Much of Leiden University’s scientific research is conducted in externally funded research projects. The complexity of applying for, managing and reporting on these projects is constantly increasing. This calls for streamlined work processes and systems to reduce the workload of researchers and research support professionals. Leiden University therefore issued a European tender and ultimately selected Vidatum as its new project management tool.

Vidatum assists research support professionals and researchers in applying for, managing and reporting on externally funded research projects. The tool helps to ensure compliance with funders’ requirements, so that researchers and research support professionals alike can do their work more quickly and easily.

With Vidatum:

• All the project information and documentation is stored in one central place.
• rincipal investigators have direct insight into the project budget. 
• There is a clearer view of compliance with laws and regulations.
• Comprehensive reports and management information are available.

The introduction of Vidatum is aligned with the Room for innovation ambition of Leiden University’s Strategic Plan. By making our processes and systems both smarter and simpler, we provide better support for research.

Vidatum is intended for staff members who are involved in acquiring, starting and conducting externally funded research projects. The relevant user groups will be informed in due time about how to use the system.
 
Because Vidatum is used for managing sensitive project information and financial information, the confidentiality of all information is guaranteed. This means that staff members can only view and edit the information they need for their work. For this purpose, they are assigned special roles and rights.

Vidatum is already being used for financial project management (post-award) of externally funded research projects. Additional functionalities will be added to Vidatum during 2025, including:  

• Digitisation of approval processes (Request for Approval)  
• Time recording for research projects  
• Support with grant applications (pre-award) 
• Management reports

Phased implementation of Vidatum will take place within the faculties and organisational units. Read more information on the timeline and rollout of Vidatum for financial project management, approval processes and the pre-award stage.

Vidatum is linked to SAP, so that researchers’ salary data can be included in the project budgets, for example. Additionally, Vidatum compares actual costs (such as SAP entries) with the project budgets.
 
These links will be changed when we move from SAP to AFAS. Vidatum will then be integrated with AFAS instead of SAP.