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Conducting research at the University of Ottawa Effectuer la recherche

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Title: Conducting research at the University of Ottawa Effectuer la recherche


1
Conducting research at the University of
Ottawa Effectuer la recherche à lUniversité
dOttawa
2
U of O RESEARCH ENTERPRISE
  • This presentation provides an overview of the
    processes, players and resources available at the
    University of Ottawa for the conduct and
    management of research
  • By 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

3
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.

4
So lets 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

5
Overview
6
Research Team Leaders (Principal investigators
and co-principal investigators)
RESEARCH TEAM LEADERS
7
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)

8
I.3.Research Enterprise Structure
RESEARCH GRANTS AND ETHICS SERVICES
9
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

10
Research Enterprise Structure
TECHNOLOGY TRANSFER AND BUSINESS ENTERPRISE
11
Research Enterprise Structure
  • Technology 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.

12
Research Enterprise Structure
  • 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.

13
Research Enterprise Structure
Government Research Investment Programs
14
Research Enterprise Structure
  • Government Research Investment Programs Office
    (GRIP) http//www.research.uottawa.ca/resources_f
    unding_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

15
Overview
16
Bureau de la recherche internationale (BRI)
  • Mission Accroître la dimension internationale
    de lUniversité dOttawa
  • 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
    déchanges
  • Promouvoir les nombreuses affiliations
    institutionnelles de lUniversité ainsi que ses
    liens avec létranger

17
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 lUniversité à
    participer à des projets dassistance technique
    et développement
  • Agir en tant que point de liaison principal de
    lUniversité pour la réalisation dactivités de
    vulgarisation dans la région dOttawa auprès
    dagences et de départements scientifiques ainsi
    que dorganisations régionales ayant des
    préoccupations internationales.
  • http//www.recherche.uottawa.ca/bureau_internation
    ale.php

18
Research Enterprise Structure
ETHICS ANIMAL CARE BIOHAZARDS
19
Research Enterprise Structure
  • Ethics Serviceshttp//web9.uottawa.ca/services/rg
    essrd/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.

20
Research Enterprise Structure
  • Office of Risk Management, Environmental Health
    and Safety (ORM) http//www.uottawa.ca/services/e
    hss/
  • Biosafety
  • Environmental Management
  • Laboratory Safety
  • Occupational Health and Safety
  • Risk Management
  • Radiation Safety
  • Insurance

21
Research Enterprise Structure
  • 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.

22
Research Enterprise Structure
FACULTY RESEARCH FACILITATORS
23
Research Enterprise Structure
  • Faculty Research Facilitators assist in
  • Preparing research proposals
  • Working through proposal administrative and
    approval procedures
  • Searching for funds and identifying funding
    opportunities
  • Liaising between researchers and University
    services, involved in research management
  • Liaising with granting agencies.

24
Research Enterprise Structure
FACULTY ADMINISTRATORS
25
Research Enterprise Structure
  • Faculty/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.

26
Research Enterprise Structure
HUMAN RESOURCES SERVICE
27
Research Enterprise Structure
  • Human Resources Service
  • http//www.hr.uottawa.ca/00_main/index_e.asp
  • payroll
  • are responsible for processing employees
    records
  • provide clarification on employment and
    remuneration policies
  • act as a liaison between university, union and
    other parties.

28
Research Enterprise Structure
FINANCIAL SERVICES
29
Research Enterprise Structure
  • Financial Services Research and Trust Section
  • http//www.uottawa.ca/services/finance/welcome.htm
    l
  • 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 Universitys 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.

30
Research Communications
  • Personne clé Christel Binnie
  • Directrice des communications pour la
    recherche
  • Cabinet du vice-recteur à la recherche
  • Université d'Ottawa
  • http//www.research.uottawa.ca/office-e.php
  • Toujours à la recherche de bonnes idées!

31
Cabinet du Vice-recteur à la recherche1)
32
APPLYING FOR RESEARCH FUNDING
33
From Research Idea to Successful Proposal
Submission
  • Key Players
  • Researcher
  • Research Facilitator
  • RGES, TTBE, GRIP
  • Peers and Colleagues

34
The process at its most basic
Researcher develops proposal
Faculty / University Approval
Submission to granting agency
35
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!

36
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 wont save a bad idea but a bad
    proposal could result in a good idea not being
    funded

37
Writing the proposal
  • Know your sponsor try to fit your proposal with
    your sponsors 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

38
Writing the proposal
  • Who
  • What
  • Why you?
  • How
  • How much
  • Why is it important?

39
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/200
    6_grants_pres_e.pdf
  • CIHR http//www.cihr-irsc.gc.ca/e/179.html
  • SSHRC http//www.sfu.ca/ors/Articles/sshrc_p.ht
    ml
  • http//www.unb.ca/research/ors/grants_contracts/pr
    opsupport/SSHRC_Tips.htmAssess
  • General http//www.utoronto.ca/cip/sa_ArtGt.pdf
  • http//healthlinks.washington.edu/rfs/gw/fund
    amentals.htmlprinciples
  • http//www.med.ubc.ca/research/grant_mentorsh
    ip/grantsmanship.htm

40
Who approves?
  • 1. YOU as researcher
  • Your department and faculty RE Form confirms
    these approvals and becomes the key to accessing
    funds at U of O when awarded!
  • University
  • Grants RGES
  • Contracts TTBE
  • CFI / OIT and some others GRIP

41
How do I know if its 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!

42
How do I know if its 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

43
Contrat ou subvention?
  • Contrat de recherche
  • Létendue des travaux et le plan de recherche
    sont définis à lavance.
  • 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 dauteur de leur thèse, dont la
    publication ne saurait être retardée de plus dun
    an.

44
Contrat ou subvention?
  • La propriété intellectuelle et le droit de
    propriété sont clairement définis.
  • Le chercheur et lUniversité 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 dune entente de bonne foi,
    représentative du secteur industriel concerné).

45
Contrat ou subvention?
  • Garantie  Le chercheur sengage à suivre les
    normes professionnelles, mais ne garantit pas les
    résultats de sa recherche.
  • LUniversité dOttawa est propriétaire de
    léquipement acheté pendant la durée du contrat.
  • Les clauses dexpiration 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 lUniversité dOttawa,
    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 déquipement les plus
    importantes

46
Contrat ou subvention?
  • Donc, ce sont les clauses de lentente qui
    déterminent si cest une subvention ou un contrat
    de recherche

47
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

48
POST-AWARD MANAGEMENT
  • Starting up
  • Financial Management
  • Research Project Management

49
The Post Award process at its most basic
Agreements get negotiated (if necessary) /
Certifications are obtained
Funding agency approves
Notifies RGES or TTBE or GRIP
Work starts
You and your admin person are notified
Cost Centre gets opened
50
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.

51
A few hints
  • Eligibility of expenses
  • ask department/faculty administrators for
    clarification on eligible expenses
  • if 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

52
A few hints
  • Partenariats et transferts de fonds Si vous
    travaillez avec un chercheur dun 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

53
A few hints
  • Project changes
  • Please inform RGES of any changes to project
    dates major budget allocations, increases/
    decreases to awarded amounts.

54
Introduction Gestion Financière
Bienvenue
Welcome
55
CONTENU DE LA PRÉSENTATION
  • Quelle est notre mission ?
  • Quel est le cadre de gouvernance financier de la
    recherche à lUniversité dOttawa ?
  • 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 ?

56
MISSION
  • Provide support to all faculty administrators
  • in management of financial resources
    for all
  • research projects
  • To meet the Universitys 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

57
CADRE DE GOUVERANCE FINANCIER
  • Principe de base le chercheur a la
    responsabilité et limputabilité opérationnelle
    et financière dans la conduite des projets de
    recherche (1)
  • Lensemble des responsabilités du chercheur sont
    décrites dans le  Guide du chercheur , que vous
    pouvez consulter à ladresse http//web9.uottawa.c
    a/services/rgessrd/ssrd/subventions/conduite/guide
    _chercheur.asp
  • --------------------------------------------------
    -------------------------
  •  Les chercheurs étant à la fois des employés de
    lUniversité et des personnes aptes à gérer des
    projets de recherche, lUniversité leur délègue
    la



    responsabilité générale dassurer le bon
    déroulement et la saine gestion de leurs projets
    de recherche.  Source Guide du chercheur,
    Principes de
  • base

58
CADRE DE GOUVERANCE FINANCIER (suite)
  • 3. La gestion financière touche les 4 éléments
    suivants
  • La planification financière (le budget)
  • Les opérations financières (lautorisation 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

59
QUELS SONT LES PRINCIPAUX JOUEURS ?
  • En premier lieu, les directeurs administratifs et
    les agents dadministration de vos facultés.
    Comme pour la Lotto 6 / 49, soyez gentils avec
    ces personnes, car elles vous seront dun 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 dadministration 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

60
QUI FAIT QUOI ?
  • Ressources humaines
  • Paie Jean-Pierre Cormier, poste 1535,
    jcormier_at_uOttawa.ca et Marc Ducharme, poste
    1483, marc.ducharme_at_uOttawa.ca
  • Plusieurs formulaires, politiques directives
  • Approvisionnements Yves Jobin, poste 6552,
    yves.jobin_at_uOttawa.ca
  • Document de référence de base Règlement 36,
    http//web5.uottawa.ca/admingov/reg-f.php?id36
  • Deux grandes méthodes de fonctionnement
  • Les achats inférieurs à 5 000 sont faits
    directement au fournisseur, sans lintervention
    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,
    mbouchar_at_uOttawa.ca
  • Votre agent dadministration et votre directeur
    administratif vous aideront à communiquer avec
    ces secteurs, au besoin

61
Roles and Responsabilities Step-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

62
Roles and Responsabilities (Contd)
  • Funds are recorded in the cost centre in
  • advance of being received by the funding
  • agency
  • 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 agencys format
  • (consolidated reports where University if
    project leader)

63
Roles and Responsabilities (contd)
  • Ensure that only eligible expenses are
  • included in the financial reports
  • Report meet eligibility criteria
  • Obtain researchers 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

64
Researchers 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 agencys
    policies and procedures
  • Ensures all expenses are eligible

65
Researchers 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

66
Research and Trust Funds Organizational Chart
Denis Cossette, CA Director of Finance
67
DOCUMENTATION
  • Guide du chercheur http//web9.uottawa.ca/services
    /rgessrd/ssrd/subventions/conduite/guide_chercheur
    .asp
  • Organisation administrative de la recherche à
    lUniversité dOttawa http//web9.uottawa.ca/servi
    ces/rgessrd/ssrd/subventions/recherche_uo/org_admi
    n_rech.asp
  • Site du secteur des Subventions de recherche et
    déontologie http//web9.uottawa.ca/services/rgessr
    d/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 dautres. Ne
    manquez pas ça!

68
Information générale General Information
Year-end administrative procedures for Research
and Trust Funds http//www.uottawa.ca/se
rvices/finance/proc/fanrf-e.htm Personnel within
RF 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 nmercier_at_uottawa.ca

69
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.

70
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.

71
QUESTIONS ?
72
Merci! Thank you!
73
Research Project Management
  • Setting up Your Project
  • Budget and Budget Controls
  • Teamwork
  • Communication in Research Teams
  • Interdisciplinary Research
  • Conflicts in Research Team
  • Research Project Monitoring

74
Setting up Your Project
  • Important to
  • Plan,
  • Organize,
  • And Monitor your project well!
  • If you fail to plan, you might plan to fail

75
Setting up Your Project
  • Planning
  • Based on your proposal
  • Identify tasks (including outputs)
  • Identify sequence and timing
  • Identify resource requirements
  • Define key milestones and deliverables
  • Remember to allow time for reporting

76
Setting up Your Project
  • Logical 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

77
For example
78
References
  • http//www.isnar.cgiar.org/activities/training/2pl
    a.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

79
Setting up Your Project
  • For 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.

80
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

81
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

82
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/associat
    ions/SCFP-CUPE2626/english/documents_en.htm)
  • Policy 5 (Appendix II-I) of the U of O
    http//web5.uottawa.ca/admingov/reg-e.php?id5cup
    e
  • Regulations of Faculty of Graduate Studies
    http//www.grad.uottawa.ca/postdoctoral_research/a
    ssociates/index.html
  • Other relevant regulations (http//www.hr.uottawa.
    ca/04_politique/index_e.asp)

83
Teamwork
  • Make sure you choose your team wisely you might
    be stuck with them after!

84
Teamwork
  • Creating 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

85
Communication
  • Tips 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.

86
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.

87
Research Project Monitoring
  • Research, 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 schedule
  • predict and plan for resource requirements

88
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?

89
Research Project Monitoring
  • Progress Reports
  • Communications tool
  • Satisfy information needs of sponsors and
    university administrators
  • Help identify current and potential
    complications
  • Submitted at fixed deadlines (interim annual)
  • Must meet specific content requirements

90
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 alternatives
  • Not considering all pros cons
  • Jumping to first reasonable solution
  • Coping previous solutions/decisions in new
    situations

91
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

92
  • THANK YOU!

93
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