Adding Staff Members to the Project Record
Current Member of Staff
New Member of Staff on Queens pay-scale
New Member of Staff not on Queens pay-scale
Adding Staff Costs to the Project Record
Amending Staff Costs Included in Draft Project Proposal
Removing Staff Costs Included in Draft project Proposal
Directly Allocated Staff Costs – PI/CI Funding
The Full Economic Cost Framework allows the costs of existing academic staff (PI and CIs), based on an estimate of their time input to a research project, to be included in the project cost. Such costs are categorised as Directly Allocated costs. PFACT enables the cost of PI and CI time on a research project to be estimated on the basis of identified ‘workspells’. The time input can be determined using full time equivalents, number of hours, etc.
Some research funders, such as Research Councils, will provide funding for PI/CI time on a research project. This funding will be made on the basis of the time input included in the original costing and grant proposal.
It is important that, if the amount of time that a PI or CI actually spends working on a research project is significantly different to that originally estimated, that the PI on the project informs the Research Support Office.
Directly Allocated Staff Costs – Maximum Funded Hours
The Full Economic Costing framework permits researchers to be funded from research grants for a maximum of 1650 hours per annum. The University does not have a formal system to monitor the total number of funded hours that an academic spends on research per year although the workload of each academic will be assessed as part of the Workload Management Scheme in operation in each School.
Principal and Co-investigators are asked to monitor the number of hours that they are funded to undertake research from research grants in any year and, if they estimate that this will exceed 1650 hours per year, they should alert the School Manager and the Research Support Office.
When a user clicks on the Staff Cost option, the ‘Staff Cost’ window appears and this automatically has the names of the Principal Investigator and any Co-investigator(s) already included in the project record ( entered above ).
PI Image Screen
Adding Staff Members to the Project Record
pFACT provides the option to include staff costs for both existing University staff members and for new staff that may be required.
The first stage in this process is to create a list of staff members or posts that will be involved in conducting the research. Once this list has been created the costs associated with the staff on the list can be attributed to the project.
To add a staff resource to the project, users should ‘click’ on the + button on the ‘Staff Cost’ window.
The ‘Add staff to the project’ window will be displayed.
Add Staff to Project
Note: that the 'staff type' field at the top of this window is not in use and need not be completed.
Current member of staff
To add a current member of staff to the proposal the drop-down list in the 'staff' field can be used or the Filter function can be used to refine the list of names. Having identified the name of the relevant member of staff the name should be selected from the list and the Save option selected. This will add the name of the member of staff to the research proposal. Selecting Close brings the user back to the previous window that lists the staff currently selected for the research proposal.
New member of staff on Queens pay-scale
To add the details for a new post that exists on the Queens pay-scale, users should ‘click’ on the ‘Add a staff not in the list’ menu option in the ‘Add staff to the project’ window. The following variation of the window will be displayed.
Add New Staff Member
A draft job title for the new post should be entered in the ‘Staff Name’ field. The staff category of the new post should be selected from the drop-down list provided in the ‘Pay Scale’ field. The system provides the ‘Spine Point’ for the pay scale selected. If the spine point for the post is not known at the time the project costing is being prepared, the mid-point of the pay scale provided for that category of staff should be selected. The School in which the new post will be based should be selected from the drop-down list provided in the ‘School’ field. At this stage the ‘Staff Type’ and ‘Maximum Spine Point’ fields need not be completed.
On completion of the information fields to add a new post to the staff list for the project the button Save should be selected to add information on the new post to the project record. Selecting Close brings the user back to the previous window.
New member of staff not on Queens pay-scale
To add the details for a new post that does not exist on the Queens pay-scale, the tick in the ‘Use Pay Scale’ box should be unselected in the ‘Add staff to the project’ window. This reveals the screen below:
non Queens staff image
A draft job title for the new post should be entered in the ‘Staff Name’ field. The staff category of the new post should be selected from the drop-down list provided in the ‘Work Type’ field. The ‘Unit Type’ should be selected and the number of ‘Units’ entered. The ‘Rate’ for the ‘Unit Type’ selected should be entered. The ‘FTE for fEC’ field defaults to zero. If the new member of staff is going to work on Queen’s premises or use Queen’s support services then contact the Research Support Office for advice on calculating the FTE. Choose the ‘Other Salaries’ option from the drop-down list in the ‘Category’ field. Choose the appropriate inflation factor from the drop-down list in the ‘Inflation Factor’ field. The ‘Base Year’ for inflation to take effect from should default to the current year. The ‘Staff Type’ field is not used at present.
Adding Staff Costs to the Project Record
Having completed a list of staff members and/or new posts required to undertake the research project the second stage in the process involves attributing costs to the list of staff created.
Using the 'Staff Cost' window the cost for each staff member/new post can be calculated. System users should 'click' on the name of the staff member for which they want to apply a cost. The selection of the name will open a 'Staff Work Spells' window relating to that member of staff/post.
Staff Work Spells
Within this window the period or periods that the person will work can be input identified by selecting a start and end date. The system automatically applies the start and end dates for the research proposal as the default start and end date for the project. However, the system provides the flexibility to change the start and end dates of each staff member if required. System users can manually make these changes or used the calendar function as previously described.
Having determined the work spell the method of calculating the staff costs for that period of time must be selected. The 'Unit Type' field provides a drop-down list of the methods that can be applied to determine staff costs. The options provided and the way that 'Units' should be applied for each staff member is as follows:
If this ‘Unit Type’ is selected the total number of hours to be worked over the work spell should be entered in the ‘Units’ field. 1650 hours represents a working year.
|Days||If this ‘Unit Type’ is selected the total number of days to be worked over the work spell should be entered in the ‘Units’ field. 220 days represents a working year.|
|Unit Type:||Months||If this ‘Unit Type’ is selected the total number of months to be worked over the work spell should be entered in the ‘Units’ field.|
This unit type is a method of expressing the staff members involvement in the research as a proportion of the work spell identified for the post. For example: if a post is to be involved in a full-time basis for the duration of the work spell this will represent 1 FTE/Annum, 50% of time spent on the project for the duration of the work spell this will represent 0.5 FTE/Annum, etc,.
|Unit Type:||Hours/Week||The ‘Hours/Week’ unit type should be used to calculate staff costs for a post where the average number of hours per week that a staff member will work on the research project is considered the best way of quantifying their involvement.|
On completion of the 'Staff Work Spells' window the + button should be selected to add information to the project record. The Close button can be used 'to return to the 'Staff Cost' window.
The system will use the information selected on the 'Staff Work Spells' window to calculate a cost for the staff member/posts involvement in the research project. The 'Staff Cost' window present the cost and the FTEs for each post for which the preceding process has been followed. The process can be repeated for each member of staff/new post associated with the research proposal.
When all staff costs have been added, click the Close button on the 'Staff Costs' window to return to the 'Project Proposal Summary' window. The 'Project Proposal Summary' window will show the total staff costs calculated. The system will have automatically calculated the Indirect and Estates costs for the research proposal based on the staff resources selected. These costs will also be shown on the 'Project Proposal Summary' screen as 'Indirect Costs'.
The Indirect and Estates costs are based on the number of academic and research FTEs only. Technicians, for example, do not contribute towards the calculation of indirect cost FTEs. The FTE count in the ‘Staff Cost’ window will therefore be zero for technicians.
- Any number of work spells can be selected for the same person, so long as they don't overlap. However it is envisaged that in most cases it is sufficient to simply select the work spell to match the project start and end dates and to cost for this period using the most appropriate measure.
- The system calculates staff costs based on weighted average salaries for each salary banding. Actual salaries for academic staff will not be shown on screen.
Amending Staff Costs Included in the Draft Project Proposal
To amend the costs for a member of staff/post already incorporated the 'Staff Costs' menu option provided in the 'Project Proposal Summary' window should be selected. The name of the member of staff for which the costs require amendment should be highlighted and selected. The 'Staff Work Spells' window for that member of staff will be displayed. Click on the start date of the work spell to be amended – this enables all other fields relating to the work spell to be accessed and amended.
On completion of any amendments using the 'Staff Work Spells' window the + button should be selected to add the amended information to the project record. The Close button can be used to return to the 'Staff Cost' window. The system will recalculate the associated staff costs and indirect costs and provide these in the 'Project Proposal Summary' window.
Removing Staff Costs Included in the Draft Project Proposal
To remove the costs for a member of staff/post already incorporated the 'Staff Costs' menu option provided in the 'Project Proposal Summary' window should be selected. The name of the member of staff for which the costs need to be removed should be highlighted and selected. The 'Staff Work Spells' window for that member of staff will be displayed. To remove a member of staff or to remove a specific work spell for the member of staff/post, system users can select the 'Remove' menu option. In the window that opens enter a reason for removal and click ‘delete’ and ‘close’.