Opportunity Application Contract Post-Award


Information : Application


Creating a New Project Costing Using pFACT

Creating a New Project Costing Using pFACT

Setting Up Project Details
Window 1: Add New Project Proposal
Window 2: Project Proposal School/Department
Window 2: Project Proposal School/Department Window 2: Project Proposal School/Department
Window 2: Project Proposal School/Department Setting Up Project Details
Window 3: Project proposal Co-Investigator
Window 4: Add New Project Funder
Window 5: Collaborating Departments

Setting Up Project Details

System users should follow the instructions outlined below to create a new project record:

  • Select the menu option, 'project proposal'. This will provide the user with a list of project costings specific to them.
  • To create a new project record the + symbol (top right hand section of the screen) should be selected. This will open a window entitled Add New Project Proposal.
  • The Add New Project Proposal window is the first of five windows that need to be updated with basic information on the project proposal. The information required in each window is detailed in the subsequent sections:

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Window 1: Add New Project Proposal

This window required that the following information fields have been completed:

Title (Mandatory Field)
School (Mandatory Field)
Activity (Mandatory Field)
Code (Not Currently being used)
Sub Activity (Mandatory Field)
Principal Investigator (Mandatory Field)
Start Date (Mandatory Field)
End Date (Mandatory Field)
Contact Person  
Deadline  
Telephone  
E-mail  


All fields noted as mandatory must be completed. The system will not permit you to proceed until these are all entered.

Guidelines on Completing the Add New Project Proposal Window

Title: Enter the title of the project.

School: The drop-down list for ‘School’ will be restricted to the School to which the system user is attached.

Activity: System users should select the ‘Research’ option (the only option available initially).

Sub Activity: System users are provided with 2 drop-down menu options for the ‘Sub Activity’ field: ‘Lab Based’ and ‘Non-Lab Based’.

This classification is important as it impacts on the indirect cost rates included in the project costing. The general guidelines are that for research proposals being prepared by Principal Investigators based in Arts and Humanities Schools the ‘Non-Lab Based’ option should be selected. For research proposals for Engineering, Science and Medicine Schools the ‘Lab Based’ option will usually be selected. However, Principal Investigators are free to use the classification which is most accurate for their piece of research.

Principal Investigator: System users can select the name of the Principal Investigator from a drop-down list (which is restricted to those staff that work in the ‘School’ selected) or by using the Filter option. Users can enter a surname or, the first few letters of a surname, in the ‘Search for PI’ box and click on the Filter option. Then by clicking on the drop down inverted triangle the system will provide a drop-down list of the names of Principal Investigators that match the letters or surname entered.

Start Date and End Date: These dates can be entered manually or selected using the calendar function. The calendar function provides access to a calendar that can be moved forward or backwards using the <year, <month, month> and year> symbols. When the appropriate month is presented, users can select the appropriate date by simply clicking on the day in question.

Submission:  This is the closing date for the research grant application and can be entered in the same manner as above. If the submission date is not relevant, simply enter the proposed start date of the project.

On completion of all of the required information fields on the ‘Add New Project Proposal’ window click on the Save button. A message should appear on the screen below the ‘Add New Project Proposal’ heading stating that the details have been successfully saved.

Users should then click on the -> button to proceed to the second input screen.

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Window 2:  Project Proposal School/Department 

This window allows the user to add the details of any collaborating Schools from within the University. A drop-down list of all University Schools is available by clicking on the inverted triangle on the inverted triangle on the Collaborating School field. Users should highlight the Collaborating School and then click the +  button to add and save this information to the research project record. A message should appear to confirm that the details have been successfully saved. The system provides the flexibility to incorporate information on as many collaborating Schools as is required.

On completion of this window system users have the option of clicking on the -> button to return to the home screen.

Note that if a School has been added in error they can be removed by clicking on Remove to the left of the Collaborating School.

Window 3:  Project Proposal Co-Investigator

This window enables the user to update the system with details of any Co-investigators on the research project. To do this the system user can select a drop-down list or use the Filter function to input the names of the co-investigator(s). As co-investigators could potentially be from any school the drop-down list includes all relevant University staff. System users may, therefore find the use of the Filter function a more efficient way of updating their project details with the name(s) of Co-investigator(s).

When a Co-investigator name has been identified on the list users should 'click' the + button to add and save the name of the Co-investigator to their research project. pFACT permits any number of Co-investigators to be added to a research project.

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Window 4:  Add New Project Proposal Funder

This window requires users to input mandatory information on:

Funding source: System users are provided with a drop-down list containing various sources of funding. The funding source applicable to the research proposal being prepared should be selected.
Funder: System users are provided with a drop-down list providing a sub-set of the sponsors of research selected from the 'Funding Source' list. For example, if the 'OST Research Councils' was selected as the funding source the 'Funder' drop-down list will include EPSRC, NERC etc. . System users should select the funding source applicable to the research proposal being prepared.
Funding Template: System users are required to select a 'Funding template' applicable to the 'Funder' option selected in the previous field. At this stage of development of the University fEC system only two choices are provided - Research Councils (based on 80% of fEC) and Full Cost (based on 100% of fEC). With the exception of Research Councils the funding template selected should be the Full Cost template. A facility to amend the income template and model the impact of using different funding rules can easily be applied and will be outlined later.

On completion of the 'Funding Information' window system users should 'click' on the + button to add and save the funding information to their research project record. Having updated the funding information details the -> button can be selected to proceed to the next window or the <- button selected to return to the previous screen.

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Window 5:  Add New Project Proposal Other Institutions

This window enables the user to update the project record with details of any collaborating institutions. Users should enter the name of the Collaborating Institution in the field provided. The + button should be selected to add and save this information to the research project record. A message should appear to confirm that the details have been successfully saved. Any number of other institutions can be added by following this procedure. Users should note that there is no requirement to enter information in the ‘Code’ field.

When users have completed the input of information to create the project record using the 5 windows outlined above the Close button should be selected to return to the Project Proposal the summary screen. This screen will have been updated to contain details relating to the project record. An example of this screen is shown below:

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Window 5:  Add New Project Proposal Other Institutions

pFACT project financial appraisal & costing tool
pFACT project financial appraisal & costing tool

 

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