The majority of projects in its application phase require no awareness by the university managing board, which hinders possibilities for universities to bring added value to the project or to prevent any unfavourable effects. As an answer to this, universities can set some internal procedures and apply them in the initiating and planning project management phases. Some of the measures used by the University of Split can serve as an example or an insight into additional and more innovative possibilities and tools.
In 2020 University of Split has enforced Regulation on procedures for application and implementation of projects at the University of Split, adopted by all members of the University Senate, which defines procedures for the initiating projects involving University of Split as a partner or as a coordinator. Introduced measures were beneficial for all included in the project preparation phase: researchers preparing project application, university Projects office staff and university management. By introduction of publicly available digital tools, researchers initiating projects are able to provide sufficient information about project topic, funding/tender call, consortium, department and other team members involved as well as any requirements from the university in the project implementation phase. Given that researchers and academic staff have to alter between research and teaching activities and are obliged to fulfil minimum time requirements in either of segments, it is important for them to be aware of their requirements in the projects but also that they inform their supervisors when planning new project activities. To ensure these are taken into account, researchers that are initiating new projects are required to obtain approval from their department head about their participation in the project and to agree to obey the rules and regulations set by the contracting and/or managing bodies of the planned project. This helped university Projects office staff in timely recognition of projects and providing proper technical support to the researcher in the project application stage, creating opportunities for synergies and complementarities and at the same time avoiding possible conflicts.
Established procedures contributed also to the university management and head of departments in proper execution planning. Additionally, all of the information gathered serves as a solid database of potential project/research ideas and topics of interest and are in many cases later returned to when new opportunities arise. Information from this database is also approached when creating annual reports, as it provides an accurate overview of all project applications and success rates as well as some more detailed information such as types of funding most seeked after or departments most active in project applications. Since introduction of procedures until October 2022, total of 168 proposal were initiated, 126 were successfully submitted, 49 were positively evaluated, 33 were funded, 16 were negatively evaluated, 5 were internally rejected, 10 withdrew, and 27 were unclassified/other.
Having these measures set in place and ahead, ensures faster project execution, specifically in signing of grant agreement and hiring project personnel if applicable, successful implementation of foreseen project activities and responsible budget spending.
