wiki:UNIS/projects

Projects

Project Home Page

In UNIS, every project "belongs" to an organisation, and every project has a home page. The top half of the screen (above the tabs) shows details of the organisation to which the project belongs. Detailed information on the project can be found under the tabs as follows:

  • Details
    • Summary. Lists key project information - e.g. status, project type, synopsis and notes, and a summary of financial transactions
    • Related Projects. Not used at present.

  • Responses
    • All Responses. It is possible to circulate a project to Universities for the North East members. This tab lists responses from all members.
    • Positive Responses. Lists only positive responses from Universities for the North East members.
    • Negative Responses. Lists only negative responses.
    • Tentative Responses. Lists only tentative responses.
  • Actions. Lists all associated actions (i.e. closed, overdue, pending and future)
  • Activities. Lists all associated activities
  • Communications
    • Comments. Lists all associated comments
    • Email. Lists all associated emails
    • Documents. Lists all associated documents
  • Team Members. Lists project team members.
  • Finance
    • Pricing. Lists all pricing information related to the project.
    • Invoices. Lists all invoices associated with the project.
    • Credit Notes. Lists all credit notes associated with the project.
    • Expenditure. Lists all project expenditure.
  • Reporting. Used to set reporting flags - e.g. to mark whether a project is eligible for HEBCIS returns.

  • Collections. Lists all collections the project is linked to
  • Security
    • Access Rights. Shows which individual users and collections of users have permission to see the project in the system
    • Ownership. Shows who owns the project, who created it, and who last modified it
    • History. Shows a complete project audit trail - i.e. when the project was created and who by, and all subsequent key updates to status, ownership, etc.

Add a new project

As projects "belong" to an organisation, you must add a project from the home page of the relevant organisation (See searching for organisations for instructions on how to find an organisation in the system.)

From the home page of the organisation, click the Details tab, then click New Project:

You will see the following screen:

Enter the details, then click Next. Before the record is saved, you will see a confirmation screen. Review the information and click Save. After the record is saved you will be taken to the project home page.

Note that if you specify "Yes" for "Would you like to circulate this project?", once the record has been saved you will then be automatically taken to the project circulation screen.

Circulate a project

UNIS allows you to circulate a project to other users of the system. This is useful if, for example, Durham have received a project enquiry which they are unable to fulfil. A user at Durham could then circulate that enquiry to users from Newcastle, Northumbria, Sunderland and Teesside. To circulate a project, click Circulate Project from the project home page:

You will then see the following screen (or similar, depending upon which circulation list you have permission to view):

You must specifiy a "responses required by" date, and select at least one recipient. When you have finished, click Next. The project status will be automatically updated to "Enquiry Being Circulated".

Each recipient will also receive an automated email which contains a link to the project and the details you entered above. To see the generated email, click Communications / Email sub tab, then click on the email subject:

Respond to an enquiry

If you have received a circulated project, you will be able to post a response. To do this, from the Responses tab, click Add Response:

You will then see the following screen:

You must specify a Primary Institute (which will default to your own university), whether your response is positive (i.e. your university is interested in the project), negative (your university is not interested) or tentative (your university is potentially interested), and also Further Information.

Optionally, you can also upload related documentation (e.g. CV of the academic who is interested in the project), and you can choose to notify selected recipients of your response via an automated email.

When finished, click Save. You will then see your response listed:

Edit an existing project

To edit an existing project, from the home page of that project, click either Edit Project or Edit Synopsis:

  • Edit Project - allows core project information to be changed

  • Edit Synopsis - allows the project synopsis to be changed

Update status

To update the status of a project, click Update Project Status from the project home page:

You will then see the following screen:

Note that every status point has a default next status. For example, the default next status for an Initial Enquiry is Enquiry Being Circulated. Whatever the current status, by default the next default status will be highlighted. Simply select the required status, then click Save.

You will then see that the updated status is shown in the Details tab of the project home page:

Change parent organisation

To change the organisation to which a project "belongs", click Change Organisation from the project home page:

You will then be prompted to search for the name of the organisation you would like to assign to project to:

Simply select the required organisation, then click Next. You will be prompted to confirm your select, then click Save:

The project home page will then show the updated organisation in the top-left panel:

Team members

Project team members are contacts in UNIS which are linked to a project. Each team member can have a different role on the project. The available project roles are as follows:

  • Academic Associate
  • Academic Collaborator
  • Academic Principal Investigator
  • Academic Supervisor
  • Admin
  • Client Associate
  • Client Collaborator
  • Client Principal Investigator
  • Client Supervisor
  • Funder
  • Project Manager
  • Support

When creating a project action you will be able to assign that action to members of the project team.

Add a team member

To add a team member that person must already exist as a contact in UNIS. If they do not, first you must add a new contact.

From the Team tab of a project

From the home page of the project, click the ''Team' 'tab, then click ''Add team member'':

You will then be prompted to enter the name of the person you would like to add to the project team:

From the list of matching search results, select the required contact, then click Next:

You must then select a project role. In addition, if the contact has a UNIS user account, you can set the access level that team member will have to the project. This is useful if the user has different access rights to you, as the project may not be visible to them unless you explicitly grant them access.

Remove a team member

To remove a team member from a project, from the Team tab of a project, click the Unlink Contact icon alongside the team member you would like to remove:

You will be asked for confirmation before the contact is removed from the team.

Archiving a project

See Archiving Records

Searching for projects

There are five ways to search for projects in the system:

Last modified 2 years ago Last modified on 17 Sep 2015 10:28:40

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