Research - Project Management Responsibilities
In terms of the Memorandum of Agreement, no specific contractual
obligations are assigned to the Project Leader (named in Annexure A of
the Agreement). All responsibilities for the successful execution of the
project reside with the Contractor, who would be entitled to delegate
certain powers and duties to the project leader as seen fit.
Nevertheless, the project leader still needs to assume some basic
and direct the execution of the project, bearing in mind the
objectives of the project , its duration and the approved budget
Appoint experienced people to take minutes at Reference Group
Submit the following documentation, as and when required, to the
responsible WRC Research Manager:
minutes of Reference Group meetings
work programmes, progress reports and where applicable, a draft
final report and Executive Summary for consideration by the
each deliverable on schedule or, where applicable,
report on completion of the deliverable
submission of each completed deliverable (or report thereon),
immediately arrange to have the WRC invoiced for payment against
Immediately bring to the attention of the responsible WRC Research
Manager any unforeseen circumstances which will impact on the
Project Leader's ability to adhere to time frames for submission of
documentation and deliverables
Obtain prior approval from the WRC for the publication of all
interim reports, papers and articles relating to work done on the
track of all project expenditure and obtain consent from the WRC for
any budgetary reallocations involving capital funds.
NB: The project leader should bear in mind that projects will not be
extended without very good reasons and should, therefore, make every
effort to adhere to both the programme and the budget as stipulated in
For each project, a Reference Group is appointed by the WRC in
consultation with the Contractor. The Reference Group is tasked to
provide the research team with guidance and to assist the WRC in
monitoring progress and evaluating deliverables. The Reference Group is
only required to act in an advisory capacity.
It should be noted that, in exceptional cases, projects are not assigned
a Reference Group.
Reference Group meetings are scheduled annually (or more frequently, if
required) with the Project Leader in attendance and the WRC research
manager fulfilling the role of Chairperson. Progress reports for the
preceding period and work programmes for the following cycle are tabled
at these meetings.
Reference Group members should familiarise themselves with specific
Powers and Functions entrusted to them:
Powers and Functions
assist and guide the Project Staff in achieving the objectives of
the project as embodied in the memorandum of Agreement and to
recommend and authorize a change of emphasis in respect of the
methodology to be followed where considered necessary
meet at least once a year in order to evaluate Progress Reports and
Proposed Work Programmes, bearing in mind
evaluate the draft Final Report and draft Executive Summary at the
conclusion of the project period and to make a recommendation to the
WRC regarding the acceptance thereof.
co-opt additional members onto the Reference Group, if found
consider requests for project extensions relating to time and
funding and make appropriate recommendations to the WRC.
the Reference Group cannot alter the aims of the project, changes in
approach can be recommended. However, group members should be sensitive
to the budgetary implications of any recommended changes to the project.
Secretaries are appointed by the Project Leader. Reference Group
meetings are held at regular intervals throughout the life cycle of a
Research Project. There are different types of meetings, each having
characteristic agenda requirements, namely:
duties of the meeting secretary are largely confined to keeping a
comprehensive record of a meeting and producing an adequate set of
minutes. Scheduling of the meeting, drafting of the agenda and
distribution of documentation are functions normally carried out by the
appropriate KSA coordinator within the WRC.
The minutes must be submitted to the WRC's responsible Research Manager
no later than 2 weeks after the meeting. All minutes
must be prepared in accordance with the Guidelines for Meeting