations régionales ayant des préoccupations internationales.

http://www.recherche.uottawa.ca/bureau_internationale.php

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GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards

TTBE


RGES

Research

Team

ETHICSANIMAL CAREBIOHAZARDS

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Research Enterprise StructureEthics

Services:http://web9.uottawa.ca/services/rgessrd/rges/ethics/index.asp

Any research project involving humans must receive approval of one of the Research Ethics Boards (REB) prior to the start.

It is the responsibility of the professor as researcher, thesis supervisor and lecturer to ascertain whether or not a project requires an ethical review.

This may be done by consulting the Protocol officer for ethics in

research.

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Research Enterprise StructureOffice of Risk Management, Environmental Health and Safety (ORM): http://www.uottawa.ca/services/ehss/

BiosafetyEnvironmental ManagementLaboratory SafetyOccupational Health and SafetyRisk ManagementRadiation Safety Insurance

http://www.uottawa.ca/services/ehss/

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Animal Care & Veterinary Service:http://www.uottawa.ca/vr-recherche-research/animal_care/eng/

The Animal Care and Veterinary Service of the University of Ottawa is the administrative entity responsible for the acquisition and care of animals used in research, teaching or testing.

The University of Ottawa is a registered research facility under the Animals for Research Act and is in full compliance with the Canadian Council on Animal Care on a five-year assessment cycle.

It operates four Vivaria, each dedicated to providing a range of general and specialized services targeted to the needs of its scientist-clientele.

http://www.uottawa.ca/vr-recherche-research/animal_care/eng/

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GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards


TTBE

RGES

Research

Team

FACULTYRESEARCH

FACILITATORS

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Research Enterprise StructureFaculty Research Facilitators assist in:

Preparing research proposals;Working through proposal administrative and

approval proceduresSearching for funds and identifying funding

opportunities;Liaising between researchers and University

services, involved in research management;Liaising with granting agencies.

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GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards


TTBE/

VRTT

RGES/

SSRD

Research

Team

FACULTY ADMINISTRATORS

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Research Enterprise StructureFaculty/department administrators, amongst other things, are responsible for:

Day to day administration, e.g. small purchases of materials/supplies, payment of invoices etc.

Ensuring proper management of expenses as per agency and university guidelines;

Helping resolve any issues about financial statements.

They are the primary contact on all administrative matters related to research accounts.

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GRIP

Human Resources

Financial

Services

Faculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards


TTBE

RGES

Research

Team

HUMAN RESOURCESSERVICE

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Human Resources Service:http://www.hr.uottawa.ca/00_main/index_e.asp

payrollare responsible for processing employees’ records;provide clarification on employment and

remuneration policies;act as a liaison between university, union and other

parties.

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GRIP

Human Resources

Financial

ServicesFaculty

Administrators

Faculty

Research

Facilitators

Ethics

Animal Care

Biohazards

TTBE

RGES

Research

Team

FINANCIAL SERVICES

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Financial Services: Research and Trust Section

http://www.uottawa.ca/services/finance/welcome.html

Provide support to researchers, generally through their administrators, for the management of financial resources for all research projects in accordance with Sponsor, University and other requirements;

To meet the University’s financial obligations to the Granting Agencies : Administer and direct all financial services, including accounting, reporting, invoicing, etc.

Research and Trusts Section produce timely and reliable financial reports & invoices for the research funding agencies, as well as monthly financial statements.

http://www.uottawa.ca/services/finance/welcome.html

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Research CommunicationsPersonne clé: Christel Binnie

Directrice des communications pour la rechercheCabinet du vice-recteur à la rechercheUniversité d'Ottawa

http://www.research.uottawa.ca/office-e.php

Toujours à la recherche de bonnes idées!

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Cabinet du Vice-recteur à la recherche1)

Vice-President ResearchDr. Mona Nemer

Associate VP, ResearchExternal

Dr. N. Georganas

Associate VP, ResearchDr. A. Reinharz

International (Hamid Jorjani)

TTBE(Joe Irvine)

GRIPS(Pierre Duchesne)

RGES(Gilles Morier

Animal Care(Marilyn Keaney)

Research Communications(Christel Binnie)

APPLYING FOR RESEARCH FUNDING

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From Research Idea to Successful Proposal Submission

Key Players:

1. Researcher

2. Research Facilitator

3. RGES, TTBE, GRIP

4. Peers and Colleagues

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The process at its most basic:

Researcher develops proposal

Faculty / University Approval

Submission to granting agency

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Proposal development :1. Researcher identifies a research idea:

- Know your “state of the art”- Where is there a gap in knowledge?- Is there a problem?- Can you find something new, important and which needs to be done?- Can you formulate testable hypotheses or a strategy to

develop the knowledge that is needed? - Are you excited about this? Your enthusiasm should show through!

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Writing the proposal

A good idea is not enough – writing the proposal or grant application is really a matter of communication,

because

A good proposal won’t save a bad idea but a bad proposal could result in a good idea not being funded

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- Know your sponsor – try to fit your proposal with your sponsor’s objectives

- Read the rules and follow them exactly

- Presentation matters: most reviewers are volunteers and most are overworked!

- Leave enough time for budgeting, internal approvals, re-writes…

- Get advice from colleagues – examples of successful proposals if possible – work with your Research Facilitators

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• Who • What • Why you? • How • How much • Why is it important?

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Writing the proposal – a few tips and resources

- Use the summary / abstract wisely

- There is lots of good advice out there:

NSERC : http://www.nserc.gc.ca/Library/visits/2006_grants_pres_e.pdf

CIHR : http://www.cihr-irsc.gc.ca/e/179.html SSHRC: http://www.sfu.ca/ors/Articles/sshrc_p.html

http://www.unb.ca/research/ors/grants_contracts/propsupport/SSHRC_Tips.htm#Assess

General: http://www.utoronto.ca/cip/sa_ArtGt.pdf

http://healthlinks.washington.edu/rfs/gw/fundamentals.html#principles

http://www.med.ubc.ca/research/grant_mentorship/grantsmanship.htm

http://www.nserc.gc.ca/Library/visits/2006_grants_pres_e.pdf

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Who approves?

1. YOU – as researcher2. Your department and faculty: “RE” Form confirms

these approvals and becomes the key to accessing funds at U of O when awarded!

3. University: Grants: RGES Contracts: TTBE CFI / OIT and some others: GRIP

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How do I know if it’s a grant or contract? • Une subvention de recherche est une somme d'argent allouée dans le but

d'encourager la recherche ou toute autre étude faite à l'Université. Ces fonds serviront exclusivement à l'avancement de la recherche. Les subventions sont généralement des fonds distribués par des conseils fédéraux ou autres agences à but non lucratif qui sont déposés en fiducie à l'Université pour le chercheur.

• Un contrat de recherche est une entente formelle entre l'Université et un bailleur de fonds afin d'appuyer des activités de recherche selon des termes et conditions définis. Un contrat détermine généralement le type de travail qui devra être effectué, l'intervalle de temps sur lequel s'étendra ce travail, la confidentialité, les droits de propriété, l'exploitation commerciale, les droits en matière de brevets, etc.

Just ask any one of us!

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How do I know if it’s a grant or contract?

• Research Grant Typical Features: – Research proposal and project control lies with the

researcher– Unrestricted rights to publish research results – Payment in advance (not based on deliverables) – Ownership of any intellectual property resides with the

researcher/University – Start and end dates of the project are defined – Sponsor is provided with a copy of the final research report

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Contrat ou subvention? • Contrat de recherche:

– L’étendue des travaux et le plan de recherche sont définis à l’avance. – Il peut y avoir des arriérés de paiements, en fonction de certains jalons

ou produits livrables. – Comporte des dispositions concernant la confidentialité de

l'information. – Le chercheur détient les droits de publication de ses résultats, mais peut

en retarder la publication pour permettre au bailleur de fonds d'en évaluer la confidentialité ou la propriété intellectuelle.

– Les étudiants de deuxième cycle sont titulaires du droit d’auteur de leur thèse, dont la publication ne saurait être retardée de plus d’un an.

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Contrat ou subvention?

– La propriété intellectuelle et le droit de propriété sont clairement définis.

– Le chercheur et l’Université sont titulaires des nouveaux droits de propriété intellectuelle, toutefois,

– Le commanditaire de la recherche peut faire un usage non commercial de ses résultats.

– Le commanditaire peut acquérir une licence (suivant les termes d’une entente de bonne foi, représentative du secteur industriel concerné).

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Contrat ou subvention? – Garantie : Le chercheur s’engage à suivre les normes professionnelles,

mais ne garantit pas les résultats de sa recherche. – L’Université d’Ottawa est propriétaire de l’équipement acheté pendant

la durée du contrat. – Les clauses d’expiration font partie du contrat. – Des dispositions sur les assurances et les frais professionnels font partie

du contrat, et ce afin de protéger les droits de l’Université d’Ottawa, ainsi que ceux du chercheur et des étudiants.

– Les coûts indirects correspondent à au moins 40 % du total modifié des coûts directs, sans tenir compte des pièces d’équipement les plus importantes

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Contrat ou subvention?

• Donc, ce sont les clauses de l’entente qui déterminent si c’est une subvention ou un contrat de recherche

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Remember to Anticipate:Researchers are responsible for conducting

research in accordance with ethics, bio- and radiation safety, and animal care, environmental regulations, etc.

Researchers are required to obtain appropriate certification prior to commencement of project;

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Starting up

Financial Management

Research Project Management

POST-AWARD MANAGEMENT

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The “Post Award” process at its most basic:

Funding agency approves

Notifies RGES or TTBE or GRIP

Agreements get negotiated

(if necessary) / Certifications are obtained

Work startsYou and your admin person

are notified

Cost Centre gets opened

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Starting up

•Once award has been approved and the cost centre is opened, you can then proceed to:

– Hire your students and personnel and put them on the payroll

– Order supplies, equipment, etc.

•Your key contact person for this, is the administrator in your department or faculty.

– Contact her or him early

•Be sure to review terms and conditions of the award, review deliverables, etc.

•Please do not forget certifications – Ethics, Animal Care, Radiation Safety, etc.

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A few hints:

Eligibility of expenses:ask department/faculty administrators for clarification on

eligible expensesif further interpretation is needed, request it from

appropriate service (RGES, TTBE, Fin Services, Human Resources etc.)

when no final decision can be made, RGES is responsible for obtaining the ruling from the agency

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A few hints:

Partenariats et transferts de fonds: Si vous travaillez avec un chercheur d’un autre université et vous désirez y transferer des fonds:

- Informer votre administrateur/administratrice

- Pour les subventions: Communiquer avec le Service des Subventions de recherche et déontologie

- Pour les contrats: Communiquer avec le Service de la Valorisation de la recherche et transfert de technologie

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A few hints:

Project changes:

Please inform RGES of any changes to project dates & major budget allocations, increases/ decreases to awarded amounts.

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Introduction – Gestion Financière

Bienvenue

Welcome

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CONTENU DE LA PRÉSENTATION

• Quelle est notre mission ?• Quel est le cadre de gouvernance financier de la

recherche à l’Université d’Ottawa ?• Qui sont les principaux joueurs et qui fait quoi ?• Quelles sont nos responsabilités et les vôtres ?• Quelle est la documentation à votre disposition et où

la trouver ?• Questions ?

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MISSION

Provide support to all faculty administrators

in management of financial resources for all

research projects To meet the University’s obligations

to the Granting Agencies Ensure the clauses in the contracts

are managed appropriately Manage the grant funding in

accordance with the guidelines

of the grantors, University as well

as the Canadian Government

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CADRE DE GOUVERANCE FINANCIER

1. Principe de base : le chercheur a la responsabilité et l’imputabilité opérationnelle et financière dans la conduite des projets de recherche (1)

2. L’ensemble des responsabilités du chercheur sont décrites dans le « Guide du chercheur », que vous pouvez consulter à l’adresse http://web9.uottawa.ca/services/rgessrd/ssrd/subventions/conduite/guide_chercheur.asp

---------------------------------------------------------------------------(1) « Les chercheurs étant à la fois des employés de l’Université et des personnes aptes à gérer des projets de recherche, l’Université leur délègue la

responsabilité générale d’assurer le bon déroulement et la saine gestion de leurs

projets de recherche. » Source : Guide du chercheur, Principes de

base

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CADRE DE GOUVERANCE FINANCIER(suite)

3. La gestion financière touche les 4 éléments suivants :• La planification financière (le budget)

• Les opérations financières (l’autorisation des dépenses)

• La surveillance financière (le suivi financier du projet)

• Le compte-rendu financier (la soumission des rapports)

4. Ne pas oublier : les chercheurs sont responsables de tout déficit à leur centre de responsabilité. Surtout, pas de panique : nous sommes là pour vous aider et vous appuyer

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QUELS SONT LES PRINCIPAUX JOUEURS ?• En premier lieu, les directeurs administratifs et les agents d’administration de

vos facultés. Comme pour la Lotto 6 / 49, soyez gentils avec ces personnes, car elles vous seront d’un grand secours

• Deuxièmement, vous aurez besoin des trois services suivants :– Le Services des Ressources humaines, pour embaucher le personnel– Le Service des Approvisionnements, pour acheter des biens et services– Le Service des Immeubles, si votre projet comprend un volet rénovations ou

construction– Naturellement, vos agents d’administration et vos directeurs administratifs se

feront un plaisir de vous aider dans ces démarches et constituent votre premier point de communication.

• Troisièmement, le Service des finances effectue les opérations qui sont décrites dans les pages suivantes

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QUI FAIT QUOI ?• Ressources humaines :

– Paie : Jean-Pierre Cormier, poste 1535, [email protected] et Marc Ducharme, poste 1483, [email protected]

– Plusieurs formulaires, politiques directives

• Approvisionnements : Yves Jobin, poste 6552, [email protected] – Document de référence de base : Règlement 36, http://web5.uottawa.ca/admingov/reg-

f.php?id=36– Deux grandes méthodes de fonctionnement :

• Les achats inférieurs à 5 000 $ sont faits directement au fournisseur, sans l’intervention du Service des Approvisionnements

• Les achats de 5 000 $ et plus sont faits de façon centralisée par le Service des Approvisionnements

• Immeubles : Mario Bouchard, poste 5713, [email protected] • Votre agent d’administration et votre directeur administratif vous aideront à

communiquer avec ces secteurs, au besoin

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Roles and ResponsabilitiesStep-by-step process

• Receipt of Notice of Decision form from RGES, TTBE or GRIP office

• Receipt of new accounting cost center as follows:

T-xxxx-yyy-zz xxxx = Unit yyy = Project number zz = Source of funding

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Roles and Responsabilities (Cont’d)

• Funds are recorded in the cost centre inadvance of being received by the fundingagency

• If University is project leader, transfer funds to other institutions involved (contracts to be signed before transfer of funds)• Prepare and submit invoices to agency• Collect and deposit the funds from the granting agency• Prepare and submit monthly,yearly and final financial reports within deadlines established by granting agency’s format (consolidated reports where University if project leader)

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Roles and Responsabilities (cont’d)

• Ensure that only eligible expenses areincluded in the financial reports

Report meet eligibility criteria• Obtain researcher’s approval on paper and then submit the signed report to agency• Plan, prepare and coordinate audits conducted by external

auditors including preparing the file with all required supporting documentation and coordinating interviews with various sectors on campus

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Researcher’s responsibility

• Researcher works in conjunction with financial administrators within the Faculty

• Ultimate responsability for his research project including ensuring the appropriate management of financial resources

• Ensures to meet all obligations and constraints of agreement

• Ensures to follow all the granting agency’s policies and procedures

• Ensures all expenses are eligible

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Researcher’s responsibility

• With the support of the faculty, ensures that all supporting financial documentation including purchase orders, invoices and receiving are kept

documents

• Approves all financial reports and submits

them to Research and Trust Fund Services

promptly

• Answers all questions asked by external

auditors and/or granting agency

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Research and Trust Funds: Organizational Chart

Nathalie Mercier, CGAManager

Financial Agents(NSERC, SSHRC,

CIHR)

Financial Analysts(CFI, OIT, MEDT, ORDCF, PREA,

IOF)

Nathalie PoulinNSERC

Benoit LauzonSSHRC

JohaneDesjardins

CIHRRoxane Proulx

Nizar Ben Sedrine

Guylaine DussaultAssistant Manager

Monique ThibodeauAdmin. Assistant

Denis Cossette, CADirector of Finance

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DOCUMENTATION

• Guide du chercheur http://web9.uottawa.ca/services/rgessrd/ssrd/subventions/conduite/guide_chercheur.asp

• Organisation administrative de la recherche à l’Université d’Ottawa http://web9.uottawa.ca/services/rgessrd/ssrd/subventions/recherche_uo/org_admin_rech.asp

• Site du secteur des Subventions de recherche et déontologie http://web9.uottawa.ca/services/rgessrd/ssrd/index.asp

– Ce site donne une foule de renseignements plus intéressants les uns que les autres, dont les deux sites ci-dessus et beaucoup d’autres. Ne manquez pas ça!

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Information généraleGeneral Information

Year-end administrative procedures for Research and Trust Funds:

http://www.uottawa.ca/services/finance/proc/fanrf-e.htm

Personnel within R&F Department and individual responsibilities:

List distributed

How to contact us: 550, rue Cumberland Street Pièce/Room 029A

Pavillon Tabaret Hall

Tel. 562-5800 Poste/Ext. 1509 Fax/Téléc.: 562-5988 Courriel/Email: [email protected]

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Remember:Research team leaders (principal and co-principal investigators):

initiate and approve all requests for commitments, transactions, supplies, services and remuneration;

submit to Faculty Administrators for review and execution.

Faculty administrators: review and confirm the requests;ensure compliance with applicable policies;execute the transaction.

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A few hints:

• Review budget when award is made.

• Ensure that expenses meet the grant budget guidelines and are attributed to the correct cost centre – this will really facilitate things later!

• Plan for contingencies for possible financial liabilities such as for accumulated holidays, transport, taxes, installation costs for equipment or supplies etc.

QUESTIONS ?

•Setting up Your Project•Budget and Budget Controls•Teamwork•Communication in Research Teams•Interdisciplinary Research•Conflicts in Research Team•Research Project Monitoring

Research Project Management

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Setting up Your Project

Important to:

Plan,

Organize,

And Monitor your project well!

If you fail to plan, you might plan to fail…

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Setting up Your Project

Planning:Based on your proposalIdentify tasks (including outputs)Identify sequence and timingIdentify resource requirementsDefine key milestones and deliverablesRemember to allow time for reporting

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Setting up Your ProjectLogical Framework Structure:

Presented as a table;Rows: overall goal of research project; objectives

supporting achievement of the goal, activities to achieve each objective and their results;

Columns: narrative summary, timeframe, resources, external/internal assumptions and constraints, objective/subjective indicators;

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For example:

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References:

• http://www.isnar.cgiar.org/activities/training/2pla.htm• http://www.isnar.cgiar.org/gender/hambly.htm• http://www.kar-dht.org/logframe.html• http://lgausa.com/logframe_approach.htm• www.ausaid.gov.au/ausguide/pdf/ausguideline3.3.pdf

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Setting up Your ProjectFor the logical framework to be effective:

Use it regularly;

Use it not only for planning, but also for monitoring;

Make it accessible for all team members.

The logical framework is easy to understand and use. It will help bring your team together.

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Budget and Budget Controls• Proposal budget ≠ Awarded budget

• Budget reallocation should be decided upon immediately after award is confirmed

• Many tools are available for budget monitoring

• Need to consider planned vs. actual budgets

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Budget and Budget Controls• Have a solid budget from the start

• Plan for contingencies

• Researchers are responsible for allocating expenses to cost centers and ensuring reasonable completion of the project within its financial limitations

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Human Resources Researchers are responsible for supervision and workplace safety of

the research team; Researchers must comply with:

– regulations of Canadian Union of Public Employees (students’ section: http://www.uottawa.ca/associations/SCFP-CUPE2626/english/documents_en.htm)

– Policy #5 (Appendix II-I) of the U of O http://web5.uottawa.ca/admingov/reg-e.php?id=5#cupe

– Regulations of Faculty of Graduate Studies http://www.grad.uottawa.ca/postdoctoral_research/associates/index.html

– Other relevant regulations (http://www.hr.uottawa.ca/04_politique/index_e.asp)

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Teamwork

Make sure you choose your team wisely – you might be stuck with them after!

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TeamworkCreating a Balanced Team:

Find people with appropriate skill sets;Find people who are compatible with you and with each other Interdisciplinary teams represent a special challenge

Difficult communications due to different research methodologies, training backgrounds and historical perspectives.

At the start, allow some time for compatibility and understanding to develop among researchers;

Focus on effectiveness of communication;

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CommunicationTips for better communication:

Bring all interested parties together in one room at one time;

Ask for examples;

Be assertive, but not a bully;

Use small words and short sentences;

Be precise, concrete and specific;

Use documentation effectively.

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In case of conflict:Communicate!Seek to understand all angles of the disagreement.Attack the issue, not people. Channel anger and hostility into problem solving and planning. Develop a plan describing what each person will do to solve the

issue. Avoid covering up painful issues, which could resurface.Organize more frequent meetings and status review sessions to

increase communication between subgroups in the future.Minimize inconsistent perceptions of project goals and priorities.

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Research Project MonitoringResearch, because of its inherent unpredictability, is one of the areas where adjustments are made fairly often. One needs monitoring to:

stay on top of project progress, particularly with respect to plans;

clearly and concisely inform the team, and other stakeholders, on progress;

adjust the schedulepredict and plan for resource requirements

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Research Project Monitoring

You need to monitor:Expenditures to date – project expenditures to

completion; Are you on budget?Time remaining: Are you on time?Are objectives being achieved as planned? If not, what

adjustments are needed and what are the options?

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Research Project MonitoringProgress Reports:

Communications toolSatisfy information needs of sponsors and university

administrators;Help identify current and potential complications;Submitted at fixed deadlines (interim & annual);Must meet specific content requirements;

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Research Project Monitoring

Effective decision making is crucial to success

Common fallacies in decision making:Not allocating enough time for problem analysis and

generation of alternativesNot considering all pros & consJumping to first “reasonable” solutionCoping previous solutions/decisions in new situations

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Conclusion• Research is increasing in volume, involving a

greater number of researchers in single projects

• As a result, importance of proper planning & monitors is growing as well

• This session has provided an overview of resources available for researchers at U of O and of tools & insights for research management

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THANK YOU!

Conducting research at the University of Ottawa Effectuer la recherche à lUniversité dOttawa.

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Transcript of Conducting research at the University of Ottawa Effectuer la recherche à lUniversité dOttawa.