1 / 23

Administrative Service Contact for Project Controllers

Get in touch with our administrative service contact for project controllers for assistance with project management, funding bodies, legal affairs, audits, reports, and more.

veraa
Download Presentation

Administrative Service Contact for Project Controllers

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Administrative Service Contact: ekon-adm@slu.se Mikaela Lönn Head of administration Dep. of Economics 67 19 88 Tina Ericson Education coordinator 67 26 00 Emma Arias Olsson Personnel administrator 67 17 86 Mariah Hedlund Administrative assistant 0722-08 15 67 Stina Kling Olsson Education administrator 67 16 71 Anna Lindblom Eriksson Project controller 67 17 41 David Wiklander Financial administrator 0722-08 15 67 Elizabeth Hillerius Education administrator 67 35 55

  2. I need partners Hmmm Informyourproject controller

  3. Fundingbodie Application/interim report/ final report/ communication • Project portals • Prisma(Swedish full costfundingbodies) • EPSS-Bonus portal • EMS-Central Baltic • PT-Outline • Participant Portal- Europeancommission • Etc, etc… Legal affairs • 1. Application • Regulations for the call • Supportingdocument as LoI, DoH, FI, CA, secrecyagreement etc. • Budget/partners? • Co-Finance? • Signature by projectleader, project controller and HoD • Archiveapplication Grants office Partners

  4. No contract- Contact yourproject controller • Arcivedecition • Contract – Contact yourproject controller • Review the contract • Subcontractneeded? • Partner contractneeded? • Approved budget=applied for? • Co-Finance? • New budget? • Supportingdocuments • Signature • Registrationofprojectin the ledger • Archive

  5. Audit and report During the implementation of the project or afterwards - checks, reviews, investigates and audits the proper implementation of the project and its compliance with contracts such as grant agreement etc. Followup and tools for that Interim report Ongoing under the projectlifetime. Scientific progress as well as financialreports • Project controller oneway info, quarterly • Followup on the project • Availableamount • Balance • Transactions in detail or aggregatedlevel. • Twowaycomunicationrequired • forecast, projectchanges • Staffing, new staffor otherchanges. • Timesheetwhenneeded ( H2020 projects) • Followupwith partners Audit Externalaudit, Ekonomistyrningsverket E&Y The Commission During the implementation of the project or afterwards - checks, reviews, investigates and audits the proper implementation of the project and its compliance with the grant agreement LINS, anytime Availableamount Final report Financial

  6. Mariah Hedlund – Administrative assistant • Web and social media with Emma • Purchases (Proceedo) • Hotel- and travel managements • Organizing events and activities • Assistance to the admin.group

  7. Proceedo • Two parts – Purchasing and Invoicing • Standard form for purchasing on the intranet • Confirmation • Avropa.se

  8. Accountspayable Three ways to get the invoice to the paymentflow: 1. Inform the supplier to send paper invoice to: SLU Fakturamottagning, 510XXXBox 7090750 07 Uppsala 2. If the invoiceyourecieve is in pdf format: Forward the mail to SLU slufaktura@slu.se If a reference is missing, pleasefirst print it out, write 510XXX/510ADM and scan it beforeforwarding it to above mail address. 3. If an invoiceis impossible to recieve: Sendsupportingdocumentswithpayment information and wewillexecute the payment via Proceedo (by using a special form).

  9. Whatyouneed to do in Proceedo Standard procedure: • Check thatyourecognizewhatyouhaveordered and that the amount is whatyouexpected. • Choosecorrectproject (in the drill-down menu) thatshouldtake the cost. • Write a comment in ”Köpet avser” what the invoice is about. • Click on the green button ”Approveinvoice”.

  10. Accountsrecievable Information weneed in order to create an invoice: • Departmentwithin SLU / externalcustomer • Contact person in recievingdepartment / externalcustomer • Text thatexplainswhat the invoice is about. • Amount and currency • Costcenter and projectthatwillrecieve the money.

  11. Emma Arias Olsson – personnel/web admin - The link between the department and the HR & Salary unit. - Together with Mariah responsible for updating the department webpage and social media.

  12. ”A goodtravelexpenseclaim is a claimwhere I don’thave to guess” Emma Arias Olsson

  13. TRAIN TRAVEL ITINIRARY TICKETS RECEIPTS AGENDA NOTES

  14. How to login to LADOK

  15. YourHomepage in Ladok Youcaneasysearchstudents by name/ Personalnumber and course by Edu. Code (ex. FÖ0426) If youneed to certifygradesyouwillhave information here Quick click to yourcourses

  16. Information aboutyourcourse On the course page youwillfind information aboutthe course in folders: If therearegrades to certify Followup on results Participants

  17. Folder Course/Participants List of all students Youcan filter the list: - Not started- Registered, not completed- Termination - Registered, completed- Cancellation

  18. For more information come to Super Fika Oct 3 14.30I willquideyou to yourcourse and helpyou to certifygradesOr come seeme in my room D417Stina 

  19. Department Director of Studies • Planning the staffing of all courses together with the research group coordinators • Develop new and revise existing syllabi • Follow-up course evaluations • Coordinate the pedagogical development at the department • Undergraduate budget and follow-up • Make sure the department follows all regulations and policies related to education

  20. Director of PhD studies Gordana Manevska-Tasevska • Responsibilities: • Handle matters related to PhD studies at the department • Preparation for admission of PhD students • Follow-up of individual study plans (25%, 50%, 75%) • Approve 50% and 75% follow-ups • Represent the Department at the Faculty Board of Post-Graduate Education • Ongoing activities • New PhD Students • Home – still updating https://www.slu.se/en/departments/economics/education/phd-studies/ Reminder: Please revise the ISP’s, by October, 15th !!! Departement meeting, Skåvsjöholm, September 25-26, 2018

  21. Outcome from internal revision; Three areas ofimprovment: • All travels (including taxi) and hotelbookingsneeds to be done via Egencia. • Moredetailedverification text in Proceedo. • Wehave to usepreferredsuppliers. Send a mail to ekon-adm and ask ifyou do not knowwhichpreferredsupplierswehave.

  22. How do youprefer to recieve information? Resultbased on 27 answers

More Related