Maria Carol (UPc) –Software Solutions

Software solutions for project Management
EARMA Brangança Conference 2011

Maria Carol
Maria Carol
maria.carol@upc.edu
European Projects Unit
UPC‐BarcelonaTech

Summary

‐ The Technical University of Catalonia‐ BarcelonaTech
y

‐ The European Projects Unit

‐ Management tools

‐SAP /MEDI
‐Timesheets tool
‐Rates calculation software

‐The role of the project Manager

Maria Carol- European Projects Unit- UPC-BarcelonaTech

The Technical University of Catalonia‐ BarcelonaTech

Manresa
Terrassa
Sant Cugat

Vilanova i la Geltrú Barcelona
Castelldefels

Leading Technology at the south of Europe


Leading Technology

 Architecture
 Aeronautics
 Agricultural Engineering
 Chemical Engineering
 Civil Engineering
 Computer Science
 Industrial Engineering
g g
 Mathematics and Statistics
 Nautical Engineering
 Telecommunications Engineering
Telecommunications Engineering


Global Technology Leading Innovation

29,041 undergraduate students
2,353 master’s degree students (31% foreign students)
2,986 doctoral students (49% foreign students)
4,380 students on continuing education programs

68 graduate and undergraduate official degrees
and undergraduate
95 double degree international programs
62 master’s programs (11 Erasmus Mundus & 22 taught in English)
43 doctoral programs (29 quality award & 3 Erasmus Mundus)
316 continuing education programs (2010‐11)

18 research related organizations
42 departments
11 campuses
13 libraries
5 UNESCO chairs
8 research institutes


Global Technology Leading Innovation

422,106,011€ (budget 2010)
77 M. € income from projects R+D+I
p j

2,396 faculty and researchers (1,279 full time)
1,849 research projects in progress
529 research projects with companies
529 h j t ith i
183 research entities

Requests for patent licenses: 51 national 23 international
q p
2,965 papers published in scientific journals
815 scientific publications
61 scientífic and technical awards
3,002 corporate sponsors and partners :
3 002 t d t
2,915 companies with collaboration agreements
87 through the social outreach program, sponsorship and
p
patronageg
20 company chairs

Research to Innovate

2,965
Papers in scientific journals
284
PhD theses presented 183
Research entities

Research projects started
61
in 2009
in 2009
Technical and scientific awards
T h i l d i ifi d
529 with companies

420 national and
l d
international research 17
projects Specific research centers

1,849
Research projects in progress

The European Projects Unit (I)
Managing a project

Using SAP, the TS tool, the rates
Using SAP the TS tool the rates
calculation tool and all kind of
Using rates software
Assisted by IPR unit excel files…
Acting as financial coordinator

Assistance in
Assistance in
drawing up Communication
proposals (Budget, Assistance
Calls “Live” project and
IPR issues, during GA
information management of management dissemination
negotiation
the consortium,
h of the results
of the results
risk assessment)

Organizing Infodays Assisted by IPR unit
Using newsletter Accompanying our researchers to
By email notifications the negotiation meetings
Interfacing with the consortium


The European Projects Unit (III)
Managing a project

‐A new project in SAP (connected to MEDI interface) is created

‐The funding and budget (including Indirect costs) are
informed in SAP/MEDI

‐ The GA CA GPF and other legal information can be consulted
GA, CA,
“Live” project though MEDI
management
‐The IP starts a session in the TimeSheets tool. He/she informs
about the foreseen PM per WP

‐QMR templates are generated

‐Declaration of costs is made using the rates calculation
software can be provided


The European P j t U it (IV)
Th E Projects Unit
Some European funds figures
RESULTS UPC 2009‐10

Total projects 56 Total funding 17.556.120,35
Leaded by UPC 10
% 17,86% MC 2.094.586,24 6 projects
11,93%
Total 2009
T t l 2009 30 ICT 7.129.284,38 21 projects
7 129 284 38 21 j t
Leaded by UPC 7 40,61%
Our unit is managing 118 FP7 projects, 10 Interregs and 10 “other” projects as COST (along with
% 23,33% ENV 1.385.147,74 5 projects
Total 2010 26 7,89%
Leaded by UPC 3 some remaining FP6 projects)
NMP 1.324.340,59 3 projects
% 11,54%
11 54% 7,54%
7 54%
SPACE 1.169.155,80 4 projects
Proposals 238 6,66%
% success rate 23,53% INFRASTRUCTURES 792.478,60 2 projects
4,51%
Proposals2009 147 EURATOM 121.420,00 3 projects
% success rate 2009 20,41% 0,69%
SME 1.286.503,00 3 projects
Proposals 2010 91 7,33%
% success rate2010 28,57% ENIAC 258.691,00 2 projects
1,47%
TRANSPORT 159.203,00 2 projects
159 203 00 2 projects
Work Package Leader 22 projects 0,91%
39,29% HEALTH 266.605,00 1 project
1,52%
IDEAS‐ERC 1.462.198,00 1 project
8,33%
INCO 106.507,00 1 project
0,61%


The European Projects Unit (III)
Internal structure

Department/Campus Associate research center Expertise area
EU Projects Manager Signal Theory and Communications ICFO People
Cooperation ICT
EU Projects Manager Software department Cooperation ICT
Cooperation Environment
INCO
EU Projects Manager Geotechnical Engineering and Geo‐sciences, CIMNE, i2cat People, Ideas
Applied Mathematics
EU Projects Manager Construction Engineering, CETaqua Cooperation Environment
Electronic Engineering, Hydraulic, Maritime Cooperation Energy
and Enviromental Engineering Cooperation Transports
Cooperation Space
EU Projects Manager South Campus CEIB, IBEC Cooperation
Nanotechnology
Cooperation Energy
EURATOM
Projects Manager
P j t M Computer A hit t
C t Architecture BSC Cooperation ICT art. 169
C ti ICT, t

Projects Manager Terrassa Campus CCP Cooperation Transport
Capacities
Ideas
Projects Manager Vilanova Campus
Campus Cooperation Health
EU Projects Manager Signal Theory and Communications UPC‐ Associate Research centers
coordination
Projects Manager Manresa Campus CTM Capacities
Projects Manager Castelldefels Campus CREDA, CTTC Cooperation Food
Cooperation Agriculture
Cooperation Space
COORDINATOR


Implemented Management Tools

‐SAP/MEDI

‐TimeSheets tool
TimeSheets

‐Rates calculation software

‐Excel examples


Adjusting SAP to our needs (I)
Adj ti SAP t d (I)

Internal project code
p j


Adjusting SAP to our needs (II)
Adj ti SAP t d (II)

Legal information Research group data

Name and Acronym

Any further explanations required


Adjusting SAP to our needs (III)
Adj ti SAP t d (III)

UPC requested

Consortium requested


Adjusting SAP to our needs (IV)
Adj ti SAP t d (IV)

Program and instrument

UPC budget
UPC budget

UPC requested

From C due dates

Adjusting SAP to our needs (V)
Adj ti SAP t d (V)


Adjusting SAP to our needs (VI)
Adj ti SAP t d (VI)


MEDI: The interface with the IP (I)
MEDI Th i t f ith th IP (I)

Legal information
Legal information

Global liquid assets

Alerts and notifications
Latest movements


MEDI: The interface with the IP (II)
MEDI Th i t f ith th IP (II)

Reports per project
Reports per project

Income/expenditure


The Timesheets tool
Th Ti h t t l

http://147.83.46.78/ts/login.php


The Timesheets tool (I)
Th Ti h t t l (I)


The Timesheets tool (II)
Th Ti h t t l (II)


The Timesheets tool (III)
Th Ti h t t l (III)


The Timesheets tool (IV)
Th Ti h t t l (IV)


The Timesheets tool (V)
Th Ti h t t l (V)


The Timesheets tool (VI)
Th Ti h t t l (VI)


Rates calculation software (I)
R t l l ti ft (I)

UPC directory
UPC directory

Category
Hourly rate
Total perceived
ota pe ce ed

Hours per week according to
category

Rates calculation software (II)
R t l l ti ft (II)


Rates calculation software (III)
R t l l ti ft (III)

Budgeting proposals using the tool

Excel samples
p


The role of the project manager

‐Who coordinates all this information?

‐Who asks and works in developing/improving those tools?

‐Who advises research groups on which call to apply and on how to write their proposal?
Who advises research groups on which call to apply and on how to write their proposal?

The Project Manager

Good management tools can not replace good project managers


UPC’s European Projects Unit Team

Thanks for your attention,


Maria Carol (UPc) –Software Solutions

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