Learning to share? Asset sharing in UK universities Sarah Jakson, N8

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Learning to share? Asset sharing in UK universities Sarah Jakson, N8

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Learning to share? Asset sharing in UK universities Sarah Jakson, N8

  1. 1. http://www.n8research.org.uk/asset-collaboration/n8-est/http://www.n8research.org.uk/asset-collaboration/n8-est/ N8 Equipment Sharing Toolkit Sarah.Jackson@n8research.org.uk @SJacksonN8 @N8Research
  2. 2. http://www.n8research.org.uk/asset-collaboration/n8-est/ Today N8 Sharing for Excellence and Growth – Part I The Sequel – N8 Sharing for Excellence and Growth – Part II – The Equipment Sharing Toolkit
  3. 3. http://www.n8research.org.uk/asset-collaboration/n8-est/ Part I – Why and What • Why: Access to well-maintained and state-of-the-art equipment and infrastructure is crucial to the UK science base and therefore to underpinning national economic competitiveness • What: Benefits and barriers to sharing equipment • Report by Professor Luke Georghiou, Vice-President Research and Innovation, University of Manchester
  4. 4. http://www.n8research.org.uk/asset-collaboration/n8-est/ Benefits of sharing • Sharing offers positive benefits of 3 kinds – Creating concentrations of research activity to drive excellence & impact – Increased efficiency by reducing number of items purchased & increasing load factors – Acquisition of capital assets too large for a single institution Professor Luke Georghiou, Vice-President Research and Innovation, University of Manchester
  5. 5. http://www.n8research.org.uk/asset-collaboration/n8-est/ Necessary preconditions • Trust between holders and users of equipment • Ability to locate equipment with spare capacity • Proximity and travel time factored in Professor Luke Georghiou, Vice-President Research and Innovation, University of Manchester
  6. 6. http://www.n8research.org.uk/asset-collaboration/n8-est/ …but sharing only works in right circumstances • Substantial transaction costs only partly sensitive to scale – Access arrangements & provision of technicians for longer hours largely fixed costs • Hence sharing far more viable for large items – No fixed cut-off but probably £500k range is entry point for anything beyond casual opportunities • Governance and management framework to cover additional costs, clarify service levels, H&S, liability & training issues Professor Luke Georghiou, Vice-President Research and Innovation, University of Manchester
  7. 7. http://www.n8research.org.uk/asset-collaboration/n8-est/ Outputs • Common searchable research equipment system www.n8equipment.org.uk • N8 High Performance Computing Facility- awarded to Manchester, facility provided by Leeds • Equipment base critical in Industry Innovation Forum • Contribution to political case for efficiency • Future research and capital planning: – Chemistry – success in EPSRC Core Capability call – Biological NMR – Physics – HPC Technology Roadmap
  8. 8. http://www.n8research.org.uk/asset-collaboration/n8-est/ Overview of the N8 Equipment Sharing Toolkit Part 2 - The Sequel
  9. 9. http://www.n8research.org.uk/asset-collaboration/n8-est/ Making Sharing Happen • N8 Equipment Sharing Toolkit • Collective thinking of a wide range of research and financial support professionals across the N8 universities • How best to share equipment.
  10. 10. http://www.n8research.org.uk/asset-collaboration/n8-est/ What is it for? • Making it easier to share equipment to allow us to do better research – increasing productivity • Help the academic community to find the most appropriate solution for their circumstances - Not a compliance-based approach
  11. 11. http://www.n8research.org.uk/asset-collaboration/n8-est/ Banding to help with use of the toolkit • Strategic Facilities as defined by N8 Universities that are part of the competitive award winning process and research growth of the 8 universities • e.g. NMR machine 1GHz new investment Band 1 – New Infrastructure Framework Applies • Larger pieces of equipment where formal/informal sharing may already exist as a result of collaborative working • Equipment with the capacity and capability to be shared. For this equipment uptake of the model is optional • e.g. NMR machine 750MHz purchased in 2008 Band 2 – New Infrastructure Framework Optional • Smaller equipment that does not normally lend itself to sharing and identified via the N8 database • Eg NMR machine 600MHz for departmental use Band 3 – New Infrastructure Framework Unlikely to apply
  12. 12. http://www.n8research.org.uk/asset-collaboration/n8-est/ Who ? • Sarah Fulton • Director of Research and Innovation Services, The University of Sheffield • Chair of the Operational Infrastructure Group • Melanie Lythgo • Head of Cost Accounting, The University of Manchester • Pricing/Charging • John Pillmoor • Technology Facility Director, The University of York • Health/Safety/Liability/Insurance • Andy Jamieson • VAT Manager, The University of Sheffield • Kirsty Lindley • Pricing and Contracts Manager, The University of Sheffield
  13. 13. http://www.n8research.org.uk/asset-collaboration/n8-est/ What does the toolkit contain? Navigation and pathways through four areas: • Pricing and Charging • Health & Safety and Training • VAT • Contacts and Legal
  14. 14. http://www.n8research.org.uk/asset-collaboration/n8-est/ What does the toolkit contain? In addition to four work strands: • Background and context for the work • Suggested approaches • Two case studies • Worked up examples • Downloadable templates • Questions and answers
  15. 15. http://www.n8research.org.uk/asset-collaboration/n8-est/ For example: Elements of Cost Model Pay Price Replacement Cost Depreciation Space Non Pay Efficient Usage
  16. 16. http://www.n8research.org.uk/asset-collaboration/n8-est/ Approved by Funders • Established cost model for sector • Involvement of TRAC Support Unit throughout process • Liaison with RCUK representatives through TRAC Development Group route • Check other funder T & Cs
  17. 17. http://www.n8research.org.uk/asset-collaboration/n8-est/ Charging Pathways University A requires access to equipment as part of a research project. Access will be provided by Universities B and C. Costs are recorded as Research Expenditure in University A University C is a subcontractor on the research project led by University A. This includes collaborations where research income is routed via a lead University University B is not a subcontractor on the project. Equipment access is simply being provided. This includes research collaborations with separate funding streams. Equipment may or may not be a Facility under TRAC Equipment is not a Facility under TRAC therefore costs are included in the overhead rates for research Equipment is not a Facility under TRAC therefore costs are included in the overhead rates for research Equipment is a Facility under TRAC, therefore costs are not included in the overhead rates for research Costs on the grant at University C do include academic staff and therefore some overhead Costs on the grant at University C do not include academic staff and therefore no overhead Access Charge Levied Research Income- where participating in the research Other Income where not participating in the research Access Charge Levied-Other Income Access Charge NOT Levied. This is the only scenario where any costs towards running the equipment are recovered as part of this research project by the University providing access to the equipment Access Charge Levied Research Income- where participating in the research Other Income where not participating in the research
  18. 18. http://www.n8research.org.uk/asset-collaboration/n8-est/ A flexible and collaborative approach • Consulted critical friends within our respective HEIs • Took note of good work being developed elsewhere, e.g., M5 group of universities and the SES 5 • Tested ideas as we went along • Consulted with national bodies who had a policy or regulatory interest, RCUK; HEFCE; HMRC; Govt depts • Sought legal and financial advice • Weren’t slowed down by not knowing all the answers
  19. 19. http://www.n8research.org.uk/asset-collaboration/n8-est/ How it will be used • Part of the wider sector effort to demonstrate productivity and efficiency in equipment sharing – Diamond Review • The user community will be engaged in helping to improve its effectiveness • Be comfortable that we don’t have all the answers – next steps approach • To be of help to the broader HEI sector
  20. 20. http://www.n8research.org.uk/asset-collaboration/n8-est/ Where next ? • Using the toolkit for HPC – implementing the VAT Cost Sharing model • Develop networks to promote sharing across HEIs • Identify new areas for capital asset collaboration
  21. 21. http://www.n8research.org.uk/asset-collaboration/n8-est/

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