Project Implementation and Monitoring
Once a project is accepted, the commitments made in the proposal, contractual provisions, and funding rules form the basis of implementation. Activities, budgets, documentation, reporting, visibility, and timelines must all be monitored systematically.
The Projects Office Directorate supports coordination between the project leader, academic units, and relevant administrative units without replacing their specialised responsibilities.
1. Contract Review and Kick-off Meeting
At the beginning of the project, the agreement, objectives, outputs, work packages, responsibilities, budget, payments, procurement needs, reporting deadlines, visibility requirements, intellectual property, data management, ethical permissions, and risks are reviewed. Decisions and responsibilities are documented.
2. Implementation and Schedule Monitoring
Activities are carried out according to the approved work packages. Deliverables, deadlines, responsibilities, and milestones are monitored, and potential delays or deviations are addressed at an early stage.
3. Budget and Procurement
Before expenditure is incurred, its relationship with the project, budget availability, cost eligibility, procurement method, required approvals, supporting documents, and reporting requirements should be confirmed with the relevant units.
4. Documentation and Evidence
Depending on the project, the following should be retained:
- Agreements, protocols, and approvals
- Meeting agendas and minutes
- Participant and attendance lists
- Travel and assignment documents
- Invoices, payment records, and expenditure evidence
- Procurement and service documents
- Photographs, videos, and visibility materials
- Training materials, publications, reports, software, and other outputs
- Technical and financial documents received from partners
Documents should be linked to the relevant activity and work package.
5. Risk and Change Management
Significant changes involving the schedule, budget, team, partners, or activities are recorded. Where prior approval is required, written approval must be obtained from the funding body before implementation.
6. Technical Reporting
The project leader prepares the technical content describing activities, outputs, indicators, and challenges. The Directorate supports reporting formats, deadlines, evidence, partner documentation, visibility requirements, and portal procedures.
7. Financial Reporting
Financial reporting demonstrates that the budget has been used according to the agreement and funding rules. Expenditure documents, payments, budget implementation, personnel and service costs, travel, partner transfers, remaining funds, and payment status are reviewed with the relevant units.
8. Visibility and Dissemination
The funding body’s logo, funding acknowledgement, and communication rules are observed. Project news, activities, and outputs are shared through appropriate University channels in coordination with institutional communication units.
9. Project Closure
Final technical and financial reports, outputs, final payments, remaining funds, partner documents, contractual obligations, publications, visibility activities, lessons learned, success stories, and archives are verified through a closure checklist.
Outputs involving intellectual property, software, datasets, designs, prototypes, or commercial potential are referred to the Technology Transfer Office.