Filling the project proposal

Why does a researcher have to enter a project proposal in the research information system?

All applicants for external funding must store and update in the research information system the information needed at the various stages of the project process.

The information on the Research information system helps, besides researchers, the University’s management and research services personnel in their work. For example, by utilizing information research support services are able to provide help (e.g. based on messages from the system) for researchers in their tasks and emerging issues. The University management gets information on what kinds of research projects with supplementary funding are at the planning stage and underway, and what kind of outcomes the University’s research activities yield.

In the project proposal, the researcher describes the project planned to be implemented with JYU-affiliation for the approval by the Head of unit.

Based on the project proposal, the Head of unit either authorizes the sending of a funding application related to project proposal to the funder or rejects the project proposal.

The approval marked in the research information system means preliminary commitment of the unit's management to a possible positive financing decision in accordance with the project proposal, and also being prepared for necessary resourcing for implementation of the project (incl. possible JYU funding contribution). Note that the commitment will be confirmed later (after reviewing the positive funding decision) by an agreement between the University and the funder or, in the case of a personal grant, by a grant researcher agreement.

The usage of the research information system by researchers, management and support staff, and their related feedback via technical support, contribute to the development of JYU research services.
 

How do I create and save a draft of my project proposal?

The research information system makes it possible to save different draft versions and return to the last version. This allows the user to edit the data until he decides to finalize the data and transfer it for the next processing stage.

Note the automatic check-out feature in the system. If you have not filled in the information by 60 minutes, the system will give you an advance warning of the upcoming check-out. Note that it is a good idea, from time to time while working, to press the "Save as draft" button at the bottom of the page. This ensures that the information of your record is stored in the system.

Make and save a project proposal draft as follows:

1. Start by clicking the blue Add New Content button in the upper right corner and choose Project Proposal.
    
2. The opened view shows optional categories for your project proposal (JYU project with supplemental funding, personal grant). If you hold the mouse cursor for a moment on top of each category, a related description will appear on the right next to it.
    
3. When you have found a suitable category for your project proposal, select it by clicking the category title.
    
4. This opens a new project proposal form to be filled out. NOTE! When filling in the data, follow the instructions given on the form! You need not complete the project proposal form at one go but you can save it as a draft (by clicking the Save as draft button) and continue editing it later!
    
5. Start your draft with filling the following information on Key information tab: Project title, Unit, Principal investigator, the project’s planned Start date, End date, and Call deadline.
    
   • NOTE! Choose the unit correctly for the faculty and department, ie according to the level and to whom the proposal should be directed for approval.
      
   • NOTE! Unit selection is important at an early stage of the draft, as if you do not select a unit, your unit's project controller will NOT be able to view your project proposal and assist you when needed.
      
   • Do not add the project controller to the Persons who can edit the project proposal information, as their rights are automatically determined through the Unit section.
      
   • NOTE! Naming yourself in the Principal investigator field entitles you to edit your project proposal draft!
      
6. Save your project proposal draft by clicking the Save as draft button at the bottom of the page. This way you have created the first draft of your project proposal in the research information system.

How do I make sure I receive system notifications in my email?

To avoid the need to login to the system just to monitor the proceedings proceed as follows:

Click on your name on the top right of the page.

Select your own settings from the menu that opens for you.

Select email in the message settings and save your selection.

Continue to complete the project proposal or log out (see step 2 and select the Logout option).

How do I complete my project proposal?

You can proceed directly to the list showing all project proposals by selecting Projects from the navigation list on the left and Project proposals below it. Then select the desired project proposal to edit from the list and click the Edit link at the bottom of it.

Complete the information in your project proposal draft as follows:

1. In the Persons who can edit project proposal information section, add from the information in the system other researchers that you allow to view and process your project proposal (these people will later appear in the public information of the project). To add a person, press the "+" button and press the "+" button in front of the desired name. By adding researchers with editing rights, you ensure that your project proposal will be transferred if, as you (as the Principal investigator/Applicant) are prevented, for one reason or another, from transferring information to the next stage of the case. Mark as the contact person a person who can be asked for more information.
    
2. In the event of an error, you can delete the information by pressing the Recycle bin button and making the necessary addition as described in point 1.
    
3. In the section, Other persons involved in the project, add JYU researchers from the information in the system, who must appear on the public portal of the project as researchers involved in the project but who may not modify the project proposal. The addition of a person takes place as described in point 1 above.
    
4. Add funder information to the Funders and Partners tab. The addition of funder information is done as described in point 1 above. After adding the funder, fill in the amount in the space reserved for it!
    
5. Before the financial review and / or the submission of the director for approval, into the project proposal must be attached at least budget draft or document with equivalent information (e.g. research plan draft, a project plan draft). Also other documents relevant to research (e.g. data management plan) are recommended to be included (final versions are required if the application receives funding - these belong to project documentation to be archived). Add the documents on the Funders and Partners tab, under Documents, as follows:
    
   • Read and follow the instructions above the "Folder" button.
      
   • Press the Folder button and in the view that opens, find the relevant document or other document on your computer and import it into the research information system.
      
   • After adding document, select in the table from the Document type drop-down menu the type that describes the document.
      
   • In the Description section of the table, add in your own words a description to be attached to the document (e.g. first version).
      
   • Import other documents (e.g. budget drafts) following the above-described procedure, and select the Document type and add a Description.
      
   • When you have imported the necessary documents, click the Save as draft button at the bottom of the page.

How do I transfer a project proposal for a decision by the head of unit?

The processing of cases in the research information system involves forwarding data to the next stage using the Save & select status function. Note that if the funds will be paid in full to the university, you must transfer the project proposal into stage For financial approval. In case of Personal grant, you transfer the project proposal directly into stage For approval by the Head of unit. 

When preparing to forward your project proposal to the next stage of processing, proceed as follows:

1. Check by glancing through that all information is up to date and that all necessary attachments are included. If you find something to edit, make the necessary changes and click the Save as draft button.
    
2. Click the Save & select status button at the bottom of the page.
    
3. This opens the Set status view for you. In this view, select the next stage by clicking the preferred option.
    
   • For a JYU project proposal, select the option "2. For financial approval". This, together with section 4 below, will forward the project proposal to the project controller for financial checking. NOTE! If the project controller notices that some changes are still needed, he/she will contact you. When the proposal is completed, the project controller will forward it to the management for decision (approval or refusal) in stage "3. For approval by the Head of Unit".
      
   • For a grant project proposal, select the option "3. For approval by the Head of Unit". This, together with section 4 below, will take the project proposal directly to the head of unit for decision.
      
4. After selecting the stage, click the Save button. This sends your project proposal to the next stage.

How do I find out about a request to complete, approve or reject my project proposal?

You will be informed about the Head of Unit' s decision (approval, refusal, or request for clarification regarding your project proposal) as follows:

• If you have enabled email messaging, you will receive email upon the decision.
   
• If you have not enabled email communication, the decision will only be visible when being logged in Converis. You will see the needed information about the stage of the project proposal in the To do list of the Dashboard.

Please note, if the Head of unit has rejected your project proposal, you do not have a preliminary commitment from the unit and therefore no permission to send a funding application to the funder.

What do I do after receiving unit management approval?

Once you have received the Head of Unit's approval for your project proposal in the research information system (the application is in the stage 5. Approved for submission), submit your funding application to the funder according to its instructions and attach submitted funding application to your project proposal as soon as possible. Note that the maximum budget stated in the submitted funding application ought to match with the budget stated in the project proposal approved by the Head of Unit. If there are deviations between these two budget versions, please contact immediately your project controller and/or the Head of Unit who approved the proposal.

By saving a funding application as an attachment to your project proposal, you ensure that the Head of Unit is aware of the submission of the application. In this case, the unit will also be able to prepare for a possible positive funding decision in accordance with its commitment and take into account its impact on the unit's financial planning and forecasting.

Because funders have different ways of notifying their funding decisions, find out in advance when and how to get a decision from your funder on your funding application.