Cyborg ERP - Project Section Management
End-to-end control for research projects, grants, funding agencies, and scholars
Run your entire research portfolio from one place. The Project Section Management module unifies PI onboarding, proposal submission, funding agencies, budgets, UC/SOE, fellowships, progress tracking, and closure. It keeps data consistent, speeds up approvals, and gives leadership clear visibility.
Why universities choose this module
🔹 One source of truth: projects, scholars, funds, and documents stay linked.
🔹 Zero paperwork chaos: digital workflows cut delays and errors.
🔹 Audit-ready anytime: UC/SOE, sanction orders, and spend logs are always in sync.
🔹 Custom to your policy: fields, forms, and workflows match your institution.
🔹 Actionable dashboards: department, agency, and PI views show performance and risk.
Fully configurable: add fields, rename labels, change required/optional rules, and tailor approval chains per project type or funding body.
Core functional areas
🔹 PI (Principal Investigator) Registration
🔹 Research Scholar Registration
🔹 Funding Agency Management
🔹 Project Registration & Proposal Submission
🔹 Budget Allocation & Utilization Tracking
🔹 Project Monitoring, Reviews & Documentation
🔹 Fellowship / Stipend Management
🔹 UC / SOE Generation (agency formats)
🔹 Final Report & Closure
🔹 MIS & Executive Dashboards
Project Section Management — PI, Scholars & Research Projects
PI (Principal Investigator) Registration
A clean intake flow for faculty and supervisors working on funded or consultancy projects.Captured details
🔹 Name, Department/School/Centre, Designation🔹 PI Type (PI / Co-PI / Co-Investigator)
🔹 Qualification, Expertise, Research Domain
🔹 ORCID ID, Scopus ID
🔹 Past funded projects and publications
🔹 Bank details for disbursement
🔹 CV/Resume upload
Approval routing
PI → HoD → Dean R&D → Registrar → Project Section (configurable)PI dashboard
🔹 Active projects and pending proposals🔹 Budget spent vs balance
🔹 Assigned scholars and consultancy revenue
🔹 UC/SOE pending, task alerts, deadlines
Research Scholar Registration
Designed for PhD / M.Phil / JRF / SRF / PDF / Project Fellows / Interns.Key fields
🔹 Name, Enrollment No., Department, Degree Type🔹 Supervisor (PI/Co-PI) and project mapping
🔹 Funding type (Institute / Agency / Self-funded / Fellowship)
🔹 Fellowship body (UGC, CSIR, DST, AICTE, ICSSR, DRDO, etc.)
🔹 Stipend amount, duration, joining/offer letters, ID proofs
🔹 Attendance, monthly progress, stipend release status
Funding Agency Management
Maintain a single, structured directory of national and international agencies.Agency types
🔹 Government: DST, DBT, AICTE, UGC, CSIR, DRDO, ISRO, ICSSR, etc.🔹 International: UNDP, WHO, World Bank, UNICEF, EU
🔹 Private/Corporate: CSR foundations, industry labs, MoUs
🔹 Consultancy: govt. departments, private clients
Agency master fields
🔹 Agency name and type, contacts, address🔹 Funding categories and proposal formats
🔹 Guidelines and templates (PDF uploads)
🔹 MoUs/Agreements with validity and renewal
Project Registration & Proposal Submission
Create, review, and submit proposals with structured sections and uploads.Project details
🔹 Title, Duration, Category, Research area & keywords🔹 Funding agency and proposal cost (CAPEX/OPEX)
🔹 Sponsored / Consultancy / Fellowship
🔹 Objectives, Methodology, Team, Infrastructure needs
🔹 Milestones, Risk factors, Ethics approval
🔹 Head-wise Budget, document uploads
Approval workflow
PI → HoD → Dean R&D → Finance → Registrar → Vice-Chancellor(Steps and roles configurable per project type)
Budget Allocation & Utilization Tracking
Track the complete financial lifecycle for each sanction.Budget heads
Manpower (JRF/SRF/RA), Equipment, Consumables, Travel, Contingency, Consultancy, Overheads, Publications, Fellowship, Misc.Controls
🔹 Sanction order upload and head creation🔹 Head-wise allocation vs spend
🔹 Balance auto-calculation
🔹 Alerts for over-expenditure or re-appropriation
🔹 Disbursement and advance tracking with remarks
Project Monitoring, Reviews & Documentation
Stay on schedule with structured updates and centralized files.Tracking
🔹 Daily/Weekly/Monthly progress updates🔹 Deliverables and milestone status
🔹 Internal review meetings and minutes
🔹 Lab work logs and attachments
Document vault
Proposal, Sanction order, MoU, Ethics approval, Mid-term reports, Extension letters, Patents, Publications, Photos/Data, Closure report. Versioning and audit trails are maintained.Fellowship / Stipend Management
Automate monthly payments for JRF/SRF/Project fellows.Workflow
🔹 Attendance verification → PI approval → Finance approval🔹 Bank transfer file generation
🔹 Arrears, increments, and fellowship changes
🔹 UC adjustments where applicable
UC / SOE (Statement of Expenditure)
Generate agency-ready financial statements without manual collation.Outputs
🔹 Head-wise expenditure and balances🔹 Carry-forward and interest
🔹 UC/SOE in required formats (DST/UGC/AICTE/DHR, etc.)
🔹 e-Sign by PI and Registrar (as enabled)
🔹 Audit-ready PDFs and registers
Project Closure & Archiving
Close projects with a complete, documented handover.Closure pack
🔹 Final report and publications list🔹 Patents and student theses
🔹 Asset creation and equipment handover
🔹 Final UC/SOE and closure certificate
🔹 Long-term archival with indexed search
University Management Dashboards
Role-based analytics for VC, Registrar, Dean R&D, Project Section.At a glance
🔹 Total funded projects; running vs completed🔹 Department-wise and agency-wise funding
🔹 Budget utilization % and burn rate
🔹 PI performance and scholar distribution
🔹 UC/SOE pending; sanction vs spend timelines
🔹 Equipment purchase and milestone status
🔹 Upcoming deadlines and risk flags
How the workflow fits together
🔹 PI/Scholar/Agency masters are created or updated.🔹 Proposal is drafted and submitted with budget and documents.
🔹 Approvals move through configurable routing.
🔹 Sanction is recorded; budget heads are allocated.
🔹 Spends are posted under heads; documents are attached.
🔹 Progress and reviews are logged with milestones.
🔹 Fellowships are processed monthly.
🔹 UC/SOE is generated and submitted.
🔹 Closure is completed; the record is archived.
Customization & Policy Controls
🔹 Add/rename/reorder fields across all forms🔹 Configure mandatory/optional rules
🔹 Different forms and approvals by project type or agency
🔹 Custom numbering schemes and document templates
🔹 Role-based access for PIs, Finance, Registrar, R&D, Audit
🔹 Multi-campus, multi-school support with granular permissions
Security, Compliance & Audit
🔹 Role-based access control and data encryption🔹 Detailed activity logs and version history
🔹 Document checksum and expiry reminders
🔹 Backups and retention aligned with institutional policy
Integrations (as enabled)
🔹 Finance/Accounts for head mapping and ledger sync🔹 HR/Payroll for fellowships and PI payments
🔹 Document Management for e-sign and long-term archive
🔹 Email/SMS/Notifications for reminders and deadlines
Benefits at a Glance
🔹 Faster approvals and fewer follow-ups🔹 Accurate, head-wise spending with real-time balances
🔹 Easy UC/SOE generation in agency formats
🔹 Clear visibility for leadership and auditors
🔹 Smooth close-out with complete documentation
📚 Frequently Asked Questions (FAQs)
Yes. Fields, labels, order, and mandatory rules are fully configurable.
Approval steps can be different for each project type or funding agency,
as per your institutional policy.
Yes. UC/SOE can be generated in standard formats such as
DST, UGC, AICTE, DHR and others.
Additional templates can be mapped and configured as required.
Absolutely. You can classify projects as
Sponsored, Consultancy, or Fellowship,
each following its own rules, workflows, and reporting views
within the same unified module.
Fellowship processing is driven by attendance and progress updates.
Requests move through a PI → Finance approval flow,
and the system can generate bank transfer files while tracking arrears,
increments, and any fellowship changes.
Yes. The module supports multi-campus and multi-school structures.
Permissions, approvals, workflows, and dashboards can be segmented
by campus, school, or department while still maintaining a central view.
