Every successful project starts with a conversation. The first and most important step is to reach out to the Research Coordinator. This meeting is not just a formality—it’s where the project begins to take shape. Together, you explore the core idea, assess its strategic potential, and identify what resources, collaborations, or adjustments might be needed. This early dialogue ensures that the project is grounded in institutional priorities and positioned for success from the outset.

Based on this initial input, the researcher creates an entry in ReAp with a working title. At this stage, it's also crucial to assess which funding sources the project might align with. Following this, a second strategic discussion with the Head of Section (HoS) helps confirm that the project fits within the department’s research direction and strengthens its potential for support and approval.

As the idea evolves into a concrete application, the researcher updates the ReAp entry to include the selected grant source and the application deadline. This update triggers internal notifications to both the Controller and the Head of Department (HoD), ensuring they are aware of the upcoming submission and can prepare the necessary support.

At this stage, the researcher can book a meeting with the Research Committee. This session acts as a pitch—a focused presentation of the project idea, objectives, and expected impact. The committee provides constructive critique, challenges assumptions, and offers strategic input that strengthens the proposal before it moves into the writing phase. This step is especially valuable for competitive or complex calls, helping to refine both content and positioning.

The proposal is drafted, and a detailed budget is created using the TECH template. If the grant source is not listed, the Research Coordinator should be consulted.

• Application and budget submitted to reap@mpe.au.dk
• Approval from Financial Controller (2–3 days)
• Approval and support letter from HoD (1 week)

After submission, the researcher updates the ReAp entry with the submitted budget. Automation will handle this in future. The expected date of the next update should be recorded.

If the application is rejected, the researcher updates the ReAp entry and forwards the official decision letter to reap@mpe.au.dk.

Insights and lessons learned should be noted for future use.

Once accepted, the decision is updated in ReAp and the acceptance letter is sent to reap@mpe.au.dk and journalisering@mpe.au.dk.

The Controller sets up the project in Navision, and the signed contract is forwarded to journalisering@mpe.au.dk.

In the active phase, project cost is posted on the appropriate project/activity number.

All relevant project documents should be submitted to journalisering@mpe.au.dk. This includes:

• NDAs
• Corporate agreements
• Consortium agreements
• Final reports
• Legal documents
• Project extensions

At closure, the Controller assists in balancing the project account and the final status is updated in ReAp.