Project Planning & Organisation

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

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<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>

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<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>

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</div></section>

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<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>

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<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>

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

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

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<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>

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

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<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>

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

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

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

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

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

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

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

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

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

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

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<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>

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<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>

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

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

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<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>

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

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

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<p>

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

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

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

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and which institutes or research environments have hosted related work.

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

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<h4>Fokus Künstlerische Forschung</h4>

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<p>

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

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

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

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</p>

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

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target="_blank" rel="noopener">

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View artistic research projects ↗

</a>

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

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<h4>Fokus Wissenschaftliche Forschung</h4>

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<p>

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

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

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hosts, funding programmes and disciplinary or interdisciplinary research settings.

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</p>

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

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target="_blank" rel="noopener">

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View scientific research projects ↗

</a>

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

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<h4>Fokus Relationale Forschung</h4>

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<p>

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

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

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

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</p>

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

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target="_blank" rel="noopener">

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View relational research projects ↗

</a>

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

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

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

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

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

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

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

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

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<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>

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

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<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>

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

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<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>

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

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</div>

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

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

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<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>

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<ul>

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<li>concept development and feedback</li>

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

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

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

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

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</ul>

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<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>

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</div>

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

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

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<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>

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<ul>

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<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>

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<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>

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

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

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<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>

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</ul>

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

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</div>

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

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

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<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>

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<ul>

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

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

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

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</ul>

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

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

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

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</div>

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

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

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<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>

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<ul>

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

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

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

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

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</ul>

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

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

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</div>

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

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

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

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<ul>

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

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

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

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</ul>

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<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>

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</div>

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

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

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<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>

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<ul>

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

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

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</ul>

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<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>

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</div>

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

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

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<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>

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<ul>

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

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

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

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

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

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</ul>

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

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

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

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</div>

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

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

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<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>

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<ul>

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

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

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

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

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</ul>

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<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>

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</div>

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

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

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<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>

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<ul>

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

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

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</ul>

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

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</div>

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

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

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<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

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<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>

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868

visuallyFirstSectionBar(card);

if(!bar)return null;

var cardRect=

card.getBoundingClientRect();

874

875

var barRect=

876

bar.getBoundingClientRect();

return {

card:card,

bar:bar,

relativeTop:

barRect.top-cardRect.top,

883

label:

884

normalizeText(bar.textContent)

};

});

// Conservative: only align when every card in the horizontal row

889

// has a reliable first section bar.

890

if(

891

rows.some(function(row){

return !row;

})

){

return null;

}

var targetTop=

Math.max.apply(

Math,

rows.map(function(row){

902

return row.relativeTop;

})

);

rows.forEach(function(row){

var delta=

targetTop-

row.relativeTop;

if(delta<=1)return;

saveOriginal(

row.bar,

originalMarginTop,

"margin-top"

);

var currentMargin=

num(

getComputedStyle(

row.bar

).marginTop

);

row.bar.style.setProperty(

"margin-top",

(

currentMargin+

delta

)+"px"

);

row.bar.setAttribute(

935

"data-sn-first-section-aligned",

"4"

);

sectionManaged.add(row.bar);

});

return {

labels:

rows.map(function(row){

return row.label;

}),

targetRelativeTop:

Math.round(targetTop)

};

}

function applyGroup(group){

953

if(!validHorizontalGroup(group)){

return null;

}

var cards=[];

var seen=new Set();

group.entries.forEach(function(entry){

961

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

962

seen.add(entry.target);

963

cards.push(entry.target);

}

});

if(cards.length<2)return null;

968

969

var firstSection=

970

alignFirstSections(cards);

971

972

// The section alignment can change natural card heights.

973

// Measure only afterwards.

974

var maxHeight=0;

975

976

cards.forEach(function(card){

977

maxHeight=Math.max(

978

maxHeight,

979

card.getBoundingClientRect().height

);

});

maxHeight=Math.ceil(maxHeight);

984

985

if(maxHeight<MIN_H)return null;

986

987

cards.forEach(function(card){

saveOriginal(

card,

originalMinHeight,

"min-height"

);

card.style.setProperty(

"min-height",

maxHeight+"px"

);

card.setAttribute(

"data-sn-equal-height-managed",

"4"

);

heightManaged.add(card);

});

return {

cards:cards.length,

height:maxHeight,

firstSection:firstSection

};

}

function run(){

reset();

if(

window.innerWidth<=MOBILE_MAX

){

return;

}

var parents=

Array.from(

root.querySelectorAll("*")

1026

).filter(function(parent){

1027

return (

1028

visible(parent,MIN_W,MIN_H)&&

1029

parent.children&&

1030

parent.children.length>=2&&

1031

parent.children.length<=MAX_PARENT_CHILDREN

);

});

var touched=new Set();

1036

1037

parents.forEach(function(parent){

1038

var entries=[];

1039

1040

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

1041

if(!visible(child,MIN_W,MIN_H))return;

1042

1043

var target=pickTarget(child);

if(!target)return;

entries.push({

target:target,

rect:target.getBoundingClientRect()

});

});

if(entries.length<2)return;

1053

1054

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

1055

if(!validHorizontalGroup(group))return;

1056

1057

var signature=

1058

group.entries.map(function(entry){

return entry.target;

});

if(

!signature.some(function(el){

1064

return !touched.has(el);

})

){

return;

}

var applied=

applyGroup(group);

if(applied){

signature.forEach(function(el){

touched.add(el);

});

}

});

});

}

function schedule(){

if(raf)cancelAnimationFrame(raf);

1084

1085

raf=requestAnimationFrame(function(){

1086

raf=requestAnimationFrame(function(){

raf=0;

run();

});

});

}

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

1094

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

1095

1096

root.addEventListener(

1097

"click",

1098

function(){

1099

setTimeout(schedule,0);

},

true

);

Array.from(root.querySelectorAll("img")).forEach(function(img){

1105

if(!img.complete){

1106

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

}

});

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

1111

document.fonts.ready.then(schedule);

}

schedule();

setTimeout(schedule,200);

1116

setTimeout(schedule,650);

1117

setTimeout(schedule,1400);

1118

})();

1119

</script>

1120

1121

Wiki source code of Project Planning & Organisation

Applications

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