R&D Project Management Induction Programme

INTERNAL GRANT AND CONTRACT RESEARCH PERSONNEL

INTERNAL GRANT
PROCEDURE

Internal Grant
Mini Fund Revolving Fund Start-Up Fund

MINI FUND
PROCEDURE

FUND DISBURSEMENT
PROCEDURE

Fund Disbursement
1. RMC issues letter of approval to PL 4. RMC advises Finance to perform fund virement 5. Finance disburses the fund 2. PL submits PIF, Form A and revised proposal to RMC

3. RMC creates GAMS ID

6. RMC performs funding allocation in GAMS

7. Fund is available for utilization Processes 3 & 4: will NOT take longer than 2 weeks

Utilization of Fund

All projects must be ended by end of each calendar year; no extension is allowed Fund CAN be utilized for:
Contract research personnel Local field trips for data collection Research materials and supplies (stationery and consumable items)

Fund CANNOT be utilized for:

NO overseas field trip and local/ overseas conference/ workshop/ seminar NO PC and laptop

PROJECT DOCUMENTATION
PROCEDURE

Project Documentation

Project Information Form (PIF) Form A Revised Application Form (with revised milestone and Gantt Chart)

Dos and Donts

Dos
Capping TNT = Amount Approved

Donts

NO CAPEX allocation: R&D Equipments | Research Materials and Only supervisor and/or cosupervisor as project member for Supplies; AND R&D Equipments | Special Master/PhD project Equipment and Accessories Fill up first level breakdown only NO purchase of laptop and PC

Leave first level breakdown blank No overseas field trip and if NOT applicable overseas/ local conference/ workshop/ seminar Leave second level breakdown blank to be reflected in budget of revised application form Park project in research centre http://research.mmu.edu.my/rese arch-center-chairman Do NOT state PL in Part B: MMU Researchers PL has been stated in Part A: PL hand sign hardcopy of Form Project Information A and revised application form PM hand sign hardcopy of PIF and revised application form NO digital signature

PROJECT INFORMATION FORM (PIF)

FORM

Project Information Form (Part A: Project Details)

Project ID (GAMS ID) Project Type Project Title Internal Project

Project Description
Project Leader

Project Leader's Faculty

Funding Agency Funding Type Research Cluster (Engineering/ Information Technology/ Management) Research Centre (RC) RC Chairman Project Approval Date Total Amount Approved Project Start Date Targeted Completion Date Project Status Active Multimedia University Mini Fund

Project Information Form (Part B: Members Details)

MMU Researcher: Name/ Faculty Signature

Research Officer: Name/ Faculty Signature

External Researcher: Name/ Faculty Signature

Project Information Form (Part C: Funding Breakdown)

Account Chart Description R&D EQUIPMENTS
Research Materials and Supplies R&D Books Special Equipment and Accessories R&D EDP Hardware and Software R&D Office Machine R&D Furniture & Fitting R&D Motor Vehicles

Amount (RM)

R&D Miscellaneous Equipment/ Property

R&D LABOUR
Temporary and Contract Personnel

Project Information Form (Part C: Funding Breakdown)

R&D MATERIALS
Research Materials and Supplies Equipment & Equipment Parts

Auto Parts
Building Parts Fuel/ Gas Furniture/ Fitting/ Renovation Office Machines/ Equipments Stationery Publication/ Photo/ Microfilm Other Materials Special Services Souvenir

Project Information Form (Part C: Funding Breakdown)

R&D INCIDENTAL
Travel and Transportation Transport/ Traveling Local Training

Transport/ Traveling Overseas Training

Traveling Local Traveling Overseas Traveling Intercampus Rental/ Lease - Accommodation Rentals Rental/ Lease Telecommunication Rental/ Lease - Office Equipments

Rental/ Lease - Vehicles

Miscellaneous

Project Information Form (Part C: Funding Breakdown)

R&D INCIDENTAL
Research Materials and Supplies Telephone Postage/ Courier Services Minor Modifications and Repairs Maintenance - EDP Hardware/ Software Maintenance - Other Equipments Special Services Licence & Other Fees Professional Charge

Note: Only fill in the First Level Breakdown (highlighted in green)

Sample PIF

Project Information Form (Amount Approved: RM5,000)

Mini Fund TNT not exceed amount approved

Research Officer/ Research Assistant = RM2,000 Stationery = RM600 Photocopy = RM400 Souvenir = RM100 Travelling Local = RM1,200 Telephone Charges = RM300 Postage/ Courier Services = RM400

Project Information Form (Amount Approved: RM5,000)

Account Chart Description R&D EQUIPMENTS
Research Materials and Supplies R&D Books Special Equipment and Accessories R&D EDP Hardware and Software R&D Office Machine R&D Furniture & Fitting R&D Motor Vehicles

Amount (RM)

R&D Miscellaneous Equipment/ Property

R&D LABOUR
Temporary and Contract Personnel

2000

R&D MATERIALS
Research Materials and Supplies Equipment & Equipment Parts

1000

Auto Parts
Building Parts Fuel/ Gas Furniture/ Fitting/ Renovation Office Machines/ Equipments Stationery Publication/ Photo/ Microfilm Other Materials Special Services Souvenir

100

R & D INCIDENTAL
Travel and Transportation Transport / Traveling Local Training

1200

Transport / Traveling Overseas Training

Traveling Local Traveling Overseas Traveling Intercampus Rental / Lease - Accommodation Rentals Rental / Lease Telecommunication Rental / Lease - Office Equipments Rental / Lease - Vehicles Miscellaneous

R&D INCIDENTAL
Research Materials and Supplies Telephone Postage/ Courier Services Minor Modifications and Repairs

700

Maintenance - EDP Hardware/ Software

Maintenance - Other Equipments Special Services Licence & Other Fees Professional Charge

PROPOSAL REVISION
PROCEDURE & FORM

Proposal Revision
PL submits the following documents within stipulated timeline to RMC upon receipt of the approval letter. Mini Fund 27 July 2012 Form A Revised proposal (application form) Revised milestone and Gantt Chart

Form A
Name of Project Leader :
Title of Project List of Amendments Comments of Reviewers : : Page No. Details of Amendments Made in the Project

PROJECT/GRANT VARIATION
PROCEDURE

Virement Request

Can be done as and when required throughout project duration Virement must be done from account code 7 to 7 or 4 to 4 Virement from account code 4 to 7 or vice versa not allowed PL writes a HARDCOPY of HAND SIGNED official letter to Director of RMC for approval

Change of Project Title Request

PL amends/ rephrases the project title PL writes a HARDCOPY of HAND SIGNED official letter to Director of RMC for approval

Change of Project Member Request

PL adds/ drops the project member PL writes a HARDCOPY of HAND SIGNED official letter to Director of RMC for approval Mini Fund Master/ PhD project must have only supervisor and/or co-supervisor as project member

Change of Project Leader Request

PLs contract has expired PLs contract has been terminated PL has resigned PL writes a HARDCOPY of HAND SIGNED official letter to Director of RMC for approval

PROGRESS MONITORING
PROCEDURE

Submission of End of Project Report

December Hardcopy with hand signature to RMC Oral presentation (as and when required)

Research Funding Record

PL records fund received, RO/RA salary, purchasing and TNT claim PL classifies fund received and expenses incurred according to the account codes. Account code 4 Asset >RM500 Account code 7 Expenses <RM500 PL must file copy of expenses receipt, invoice, LO, PO, RO/RA salary payment, etc.

Research Funding Record

MULTIMEDIA UNIVERSITY (UNIVERSITI TELEKOM SDN BHD) RESEARCH FUNDING RECORD NAME OF CENTRE: NAME OF RESEARCH FUND: SOURCE OF FUNDING: PROJECT ACCOUNT NUMBER: PROJECT TITLE: PROJECT LEADER: PROJECT TEAM MEMBER: AMOUNT APPROVED: DATE OF APPROVAL: PERIOD OF PROJECT:
BUDGET APPROVED Date Account Code Detail Amount (RM) Date Account Code DETAIL EXPENDITURE Commitment Number Detail Purchase By Asset No. Amount (RM)

FUND LEFT

TOTAL

TOTAL

Sample Research Funding Record

Research Funding Record (Amount Approved: RM5,000)

BUDGET APPROVED
Date Account
Code
06/07/2012 710901 R&D Labour | Temporary and Contract Personnel R&D Materials | Research Materials and Supplies

Detail

Amount
(RM)
2,000.00

721101

1,000.00

721101

R&D Materials | Special Services

100.00

732201

R&D Incidental | Travel and Transportation

1,200.00

732201

R&D Incidental | Research Materials and Supplies

700.00

TOTAL

5,000.00

Research Funding Record (Amount Spent: RM2,257.15)

DETAIL EXPENDITURE
Date Account Code
01/09/2012 710901 RA Labour Cost Claim (August 2012) Stationery

Detail

Purchase By
Sim Mei Xian

Amount (RM)
757.15

16/08/2012

721101

Zurina Abdullah

250.00

16/08/2012

721101

Souvenir Travelling Local: MelakaRawang-Melaka Telephone Charges

Zurina Abdullah

1,000.00

18/09/2012

732201

Ng Wai Ming

200.00

21/10/2012

732201

Zurina Abdullah

50.00

FUND LEFT

2,742.85

TOTAL

2,257.15

REVOLVING FUND
APPLICATION & PROCEDURE

Revolving Fund

Applicable to existing research project funded by external grant

Reimbursement required after receiving disbursement from external fund Supporting documents:
Research Agreement/ Letter of Approval Budget Breakdown Quotation

Application for Revolving Fund

1. PL submits application form to RMC 2. RMC evaluates the form & recommends the application 3. VP (R&D) approves the application 6. RMC prepares letter of approval & notifies PL 7. PL provides PIF and Acceptance Note to RMC

4. RMC forwards the application for approval of Uni R&D Comm. 5. Uni R&D Comm. approves the application

9. RMC performs funding allocation in GAMS 10. Fund is available for utilization

8. Finance disburses the fund

Process 2 & 3: will NOT take longer than 2 weeks

CONTRACT RESEARCH PERSONNEL APPOINTMENT

PROCEDURE

Contract Research Personnel

Job Offer
Research Officer (RO) Research Assistant (RA) Post Doctoral Fellow (Postdoc) Research Fellow

Scholarship
Research Scholar (RS) ERGS Graduate Research Assistant (ERGS GRA) MMU-ERGS Graduate Research Assistant (ME-GRA)

RO/RA APPOINTMENT
APPLICATION & PROCEDURE

Application for RO/RA

Mini Fund and PRGS RO/RA ERGS RA only (fulfillment of GRA is required) EPF and SOCSO for Malaysian
Only completed form with supporting documents will be processed. Incomplete form will be returned to Project Leader. Supporting documents: New Appointment: 1. Curriculum Vitae 2. Official Academic Transcript 3. Academic Certificate Graduation Certificate (attended convocation); Senate Letter (awaiting convocation); SPM Certificate (undergraduate/ diploma holder) 4. GAMS Funding Breakdown Renewal: 1. Curriculum Vitae 2. GAMS Funding Breakdown

Rate for RO/RA

Research Officer (RO): Degree holder
Monthly Rate: RM1800/month + 13% EPF + SOCSO

Daily Rate: (RM 90/day x maximum 20 days/month) + 13% EPF + SOCSO

Research Assistant (RA): Diploma holder or undergraduate Monthly Rate: RM1100/month + 13% EPF + SOCSO (not applicable to undergraduate)

Daily Rate (undergraduate): RM 55/day x maximum 12 days per month) + 13% EPF + SOCSO
Daily Rate (non-studying): RM 55/day x maximum 20 days per month) + 13% EPF + SOCSO

Appointment of RO/RA by HCM

1. RO/RA/PL submits application form to Faculty Dean 4. HCM approves the application & issues letter of appointment 5. HCM issues ICEMS ID and password to RO/RA 7. RO/RA makes claim via GAMS when HCM opens system for claiming 2. Faculty Dean recommends the application 3. RMC checks funding availability & recommends the application 6. RO/RA contacts RMC for GAMS activation

Process 3: will NOT take longer than 2 weeks

ERGS GRA/ME-GRA APPOINTMENT

APPLICATION & PROCEDURE

Application for ERGS GRA/ME-GRA

Scholarship Monthly Stipend No EPF and SOCSO Full Time Only completed form with supporting documents will be processed. Incomplete form will be returned to Project Leader.

Application for ERGS GRA/ME-GRA

Supporting documents: New Appointment: 1. Curriculum Vitae 2. Official Academic Transcript 3. Academic Certificate Graduation Certificate (attended convocation); Senate Letter (awaiting convocation) 4. GAMS Funding Breakdown Renewal: 1. Curriculum Vitae 2. GAMS Funding Breakdown

ERGS GRA

For ERGS grant only This is purely an offer of research scholarship and not a job offer Under this grant, GRA will be paid student stipend (No EPF and SOCSO) GRA must register postgraduate studies in MMU RA can be employed and subject to EPF and SOCSO

ME-GRA

Joint MMU-ERGS top up scheme Top up internal grant (IP) and ERGS grant (EP) This is purely an offer of research scholarship and not a job offer Under this grant, ME-GRA will be paid student stipend (No EPF and SOCSO) ME-GRA must register postgraduate studies in MMU, and perform administrative tasks RA can be employed and subject to EPF and SOCSO

ERGS GRA vs. ME-GRA

ERGS GRA
Source of Funding Project GAMS ID Administrative Duties Interview Agreement Signing Reimbursement (Termination) ERGS only

ME-GRA
ERGS and MMU Internal Grant Top Up EP and IP Yes Yes Yes Yes (BOTH ERGS and MMU Top Up)

EP No No No No

Appointment of ERGS GRA by RMC

1. ERGS GRA/PL submits application form to Faculty Dean

2. Faculty Dean recommends the application

3. RMC evaluates the form

4. RMC issues appointment letter to ERGS GRA

5. ERGS GRA accepts and reports to HCM on 1st day 8. ERGS GRA makes claim via GAMS when HCM opens system for claiming

6. HCM issues ICEMS ID and password to ERGS GRA

7. ERGS GRA contacts RMC for GAMS activation

Process 3 & 4: will NOT take longer than 2 weeks

Appointment of ME-GRA by RMC

1. ME-GRA/PL submits application form to Faculty Dean 4. ME-GRA attends interview 5. Uni R&D Comm approves the application 8. HCM issues ICEMS ID and password to ME-GRA 9. ME-GRA contacts RMC for GAMS activation 2. Faculty Dean recommends the application

3. RMC evaluates the form

6. RMC issues appointment letter to ME-GRA 7. ME-GRA accepts and reports to HCM on 1st day 10. ME-GRA makes claim via GAMS when HCM opens system for claiming

Process 3 & 4: will NOT take longer than 2 weeks

Download Forms/ Procedures

RMC website:

http://research.mmu.edu.my/rmc/node/43

Intranet (under Departments Standard Application Forms):

http://intranet/mmu/std_app_form.php (for RO/ RA Application Form only)

Q&A