Project Guide

For the support of JAMK research, development and innovation activities

Roles, tasks and responsibilities

RDI activities are carried out at JAMK in many different roles. Within a project, JAMK can be the applicant / administrator / coordinator / lead partner, or partner / partial participant, or subcontractor / service provider. More detailed descriptions of different roles can be found in these instructions under Planning in the chapter, “Organisation and management”. The roles and methods for the execution of projects are specified in financing programmes. Always check the documents related to each financing programme for the responsibilities and duties that have been drawn up for different roles.

Tasks and responsibilities in RDI activities

The President is responsible for the overall JAMK strategy, for the performance of activities and the achievement of the set strategic targets. They also direct national and international cooperation by JAMK with interest groups. The president signs the financing applications for projects, contracts, and other documents insofar as this is not delegated to other persons.

The Director of Administration is responsible for strategies in their area of responsibility and the implementation of those strategies, and they direct the budget process. They make the decisions regarding joint procurements and the procurement guidelines, and they approve and sign payment applications as well as interim and final reports. They also act as vice president when the president is unavailable.

The Vice Rector is responsible for strategies in their area of responsibility and the implementation of those strategies, and direct the agreement process between the Ministry of Education and JAMK. The Vice Rector also makes decisions on procurements of less than 50,000 euros in their department within the budget limits, and approves and signs related invoices and payment applications, along with interim and final reports.

A School Director is responsible for implementing the JAMK strategy in their school, for the quality and levels of productivity in RDI activities, and for targeting those activities in line with the strategy, for sub-regional co-operation between JAMK and the region’s business life and public government, and for the financial and personnel management of the school. In project activities they approve and sign contracts of up to 50,000 euros within the budget limits, along with interim and final reports, and payment applications. The School Director reports their activities to the rector.

In their area of responsibility, the Head of Department is responsible for implementing the JAMK strategy, for the quality and levels of productivity in RDI activities, and for targeting those activities in line with the strategy, for local co-operation between JAMK and the region’s business life and public government, and for the financial and personnel management of the department. They make the decisions regarding the use of allocated funds and procurements, they sign contracts, and approve procurements of up to 10,000 euros unless the School Director decides otherwise in a delegation decision (with a 50,000 euro maximum limit). The Head of Department reports to the director of their school.

The Project Manager is responsible for the execution of the project according to the financing decision and the valid project plan. Their tasks are formed from those tasks that are related to the management, follow-up, and execution of projects and from the work with interest groups. They are also responsible for ensuring that the progress and execution of the project is assessed on a regular basis with the R&D Manager, Project Planner and a team of experts (involving substance and financial administration competence). The Project Manager reports their activities to the head of their department.

The Project Planner prepares and plans RDI projects and participates on their own area of responsibility in the execution of the project that they have planned, if needed. Projects are planned in close cooperation with the central interest groups, experts, and the administration’s RDI services, as well as with the financial planner.

The tasks of a Project Secretary are formed from assistance tasks that are required by the management, follow-up and execution of projects, as well as work with interest groups. The Project Secretary also helps in preparing payment applications and internal invoicing (in the form of memo vouchers). The Project Secretary assists the Project Manager in the practical organisation of meetings, seminars and training courses.

The tasks of the experts (including lecturers and senior teachers) primarily involve development related to the content of RDI activities. The active participation of experts in RDI activities develops their competence and improves their knowledge of their operational environment. RDI activities strengthen credibility in relation to working life and to students, and gives the opportunity to foresee the future development of the working life and needs in terms of the content of training. This provides the possibility that teaching work can be developed according to changes in required competences.

Students can participate in RDI activities in different roles. They can prepare their final project or project studies under a pre-determined project. Students can also be involved in RDI activities as trainees or employees who have been hired for the project. The participation of students in project activities is recommended from as early as the project planning stage. The role and tasks of a student should be clearly agreed in advance, so that the issues of responsibility and the preconditions of the finance provider can be taken into account in the execution of the project.

Support services for RDI activities

RDI services help to manage and improve the processes involved in RDI activities and they also serve to improve the quality and effectiveness of RDI activities. The RDI services team provides support for the achievement of JAMK’s targets by supplying the services and tools necessary for the development of RDI activities, by creating opportunities and participating in building up cooperation networks, by participating in the RDI strategy process and in defining its targets, and by producing information about RDI activities and the operating processes that support decision-making.

The financial services project accounting team helps with financial issues related to projects and with special issues that arise in project activities. The project accounting team develops the cost accounting, reporting and the definition of the basis of RDI activities and services, and its superiors and project managers. Be sure to make use of the  project accounting team’s know-how during the project planning stage.

Working teams put to use in RDI activities

The task of the JAMK management team is to help the president in the management and development of JAMK. The head of RDI services reviews the JAMK project portfolio at regular intervals. The management team discusses and presents measures for the development of JAMK’s RDI activities. The management team may invite other experts to give statements.

The task of the schools’ management teams is to assist the School Director in the management and development of the school. The management team prepares the strategic targets for the school’s activities, and at their meetings they discuss the development targets that arise in their school. The schools’ management teams also discuss reviews of the JAMK project portfolio at their meetings.

The tasks of the steering group are primarily based on the instructions of the finance provider about the work of the steering group. These instructions are generally included either in the financing decision that is granted to the project, or in its conditions. The steering group consists of those actors who are central to the activities of the project, and the chairperson is selected from its number. A Project Manager or a representative of the finance provider may not be the chairperson. It is also recommended that the representative of the project application organisation is not selected as the chairperson. It would be worthwhile to establish the steering group relatively early, when ideas for the project are being generated, and to involve the group in the project’s activities by having them join in with project planning. The steering group can be complemented as needed, in which case it can meet as an expanded group.

A project team consists of a Project Manager, who leads the project team, and of other persons who carry out those tasks that are specified in the project plan. The project team acts independently pursuant to the targets established in the project plan.

Other working teams can be formed for a project according to the project’s nature and needs.

The tasks and responsibilities of people and working teams are available in more detail in the JAMK Management System.

 

Updated 30.8.2012