Information for heads of department

Signing Tasks

If you are responsible for signing, you will receive an email notifying you that you have a task to perform in Prisma.

Steps to sign an application:

1. Log in to your account in Prisma.
2. Click on the top menu Organisational Information.
3. Click the menu option Sign.
4. Click Task on the row for the application you are to sign.

You must check the box “I have reviewed all information and confirm the commitments” to activate the Sign button.

Full information about this process is available here

Prisma will send email reminders about these tasks and the signing deadlines.

Important! To sign applications and grants, you and your deputy must have organisational account access.

If you have assumed the role of Head of Department, if a new deputy has been appointed, if your term has ended, or if any other changes affect the signing structure at the department, this must be reported to Juliana Räsänen.

The Head of Department also approves access to the portal for new financial officers and administrative managers.
To grant this access, an email should be sent to Juliana Räsänen with the necessary information: details about the new staff member and their email address.

Organisational grants

In Prisma, there is a specific type of grant called organisational grants.

Please note that organisational grants may come from Formas, Forte, and the Swedish Research Council.

Full information is available here

Please note: Such applications are handled by the organisation and signed in Prisma by Mikko Roos, Alexandra Blomkvist , Carl Sandberg with your approval. These applications will therefore not appear in your Signing Tasks in Prisma.

Important! We recommend that internal routines are established to inform financial officers about how many organisational grants exist within the department.

Procedures for financial and scientific reporting for organisational grants in Prisma

The Swedish Research Council has recently introduced a requirement that users of the organisational account (Office for Research, Engagement and Innovation Services) must approve both scientific and financial reports for organisational grants in Prisma.

Important! Responsibility for the content of the financial and scientific reports, as well as meeting the deadline, lies with the project leader. The approval is only an administrative step. To ensure that this process runs as smoothly as possible, the following procedures apply:

• The departmental financial officer reviews the completed financial report with the project leader, selects Juliana Räsänen in the Prisma system and sends the report to her for approval via Prisma no later than five (5) working days before the deadline.
• The project leader sends an email to prisma@su.se with the following information:
  “I approve the financial report for the grant with registration number _______, project title ______.”
  This must be done no later than five (5) working days before the deadline.
  The financial officer and project leader will receive a confirmation email from Prisma within two days that the report has been approved.
• For approval of scientific reports for organisational grants in Prisma, the project leader selects Mikko Roos, Alexandra Blomkvist, or Carl Sandberg (depending on who opened the organisational grant) in the Prisma system and sends the report to them for approval via Prisma no later than five (5) working days before the deadline.
  The project leader will receive a confirmation email from Prisma within three days that the report has been approved.

Example of how organisational grants and regular grants appear in Prisma

Note: In a regular grant/application, the first and last name are shown in the “Project Leader” field, whereas in an organisational grant/application, the university name is always displayed.