Mapping the roles of administrative staff vs researchers in international research projects

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Ann Melton
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1 Mapping the roles of administrative staff vs researchers in international research projects 14 th of May 2014 Elina Humala, Funding Advisor Research and Innovation Services University of Jyväskylä

2 Challenges and opportunities with funding organisations Funders trends: Impact and results Innovations Multidisciplinary, multi organisation Competition Differences between project funders: Evaluation process Consortium requirements and rules Direct costs / overheads Size of projects, duration of projects Agreements, reporting requirements How to communicate with funding organisations Etc.

Organization s / Research Groups Consultation WP drafts prepared by EC ISC PC opinion Adoption Evaluation & Negotiation EU-Project Post-project phase Strategy development JYVÄSKYLÄN YLIOPISTO H2020:

3 Organization s / Research Groups Consultation WP drafts prepared by EC ISC PC opinion Adoption Evaluation & Negotiation EU-Project Post-project phase Strategy development JYVÄSKYLÄN YLIOPISTO H2020: From policy to impact -Challenging for administrators and researchers Lobbying EC allocates grants to Socioeconomic needs in Europe ISC (Inter-Service Consultation) PC (Programme Committee) WP (Work Programme) EC (European Commission) Meet NCP/su pport services /EC info day Contact partners One page proposa l Select Topic Distribution of work Consortium meeting Proposal Preparation phase Address Socio-economic Needs in Europe in Proposal Partners writing Input to writer Version 1 Address evaluator s questions All inputs to writer Prepare full draft Possible consortiu m meeting Summar y to NCP Full proposal Edit Proof read Review Refine Polish Implementation S&T, DEM O Exploitatio n IMPAC T ~1 ~2 to 5 ~5 to 15 Months CAL L Go/No-go decision point! Months DEADLIN E Years KAHO project Modified from: Sean McCarthy, Hyperion Ltd & Dan Andrée, Ministry of Education and Research

4 Life-cycle of a project (H2020 programme project) From idea to project proposal: Building a right consortium (right organisations, right people = what competencies are needed to carry out the project) Making the research plan Agreeing what needs to be done (responsibilities and roles) Budgeting, filling administrative forms Evaluation of proposals and negotiation Only minor changes to content Consortium Agreement, Grant Agreement, IPR Implementation Scientific work Reporting to funder Following internal rules of the organisation Collaboration with people Utilisation of results Transfer of technology, commercialisation, establishing a company, new law, new recommendation, Impact Effect for end-user or end target group

5 What should I - as an individual (researchers/administrator) - be doing with regard to funding at the moment - and why? What skills and competences are needed for short and long term? How these skills and competences can be developed? What kind of networks are needed and how they come reachable?

6 What should I - as a researcher- be doing with regard to funding at the moment - and why? CV Education Positions Supervision Teaching Organisation of conferences Institutional responsibilities Positions of trust Memberships of scientific societies Major collaborations Scientific skills Publications Invited presentations in international event Prizes & Awards Funding ID

7 What should I - as a researchers - be doing with regard to funding at the moment - and why? Transversal, soft and other skills Negotiation skills Time management skills Presentation skills Budgeting skills Understanding of IPR rules and legal rules Knowledge of Project tools (LFM, GANTT, PERT, WP structure, NABC, ) Collaboration skills Etc.

8 What should I - as an adminsitrator - be doing with regard to funding at the moment - and why? Developing not only technical skills such as administrative, legal and financial, but also other important competences like : Capacity to understand complex text Service mentality Organisational skills Communication skill, ability to motivate Ability to understand researchers

9 University of Jyväskylä Project Services Developing skills and motivating Workshops, training events, sharing good practices, clinics (Themes: how to write successful applications, Funding rules of main funders, Impact of Research projects, etc.) 110 events 2013, participants organised by Research and Innovation Services; 38 events concentrated in project services, 661 participants In addition lectures, presentations given in events organised by the departments/faculties

10 University of Jyväskylä Project Services Informing and stimulating Web pages: guidelines by main financers, information about open calls for proposals and events and tools for writing proposals (budgeting tool, university level information, example texts, check lists, etc.) Research information network: sharing of information and tailoring information to different departments Newsletter monthly to over 1000 persons and funding newsletter to every department Individual consultations ( , face-to-face meetings)

11 University of Jyväskylä Project Services Support for individual project applications and projects Advice for individual project proposals tailored for individual cases (budgeting, rules, example tables, comments for project proposals, etc.)

12 Example: Year 2013 and launch of H2020 Developing skills and motivating launch event for H2020 (100 participants) Presentations at departments and faculties (17/27, about 300 participants, not recorded in statistics) in summer and Autumn Several internal meetings (Open Access, budgeting rules, etc.), training of staff members in Helsinki and Brussels H2020 First calls for proposals launch event at university (40 participants) Informing and stimulating The University of Jyväskylä in the EU s Seventh Framework Programme for Research brochure Sharing draft workprogrammes in Summer/Autumn 2013 Launiching IMPACT clinic in November University guidelines and tools published and Information day about the first calls

13 Thank you!

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