Summary
Process description for the implementation of (subsidized) research projects

What does a project leader do?

Ad 1 - start application

See FSA workflow and OPO portal

Ad 2 – writing proposal

Depending on the size of the project and whether we are the lead partner, an external writer may also be hired, a lecturer-researcher may be given hours to help, or an associate professor may be brought in. Most applications require a “data management section.” Fontys Data Management has a standard text for this. In addition, you can involve a data steward to support all processes related to research data management. The professor will assess whether it is necessary to seek advice from the Fontys Ethics Committee.

Re 3 – Co-financing

Please also note if multiple Fontys institutes are involved; for subsidy providers, we are one Fontys, but internally we must establish agreements/distribution per institute. For example, SPARC only co-finances the Fontys ICT part.

Re 4a – Executive Board

See FSA workflow

Re 4b – Submission

See FSA workflow

Re 5 – Start-up

Once the subsidy has been received, preparations must be made to start the project. The professor organizes a kick-off meeting for this purpose (or asks the Research Group Manager to do so). Ideally, the intended project leader and the intended project controller will already be present. The number of hours to be worked (who, for how many hours) will be determined by the Research Group Manager in consultation with the lecturers involved in the allocation for the first semester (or for the duration of the project). The project controller is responsible for setting up the time registration in Unit4. The Research Group Manager ensures that a Teams channel (in the general Teams environment of the research group) is created for the project, containing all project information (proposal, budget, etc.).

The project leader is responsible for the allocation, implementation, budget, and results of the project. You can use Project-based Creation (PMC) or agile/scrum as your project approach. The project leader draws up a project plan, in which agreements are made about the budget, hours worked per semester, and knowledge products to be delivered. This is a translation of the project proposal into an implementation plan, including, where possible, concrete educational assignments, per semester/per school year, for the entire project period. If necessary, the project leader requests a Fontys Research Drive for the project.

The professor and Research Group Manager monitor the projects overall.

Ad 6 – Project kick-off

Just before or just after the start of the project, the project leader presents the project and its long-term goals to the project members, and working agreements are made about cooperation, communication, and everyone's role in the project. The project leader represents Fontys ICT in the kick-off of the entire project. The project leader must, of course, organize this kick-off themselves if Fontys ICT is the lead partner. All consortium partners (internal and external stakeholders) are present at this kick-off.

Ad 7 – Kick-off semester

Each semester, detailed agreements are made about the researchers' research assignments and the knowledge products to be delivered. The research assignments are recorded in Teams. Sub-assignments can be set for students; the lecturer-researcher manages this and brings relevant results back to the project.

Ad 8 – Implementation semester

During the execution of the research assignments, (intermediate) knowledge products are produced and stored in Teams or Git. Only lecturers-researchers have access to these, so they must also transfer the students' results here insofar as they contribute to the project. Lecturers record their hours in Unit4, and the project leader approves these hours. We write x hours/week so that it adds up to the number of hours allocated for that semester (20 weeks). The project leader organizes regular consultations between the lecturers involved.

The project leader represents Fontys ICT in the implementation meetings for the entire project. The project leader must, of course, organize these meetings themselves if Fontys ICT is the lead partner. All consortium partners are involved in these meetings. Most funding bodies require regular progress reports. The project leader draws these up and submits them in the required format.

Ad 9 – completion of semester

At appropriate times, but in any case after each milestone in the project (typically one semester), the relevant knowledge products are recorded by the principal investigator in Pure. Before linking the product to the project, the principal investigator first requests approval from the professor (who remains ultimately responsible for the content). The professor assesses whether it is necessary to further “advertise” the knowledge product on the website or in other channels and communicates this to M&C. The project leader consults with the professor and the Research Group Manager about the progress of the past semester and the planning/budget for the new semester. The allocation for the next semester is filled in by the Research Group Manager and the time registration in Unit4 is adjusted accordingly by the project controller.

The project leader represents Fontys ICT in the planning meetings for the entire project. The project leader must, of course, organize these meetings themselves if Fontys ICT is the lead partner. All consortium partners are involved in these meetings. If Fontys ICT is the lead partner, the project leader must also approve the timesheets of the other consortium partners.

Ad 10 – project completion

The project leader ensures that all important project information and output is properly archived. If we are the lead partner, this applies to the entire project, not just the Fontys ICT part. The project leader is responsible for the necessary reporting to the lead partner or grant provider (also during the project). If Fontys ICT is the lead partner, the project leader must also collect the reports from the other consortium partners. The project leader consults with the professor and the Research Group Manager about the continuation of the project and any necessary knowledge transfer.