Skip to Content
Version 6.1 by Veronika Kocher on Monday, 31 Aug 2026 16:24
Hide last authors
Veronika Kocher 6.1 1 {{html clean="false"}}
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}
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}
18 </style>
Veronika Kocher 2.1 19
Veronika Kocher 6.1 20 <div class="pp">
Veronika Kocher 2.1 21
Veronika Kocher 6.1 22 <section class="card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #e94b13;">
23 <div class="hero"><img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Planning and organising an artistic or research project"></div>
24 <div style="padding:18px 21px 20px">
25 <div class="eye" style="color:#8a4d36;margin-bottom:5px">ENABLE · PROJECT PLANNING &amp; ORGANISATION</div>
26 <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>
27 <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>
28 </div></section>
Veronika Kocher 2.1 29
Veronika Kocher 6.1 30 <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>
Veronika Kocher 2.1 31
Veronika Kocher 6.1 32 <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>
Veronika Kocher 2.1 33
Veronika Kocher 6.1 34 <section class="sec">
35 <div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 1 · PROJECT GOVERNANCE</div>
36 <h3>Define the internal project structure before the detailed work plan</h3>
37 <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>
38 <div class="grid">
39 <div class="role"><h4>Project / artistic-research lead</h4><p>Owns the concept, scope, key decisions, quality and external commitments.</p></div>
40 <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>
41 <div class="role"><h4>Project administration</h4><p>Coordinates proposal documents, deadlines, funder communication, contracts, evidence and internal routing.</p></div>
42 <div class="role"><h4>Budget responsibility</h4><p>Maintains the working budget, funding conditions, approvals, cost tracking and change control.</p></div>
43 <div class="role"><h4>People / team responsibility</h4><p>Clarifies staffing, recruitment, workload, contracts, onboarding, external contributors and collaboration.</p></div>
44 <div class="role"><h4>Data / documentation responsibility</h4><p>Coordinates files, storage, backup, access, metadata, consent, documentation and handover.</p></div>
45 <div class="role"><h4>Infrastructure / production responsibility</h4><p>Coordinates rooms, workshops, equipment, IT, procurement, logistics, safety and technical dependencies.</p></div>
46 <div class="role"><h4>Communication / dissemination responsibility</h4><p>Plans public communication, publication, events, documentation, credits, visibility and audiences.</p></div>
47 <div class="role"><h4>Partner contact</h4><p>Coordinates external institutions, deliverables, budget interfaces and agreements.</p></div>
48 </div>
49 </section>
Veronika Kocher 2.1 50
Veronika Kocher 6.1 51 <section class="sec">
52 <div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 2 · INTERNAL ROUTE</div>
53 <h3>Use this order to navigate the Angewandte</h3>
54 <div class="grid">
55 <div class="check"><strong>1 · Anchor the project</strong><br>Clarify the institute, department, special university facility or organisational unit that hosts it.</div>
56 <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>
57 <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>
58 <div class="check"><strong>4 · Confirm institutional approvals</strong><br>Clarify internal deadlines, budget/HR approval, signing authority, contracts and external submission route.</div>
59 <div class="check"><strong>5 · Freeze the submission baseline</strong><br>Store the final call, approved budget, work plan, roles and submitted documents.</div>
60 <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>
61 </div>
62 </section>
Veronika Kocher 2.1 63
Veronika Kocher 6.1 64 <section class="sec">
65 <div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 3 · WHO SHOULD I INVOLVE?</div>
66 <h3>Project-relevant structures of the Angewandte</h3>
67 <p>Not every project needs every unit. Use the trigger descriptions below.</p>
68 <details class="detail" open>
69 <summary>A · Your institute, department, workshop or special university facility — the project home</summary>
70 <div class="body">
71 <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>
72 <p><strong>Current institutes:</strong></p>
73 <div><span class="chip">Institute of Architecture</span><span class="chip">Institute of Fine Arts &amp; Media Art</span><span class="chip">Institute of Design</span><span class="chip">Institute of Conservation and Restoration</span><span class="chip">Institute of Art and Society</span><span class="chip">Institute of Art and Technology</span><span class="chip">Institute of Art Sciences, Art Education and Art Mediation</span><span class="chip">Institute of Language Arts</span></div>
74 <p style="margin-top:12px;"><strong>Special university facilities that can become project homes, partners, infrastructures or research resources:</strong></p>
75 <div><span class="chip">Angewandte Interdisciplinary Lab</span><span class="chip">Angewandte Performance Lab</span><span class="chip">Art x Science School for Transformation</span><span class="chip">Doctoral Centre</span><span class="chip">Diversity, Equity, Inclusion</span><span class="chip">Art Collection and Archive</span><span class="chip">University Gallery</span><span class="chip">Weibel Institute for Digital Cultures</span></div>
76 <p style="margin-top:12px;"><a href="https://www.dieangewandte.at/universitaet/organisation" target="_blank" rel="noopener">Current university organisation</a></p>
77 </div>
78 </details><details class="detail" open>
79 <summary>B · Support Kunst und Forschung — project and funding coordination</summary>
80 <div class="body">
81 <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>
82 <ul>
83 <li>concept development and feedback</li>
84 <li>funding landscape and call fit</li>
85 <li>administrative and financial project co-design</li>
86 <li>coordination of funded projects and partners</li>
87 <li>support involving FWF, FFG, EU programmes, City of Vienna and other funders</li>
88 </ul>
89 <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>
90 </div>
91 </details><details class="detail">
92 <summary>C · Rektorat — strategy, institutional commitment and university-level responsibility</summary>
93 <div class="body">
94 <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>
95 <ul>
96 <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>
97 <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>
98 <li><strong>Vice-Rector for Finance & Infrastructure:</strong> financial management, third-party funds management, resources, procurement/infrastructure, estates, Facility Management and Event Management.</li>
99 <li><strong>Vice-Rector for Art, Teaching & Learning:</strong> study/examination matters, teaching, teaching quality, curricular/learning issues and teaching resources.</li>
100 <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>
101 </ul>
102 <p><a href="https://www.dieangewandte.at/universitaet/organisation/rektorat" target="_blank" rel="noopener">Current Rektorat and portfolios</a></p>
103 </div>
104 </details><details class="detail">
105 <summary>D · Finances — budget, accounting, controlling and resource planning</summary>
106 <div class="body">
107 <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>
108 <ul>
109 <li><strong>Controlling:</strong> budget planning, monitoring, steering data, financial plans and reporting interfaces.</li>
110 <li><strong>Financial Accounting:</strong> university payments, creditors/debtors, service contracts/guest lectures, bookkeeping, assets, VAT/tax information and financial statements.</li>
111 <li><strong>Resource Planning:</strong> clarify current responsibilities for institutional resource planning and the project's budget route.</li>
112 </ul>
113 <p><a href="https://dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/finanzen" target="_blank" rel="noopener">Finances</a> ·
114 <a href="https://dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/finanzen/controlling" target="_blank" rel="noopener">Controlling</a> ·
115 <a href="https://dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/finanzen/finanzbuchhaltung" target="_blank" rel="noopener">Financial Accounting</a></p>
116 </div>
117 </details><details class="detail">
118 <summary>E · Personnel — staffing, contracts, workload, onboarding and team development</summary>
119 <div class="body">
120 <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>
121 <ul>
122 <li><strong>Personnel Management:</strong> employment and personnel administration; clarify the current route for project staff and contract types.</li>
123 <li><strong>Personnel Development:</strong> onboarding, team coaching, organisational development, conflict support/mediation, leadership coaching and staff development.</li>
124 <li>Clarify personnel lead times before promising start dates in a proposal.</li>
125 <li>Do not assume an external budget line automatically creates an employment route.</li>
126 </ul>
127 <p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/personal_finanzen_recht" target="_blank" rel="noopener">Personnel</a> ·
128 <a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/personalentwicklung" target="_blank" rel="noopener">Personnel Development</a></p>
129 </div>
130 </details><details class="detail">
131 <summary>F · Legal & Data Protection — contracts, rights, IP, personal data and legal risk</summary>
132 <div class="body">
133 <p><strong>Use when:</strong> agreements, external partners, licences, copyright/IP, personal data, confidentiality, complex terms or institutional legal commitments are involved.</p>
134 <ul>
135 <li><strong>Legal Department:</strong> supports university members with legal questions.</li>
136 <li><strong>Data Protection Officer:</strong> involve where personal-data processing, data-sharing, processors/platforms or other privacy questions require specialist review.</li>
137 <li>Plan legal review before the proposal deadline if funder/partner contracts are part of submission.</li>
138 </ul>
139 <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>
140 </div>
141 </details><details class="detail">
142 <summary>G · IT & Digitalisation — systems, digital services, infrastructure and IT projects</summary>
143 <div class="body">
144 <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>
145 <ul>
146 <li><strong>Base</strong></li>
147 <li><strong>ITD Project Coordination</strong></li>
148 <li><strong>Central IT Services (ZID):</strong> university-wide information and communication infrastructure, service/support, networks, servers and art-university-specific IT systems.</li>
149 </ul>
150 <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>
151 </div>
152 </details><details class="detail">
153 <summary>H · Facility Management — rooms, procurement, material, building services, logistics and safety</summary>
154 <div class="body">
155 <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>
156 <ul>
157 <li><strong>Procurement & Material Management:</strong> procurement advice, quotations, purchasing, orders/invoices, assets/inventory, materials.</li>
158 <li><strong>Building Technology & Safety</strong></li>
159 <li><strong>Estates & Room Coordination:</strong> room and estate coordination, centrally bookable rooms.</li>
160 <li><strong>Post & Logistics</strong></li>
161 <li><strong>Service & Operations</strong></li>
162 </ul>
163 <p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/facility_management" target="_blank" rel="noopener">Facility Management</a> ·
164 <a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/facility_management/logistik__beschaffung" target="_blank" rel="noopener">Procurement & Material Management</a> ·
165 <a href="https://www.dieangewandte.at/liegenschaften_und_raumkoordination" target="_blank" rel="noopener">Estates & Room Coordination</a></p>
166 </div>
167 </details><details class="detail">
168 <summary>I · Event Management — public events, event rooms and production coordination</summary>
169 <div class="body">
170 <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>
171 <ul>
172 <li>supports employees with planning and implementation of university events</li>
173 <li>supports idea and room finding, preparation, event delivery and follow-up</li>
174 <li>coordinate early with Facility Management for room/building/technical dependencies</li>
175 <li>coordinate public communication with Press & Communication</li>
176 </ul>
177 <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>
178 </div>
179 </details><details class="detail">
180 <summary>J · Press & Communication — public visibility, media, publications, web and cooperation</summary>
181 <div class="body">
182 <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>
183 <ul>
184 <li>Press</li><li>Publications / Edition Angewandte</li><li>Cooperations</li><li>Marketing</li>
185 <li>Website / social media / newsletter</li><li>institutional visual identity / CI considerations</li>
186 </ul>
187 <p><a href="https://www.dieangewandte.at/presse_kommunikation" target="_blank" rel="noopener">Press & Communication</a></p>
188 </div>
189 </details><details class="detail">
190 <summary>K · International Office — mobility and international project context</summary>
191 <div class="body">
192 <p><strong>Use when:</strong> staff/student mobility, exchange routes, international visitors or mobility funding are part of the project.</p>
193 <p>For broader university partnerships and institutional international cooperation, the responsible Vice-Rectorate / Rectorate route may also become relevant.</p>
194 <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>
195 </div>
196 </details><details class="detail">
197 <summary>L · University Library & research/discovery structures</summary>
198 <div class="body">
199 <p><strong>Use when:</strong> the project needs literature, licensed databases, research discovery, publication/repository routes or library expertise.</p>
200 <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>
201 <p><a href="https://www.dieangewandte.at/universitaetsbibliothek" target="_blank" rel="noopener">University Library</a></p>
202 </div>
203 </details><details class="detail">
204 <summary>M · Studies, Teaching, Curricula & Doctoral Centre</summary>
205 <div class="body">
206 <p><strong>Use when:</strong> the project directly affects teaching, courses, curricula, assessment, students, graduation work or doctoral study.</p>
207 <ul>
208 <li><strong>Study Affairs:</strong> student administration and study-law processes from admission to graduation.</li>
209 <li><strong>Vice-Rector for Art, Teaching & Learning:</strong> teaching, studies/exams, teaching quality and teaching resources.</li>
210 <li><strong>Doctoral Centre:</strong> central contact for doctoral candidates; supports networking and project initiation across doctoral programmes.</li>
211 <li><strong>Quality Culture Teaching & Curriculum Workshop:</strong> involve for relevant teaching/curricular/quality-development questions according to current remit.</li>
212 </ul>
213 <p><a href="https://www.dieangewandte.at/universitaet/organisation/planung_service_und_verwaltung/studienangelegenheiten" target="_blank" rel="noopener">Study Affairs</a> ·
214 <a href="https://prod.dieangewandte.at/doktoratszentrum" target="_blank" rel="noopener">Doctoral Centre</a></p>
215 </div>
216 </details><details class="detail">
217 <summary>N · Diversity, Equity, Inclusion & Accessibility</summary>
218 <div class="body">
219 <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>
220 <ul>
221 <li>DEI connects diversity, equity/inclusion and accessibility expertise.</li>
222 <li>Team Barrierefrei provides practical accessibility information and contacts for staff/students with disabilities.</li>
223 <li>For events, plan accessibility early enough to budget interpretation, technical support, accessible rooms or other measures.</li>
224 </ul>
225 <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> ·
226 <a href="https://www.dieangewandte.at/barrierefrei" target="_blank" rel="noopener">Accessibility at the Angewandte</a></p>
227 </div>
228 </details><details class="detail">
229 <summary>O · University Development & Quality Culture</summary>
230 <div class="body">
231 <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>
232 <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>
233 <p><a href="mailto:uq@uni-ak.ac.at">uq@uni-ak.ac.at</a></p>
234 </div>
235 </details><details class="detail">
236 <summary>P · Equality / staff / student representation — independent advice and representation</summary>
237 <div class="body">
238 <p>These structures are not project-management offices, but they can be essential when a project raises employment, discrimination, participation or conflict questions.</p>
239 <ul>
240 <li><strong>Arbeitskreis für Gleichbehandlungsfragen (AKG):</strong> confidential contact on equality, discrimination and harassment.</li>
241 <li><strong>Works Councils:</strong> representation of artistic/scientific and general university staff in employment matters.</li>
242 <li><strong>HUFAK / Students' Union:</strong> student representation; relevant where student participation and student interests are central.</li>
243 <li><strong>Arbitration Commission:</strong> part of the University's governance/interest-representation structure; not a routine project-planning service.</li>
244 </ul>
245 <p><a href="https://dieangewandte.at/gleichbehandlung" target="_blank" rel="noopener">AKG</a> ·
246 <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> ·
247 <a href="https://www.dieangewandte.at/hufak" target="_blank" rel="noopener">HUFAK</a></p>
248 </div>
249 </details>
250 </section>
Veronika Kocher 2.1 251
Veronika Kocher 6.1 252 <section class="sec">
253 <div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 4 · TRIGGER MATRIX</div>
254 <h3>If the project does this, involve these structures early</h3>
255 <table class="tbl">
256 <thead><tr><th>Project trigger</th><th>Start with</th><th>Then check</th></tr></thead>
257 <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 &amp; 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 &amp; 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 &amp; 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 &amp; 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>
258 </table>
259 </section>
Veronika Kocher 2.1 260
Veronika Kocher 6.1 261 <section class="sec">
262 <div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 5 · THE ACTUAL PROJECT PLAN</div>
263 <h3>Your planning file should contain these components</h3>
264 <div class="grid">
265 <div class="check"><strong>Project Charter</strong><br>Purpose, scope, non-scope, project type, host, lead, partners, start/end, outputs.</div>
266 <div class="check"><strong>Role &amp; responsibility matrix</strong><br>Who decides, does, approves, is consulted and must be informed.</div>
267 <div class="check"><strong>Work plan</strong><br>Work packages, milestones, dependencies, decision points, public outputs and closure.</div>
268 <div class="check"><strong>Budget baseline</strong><br>Costs, funding source, co-funding, institutional resources, assumptions and contingencies.</div>
269 <div class="check"><strong>People plan</strong><br>Existing staff, new hires, external contributors, workload, contracts, onboarding and handover.</div>
270 <div class="check"><strong>Procurement / infrastructure plan</strong><br>Purchases, equipment, rooms, workshops, IT, logistics, safety and lead times.</div>
271 <div class="check"><strong>Partner plan</strong><br>Roles, budget interfaces, deliverables, agreements, IP, data, communication and escalation.</div>
272 <div class="check"><strong>Rights / ethics / data plan</strong><br>Third-party material, consent, personal data, licences, confidentiality and ethics review.</div>
273 <div class="check"><strong>Communication / event plan</strong><br>Audiences, media, publication, event needs, CI, accessibility and documentation.</div>
274 <div class="check"><strong>Risk register</strong><br>Funding, people, rights, data, schedule, supplier, technical, venue, partner and reputational risks.</div>
275 <div class="check"><strong>Decision log</strong><br>Important decisions, date, responsible person, reason and impact.</div>
276 <div class="check"><strong>Closure / handover plan</strong><br>Final files, reporting, repository/archive, equipment, accounts, access, retention and responsibilities.</div>
277 </div>
278 </section>
Veronika Kocher 2.1 279
Veronika Kocher 6.1 280 <section class="sec">
281 <div class="eye" style="color:#8a4d36;margin-bottom:4px">STEP 6 · PLAN BACKWARDS</div>
282 <h3>The external deadline is not your first deadline</h3>
283 <table class="tbl">
284 <thead><tr><th>Planning point</th><th>Question</th></tr></thead>
285 <tbody>
286 <tr><td><strong>External submission / public opening</strong></td><td>What must be complete and approved here?</td></tr>
287 <tr><td><strong>Institutional approval / signature</strong></td><td>Who needs final documents and review time?</td></tr>
288 <tr><td><strong>Legal / partner agreements</strong></td><td>What must be reviewed before submission?</td></tr>
289 <tr><td><strong>Budget / personnel / procurement review</strong></td><td>Are rates, hires, purchases and resources realistic and permitted?</td></tr>
290 <tr><td><strong>Project concept freeze</strong></td><td>When must scope, roles, work packages and outputs stop changing?</td></tr>
291 <tr><td><strong>Partner input</strong></td><td>When must partners deliver text, budgets, letters and approvals?</td></tr>
292 <tr><td><strong>Internal start</strong></td><td>When must planning begin to make all of this possible?</td></tr>
293 </tbody></table>
294 </section>
Veronika Kocher 2.1 295
Veronika Kocher 6.1 296 <section class="sec">
297 <div class="eye" style="color:#8a4d36;margin-bottom:4px">STOP &amp; CHECK</div>
298 <h3>Project-planning red flags</h3>
299 <div class="grid">
300 <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>
301 <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>
302 <div class="warn"><strong>People appear only as budget lines.</strong><br>Employment/contract routes and lead times have not been checked.</div>
303 <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>
304 <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>
305 <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>
306 </div>
307 </section>
Veronika Kocher 2.1 308
Veronika Kocher 6.1 309 <section class="sec">
310 <div class="eye" style="color:#8a4d36;margin-bottom:4px">CONTINUE PLANNING</div>
311 <h3>Related Enable topics</h3>
312 <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>
313 </section>
Veronika Kocher 2.1 314
Veronika Kocher 6.1 315 <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>
Veronika Kocher 2.1 316
Veronika Kocher 4.1 317 <!-- ARSN_SEARCH_TERMS_START -->
Veronika Kocher 6.1 318 <details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6">
319 <summary style="cursor:pointer;color:#6a655e;font-size:13px">Search terms &amp; related topics</summary>
320 <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>
Veronika Kocher 4.1 321 </details>
322 <!-- ARSN_SEARCH_TERMS_END -->
Veronika Kocher 6.1 323
324 </div>
Veronika Kocher 4.1 325 {{/html}}
Veronika Kocher 6.1 326