Project Planning & Organisation

1

2

<style>

3

.pp{max-width:1400px;margin:0 auto;color:#322f2b} .pp *{box-sizing:border-box}

4

.card{border:1px solid #e3ded6;border-radius:11px;background:#fcfbf8;box-shadow:0 1px 3px rgba(0,0,0,.035)}

5

.eye{font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase}

6

.hero{height:125px;overflow:hidden;background:#f1eee9} .hero img{width:100%;height:100%;object-fit:cover;object-position:center 48%;display:block}

7

.grid{display:grid;grid-template-columns:repeat(auto-fit,minmax(285px,1fr));gap:14px}

8

.check{position:relative;padding:12px 13px 12px 37px;border:1px solid #e3ded6;border-radius:8px;background:#fffdf9;color:#504a44;line-height:1.5}

9

.check:before{content:"✓";position:absolute;left:13px;top:10px;color:#e94b13;font-weight:800}

10

.info{padding:15px 17px;border:1px solid #c7e5ed;border-left:5px solid #21b6d7;background:#eaf6f9;border-radius:8px;color:#365e68}

11

.info strong{color:#2d5661} .warn{padding:15px 17px;border:1px solid #efd9cc;border-left:5px solid #e94b13;background:#fff6f1;border-radius:8px;color:#67564e} .warn strong{color:#744531}

12

.sec{margin:0 0 28px 0} .sec h3{font-size:22px;margin:0 0 6px;color:#35312d} .sec>p{color:#6a655e;line-height:1.55}

13

.role{padding:15px 16px;border:1px solid #e3ded6;border-top:4px solid #e94b13;border-radius:9px;background:#fcfbf8} .role h4{font-size:17px;margin:0 0 6px;color:#35312d} .role p{margin:0;color:#625d56;line-height:1.5}

14

.detail{margin:8px 0;border:1px solid #e3ded6;border-radius:8px;background:#fcfbf8;overflow:hidden} .detail summary{cursor:pointer;padding:12px 14px;font-weight:700;color:#403b36;background:#f3efe8} .detail[open] summary{border-bottom:1px solid #e3ded6} .detail .body{padding:14px 16px;color:#514c46;line-height:1.55}

15

.chip{display:inline-block;padding:4px 8px;margin:3px 4px 3px 0;border-radius:14px;background:#f3efe8;border:1px solid #e3ded6;color:#5c5650;font-size:12px;text-decoration:none}.chip:hover,.chip:focus{background:#fff7f1;border-color:#e7c8b8;color:#6f3f2e;text-decoration:none}

16

.tbl{width:100%;border-collapse:collapse;background:#fffdf9} .tbl th,.tbl td{border:1px solid #e3ded6;padding:10px 11px;vertical-align:top;text-align:left} .tbl th{background:#f3efe8;color:#403b36}

17

.linkgrid{display:grid;grid-template-columns:repeat(auto-fit,minmax(260px,1fr));gap:8px} .navlink{display:block;padding:10px 11px;border:1px solid #e9e4dc;border-left:3px solid #e94b13;border-radius:6px;background:#fffdf9;color:#252321;text-decoration:none;font-weight:600} .navlink:hover{background:#fff7f1;text-decoration:none}

</style>

<style>

.research-example-grid{

22

display:grid;

23

grid-template-columns:repeat(auto-fit,minmax(280px,1fr));

gap:14px;

margin-top:12px;

}

.research-example{

padding:16px 17px;

border:1px solid #e3ded6;

30

border-radius:9px;

31

background:#fcfbf8;

32

box-shadow:0 1px 3px rgba(0,0,0,.03);

33

}

34

.research-example h4{

font-size:18px;

margin:0 0 7px 0;

color:#35312d;

}

.research-example p{

margin:0 0 10px 0;

color:#625d56;

line-height:1.5;

}

.research-example a{

display:inline-block;

46

font-weight:700;

47

text-decoration:none;

48

}

49

.research-example a:hover,

50

.research-example a:focus{

51

text-decoration:underline;

}

</style>

<div class="eye" style="color:#8a4d36;margin-bottom:5px">ENABLE · PROJECT PLANNING & ORGANISATION</div>

62

<h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926">Build a project that can actually be hosted, funded, staffed and delivered</h2>

63

<p style="margin:0;color:#5e5953;line-height:1.6;max-width:1120px">Project planning at the Angewandte is not only a timeline and a budget. A workable project needs an artistic or research home, clear responsibilities, an appropriate funding and administrative route, and early coordination with the university structures triggered by your project.</p>

64

</div></section>

65

66

<div class="info" style="margin-bottom:20px"><strong>Do not contact every unit at once.</strong> Start with your <strong>academic/artistic home</strong> and, for funded or project-based art/research, <strong>Support Kunst und Forschung</strong>. Then involve other structures only when a project trigger makes them relevant: staff, money, contracts, IT, rooms, events, data, students, accessibility, international partners, etc.</div>

67

68

<div class="warn" style="margin-bottom:28px"><strong>Current structures can change.</strong> This page follows the current 2026 organisational structure and links to live university pages. For approvals, signatures, internal deadlines and binding procedures, confirm the current route with the responsible unit.</div>

69

70

71

<div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 1 · PROJECT GOVERNANCE</div>

72

<h3>Define the internal project structure before the detailed work plan</h3>

73

<p>Write down names, not just functions. One person can hold several roles in a small project, but the responsibility should still be explicit.</p>

74

75

<div class="role"><h4>Project / artistic-research lead</h4><p>Owns the concept, scope, key decisions, quality and external commitments.</p></div>

76

<div class="role"><h4>Institutional / academic home</h4><p>The institute, department, special university facility or organisational unit in which the project is anchored.</p></div>

77

<div class="role"><h4>Project administration</h4><p>Coordinates proposal documents, deadlines, funder communication, contracts, evidence and internal routing.</p></div>

78

<div class="role"><h4>Budget responsibility</h4><p>Maintains the working budget, funding conditions, approvals, cost tracking and change control.</p></div>

79

<div class="role"><h4>People / team responsibility</h4><p>Clarifies staffing, recruitment, workload, contracts, onboarding, external contributors and collaboration.</p></div>

80

<div class="role"><h4>Data / documentation responsibility</h4><p>Coordinates files, storage, backup, access, metadata, consent, documentation and handover.</p></div>

81

<div class="role"><h4>Infrastructure / production responsibility</h4><p>Coordinates rooms, workshops, equipment, IT, procurement, logistics, safety and technical dependencies.</p></div>

82

<div class="role"><h4>Communication / dissemination responsibility</h4><p>Plans public communication, publication, events, documentation, credits, visibility and audiences.</p></div>

83

<div class="role"><h4>Partner contact</h4><p>Coordinates external institutions, deliverables, budget interfaces and agreements.</p></div>

</div>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 2 · INTERNAL ROUTE</div>

89

<h3>Use this order to navigate the Angewandte</h3>

90

91

<div class="check"><strong>1 · Anchor the project</strong><br>Clarify the institute, department, special university facility or organisational unit that hosts it.</div>

92

<div class="check"><strong>2 · Clarify funding / project route</strong><br>For art, research and externally funded projects, involve Support Kunst und Forschung early.</div>

93

<div class="check"><strong>3 · Trigger specialist services</strong><br>Finance, HR, Legal, IT, Facility, Events, Communication, International, Library, Studies, DEI, etc. only where needed.</div>

94

<div class="check"><strong>4 · Confirm institutional approvals</strong><br>Clarify internal deadlines, budget/HR approval, signing authority, contracts and external submission route.</div>

95

<div class="check"><strong>5 · Freeze the submission baseline</strong><br>Store the final call, approved budget, work plan, roles and submitted documents.</div>

96

<div class="check"><strong>6 · Plan change control</strong><br>Decide who must approve changes to scope, staff, budget, partners, timeline or public outputs.</div>

</div>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">EXAMPLES · HOW RESEARCH IS SITUATED AT THE ANGEWANDTE</div>

103

<h3>Use existing projects to understand possible research profiles and institutional homes</h3>

104

<p>

105

The Angewandte presents research projects through several research-focus perspectives.

106

These pages are useful when you are trying to understand how a project like yours might be framed,

107

where comparable projects are located in the University, which funding programmes have been used,

108

and which institutes or research environments have hosted related work.

</p>

<div class="eye" style="font-size:11px;color:#8a4d36;margin-bottom:5px;">ARTISTIC RESEARCH</div>

115

<h4>Fokus Künstlerische Forschung</h4>

116

<p>

117

Examples of artistic and arts-based research projects at the Angewandte, including many projects

118

funded through FWF PEEK and related programmes. Use this page to see how artistic practice,

119

research questions, project leadership and institutional affiliation come together in funded projects.

120

</p>

121

<a href="https://dieangewandte.at/kunst_und_forschung/projekte_fokus_forschung/kuenstlerische_forschung"

122

target="_blank" rel="noopener">

123

View artistic research projects ↗

</a>

</div>

<div class="eye" style="font-size:11px;color:#3f6871;margin-bottom:5px;">SCIENTIFIC RESEARCH</div>

129

<h4>Fokus Wissenschaftliche Forschung</h4>

130

<p>

131

Examples of scientific research across the University's institutes and fields, including FWF-funded

132

basic research, ESPRIT projects and other externally funded research. Use this page to compare project types,

133

hosts, funding programmes and disciplinary or interdisciplinary research settings.

134

</p>

135

<a href="https://dieangewandte.at/kunst_und_forschung/projekte_fokus_forschung/wissenschaftliche_forschung"

136

target="_blank" rel="noopener">

137

View scientific research projects ↗

</a>

</div>

<div class="eye" style="font-size:11px;color:#4a6c53;margin-bottom:5px;">RELATIONAL / CROSS-CUTTING RESEARCH</div>

143

<h4>Fokus Relationale Forschung</h4>

144

<p>

145

Examples of projects organised through specific calls, thematic relationships and cross-cutting research

146

frameworks, including INTRA, digital and social transformation and research-infrastructure initiatives.

147

Use this page when your project connects disciplines, infrastructures, institutions or thematic programmes.

148

</p>

149

<a href="https://dieangewandte.at/kunst_und_forschung/projekte_fokus_forschung/fokus_relationale_forschung"

150

target="_blank" rel="noopener">

151

View relational research projects ↗

</a>

</div>

</div>

<strong>How to use these examples:</strong>

159

do not copy a project's structure simply because the topic looks similar.

160

Compare the <strong>project type, host unit, funding programme, project lead, partners, duration and outputs</strong>.

161

These are the elements that help you judge whether an existing project is a useful planning reference for your own proposal.

</div>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 3 · WHO SHOULD I INVOLVE?</div>

167

<h3>Project-relevant structures of the Angewandte</h3>

168

<p>Not every project needs every unit. Use the trigger descriptions below.</p>

169

170

<summary>A · Your institute, department, workshop or special university facility — the project home</summary>

171

172

<p><strong>Involve early when:</strong> the project uses the unit's name, staff time, rooms, workshops, equipment, teaching, budget, infrastructure or institutional commitments.</p>

173

<p><strong>Current institutes:</strong></p>

174

<div><a class="chip" href="https://www.dieangewandte.at/en/institutes/architecture/institute_of_architecture" target="_blank" rel="noopener" title="Open Institute of Architecture on dieAngewandte">Institute of Architecture</a><a class="chip" href="https://www.dieangewandte.at/en/institutes/fine_arts_and_media_art" target="_blank" rel="noopener" title="Open Institute of Fine Arts & Media Art on dieAngewandte">Institute of Fine Arts & Media Art</a><a class="chip" href="https://www.dieangewandte.at/en/institutes/design" target="_blank" rel="noopener" title="Open Institute of Design on dieAngewandte">Institute of Design</a><a class="chip" href="https://www.dieangewandte.at/en/ikr_institut" target="_blank" rel="noopener" title="Open Institute of Conservation and Restoration on dieAngewandte">Institute of Conservation and Restoration</a><a class="chip" href="https://www.dieangewandte.at/en/institutes/arts_and_society/institute_of_arts_and_society" target="_blank" rel="noopener" title="Open Institute of Art and Society on dieAngewandte">Institute of Art and Society</a><a class="chip" href="https://www.dieangewandte.at/en/institutes/art_and_technology" target="_blank" rel="noopener" title="Open Institute of Art and Technology on dieAngewandte">Institute of Art and Technology</a><a class="chip" href="https://www.dieangewandte.at/en/institutes/studies_in_art_and_art_education" target="_blank" rel="noopener" title="Open Institute of Art Sciences, Art Education and Art Mediation on dieAngewandte">Institute of Art Sciences, Art Education and Art Mediation</a><a class="chip" href="https://www.dieangewandte.at/languagearts" target="_blank" rel="noopener" title="Open Institute of Language Arts on dieAngewandte">Institute of Language Arts</a></div>

175

<p style="margin-top:12px;"><strong>Special university facilities that can become project homes, partners, infrastructures or research resources:</strong></p>

176

<div><a class="chip" href="https://www.dieangewandte.at/en/university/organisation/special_university_facilities/angewandte_interdisciplinary_laboratory" target="_blank" rel="noopener" title="Open Angewandte Interdisciplinary Lab on dieAngewandte">Angewandte Interdisciplinary Lab</a><a class="chip" href="https://www.dieangewandte.at/en/institutes/angewandte_performance_laboratory_apl" target="_blank" rel="noopener" title="Open Angewandte Performance Lab on dieAngewandte">Angewandte Performance Lab</a><a class="chip" href="https://www.dieangewandte.at/art_science_school_transformation" target="_blank" rel="noopener" title="Open Art x Science School for Transformation on dieAngewandte">Art x Science School for Transformation</a><a class="chip" href="https://www.dieangewandte.at/doctoral_centre" target="_blank" rel="noopener" title="Open Doctoral Centre on dieAngewandte">Doctoral Centre</a><a class="chip" href="https://www.dieangewandte.at/universitaet/organisation/rektorat/vizerektorin_studium_lehre_diversitaet/diversitaet_und_gleichstellung" target="_blank" rel="noopener" title="Open Diversity, Equity, Inclusion on dieAngewandte">Diversity, Equity, Inclusion</a><a class="chip" href="https://www.dieangewandte.at/en/institutes/collection_and_archive" target="_blank" rel="noopener" title="Open Art Collection and Archive on dieAngewandte">Art Collection and Archive</a><a class="chip" href="https://www.dieangewandte.at/en/university/university_gallery" target="_blank" rel="noopener" title="Open University Gallery on dieAngewandte">University Gallery</a><a class="chip" href="https://www.dieangewandte.at/institute/peterweibel" target="_blank" rel="noopener" title="Open Weibel Institute for Digital Cultures on dieAngewandte">Weibel Institute for Digital Cultures</a></div>

177

<p style="margin-top:12px;"><a href="https://www.dieangewandte.at/universitaet/organisation" target="_blank" rel="noopener">Current university organisation</a></p>

178

</div>

179

</details><details class="detail" open>

180

<summary>B · Support Kunst und Forschung — project and funding coordination</summary>

181

182

<p><strong>Use when:</strong> developing artistic, scientific or arts-based research projects; looking for funding; preparing external proposals; coordinating third-party funded projects.</p>

183

<ul>

184

<li>concept development and feedback</li>

185

<li>funding landscape and call fit</li>

186

<li>administrative and financial project co-design</li>

187

<li>coordination of funded projects and partners</li>

188

<li>support involving FWF, FFG, EU programmes, City of Vienna and other funders</li>

189

</ul>

190

<p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/support_kunst_und_forschung" target="_blank" rel="noopener">Support Kunst und Forschung</a> · <a href="mailto:support_kf@uni-ak.ac.at">support_kf@uni-ak.ac.at</a></p>

191

</div>

192

</details><details class="detail">

193

<summary>C · Rektorat — strategy, institutional commitment and university-level responsibility</summary>

194

195

<p>Most projects do <strong>not</strong> begin by contacting the Rektorat directly. It becomes relevant when a project requires university-level decisions, commitments, strategy, resources, partnerships or signing authority. Route questions through your host unit and responsible service wherever possible.</p>

196

<ul>

197

<li><strong>Rector:</strong> overall strategy, budget/personnel allocation to organisational units, institutional representation, international university partnerships, employment/service contracts and powers of attorney.</li>

198

<li><strong>Vice-Rector for Science, Research & Digitality:</strong> research strategy, artistic/scientific research support, digital development, IT & Digitalisation, Support Art & Research, University Library and doctoral admissions.</li>

199

<li><strong>Vice-Rector for Finance & Infrastructure:</strong> financial management, third-party funds management, resources, procurement/infrastructure, estates, Facility Management and Event Management.</li>

200

<li><strong>Vice-Rector for Art, Teaching & Learning:</strong> study/examination matters, teaching, teaching quality, curricular/learning issues and teaching resources.</li>

201

<li><strong>Vice-Rector for Cooperative Disciplinarity, Engagement & Innovation:</strong> international relations and partnerships, Diversity/Equity/Inclusion, International Office, AIL and Art x Science School for Transformation.</li>

202

</ul>

203

<p><a href="https://www.dieangewandte.at/universitaet/organisation/rektorat" target="_blank" rel="noopener">Current Rektorat and portfolios</a></p>

204

</div>

205

</details><details class="detail">

206

<summary>D · Finances — budget, accounting, controlling and resource planning</summary>

207

208

<p><strong>Use when:</strong> the project has a budget, third-party funds, invoices, income, cost planning, co-funding, financial reporting or institutional resources.</p>

209

<ul>

210

<li><strong>Controlling:</strong> budget planning, monitoring, steering data, financial plans and reporting interfaces.</li>

211

<li><strong>Financial Accounting:</strong> university payments, creditors/debtors, service contracts/guest lectures, bookkeeping, assets, VAT/tax information and financial statements.</li>

212

<li><strong>Resource Planning:</strong> clarify current responsibilities for institutional resource planning and the project's budget route.</li>

213

</ul>

214

<p><a href="https://dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/finanzen" target="_blank" rel="noopener">Finances</a> ·

215

<a href="https://dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/finanzen/controlling" target="_blank" rel="noopener">Controlling</a> ·

216

<a href="https://dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/finanzen/finanzbuchhaltung" target="_blank" rel="noopener">Financial Accounting</a></p>

217

</div>

218

</details><details class="detail">

219

<summary>E · Personnel — staffing, contracts, workload, onboarding and team development</summary>

220

221

<p><strong>Use when:</strong> the project creates or changes employment, recruits project staff, uses existing staff time, requires onboarding or needs help with team collaboration.</p>

222

<ul>

223

<li><strong>Personnel Management:</strong> employment and personnel administration; clarify the current route for project staff and contract types.</li>

224

<li><strong>Personnel Development:</strong> onboarding, team coaching, organisational development, conflict support/mediation, leadership coaching and staff development.</li>

225

<li>Clarify personnel lead times before promising start dates in a proposal.</li>

226

<li>Do not assume an external budget line automatically creates an employment route.</li>

227

</ul>

228

<p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/personal_finanzen_recht" target="_blank" rel="noopener">Personnel</a> ·

229

<a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/personalentwicklung" target="_blank" rel="noopener">Personnel Development</a></p>

230

</div>

231

</details><details class="detail">

232

<summary>F · Legal & Data Protection — contracts, rights, IP, personal data and legal risk</summary>

233

234

<p><strong>Use when:</strong> agreements, external partners, licences, copyright/IP, personal data, confidentiality, complex terms or institutional legal commitments are involved.</p>

235

<ul>

236

<li><strong>Legal Department:</strong> supports university members with legal questions.</li>

237

<li><strong>Data Protection Officer:</strong> involve where personal-data processing, data-sharing, processors/platforms or other privacy questions require specialist review.</li>

238

<li>Plan legal review before the proposal deadline if funder/partner contracts are part of submission.</li>

239

</ul>

240

<p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/recht" target="_blank" rel="noopener">Legal</a> · <a href="mailto:rechtsabteilung@uni-ak.ac.at">rechtsabteilung@uni-ak.ac.at</a></p>

241

</div>

242

</details><details class="detail">

243

<summary>G · IT & Digitalisation — systems, digital services, infrastructure and IT projects</summary>

244

245

<p><strong>Use when:</strong> the project needs accounts, university IT, servers/storage, networking, specialist digital systems, integration, new software/services or a digital institutional process.</p>

246

<ul>

247

248

<li><strong>ITD Project Coordination</strong></li>

249

<li><strong>Central IT Services (ZID):</strong> university-wide information and communication infrastructure, service/support, networks, servers and art-university-specific IT systems.</li>

250

</ul>

251

<p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/it_digitalisierung" target="_blank" rel="noopener">IT & Digitalisation</a> · <a href="mailto:helpdesk@uni-ak.ac.at">helpdesk@uni-ak.ac.at</a></p>

252

</div>

253

</details><details class="detail">

254

<summary>H · Facility Management — rooms, procurement, material, building services, logistics and safety</summary>

255

256

<p><strong>Use when:</strong> the project needs space, temporary rooms, equipment/material procurement, technical building requirements, logistics, deliveries, storage, access or safety coordination.</p>

257

<ul>

258

<li><strong>Procurement & Material Management:</strong> procurement advice, quotations, purchasing, orders/invoices, assets/inventory, materials.</li>

259

<li><strong>Building Technology & Safety</strong></li>

260

<li><strong>Estates & Room Coordination:</strong> room and estate coordination, centrally bookable rooms.</li>

261

<li><strong>Post & Logistics</strong></li>

262

<li><strong>Service & Operations</strong></li>

263

</ul>

264

<p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/facility_management" target="_blank" rel="noopener">Facility Management</a> ·

265

<a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/facility_management/logistik__beschaffung" target="_blank" rel="noopener">Procurement & Material Management</a> ·

266

<a href="https://www.dieangewandte.at/liegenschaften_und_raumkoordination" target="_blank" rel="noopener">Estates & Room Coordination</a></p>

267

</div>

268

</details><details class="detail">

269

<summary>I · Event Management — public events, event rooms and production coordination</summary>

270

271

<p><strong>Use when:</strong> the project contains a symposium, screening, performance, public presentation, conference, major exhibition event or requires centrally managed event rooms/services.</p>

272

<ul>

273

<li>supports employees with planning and implementation of university events</li>

274

<li>supports idea and room finding, preparation, event delivery and follow-up</li>

275

<li>coordinate early with Facility Management for room/building/technical dependencies</li>

276

<li>coordinate public communication with Press & Communication</li>

277

</ul>

278

<p><a href="https://dieangewandte.at/veranstaltungsmanagement" target="_blank" rel="noopener">Event Management</a> · <a href="mailto:veranstaltungen@uni-ak.ac.at">veranstaltungen@uni-ak.ac.at</a></p>

279

</div>

280

</details><details class="detail">

281

<summary>J · Press & Communication — public visibility, media, publications, web and cooperation</summary>

282

283

<p><strong>Use when:</strong> the project will represent the University publicly, needs press/media work, web/social communication, marketing, institutional publications, graphical/CI support or public cooperation communication.</p>

284

<ul>

285

<li>Press</li><li>Publications / Edition Angewandte</li><li>Cooperations</li><li>Marketing</li>

286

<li>Website / social media / newsletter</li><li>institutional visual identity / CI considerations</li>

287

</ul>

288

<p><a href="https://www.dieangewandte.at/presse_kommunikation" target="_blank" rel="noopener">Press & Communication</a></p>

289

</div>

290

</details><details class="detail">

291

<summary>K · International Office — mobility and international project context</summary>

292

293

<p><strong>Use when:</strong> staff/student mobility, exchange routes, international visitors or mobility funding are part of the project.</p>

294

<p>For broader university partnerships and institutional international cooperation, the responsible Vice-Rectorate / Rectorate route may also become relevant.</p>

295

<p><a href="https://www.dieangewandte.at/studium/auslandsaufenthalte/personalmobilitaet" target="_blank" rel="noopener">International Office · staff mobility</a> · <a href="mailto:international.office@uni-ak.ac.at">international.office@uni-ak.ac.at</a></p>

296

</div>

297

</details><details class="detail">

298

<summary>L · University Library & research/discovery structures</summary>

299

300

<p><strong>Use when:</strong> the project needs literature, licensed databases, research discovery, publication/repository routes or library expertise.</p>

301

<p>Also think beyond the Library where your project uses institutional collections, archives or specialist research resources: Art Collection and Archive, Weibel Institute and other special university facilities can be relevant depending on the topic.</p>

302

<p><a href="https://www.dieangewandte.at/universitaetsbibliothek" target="_blank" rel="noopener">University Library</a></p>

303

</div>

304

</details><details class="detail">

305

<summary>M · Studies, Teaching, Curricula & Doctoral Centre</summary>

306

307

<p><strong>Use when:</strong> the project directly affects teaching, courses, curricula, assessment, students, graduation work or doctoral study.</p>

308

<ul>

309

<li><strong>Study Affairs:</strong> student administration and study-law processes from admission to graduation.</li>

310

<li><strong>Vice-Rector for Art, Teaching & Learning:</strong> teaching, studies/exams, teaching quality and teaching resources.</li>

311

<li><strong>Doctoral Centre:</strong> central contact for doctoral candidates; supports networking and project initiation across doctoral programmes.</li>

312

<li><strong>Quality Culture Teaching & Curriculum Workshop:</strong> involve for relevant teaching/curricular/quality-development questions according to current remit.</li>

313

</ul>

314

<p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/studienangelegenheiten" target="_blank" rel="noopener">Study Affairs</a> ·

315

<a href="https://prod.dieangewandte.at/doktoratszentrum" target="_blank" rel="noopener">Doctoral Centre</a></p>

316

</div>

317

</details><details class="detail">

318

<summary>N · Diversity, Equity, Inclusion & Accessibility</summary>

319

320

<p><strong>Use when:</strong> accessibility, inclusion, participation design, equal opportunity, diversity, disability, structural barriers or inclusive communication need to be planned into the project.</p>

321

<ul>

322

<li>DEI connects diversity, equity/inclusion and accessibility expertise.</li>

323

<li>Team Barrierefrei provides practical accessibility information and contacts for staff/students with disabilities.</li>

324

<li>For events, plan accessibility early enough to budget interpretation, technical support, accessible rooms or other measures.</li>

325

</ul>

326

<p><a href="https://www.dieangewandte.at/universitaet/organisation/rektorat/vizerektorin_studium_lehre_diversitaet/diversitaet_und_gleichstellung" target="_blank" rel="noopener">Diversity, Equity, Inclusion</a> ·

327

<a href="https://www.dieangewandte.at/barrierefrei" target="_blank" rel="noopener">Accessibility at the Angewandte</a></p>

328

</div>

329

</details><details class="detail">

330

<summary>O · University Development & Quality Culture</summary>

331

332

<p><strong>Use when:</strong> the project is institution-wide, strategically relevant, develops organisational/quality processes, creates new cross-unit structures or needs connection to university development and quality culture.</p>

333

<p>For ordinary project delivery this is not a default project-administration unit. Involve it where the project's purpose genuinely touches institutional development or quality processes.</p>

334

335

</div>

336

</details><details class="detail">

337

<summary>P · Equality / staff / student representation — independent advice and representation</summary>

338

339

<p>These structures are not project-management offices, but they can be essential when a project raises employment, discrimination, participation or conflict questions.</p>

340

<ul>

341

<li><strong>Arbeitskreis für Gleichbehandlungsfragen (AKG):</strong> confidential contact on equality, discrimination and harassment.</li>

342

<li><strong>Works Councils:</strong> representation of artistic/scientific and general university staff in employment matters.</li>

343

<li><strong>HUFAK / Students' Union:</strong> student representation; relevant where student participation and student interests are central.</li>

344

<li><strong>Arbitration Commission:</strong> part of the University's governance/interest-representation structure; not a routine project-planning service.</li>

345

</ul>

346

<p><a href="https://dieangewandte.at/gleichbehandlung" target="_blank" rel="noopener">AKG</a> ·

347

<a href="https://www.dieangewandte.at/universitaet/organisation/interessensvertretung/betriebsrat_fuer_das_kuenstlerische_und_wissenschaftliche_personal" target="_blank" rel="noopener">Works Council artistic/scientific staff</a> ·

348

<a href="https://www.dieangewandte.at/hufak" target="_blank" rel="noopener">HUFAK</a></p>

</div>

</details>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 4 · TRIGGER MATRIX</div>

355

<h3>If the project does this, involve these structures early</h3>

356

357

<thead><tr><th>Project trigger</th><th>Start with</th><th>Then check</th></tr></thead>

358

<tbody><tr><td>External research / arts-based research funding</td><td>Host unit + Support Kunst und Forschung</td><td>Finances, Personnel, Legal, Rectorate route as required</td></tr><tr><td>New staff / project employment / changed workload</td><td>Host unit + Personnel</td><td>Finances, Support Kunst und Forschung, Works Council if representation advice is needed</td></tr><tr><td>Large purchase / equipment / external service</td><td>Procurement & Material Management</td><td>Finances, host unit, IT or Facility depending on item</td></tr><tr><td>New software, server, database, digital platform or integration</td><td>IT & Digitalisation / ZID</td><td>Data Protection, Legal, procurement, research-data planning</td></tr><tr><td>Rooms, workshop, exhibition build, building intervention</td><td>Host unit + Facility / Room Coordination</td><td>Safety, procurement, Event Management, accessibility</td></tr><tr><td>Public event / symposium / screening / performance</td><td>Event Management</td><td>Facility, Press & Communication, rights, accessibility, safety</td></tr><tr><td>External contract / cooperation agreement / IP / confidentiality</td><td>Legal</td><td>Support Kunst und Forschung, Rectorate route, Finance, Data Protection</td></tr><tr><td>Personal data / participant data / interviews / recordings</td><td>Data Protection + project lead</td><td>Ethics/consent, IT/storage, Legal, funder requirements</td></tr><tr><td>Publication, media campaign, university web/social media</td><td>Press & Communication</td><td>Rights/licensing, Support Kunst und Forschung, repository/library</td></tr><tr><td>International mobility</td><td>International Office</td><td>Host unit, Support Kunst und Forschung, Personnel/Finance depending on funding</td></tr><tr><td>Formal international university partnership</td><td>Host unit + responsible Rectorate route</td><td>International Office, Legal, Support Kunst und Forschung</td></tr><tr><td>Teaching / curriculum / study-law component</td><td>Host institute/department</td><td>Vice-Rector Art/Teaching/Learning, Study Affairs, quality/curriculum structures</td></tr><tr><td>Doctoral project / doctoral candidate structure</td><td>Doctoral Centre + relevant programme</td><td>Research Vice-Rectorate/admission route, Support Kunst und Forschung</td></tr><tr><td>Accessibility / inclusion / disability requirements</td><td>DEI / Team Barrierefrei</td><td>Facility, Event Management, Communication, Personnel or Study Affairs</td></tr><tr><td>Discrimination / equality / harassment concern</td><td>AKG</td><td>Independent/confidential route; other units only as appropriate</td></tr></tbody>

</table>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 5 · THE ACTUAL PROJECT PLAN</div>

364

<h3>Your planning file should contain these components</h3>

365

366

<div class="check"><strong>Project Charter</strong><br>Purpose, scope, non-scope, project type, host, lead, partners, start/end, outputs.</div>

367

<div class="check"><strong>Role & responsibility matrix</strong><br>Who decides, does, approves, is consulted and must be informed.</div>

368

<div class="check"><strong>Work plan</strong><br>Work packages, milestones, dependencies, decision points, public outputs and closure.</div>

369

<div class="check"><strong>Budget baseline</strong><br>Costs, funding source, co-funding, institutional resources, assumptions and contingencies.</div>

370

<div class="check"><strong>People plan</strong><br>Existing staff, new hires, external contributors, workload, contracts, onboarding and handover.</div>

371

<div class="check"><strong>Procurement / infrastructure plan</strong><br>Purchases, equipment, rooms, workshops, IT, logistics, safety and lead times.</div>

372

<div class="check"><strong>Partner plan</strong><br>Roles, budget interfaces, deliverables, agreements, IP, data, communication and escalation.</div>

373

<div class="check"><strong>Rights / ethics / data plan</strong><br>Third-party material, consent, personal data, licences, confidentiality and ethics review.</div>

374

<div class="check"><strong>Communication / event plan</strong><br>Audiences, media, publication, event needs, CI, accessibility and documentation.</div>

375

<div class="check"><strong>Risk register</strong><br>Funding, people, rights, data, schedule, supplier, technical, venue, partner and reputational risks.</div>

376

<div class="check"><strong>Decision log</strong><br>Important decisions, date, responsible person, reason and impact.</div>

377

<div class="check"><strong>Closure / handover plan</strong><br>Final files, reporting, repository/archive, equipment, accounts, access, retention and responsibilities.</div>

</div>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 6 · PLAN BACKWARDS</div>

383

<h3>The external deadline is not your first deadline</h3>

384

385

<thead><tr><th>Planning point</th><th>Question</th></tr></thead>

386

<tbody>

387

<tr><td><strong>External submission / public opening</strong></td><td>What must be complete and approved here?</td></tr>

388

<tr><td><strong>Institutional approval / signature</strong></td><td>Who needs final documents and review time?</td></tr>

389

<tr><td><strong>Legal / partner agreements</strong></td><td>What must be reviewed before submission?</td></tr>

390

<tr><td><strong>Budget / personnel / procurement review</strong></td><td>Are rates, hires, purchases and resources realistic and permitted?</td></tr>

391

<tr><td><strong>Project concept freeze</strong></td><td>When must scope, roles, work packages and outputs stop changing?</td></tr>

392

<tr><td><strong>Partner input</strong></td><td>When must partners deliver text, budgets, letters and approvals?</td></tr>

393

<tr><td><strong>Internal start</strong></td><td>When must planning begin to make all of this possible?</td></tr>

</tbody></table>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">STOP & CHECK</div>

399

<h3>Project-planning red flags</h3>

400

401

<div class="warn"><strong>No institutional home.</strong><br>The project uses the University's name/resources but no host unit has accepted responsibility.</div>

402

<div class="warn"><strong>External commitment without approval.</strong><br>A partner, funder, venue or supplier has been promised something before the internal route is clear.</div>

403

<div class="warn"><strong>People appear only as budget lines.</strong><br>Employment/contract routes and lead times have not been checked.</div>

404

<div class="warn"><strong>Equipment appears only as a price.</strong><br>Procurement, ownership, installation, IT, safety, maintenance and storage have not been planned.</div>

405

<div class="warn"><strong>Public output planned, rights unresolved.</strong><br>Publication/exhibition/streaming has been promised without confirming rights, consent or data protection.</div>

406

<div class="warn"><strong>No owner for project end.</strong><br>No one is responsible for final reporting, master files, repository/archive, equipment, accounts and access closure.</div>

</div>

</section>

<div class="eye" style="color:#8a4d36;margin-bottom:4px">CONTINUE PLANNING</div>

412

<h3>Related Enable topics</h3>

413

<div class="linkgrid"><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Funding%20%26%20Funder%20Requirements/">Funding & Funder Requirements</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Identify%20Your%20Data%20%26%20Research%20Outputs/">Identify Your Data & Research Outputs</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Plan%20Your%20Data%20Management/">Plan Your Data Management</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Copyright%2C%20Rights%20%26%20Licences/">Copyright, Rights & Licences</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Data%20Protection%20%26%20Ethics/">Data Protection & Ethics</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/File%20Organisation%20%26%20Naming/">File Organisation & Naming</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Storage%2C%20Backup%20%26%20Security/">Storage, Backup & Security</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Infrastructure%2C%20Services%20%26%20Tools/">Infrastructure, Services & Tools</a><a class="navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Collaboration%20Setup/">Collaboration Setup</a></div>

414

</section>

415

416

<div class="info" style="margin-bottom:14px"><strong>Need help structuring the project?</strong> For funded, artistic, scientific and arts-based research projects, Support Kunst und Forschung is a central coordination point. Bring a short project description, host unit, likely applicant, partners, duration, rough budget and the main things you need from the University.</div>

417

418

419

420

<summary style="cursor:pointer;color:#6a655e;font-size:13px">Search terms & related topics</summary>

421

<div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7">project planning · project organisation · project management · project governance · roles and responsibilities · RACI · work packages · timeline · milestones · dependencies · budget planning · risk management · project host · institute · department · Rektorat · Support Kunst und Forschung · third-party funding · finance · controlling · accounting · personnel · HR · contracts · legal · data protection · IT · digital services · procurement · room planning · facility management · event management · press and communication · international cooperation · mobility · library · doctoral project · teaching · curriculum · accessibility · diversity · equality · inclusion · AKG · works council · project partners · institutional approval · signing authority · decision log · handover</div>

422

</details>

423

</div>

430

431

[data-sn-equal-height-managed="1"]{box-sizing:border-box}

432

@media(max-width:767px){

433

[data-sn-equal-height-managed="1"]{min-height:0!important}

}

</style>

(function(){

"use strict";

var MOBILE_MAX=767;

var ROW_TOLERANCE=4;

var MIN_W=150;

var MIN_H=36;

var root=

document.getElementById("xwikicontent")||

447

document.querySelector(".xwiki-rendering-content")||

448

document.querySelector("main")||

document.body;

if(!root)return;

var managed=new Set();

var raf=0;

function num(v){

var n=parseFloat(v);

return Number.isFinite(n)?n:0;

459

}

460

461

function visible(el){

462

if(!el||el.nodeType!==1)return false;

463

var s=getComputedStyle(el);

464

if(s.display==="none"||s.visibility==="hidden"||Number(s.opacity)===0)return false;

465

var r=el.getBoundingClientRect();

466

return r.width>=MIN_W&&r.height>=MIN_H;

467

}

468

469

function excluded(el){

470

return !el.matches||el.matches(

471

"button,input,select,textarea,option,label,img,svg,canvas,table,thead,tbody,tfoot,tr,td,th,summary,script,style,noscript,template,.btn,.chip,[role=button]"

);

}

function namedLikeBox(el){

476

var c=typeof el.className==="string"?el.className:"";

}

function boxLike(el){

481

if(!visible(el)||excluded(el))return false;

482

var s=getComputedStyle(el);

483

var r=el.getBoundingClientRect();

484

var border=

485

num(s.borderTopWidth)+num(s.borderRightWidth)+

486

num(s.borderBottomWidth)+num(s.borderLeftWidth);

487

var radius=Math.max(

488

num(s.borderTopLeftRadius),num(s.borderTopRightRadius),

489

num(s.borderBottomLeftRadius),num(s.borderBottomRightRadius)

490

);

491

var bg=s.backgroundColor&&s.backgroundColor!=="rgba(0, 0, 0, 0)"&&s.backgroundColor!=="transparent";

492

var shadow=s.boxShadow&&s.boxShadow!=="none";

493

return namedLikeBox(el)||border>=1||(bg&&radius>=3)||(shadow&&r.width>=180);

494

}

495

496

function pickTarget(child){

497

if(!visible(child))return null;

498

if(boxLike(child))return child;

499

500

var cr=child.getBoundingClientRect();

501

var q=[];

502

Array.from(child.children||[]).forEach(function(el){

503

q.push({el:el,depth:1});

504

});

505

506

var best=null,bestScore=-1;

while(q.length){

var item=q.shift();

var el=item.el;

if(!visible(el))continue;

512

513

var r=el.getBoundingClientRect();

514

515

if(r.width>=cr.width*.72&&boxLike(el)){

516

var widthFit=1-Math.min(1,Math.abs(cr.width-r.width)/Math.max(1,cr.width));

517

var topFit=1-Math.min(1,Math.abs(cr.top-r.top)/80);

518

var score=widthFit*5+topFit*2+Math.min(r.height,600)/600;

if(score>bestScore){

best=el;

bestScore=score;

}

}

if(item.depth<3){

Array.from(el.children||[]).forEach(function(next){

527

q.push({el:next,depth:item.depth+1});

});

}

}

return best;

}

function reset(){

managed.forEach(function(el){

537

el.style.removeProperty("min-height");

538

el.removeAttribute("data-sn-equal-height-managed");

});

managed.clear();

}

function horizontalLayout(parent){

544

if(!visible(parent))return false;

545

var s=getComputedStyle(parent);

546

if(s.display==="grid"||s.display==="inline-grid")return true;

547

if(s.display==="flex"||s.display==="inline-flex"){

548

return s.flexDirection==="row"||s.flexDirection==="row-reverse";

}

return false;

}

function rowGroups(entries){

554

var groups=[];

555

entries.slice().sort(function(a,b){

556

return a.rect.top-b.rect.top||a.rect.left-b.rect.left;

557

}).forEach(function(entry){

558

var group=null;

559

for(var i=0;i<groups.length;i++){

560

if(Math.abs(groups[i].top-entry.rect.top)<=ROW_TOLERANCE){

group=groups[i];

break;

}

}

if(!group){

group={top:entry.rect.top,entries:[]};

567

groups.push(group);

568

}

569

group.entries.push(entry);

});

return groups;

}

function run(){

reset();

if(window.innerWidth<=MOBILE_MAX)return;

578

579

var parents=Array.from(root.querySelectorAll("*")).filter(function(el){

580

return el.children&&el.children.length>=2&&horizontalLayout(el);

581

});

582

583

parents.forEach(function(parent){

584

var entries=[];

585

586

Array.from(parent.children).forEach(function(child){

587

if(!visible(child))return;

588

var target=pickTarget(child);

if(!target)return;

entries.push({

target:target,

rect:target.getBoundingClientRect()

});

});

if(entries.length<2)return;

597

598

rowGroups(entries).forEach(function(group){

599

if(group.entries.length<2)return;

600

601

var lefts=group.entries.map(function(e){return e.rect.left;}).sort(function(a,b){return a-b;});

602

if(lefts[lefts.length-1]-lefts[0]<80)return;

var targets=[];

var seen=new Set();

group.entries.forEach(function(e){

608

if(!seen.has(e.target)){

609

seen.add(e.target);

610

targets.push(e.target);

}

});

if(targets.length<2)return;

615

616

var max=0;

617

targets.forEach(function(el){

618

max=Math.max(max,el.getBoundingClientRect().height);

});

max=Math.ceil(max);

if(max<MIN_H)return;

targets.forEach(function(el){

625

el.style.setProperty("min-height",max+"px");

626

el.setAttribute("data-sn-equal-height-managed","1");

managed.add(el);

});

});

});

}

function schedule(){

if(raf)cancelAnimationFrame(raf);

635

raf=requestAnimationFrame(function(){

636

raf=requestAnimationFrame(function(){

raf=0;

run();

});

});

}

addEventListener("resize",schedule,{passive:true});

644

addEventListener("load",schedule,{once:true});

645

646

root.addEventListener("click",function(){

647

setTimeout(schedule,0);

648

},true);

649

650

if(document.fonts&&document.fonts.ready){

651

document.fonts.ready.then(schedule);

}

schedule();

setTimeout(schedule,250);

656

setTimeout(schedule,900);

657

})();

658

</script>

659

660

Wiki source code of Project Planning & Organisation

Applications

Navigation

My Recent Modifications