Project folders

This document describes the process of managing the documentation of the externally funded projects at the Department. The purpose of this process is to facilitate project management and to make the life of the principal investigator and the departmental staff easier: PI doesn't have to bother about unnecessary information requests and the department knows its commitments and can find the relevant information easily.

All externally funded projects that need the commitment of the site of research (often given by the head of the Department), the site of research being the Aalto University, should have a project folder.

Each project has one or more physical folders, and an electronic folder. The documents should be delivered directly to HIIT's project secretary either via email or as paper copies.

Each folder should contain all "official" documents of the project, which are listed in the sequel. The project folder should be accessible only by the project leader and the Aalto staff (mostly HIIT's staff) whose duties include project administration.

Academy projects

• Application with all appendices (the application form from the Academy system and the documents submitted to the Academy, including research plan)
• Transfer of rights agreements
• Funding/Non-funding decision
• important emails in which changes (if any) are agreed
• any other document considered by the project leader worth archiving.

Tekes projects

• Pre-agreement

• Acceptance and reception notice (the original goes to Faculty's Research Support Services and a copy is kept here)

• Consortium agreement (none, if no other parties than Tekes and Aalto)
• Transfer of rights agreements
• Subcontracting agreement (sometimes)
• Application, including project/research plan
• Invoices sent to Tekes
• Minutes of the first steering group meeting
• "Julkisen tutkimuksen raportti" report
• important emails in which changes (if any) are agreed
• any other document considered by the project leader worth archiving.

Contracts (tilaustutkimus)

• Offer+acceptance OR contract
• Transfer of rights agreement
• Agreement
• Subcontracting agreement (sometimes)
• Pricing calculation
• Project plan
• important emails in which changes (if any) are agreed
• any other document considered by the project leader worth archiving.

EU projects

• Project summary
• Application
• Host letter (ERC applications)
• GPF forms
• Form A
• Consortium Agreement
• Pre-agreements (Letter of Intent, aiesopimus)
• Legal entity form (sometimes)
• Financial identification form (sometimes)
• Subcontracting agreement (rarely)
• Membership agreement
• Grant agreement (if coordinating)
• Steering group meeting minutes (if coordinating)
• All invoices
• Personnel work contracts and Halli reports
• important emails in which changes (if any) are agreed
• any other document considered by the project leader worth archiving.

  Other projects

• All "official documents" of the project
• important emails in which changes (if any) are agreed
• any other document considered by the project leader worth archiving.

Termination of the project

If the project is terminated, either because it is not funded or because the project ends, the project folder is moved to the "archived" section and kept there as long as is required.

Acknowledgement. We would like to thank Kai Puolamäki of ICS Department for most of the material on this page