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Transcript of Internal Grant and Contract Research Personnel SlidInternal Grant
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R&D ProjectManagement Induction
Programme
INTERNAL GRANT AND CONTRACT
RESEARCH PERSONNEL
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INTERNAL GRANT
PROCEDURE
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Internal Grant
Mini Fund
Revolving Fund
Start-Up Fund
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MINI FUND
PROCEDURE
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FUND
DISBURSEMENT
PROCEDURE
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Fund Disbursement
4. RMC advises
Finance to
perform fund
virement
6. RMC performs
funding allocation in
GAMS
5. Finance
disburses the
fund
Processes 3 & 4: will NOTtake longer than 2 weeks
7. Fund is available
for utilization
3. RMC creates GAMS
ID
1. RMC issues
letter of approval
to PL
2. PL submits PIF,
Form A and revised
proposal to RMC
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Utilization of Fund All projects must be ended by
end of each calendar year; noextension 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
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PROJECT
DOCUMENTATION
PROCEDURE
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Project Documentation
Project Information Form (PIF)
Form A
Revised Application Form(with revised milestone and
Gantt Chart)
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Dos and Donts
Dos DontsCapping TNT = Amount
Approved
NO CAPEX allocation:
R&D Equipments |
Research Materials and
Supplies; AND
R&D Equipments | Special
Equipment and Accessories
Only supervisor and/or co-
supervisor as project member for
Master/PhD project
Fill up first level breakdown only NO purchase of laptop and
PCLeave first level breakdown blank
if NOT applicable
No overseas field trip and
overseas/ local conference/
workshop/ seminarLeave second level breakdown
blank to be reflected in budget
of revised application form
Park project in research centrehttp://research.mmu.edu.my/rese
arch-center-chairman
Do NOT state PL in Part B:MMU Researchers PL has
been stated in Part A:
Project InformationPL hand sign hardcopy of Form
A and revised application form
PM hand sign hardcopy of PIF
and revised application form
NO digital signature
http://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairman -
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PROJECT INFORMATION
FORM (PIF)
FORM
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Project Information Form
(Part A: Project Details)Project ID (GAMS ID)
Project Type Internal Project
Project Title
Project Description
Project Leader
Project Leader's Faculty
Funding Agency Multimedia University
Funding Type Mini Fund
Research Cluster(Engineering/ InformationTechnology/ Management)
Research Centre (RC)
RC Chairman
Project Approval Date
Total Amount Approved
Project Start Date
Targeted Completion Date
Project Status Active
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Project Information Form
(Part B: Members Details)MMU Research er:
Name/ Faculty Signature
Research Off icer:
Name/ Faculty Signature
External Research er:
Name/ Faculty Signature
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Project Information Form
(Part C: Funding Breakdown)
Account Chart Description Amount(RM)R&D EQUIPMENTS Research Materials and Supplies
R&D Books
Special Equipment and AccessoriesR&D EDP Hardware andSoftware
R&D Office Machine
R&D Furniture & Fitting
R&D Motor Vehicles
R&D Miscellaneous Equipment/Property
R&D LABOUR Temporary and Contract Personnel
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Project Information Form
(Part C: Funding Breakdown)
R&D MATERIALS Research Materials and Supplies
Equipment & EquipmentParts
Auto Parts
Building Parts
Fuel/ Gas
Furniture/ Fitting/Renovation
Office Machines/Equipments
Stationery
Publication/ Photo/Microfilm
Other Materials
Special Services
Souvenir
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Project Information Form
(Part C: Funding Breakdown)
R&D INCIDENTAL Travel and Transportation
Transport/ Traveling LocalTraining
Transport/ Traveling OverseasTraining
Traveling Local
Traveling Overseas
Traveling Intercampus
Rental/ Lease - Accommodation
Rentals
Rental/ Lease -Telecommunication
Rental/ Lease - Office Equipments
Rental/ Lease - Vehicles
Miscellaneous
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Project Information Form
(Part C: Funding Breakdown)
R&D INCIDENTAL
Research Materials and Supplies
Telephone
Postage/ Courier Services
Minor Modifications and Repairs
Maintenance - EDPHardware/ Software
Maintenance - Other
Equipments Special Services
Licence & Other Fees
Professional Charge
Note: Only f i l l in the First Level Breakdown (highl ighted in g reen)
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Sample PIF
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Project Information Form
(Amount Approved: RM5,000)
Research Officer/ Research Assistant = RM2,000Stationery = RM600
Photocopy = RM400
Souvenir = RM100
Travelling Local = RM1,200Telephone Charges = RM300
Postage/ Courier Services = RM400
Mini FundTNT not exceed
amount approved
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Project Information Form
(Amount Approved: RM5,000)
Account Chart Description Amount(RM)R&D EQUIPMENTS
Research Materials and Supplies
R&D Books
Special Equipment and Accessories
R&D EDP Hardware andSoftware
R&D Office Machine
R&D Furniture & Fitting
R&D Motor Vehicles
R&D Miscellaneous Equipment/Property
R&D LABOUR
Temporary and Contract Personnel
2000
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R&D MATERIALS Research Materials and Supplies 1000
Equipment & EquipmentParts
Auto Parts
Building Parts
Fuel/ Gas
Furniture/ Fitting/Renovation
Office Machines/Equipments
Stationery
Publication/ Photo/
Microfilm
Other Materials
Special Services 100
Souvenir
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R & D INCIDENTAL Travel and Transportation 1200
Transport / Traveling LocalTraining
Transport / Traveling OverseasTraining
Traveling Local
Traveling Overseas
Traveling Intercampus
Rental / Lease - Accommodation
Rentals
Rental / Lease -Telecommunication
Rental / Lease - OfficeEquipments
Rental / Lease - Vehicles
Miscellaneous
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R&D INCIDENTAL
Research Materials and Supplies 700
Telephone
Postage/ Courier Services
Minor Modifications and Repairs
Maintenance - EDPHardware/ Software
Maintenance - OtherEquipments
Special Services
Licence & Other Fees
Professional Charge
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PROPOSAL REVISION
PROCEDURE & FORM
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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
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Comments of
Reviewers
Page
No.
Details of Amendments
Made in the Project
Form A
Name of Project Leader :
Title of Project :
List of Amendments :
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PROJECT/GRANT
VARIATION
PROCEDURE
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Virement Request
Can be done as and when
required throughout project
duration
Virement must be done from
account code 7 to 7 or 4to 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
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Change of Project Title Request
PL amends/ rephrases theproject title
PL writes a HARDCOPY of
HAND SIGNED official letter to
Director of RMC for approval
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Change of Project Member Request
PL adds/ drops the projectmember
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 projectmember
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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
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PROGRESS
MONITORING
PROCEDURE
S b i i f E d f P j t
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Submission of End of Project
Report
December
Hardcopy with hand signature
to RMC
Oral presentation (as and when
required)
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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
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Research Funding Record
BUDGET APPROVED DETAIL EXPENDITURE
Date Account Detail Amount Date Account Commitment Detail Purchase Asset Amount
Code (RM) Code Number By No. (RM)
FUND LEFT
TOTAL TOTAL
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:
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Sample Research
Funding Record
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Research Funding Record
(Amount Approved: RM5,000)
BUDGET APPROVED
Date Account Detail Amount
Code (RM)
06/07/2012 710901
R&D Labour | Temporary and Contract
Personnel 2,000.00
721101R&D Materials | Research Materials and
Supplies1,000.00
721101 R&D Materials | Special Services 100.00
732201 R&D Incidental | Travel and Transportation 1,200.00
732201R&D Incidental | Research Materials and
Supplies700.00
TOTAL 5,000.00
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Research Funding Record
(Amount Spent: RM2,257.15)
DETAIL EXPENDITURE
DateAccount Detail Purchase Amount
Code By (RM)
01/09/2012 710901RA Labour Cost Claim
(August 2012)Sim Mei Xian 757.15
16/08/2012 721101 Stationery Zurina Abdullah 250.00
16/08/2012 721101 Souvenir Zurina Abdullah 1,000.00
18/09/2012 732201Travelling Local: Melaka-
Rawang-Melaka
Ng Wai Ming 200.00
21/10/2012 732201 Telephone Charges Zurina Abdullah 50.00
FUND LEFT 2,742.85
TOTAL 2,257.15
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REVOLVING FUND
APPLICATION & PROCEDURE
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Revolving Fund
Applicable to existing
research project funded by
external grant
Reimbursement required after
receiving disbursement fromexternal fund
Supporting documents:
Research Agreement/ Letter ofApproval
Budget Breakdown
Quotation
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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
4. RMC forwards
the application for
approval of Uni
R&D Comm.
5. Uni R&D Comm.
approves the
application
8. Finance disburses
the fund
Process 2 & 3: will NOT
take longer than 2 weeks
9. RMC performs
funding allocation in
GAMS
6. RMC prepares letterof approval & notifies
PL
10. Fund is available
for utilization
7. PL provides PIF and
Acceptance Note to
RMC
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CONTRACT RESEARCHPERSONNEL
APPOINTMENTPROCEDURE
Contract Research
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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)
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RO/RA APPOINTMENT
APPLICATION & PROCEDURE
Application for RO/RA
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Mini Fund and PRGS RO/RA ERGS RA only (fulfillment of GRA is required)
EPF and SOCSO for Malaysian
Only completed form with supportingdocuments will be processed.Incomplete form will be returned to ProjectLeader.
Supporting documents:New Appointment:
1. Curriculum Vitae
2. Official Academic Transcript
3. Academic CertificateGraduation
Certificate (attended convocation); Senate
Letter (awaiting convocation); SPM
Certificate (undergraduate/ diploma holder)
4. GAMS Funding Breakdown
Renewal:1. Curriculum Vitae
2. GAMS Funding Breakdown
Application for RO/RA
Rate for RO/RA
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Rate for RO/RAResearch Officer (RO): Degree holder
Monthly Rate:RM1800/month + 13% EPF + SOCSO
Daily Rate:(RM 90/day x maximum 20days/month) + 13% EPF + SOCSO
Research Assistant (RA): Diploma holder orundergraduateMonthly Rate:RM1100/month + 13% EPF + SOCSO(not applicable to undergraduate)
Daily Rate (undergraduate):RM 55/day xmaximum 12 days per month) + 13% EPF + SOCSO
Daily Rate (non-studying):RM 55/day x
maximum 20 days per month) + 13% EPF + SOCSO
A i t t f RO/RA b HCM
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Appointment of RO/RA by HCM
1. RO/RA/PL
submits
application formto Faculty Dean
2. Faculty Dean
recommends the
application
3. RMC checks
funding
availability &
recommends the
application
4. HCM approves
the application &
issues letter of
appointment
5. HCM issues
ICEMS ID and
password to
RO/RA
6. RO/RA contacts
RMC for GAMS
activation
Process 3: will NOT take
longer than 2 weeks
7. RO/RA makes
claim via GAMS
when HCM opens
system for claiming
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ERGS GRA/ME-GRA
APPOINTMENT
APPLICATION & PROCEDURE
Application for ERGS GRA/ME GRA
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Application for ERGS GRA/ME-GRA
Scholarship Monthly Stipend
No EPF and SOCSO
Full Time
Only completed form with supportingdocuments will be processed.
Incomplete form will be returned toProject Leader.
Application for ERGS GRA/ME GRA
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Application for ERGS GRA/ME-GRA
Supporting documents:New Appointment:
1. Curriculum Vitae2. Official Academic Transcript
3. Academic CertificateGraduation
Certificate (attended convocation); Senate
Letter (awaiting convocation)
4. GAMS Funding Breakdown
Renewal:1. Curriculum Vitae
2. GAMS Funding Breakdown
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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 andSOCSO)
GRA must register postgraduate
studies in MMU RA can be employed and subject
to EPF and SOCSO
ME-GRA
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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 bepaid 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
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ERGS GRA vs. ME-GRA
ERGS GRA ME-GRA
Source of
Funding
ERGS only ERGS and MMU
Internal Grant Top
Up
Project GAMS
ID
EP EP and IP
Administrative
Duties
No Yes
Interview No Yes
Agreement
Signing
No Yes
Reimbursement
(Termination)
No Yes
(BOTH ERGS and
MMU Top Up)
Appointment of ERGS GRA by RMC
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Appointment of ERGS GRA by RMC
1. ERGS GRA/PL
submits application
form to Faculty Dean
3. RMC evaluates
the form4. RMC issues
appointment letter to
ERGS GRA
5. ERGS GRA accepts
and reports to HCM on
1st day
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
8. ERGS GRA makes
claim via GAMS when
HCM opens system for
claiming
2. Faculty Dean
recommends theapplication
Appointment of ME-GRA by RMC
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Appointment of ME GRA by RMC
1. ME-GRA/PL
submits application
form to Faculty Dean
3. RMC evaluates
the form
6. RMC issues
appointment letter toME-GRA
7. ME-GRA accepts and
reports to HCM on 1st day
8. HCM issues ICEMS
ID and password to
ME-GRA
9. ME-GRA contacts
RMC for GAMS
activation
Process 3 & 4: will NOT take longer than 2 weeks
10. ME-GRA makes claim
via GAMS when HCM
opens system for
claiming
2. Faculty Dean
recommends the
application
4. ME-GRA attends
interview
5. Uni R&D Comm
approves theapplication
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Download Forms/ Procedures
RMC website:
http://research.mmu.edu.my/rmc/node/43
Intranet (under DepartmentsStandard Application Forms):
http://intranet/mmu/std_app_form.php
(for RO/ RA Application Form only)
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Q & A