Guidelines to MSc Project Tracking

Introduction

This document provides information on the MSc Project Tracking System. There are a small number of forms used in the system, a project list and views that allow projects to be tracked quickly and efficiently.

In most instances the fields in the forms are self explanatory and the time to fill them in and update them is minimal. This document explains the relationships between forms and indicates which groups: academic staff, administrative staff and students that will find them of use and of interest.

Contents

 

Accessing the Project Tracking System

To access the project tracking system, first go to:

Then click on the MSc Project tab on the left of the screen

 

The Project Tracking forms and views may then be accessed by clicking on the appropriate links.

 

MSc Project Tracking Overview

The project tracking system allows projects to be tracked from the initial project proposal to project completion.

 

Tracking information is intended to enable academic staff, administrative staff and students to monitor progress. Note that students only have access to their own personal details.

 

The project committee consists of an small number of academic staff responsible for the academic administration of projects.

 

The project tracking system and process described below relates the small number of forms used to both project activities and the groups of people involved with them.

 

The MSc Project Tracking System

The project process is:

 

The forms and groups associated with project activities are listed in the table below.

Activity Form Students Academic Staff Project Committee Supervisor Admin Staff
Project Proposal Proposal * * * *  
Project Approval Status     *    
Project Allocation Status, List     *    
Supervisor Allocation Status     * *  
Project Availability Status, List     *    
Project Unavailability Status     *    
Project Start Status, Tracking       * *
Project Plan Tracking       *  
Interim Report Tracking       *  
Implementation Tracking       *  
Dissertation Tracking       *  
Presentation Tracking       *  
Viva Tracking       *  
Supplementary Information Tracking       * *
Project Complementation Status, Tracking       * *

 

The Project Proposal Form

This allows students/staff to propose a project. In future industrialists and staff from collaborating universities will be able to propose projects.

When the proposal form is submitted the members of the Project Committee are automatically informed by email.

A numerical project identifier is generated automatically when the form is submitted. This cannot be changed and is intended to uniquely identify the project in the future. Note that the project title may change.

 

The Project Status Form

This is completed by members of the Project Committee using the information provided in the Proposal Form. Proposals are checked for academic standard, resource requirements and do-ability in the timescale allowed.

Interaction between the proposer and members of the project committee occurs, in the form of documents submitted electronically, email, telephone, and where appropriate video-conferencing. In some instances, where students are local, direct contact is made.

Where appropriate, consultation with appropriate academic staff is undertaken.

The project committee takes a positive attitude to all proposals and endeavour to encourage the proposer and, if possible, modify the proposal in conjunction with the proposer, to make it acceptable.

Where a Project Proposal that has been made by a student is approved a supervisor is appointed and the project is allocated to the student.

Where projects are undertaken that are of interest to a student's employer, it is desirable, but not essential, to appoint an industrial mentor.

Where a Project Proposal that has been made by a member of staff is approved is set to "available" in the form and appears on the project list as available.

 

The Project List

The project list is generated automatically using the information contained in the Project Proposal Form and the Project Status Form. The project list contains a list of all projects except those that have been made unavailable at the request of the proposer. This happens, for example, when a student that proposes a project changes his/her job. Projects may be removed from the list, but not from the tracking database. Project proposals go on to the Project List where their title, status and proposal date is shown. Displayed project status entries are:

Students that wish to consider taking an available project contact the proposer directly, preferably by email.

The Project List may be sorted by clicking on column heads.

 

The MSc Project Administration View - Staff

The top section of the of the Project Administration View

This view shows all the projects that are in progress: each project pane lists

Projects may be sorted, using the Sort by drop down menu.

Alternatively, quick searches may undertaken by typing CRTL F and entering the search criteria in the dialogue box.

 

The bottom section of the Project Administration View

This shows all the projects that have been entered into the database that are not in progress, even those that have been made not available and do not appear in the Project List.

 

The Project Tracking form - Staff

The Project Tracking form provides essential contact information and allows the project supervisor to update a students progress for assessed work.

The Project Title and project ID are entered into this form automatically.

Student progress and assessment tracking should be carried out by the project supervisor.

Some of the information on the tracking form may be entered by administrative staff.

In some instances, the University may enter into a non-disclosure agreement with a student and his /or her employer. Drawing up this agreement must involve members of the Project Committee. The university cannot enter into a confidentiality agreement with a company for an MSc Project because an external examiner must be involved. Also, the student is required to make an open presentation.

Intellectual Property Rights- the default is all IPR arising from the project belongs to the University. Members of the Project Committee must be involved in any agreement to assign the University's IPR to others.

 

The Project Tracking form - Students

Students may read their personal tracking details, but they cannot change them. If a students disagrees with any of their personal records they must inform their supervisor, who may change the details if appropriate.

 

Project Start Date

A project starts officially when the student completes the Module Addition form. This form is not part of the tracking suite of forms and is a hard copy paper form.

Once the student has completed this form satisfactorily the project supervisor should be informed.

The project supervisor and/or administrative staff should then:

Set the project status to In Progress in the Project Status form

and

Set the project status to Started in the Project Tracking Form and enter the the project start date.

 

Project Completion Date

A project is officially complete when the examination board makes a decision on the students performance. Once this has been done the project status is set as follows:

 

The project supervisor and/or administrative staff should:

 

Set the project status to Complete in the Project Status form

and

Set the project status to Finished in the Project Tracking Form and enter the the project completion date.

 

The project supervisor should update the Amendments to the Final Dissertation field, as appropriate.

 

Administrative staff/supervisors should set the examination board's decision to Pass or Fail

 

Making a Project Unavailable

When a project is to be removed from the Project List, for whatever reason, the following should be done by the a member of the Project Committee:

 

Project Status Form: Set the Project Status to Unavailable

 

Project Tracking Form: Delete the students login details and the students name.

 

Note: When projects are completed successfully they are set to completed, this leaves them in the Project List as a source of information for other students and staff.

 

Updated 17.03.06 RH