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Project management - information for staff

The Faculty Development Office can offer assistance to academics to manage their fee-for-service projects and grants. As one component of this, the faculty has developed a database - Submissions and Contracts Register.

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The Submissions & Contracts Register (SCR)

The SCR is used to register and manage such fee-for-service activities as:

  • Contract research
  • Projects
  • Consultancy
  • Short courses
  • Professional development programs
  • Non-award programs

As general policy, the details of each fee-for-service activity should be recorded in the Submissions and Contracts Register at least by the time of tendering/application. To do this contact the appropriate Administrative Officer in the Faculty Development Office.

The Submissions & Contract Register (SCR) can assist in project construction and management from initial proposal to successful completion .

From initial proposal to successful completion

  1. Enter the intention to submit a tender or grant application in the SC Register.

  2. Seek advice and/or assistance from Development Office, as needed. Draw on the SC Register for information to assist in preparation of tender/grant application (eg Faculty and Centre capability statements, staff capability statements and brief biographies, information on track record of success with that organisation, possible partners, etc)

  3. Register the tender/grant application at time of submission. The individual staff member can do this or the Development Office can assist. The project will be registered as 'pending'.

  4. If unsuccessful, the submission will be stored as a record in order to inform future tenders and applications.

  5. If successful, certain processes are required before contracts are signed.

    • Contract is sent to the solicitors office for their advice
    • Changes to the contract are negotiated between the Faculty and the Contractor
    • Final sign-off by the University Solicitor
    • Signing of Contract by the Dean

  6. At the point of the signing of the contract the submission converts from pending to successful on the SCR.

    • Each successful submission is financially coded and given a SCR number.
    • A reporting schedule is entered
    • An invoicing schedule is entered.

  7. On-going maintenance of the contract is the responsibility of the faculty tenderer, in consultation with the Development Office. The SC Register will help you to manage the details of the activity, in particular invoicing and reporting. Reports and information available from the SC Register include but are not restricted to the following:

    • outstanding payments
    • outstanding reports
    • funding bodies
    • payment schedules
    • invoice request details
    • submission type, submission details, Project Manager
    • activity type, status, submitted by
    • cash flow by month, year, prediction

Project structure and roles

Image of Project Structure

The Project management administrator in the Faculty Development Office will support, where required, the Project Manager in establishing a Gantt Chart that is based on the project brief and assists the project team to ensure that timelines and key performance targets are met. The Gantt Chart pays particular attention to the following:
  • Scheduling
  • Milestones
  • Tasks
  • Timelines