The project process at EPT - Kunnskapsbasen
The project process at EPT
This page is meant to help and guide you as an employee with the research project process at the Department of Energy and Process Engineering (EPT). Please make sure to familiarize yourself with this process that is mandatory for research projects at EPT. In chronological order, you can see the tasks for each phase and the roles within the department that must be involved at any given time. EPT's process is an addition to NTNU's guidelines on Research Project Management.
Looking for something else? See EPT Bookmarks | Who does what in EPT admin
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1. Application
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2. Awarded proposal / Grant preparation phase
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3. Contract
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4. Start up
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5. Project phase
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6. Close project
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Contact research administration support
| Tasks | Responsible | Comments |
|---|---|---|
| 1.1 Initiate proposal | Project Manager | All new proposals at the Department must be initiated at least 3 weeks* before deadline with this form: Fill in the project proposal form (MachForm)
*EU proposals must be initiated 3 months before deadline if NTNU is coordinator.
The Head of Research Group and the Deputy Head of Research evaluate if the project is according to the department strategy and not in conflict with other initiatives or regulations. The Head of Research Group acts as an advisor to the Project Manager in the initiating phase and has an advisory role for approval of the application to the Deputy Head of Research. Requests submitted after the deadline may be rejected by the Deputy Head of Research. |
| 1.2 Project plan and resource planning including in-kind (PhD/Postdoc positions, amount of project hours, Resource Infrastructure Resource (No: leiested) and other laboratory resources, operational costs, etc). |
Project Manager, Adm (research advisor and financial officer), Lab |
Once the proposal is accepted by the Deputy Head of Research the Project Manager must involve the research administration at EPT and the lab manager (if applicable) at least 3 weeks before application deadline. Research advisors can contribute at an early planning stage of a potential coordinated proposal.
EU-proposals: The EU advisor at the IV faculty must also be involved from the start. |
| 1.3 Classify the project - sponsored/commission funding - BOA | Adm (research advisor and financial officer) | If the project is classified as a commission-funded project, all costs must be covered (no in-kind is allowed). It is important to set the correct classification already in the application process. See definition of sponsored and commission-based activity. |
| 1.4 Prepare budget and use of resources | Project Manager, Adm (financial officer) |
The budget for the project application must be prepared together with a financial officer and lab. It is important that all costs are included in the budget (TDI-model).
All budget information must be treated confidential and must not be sent to a third party.
In order for the application to be approved in time the budgets must be finalized at least 2 days before the deadline. |
| 1.5 When we act as a project partner, a letter of intent (LoI) must be written upon request from coordinator | Project Manager |
Letter of Intent (LoI) must be signed by Head of Department. The research advisor will send you a template. |
| 1.6 Information must be entered into Unit4 | Project Manager, Admin | The former checklist has been replaced by Unit4. Questions regarding impartiality, strategy and risks must be answered by the Project Manager before the application can be submitted. The research advisor will enter the information in Unit4. |
| 1.7 Unit4 project application approval | Head of Department | The proposal information (including impartiality and strategy questions) and budget are added in Unit4 project application. Head of Department signs (approves) it in the system before the proposal is submitted. |
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1.8 Online application portals:
RCN applications - follow the department instructions
EU applications - follow the advisor instructions |
Project Manager, Adm (research advisor) |
The Head of Department is project owner for projects coordinated by EPT.
RCN applications: |
| 1.9 Send a copy of the submitted application to EPT: boa-applications@ept.ntnu.no | Project Manager | All applications will be treated as confidential in our internal archive. |
2. Awarded proposal / Grant preparation phase
| Tasks | Responsible | Comments |
|---|---|---|
| 2.1 Inform Head of Department and research advisors when proposal is awarded | Project Manager | Send an e-mail to Head of Department, Head of Group and research advisors when an application is granted and any additional information from founding source as soon as the results are published. |
| 2.2 Grant preparation and revision | Project Manager, Adm (Research advisor and financial officer) | If requested; revise project description, decide on a start date and update budget. Contact the research administration for support. |
| 2.3 Data management plan (DMP) | Project Manager, Adm (research advisor) | Most research projects must have a Data Management Plan, check the DMP requirements for your project with the funding source. The research advisers can give support and some examples if needed. |
| 2.4 Develop a website if required | Project Manager, Adm (web contact at the Department) | Some projects require a web page. Order a basic web page at EPT, and/or get in touch with the web contacts at the Department for initial discussions. |
| Tasks | Responsible | Comments |
|---|---|---|
| 3.1 Contracts with the funding agency must be negotiated and completed | Project Manager, Adm (research advisor) | Make sure all project related information including project dates in contract is correct. |
| 3.2 Consortium agreements for collaborative projects | Project Manager, Adm (research advisor) | Consortium agreements should be started as soon as the project is granted. Ask the research advisors for the correct template for the project (the templates must be obtained from the website of RCN and NTNU in each individual case, in order to use the most updated template, see contract templates) |
| 3.3 Consortium agreements for collaborative projects where EPT is partner | Project Manager, Adm (research advisor) | Request first draft of the Consortium agreement from coordinator immediately, draft must be checked by the research advisor and in some cases by the legal department. at NTNU. |
| 3.4 Other types of contracts and agreements | Project Manager, Adm (research advisor) | Contact Research advisor at EPT |
| 3.5 Safeguarding IPR | Project Manager, Adm (research advisor) | Make sure all IPR and background is included in the contracts and consortium agreements. |
| 3.6 Quality assurance | Project Manager, Adm (research advisor) | Consortium agreements must be quality assured by the legal team at NTNU. Note that there is some processing time at the legal department. |
| 3.7 Contract approvals and signatures | Project Manager, Adm (research advisor), Head of Department | The Head of Department must approve all contracts and consortium agreements, the approval goes via the research advisor. All contracts and consortium agreements shall be signed by an authorized person, depending on project type and size. |
| 3.8 Circulate signed contracts and consortium agreement | Project Manager, Adm (research advisor) | Send to all partners and if applicable to the founding source. Archive the contracts and consortium agreements internally at NTNU. |
| Tasks | Responsible | Comments |
|---|---|---|
| 4.1 Project presentation meeting |
Project Manager |
Head of Department invites to a project presentation meeting shortly after project is granted. The Project Manager presents the project and project details (contract and consortium agreements, budgets, HR, communication) are discussed. Download project presentation template (PPT). |
| 4.2 Start-up meeting (budget, resource planning, project plans etc.) | Project Manager, Adm (research advisor, financial officer and HR), Lab | The Project manager is responsible for initiating a start-up meeting when the project is to start. |
| 4.3 Information to HR regarding announcement of vacant positions | Project Manager, Adm (HR) | To start the recruitment process, fill out form:
Register new positions to start the recruitment process (Machform) |
| 4.5 Establish the project in Unit4 | Adm (financial officer) | Project manager must be informed about project number and UNIT4 structure, especially when the project demands time recording. |
| 4.6 Schedule deliverables, reporting periods etc. | Project Manager | The Project Manager and the research advisor are in charge of scientific reporting within the deadlines set in the project description, in the contracts with the funding agency, and in the collaboration agreements. |
| Tasks | Responsible | Comments |
|---|---|---|
| 5.1 Progress reports | Project Manager | To be prepared and submitted according to project plan and upon request from funding source. Contact the research advisor for support. |
| 5.2 Project revisions | Project Manager, Adm (research advisor and financial officer) | Act immediately when need for revision. Funding source must be informed depending on type of revision. If budgets are to be revised, the financial officer must be notified as soon as possible. |
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5.3 Periodic status reports (accounts) |
Adm (financial officer) | The financial officers prepare regular financial status reports for the project. The Project Manager also finds an overview of the project status in the Project Leader Portal “Mine prosjekter” in Bevisst. |
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5.4 Financial report to contractor |
Project Manager, Adm (financial officer) | To be prepared and submitted according to project plan and contract, and upon request from the funding source. |
| 5.5 Publishing/Open access
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Project Manager | All NTNU publications must be archived in NTNU Open to ensure open access. |
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5.6 Register research in Cristin |
Project Manager | All publications that are uploaded to Cristin will be accessible in NTNU Open and thus comply to the open access requirements. Register research in Cristin |
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5.7 Log hours if applicable |
Project Manager, Adm (financial officer) | Project participants must record hours continually in the Self-service Portal. See EPT guide on how to register hours. Project manager must sign for hours on a monthly basis. |
| Tasks | Responsible | Comments |
|---|---|---|
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6.1 All deliverables and reports must be submitted |
Project Manager, Adm (research advisor) |
Check that everything is finalized and submitted. |
| 6.2 Are all costs incurred on the project? |
Project Manager, Adm (financial officer) |
The financial officer must check that all known costs are incurred, and the Project Manager must confirm that all invoices are submitted and paid. |
| 6.3 Are all invoices submitted to the funding source / coordinator and paid? |
Adm (financial officer) |
The financial officer must check that all invoices are submitted and all funds have been received. |
Contact research administration support:
Research administration at EPT is divided into research advisors and financial officers:
Research advisors:
- See "Research Project Management" at Who does what in EPT administration
See also: