Project Creation

Congratulations on the acceptance of your research project - Remember to celebrate your success!

You will normally receive some form of documentation from the funder in connection with the acceptance of your project. Keep hold of all of the assessment forms you receive in connection your application. The research administration will need these forms for follow-up and for the school’s statistics.     
Is the Oslo School of Architecture and Design a project partner but you have yet to receive information? Please contact the institution responsible for the project to request information about the further process.

Are you new to being a Project Manager? Familiarise yourself thoroughly with the guidance and contact the research administration if you have any questions. Please note that this guidance is intended as precisely that, guidance. Not all of the sections will be relevant to all projects and we are happy to talk through any doubts you may have.

The Project Manager will be responsible for informing the Oslo School of Architecture of Design (research administration, finance, communications, HR and departments), as well as any partners, that the project has been accepted. 

Upon commencement of the project, the research administration will conduct internal project kick-off meetings with the contact persons from finance, communications and HR. This will contribute to a proper flow of information throughout the project. Good communication with the research administration, from receiving notification of the acceptance and throughout the entire project cycle will also ensure proper project management and makes sure that you are well prepared for the various deliverables to come.    

Different funders: Please note that there are differences between the various funding schemes (e.g. EU and different programmes run by the Research Council of Norway) and that the requirements that apply to creation and follow-up will vary depending on the funding scheme/funder. You will usually be able to find information on the funders’ websites, where there will be a wealth of information to be found. 

Project owner refers to the institution with responsibility for the project. How we manage projects will also depend on the role we play in the project. Is the Oslo School of Architecture and Design the project owner or a partner? If we are the project owner, we will have the main responsibility for the project, while we will follow the project owner’s progress schedule and orders throughout the projects in which we are a partner. 

All formal requirements relating to the project will depend on the funding scheme, project type and call for proposals. This will be specified in the call for proposals, as well as in the contract, when this is in place. If we are a project partner in the contract, we will follow the orders and information we receive from the project owner. Examples of requirements and documentation that are often requested include: 

• Data management plan 
• Reporting to NSD
• Communication plan and publication requirements
• Development plan for postdoctoral fellows/PhD candidates (LINK to form/information page)
• (Additional documentation from partners)
• Detailed budget 
• Government support, including self-declaration form
• Reporting requirements (see separate section in the project implementation guidance – link to follow)

In the event of acceptance for projects funded by the Research Council of Norway, the application must be revised. This involves cross-checking all information contained in the application in relation to the budget, partners and status of project implementation, as well as whether there have been any significant changes that may influence progress. This will be specified in the letter of acceptance, together with any details of what must be revised. Make sure to involve the research administration in good time before the submission deadline for revised applications. The finance department may be involved in the work on revised budgets as needed. The revised application must also be archived - send a copy to the research administration. For other funding schemes, the acceptance may also include requests for additional information. 

If you need to appoint project employees, the planning of such recruitment must be commenced in good time. This often takes longer than you expect! This is especially true when recruiting for PhD candidates or other positions that must be advertised. The following must be in place:   

• Staffing plan. The plan must include dates and skills profiles for the positions (level), as well as which duties must be performed and when.
• Draw up the advertisement together with HR and the intended HR manager (head of department).
• Research posts must be approved by the Research Committee (PhD candidates) or Appointment Committee (other positions).
• Shorter project appointments do not need to be considered by a committee, but must be approved by the HR manager for the field to which the project is assigned, based on data that confirms the financial framework of the position. Involve HR in this work

Who is responsible for what?
The Project Manager will have the overall responsibility for progress and deliverables, as well as the administration of the project. The research administration will have the administrative and, if applicable, coordinating responsibility for follow-up and will provide assistance as needed and agreed. They will assist with reporting and contact with finance, HR and communications. Appointments must be endorsed by the head of department.

The contract will be considered the main document of the project and shall be the contract between the project owner and funder (e.g. the Research Council of Norway or the Norwegian Agency for International Cooperation and Quality Enhancement in Higher Education). The contract will always be signed by the individual responsible for the administration of the project. The individual responsible for the administration of projects at the Oslo School of Architecture and Design is the Director and for the Norwegian Agency for International Cooperation and Quality Enhancement in Higher Education projects, the Rector. In some cases, the contract with the funder must also be signed by the Project Manager. Please note that some funders support electronic signing (via their system, e.g. ‘My RCN web’ with the Research Council of Norway). 

The contract template will be provided by the funder. The contract and associated agreements (consortium agreements/cooperation agreements) must be archived after signing.  
Remember to involve the research administration in this work at an early stage. 

Consortium agreements/agreements with partners
Signed letters of intent from project partners are often enclosed as part of the application. This often involves a requirement to enter into binding cooperation agreements with all partners before the project commences. Consortium agreements and cooperation agreements will be drawn up by the institution responsible for the project, including the Project Manager and project team. With regard to the Oslo School of Architecture and Design’s obligations in the project, all resource owners must be consulted in relation to the contract design (e.g. HR resources, laboratories/workshops or other premises, course coordinators). Consortium agreements will be signed by the Director on behalf of the Oslo School of Architecture and Design. Remember to involve the research administration in this work. 

The Project Manager will convene a project creation meeting to establish procedures for project administration with the involved parties: research administration, finance, head of department, as well as HR for projects for which appointments will be made. 

• presentation of the project and frameworks
• detailed budget
• project staffing plan
• reporting procedures and responsibilities
• contract 

The project form must be submitted to the finance department before any costs are incurred in the project. This will take place after the contract has been signed. You can find the project form in Section 3.2. Creation of a new research project: Research | Oslo School of Architecture and Design (aho.no)

For some projects, the establishment of a board or reference group is required. The procedures for establishing a board or the composition of such a board, as well as the mandate and decision-making procedures, are often determined in the contract. The board will have the overall responsibility for ensuring that the project is implemented in accordance with the contract with the funder in terms of progress, deliverables, rights to results and finances. The board will often also be responsible in the event of any changes to the partner composition throughout the project. The responsibilities and necessary follow-up must be clarified in the contract and the working methods must be clarified when the board is established. Note the difference between a board and a steering committee/reference group.