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Life cycle of a Sponsored Project IRCC Orientation Programme 4. 11. 2006 Life cycle of a Sponsored Project IRCC Orientation Programme 4. 11. 2006

Interface between various Entities Funding Agency: Govt. , Industries, Organizations Central Stores Project Team: Interface between various Entities Funding Agency: Govt. , Industries, Organizations Central Stores Project Team: PI, Co. PIs, Project Staff Dean Planning, Estate Office IRCC: Dean, Associate Dean (R&D), Technical Team, Admin, Accounts, Advisory Committee, IPR Unit Department HOD, DPC, Stores, Lab Institute Admin Director, DD, Registrar, Other Deans, PRO… Institute Accounts, Audit Cash Section Vendors Service Providers IRCC Orientation Programme 4. 11. 2006

Life Cycle of a Sponsored Project Proposal Review of Proposal Financial Sanction Project Implementation Life Cycle of a Sponsored Project Proposal Review of Proposal Financial Sanction Project Implementation Purchases Project staff related Travel Closure IRCC Orientation Programme 4. 11. 2006 Progress /completion IPR/ Technology Transfer

Initial Phase: Proposal to Sanction Choice of Funding Agency information Prior experience, Colleagues, IRCC, Initial Phase: Proposal to Sanction Choice of Funding Agency information Prior experience, Colleagues, IRCC, announcements approval Preparation of Proposal: Agency norms/format MOU Online Submission to IRCC • IITB Norms • Co PIs -> HOD -> Dean Submission to agency with Dean (R&D) endorsement Review by agency: Peer review, Presentation, Evaluation, Modification Project Sanction letter arrives – PI/IRCC Redistribution of heads if required MOU Funds arrive. (If delayed, possible advance from IRCC) IRCC Orientation Programme 4. 11. 2006 Project Code assigned, Online project information available Back

Purchases Accounting activities handled by Accounts Section Three main types of purchases: 1. Direct Purchases Accounting activities handled by Accounts Section Three main types of purchases: 1. Direct purchase q q Small purchases of up to Rs. 15, 000/Higher purchases of up to Rs. 2 lakhs 2. Purchase of large items including equipment, consumables, through Central Stores 3. Infrastructure related expenditure IRCC Orientation Programme 4. 11. 2006 Back

Procedure for Purchases 1. Direct purchase of q Small items of up to Rs. Procedure for Purchases 1. Direct purchase of q Small items of up to Rs. 15, 000/- (generally consumables, small services, refreshments for meetings etc. ) q Higher items up to Rs. 2 lakhs Advance drawn, purchased & bill settled Item purchased and reimbursement claimed Apply Online to IRCC • Two advances per project at any given time Entry in Tally Book / Dead Stock Register Cash Memo, Invoice / Receipt submission to IRCC for settlement/payment through Cash section Note: Purchases above Rs. 15, 000 require submitting 3 quotations (limited tender enquiry) IRCC Orientation Programme 4. 11. 2006

Procedure for Purchases 2. Large purchase of Equipment and Consumables through Central Stores (CS) Procedure for Purchases 2. Large purchase of Equipment and Consumables through Central Stores (CS) • • • Funds available? Min. 3 quotations Proprietary item Rate contract item Advt. required? CS sends PO, block amt. , receives Item, sends to DS CS invites/receives quotations and sends to PI / Dept. Stores sends item to PI / Lab Purchase committee set up – OPENS quotations, evaluates, recommends vendor, DPO PI installs & checks item, enters in DSR/TB, sends signed issue note to Dept. Stores Central Stores prepares sanction Sheet -> IRCC Financial Authority Dean > 2 L, DD > 5 L Dir > 15 L, BOG > 25 L Indent initiated by PI with help of Dept. Stores (DS) After receiving issue note CS sends Bill to IRCC for payment Fund check & appropriate Sanction / recommendation Payment by IRCC as per terms of PO IRCC Orientation Programme 4. 11. 2006 Back

Purchases 3. Infrastructure related activities / purchases Similar procedure followed as before; (as per Purchases 3. Infrastructure related activities / purchases Similar procedure followed as before; (as per item 2) - Liaison with Dean Planning Office / Estate Office for all activities IRCC Orientation Programme 4. 11. 2006 Back

Project staff recruitment and related activities Activities handled by Administration Section, IRCC Project staff Project staff recruitment and related activities Activities handled by Administration Section, IRCC Project staff (PS) recruitment - as per sanctioned posts and availability of funds Contract appt. upto 1 yr or term of project Adhoc appt. for 89 days Students on projects • PI to provide details of requirement to IRCC • Circular/advertisement • Scrutiny/Shortlisting of candidates by PI Selection committee-(PI/Co. PI/HOD/two colleagues, experts) interview candidate, send recommendation to Dean Recruitment based on Academic selection Joining formalities at IRCC Accommodation through PS Accom. in charge PS attendance certification / Extension / enhancement / transfer from one project to another of same PI - online admn. - Resignation by submitting letter to Dean through PI - Termination by one month’s notice IRCC Orientation Programme 4. 11. 2006 Back

Project Related Travel Procedure for undertaking travel Approval foreign travel • Funding agency • Project Related Travel Procedure for undertaking travel Approval foreign travel • Funding agency • institute Draw advance online with details of schedule and approval of Dean Urgent travel may be made (based on travel related norms) without cash advance Advance to be settled within reasonable period after return Reimbursement claimed later within reasonable period Note: TA / DA for travel are made based on GOI rules; deviations may be allowed on case to case basis as per rules IRCC Orientation Programme 4. 11. 2006 Back

Project Progress / Completion Periodic progress reports to be submitted to Funding Agencies (FA) Project Progress / Completion Periodic progress reports to be submitted to Funding Agencies (FA) Technical reports by PI, Statement of accounts and utilisation certificate (UC) by IRCC, sent to FA Release of funds in installments based on progress and expenditure Reallocation of funds based on FA approval Completion of projects Completion as per schedule, final report and UC submitted to FA If extension of project with / without additional funds - send request to FA in time Online request for closure of project, and completion report IRCC Orientation Programme 4. 11. 2006 Back

Deliverables • • • Knowledge base Publications Manpower development Generation of Infrastructure / facilities Deliverables • • • Knowledge base Publications Manpower development Generation of Infrastructure / facilities IP generation / Technology transfer Strengthening of research capabilities … Marks the beginning of new projects for further research. Back IRCC Orientation Programme 4. 11. 2006