Project management

Finance, staffing plans and project management

In collaboration with ST Finance (ØC) AGRO has a number of processes regarding budgeting, staffing plans and accounts. The department has set up guidelines for financing and co-financing from the department.

In case co-financing of external projects is needed this must be agreed with the head of the department. Changes and follow-up of granted internal projects and section accounts must be agreed between the head of the section/project manager and the head of the secretariat.

In many applications, financing forms, etc. the EAN number, CVR number, place number, P number or PIC number must be stated.

Internal projects and applications

Each December AGRO begins a process of soliciting wishes for internal projects in the coming year. The individual employees formulate themselves or in collaboration with colleagues a project via a form. Subsequently the application will be considered by the department management team at meetings in December and January. About 1 February a first estimate of the internal projects granted is possible. The head of the department secretariat reports the budget of the internal projects that are granted.

Budgeting of supervisor time for PhD students paid by the department’s AV grant follows rules described in the guidelines for advance financing described above. In case you have a BSc or MSc that needs internal funding you can also read about the rules in the guideline.

External project applications

The process from idea to final reporting is explained in the memo "Research project - from idea to reporting", and in this process it is important that the budgets are prepared in ØC’s budgeting forms. These forms can be found on https://medarbejdere.au.dk/administration/oekonomi/oekonomi-paa-fakulteterne/nat-tech-oekonomi/ansoegninger/ansoegningsskemaer/. It is important that ”AGRO” is entered in the department field at the top of the page. This budget must be approved by the ØC controller prior to being signed by the head of the department. From May 2020 the department use internal review on some applications. This will be announced in these cases. The signature page from the application is send to the head of secretariat at least three working days before application deadline together with this cover sheet. After signature the page is returned to the project leader.

After submission of the application it is sent to the relevant secretary for registration in ReAP (a database with all applications submitted by the department) and filing in Workzone. To ensure that no project with more than one “project manager” in the department is registered twice, it must be agreed mutually who is the spokesperson, and her/his secretary handles registration.

Legal assistance and collaboration agreements

If you as a researcher at AU choose to collaborate with partners outside AU, there are certain legal frameworks in your project planning that must be taken into account. This is primarily to safeguard the freedom of research, and deals with both commercial and non-commercial research. It is therefore important to have the expectations aligned with the collaboration with its external partners.

A number of fast track agreements are places on the page https://medarbejdere.au.dk/administration/forskning-talent/erhvervssamarbejde/samarbejdsaftaler/fast-track-agreements/, which if approved without corrections, should not around TTO, but just sent to them after signature for information. Also paradigms for GUDP and collaboration with Seges are possible. You can get these by contacting Anne Sofie Nielsen or Birgit S. Langvad

If you are a project manager having projects that are not immediately covered by any of the above examples you can send a mail to tto@au.dk, or one of our contacts at TTO, see below. Please enclose application and grant letter.

Short clarifying questions can be sent to one of AGRO's contacts:

Ground rules for responsible conduct of research and research freedom in regard to collaboration with external parties

The ground rules are intended for researchers or research teams who are preparing to enter into a research collaboration with an external party. The senior management team approved these ground rules on 6 May 2020, and they come into force on 2 June 2020.

Read more here.