04 A View From The Sharp End

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04 A View From The Sharp End

  1. 1. Dr Stephen Armstrong – Head of Research Business Development (Research and Innovation)
  2. 2. • Overview of R&I Office • Project and systems examples – Lesson learned • What would make my life easier
  3. 3. Research and Innovation • Integrated Office – Established in 1994 – Pre-Award , Post-Award, IPR Management, Licensing, Commercialisation, Post Graduate Student Support, Student Enterprise, International Development – Line management to Senior Academic Officer responsible for Research and Knowledge Exchange • However, budget held within Professional Services • Not all Offices have this structure • Research Office – Commercial Office is often an alternative model
  4. 4. RESEARCH & INNOVATION DIRECTOR Departmental Secretary Support Staff (x2) Head of Research Head of Business Head of Grants & Manager, Head of Head of Development Development Contracts Service West of Scotnd International PGR Office Service Service KTP Centre Business Faculty Spin-Out Company Contracts Deputy Manager International Assistant CTA- Business Development Manager Managers (x6) Business Programmes DTA Officer Development IPR Manager Research Development Officer Researcher Managers (x5) Licensing Manager Costing Officer Managers (x2) Training Inter- Business Development Database Secretaries (x2) Administrator disciplinary Managers (x3) Assistant Administrative Project Business Development Assistants (x2) Manager Co-ordinator SEN Project Team (x4) Strathclyde Links Team (x2)
  5. 5. Activity Levels • 1200 Projects Processed Annually – ( Research, Consultancy, Services Rendered) • collaboration agreements , material transfer agreements, licence agreements • £35m Research Awards ( 400 contracts per annum) • EPSRC Collaborative Training Account – 320 Companies over a 3 year period • IPR Management – New Invention Disclosure • 40 per annum – New Patent Applications • 15 per annum • ( Portfolio of 100 patents) • 3 – 4 Spin out Companies per annum
  6. 6. KTG Metrics and Grant • Outreach • £188,223 • Enterprise Schemes • £176,186 • Consultancy • £307,828 • CPD • £773,862 • Industry,Gov • £724,074 Research • Licensing • £38,302 • Venturing • £34,525 £2,243,000
  7. 7. Stakeholder Analysis University Professional Services Management/Governance • Finance • University Court • Estates • Line Managers • HR • Principal, Deputy Principals • Press Office Senior Officers, University • IT Services Management Committee Government Academics •Scottish Funding Council • New academics/post docs •UK and Scottish Government • Experienced academics/major •Universities Scotland /UK project leaders/pooling directors •Dept Business Innovation and Skills • Inventors
  8. 8. Research Funders Industrial Partners – Research Councils – SMEs – Govmt Departments – Multinationals – Local Government – University Spin-outs – EU – FP7 – Alumni Entrepreneurs – Charities – Their contract / finance and legal – Industry representatives – NHS – World Bank , UN Other Universities Commercialisation Partners –National and International – Investors –Academic Staff – Venture Capitalists –Pooling Directors & Senior Officers – Interim CEOs –Other R&I type Depts – Economic Development –Their contract / finance and legal Agencies representatives – Patent agents – Lawyers
  9. 9. Current Tools • Bespoke database for grants and contracts • Costing Tool ( pFACT) • IPR management software (Inteum) • University Website • External Websites – Interface – University-technology.com • Sharepoint • Intranet • Funders electronic submission systems • Embarking on the specification of a comprehensive Research Management Information System – Lead by IT Services
  10. 10. • Physical and Digital Publications – Enterprise Matters – Research Matters • Webcasts – S100 Events • BCE Events Management – Expo’09 – Technology Showcase
  11. 11. FIN PFACT Web Sites 1. Marketing of Research Capability Research 2. Management of Bid Process Research R&I CMS SRS DB VLEs Research HR Profess ional Bid Funder’s RAE Many Intranet systems Local DB Systems 6. Manage Spread Student Information Manage sheets Staff Information 3. Initiating Research Contracts FIN Local Systems Spread Sheets Paper files Web 4. Manage Research Contracts Sites Strath Prints Locally Held 5. Manage Research Outputs INTEUM
  12. 12. Systems and Activity • R&I Database – Processing of Grants • Advanced Forming Research Centre – Large Capital Project with industry sponsorship • Researchers Portal – Supporting academic staff • Lessons from these projects
  13. 13. Grant or Contract Processes Pre-Award Post Award • Solicit and promote • Develop and negotiate opportunities contract • Cost and Price – Negotiate terms • Develop proposal • Re-Cost / Spec • Manage / approve depending on Price electronic submissions achieved • Track applications , file • Provide finance with and record on DB budget approval • Liaise with funder throughout grant
  14. 14. R&I Database Lessons • External procurement necessary as IT services could not deliver in timeframe .. Other priorities • IT Services then reluctant to maintain or support externally procured system – Had to run a dedicated server in department with no IT support • It eventually failed -> Chaos • Had to bribe IT services to take on support role • 7 years later still no generally available reporting function • Last to get Business Objects Universe • Can’t rely on external suppliers – On costs / upgrades expensive .. Over a barrel when it comes to disputes • Must be seen as part of the University’s core mission – Can’t do in isolation – Must integrate with other corporate systems – Need high level support • RIMS project : Chaired by Principal and VD Research and KE
  15. 15. Advanced Forming Research Centre £25 Million Project
  16. 16. AFRC Activities • Risk management • Opportunity management – Develop Value Proposition – Financial planning / modelling – Develop Intellectual Property – University Court Approval Position – State Aid Considerations – Sell academic capability – University Charter – Legal • Develop capacity Opinion – Identify Research Agenda – Reputation – Develop / Negotiate Pilot – Academic Engagement Projects – Contract Negotiation – Build internal team • Development Agency • Finance, Estates, HR, Senior Officers • Tier 1 Partners • Tier 2 Partners – Support Project Executive Team • Companies, Economic Development, Consultants, Lawyers Three Year Time Frame
  17. 17. AFRC Lessons • No centrally provided Groupware solution • Sharepoint “pilot” by learning services couldn’t authenticate external users – Concerns about licence for commercial use • Cost implication – no budget before a project • Lead department used their own server in the end – As the project evolves data management / commercial confidentiality needs careful consideration • Will split down into many sub-projects with different access rights • Commercial companies need reassurance about security and confidentiality – Can this be trusted to departments ? • Freedom of information requests may be an issue • Not everything should/can be committed to electronic documentation • Different participants at different phases of the project – Differing information requirements
  18. 18. Research Knowledge Management (Research Enhancement Group Project) Background • Recognition that we are not maximising the embedded knowledge within SU and that our systems and practices are , in places, not fit for purpose • A new research information systems based infrastructure (RIMS) is planned but is likely to take many years to be defined and implemented • Need to demonstrate that we can organise and use our existing systems and social practice ( with some modifications) to better support research knowledge management.
  19. 19. Researches Portal • Research in Practice • Linking Physical to digital – Research Funding – Calendar of events – Ethics and Sponsorship – Collaboration workspaces Approval – Good Research Practice • Knowledge Exchange in • Capturing of tacit knowledge Practice • Wikis – Commercialising Research – Economic and Social Impact • One Stop Shop – Working with Businesses and – Document Management of Organisations Policy Documents • Research Careers Enhancement – Developing your career • Integration with External – Research Induction Sources of Information • People and Collaboration – RSS Funding Feeds – Themed subsites – Blogs
  20. 20. Portal • Early decision to include BCE advice alongside Research Support and Career Development • Engagement – Academic staff – VD Research – Senior Officers – Departmental Staff – Professional Services Staff • HR, Finance, R&I, Comms • Research Leaders Programme – Academic engagement funded study – Learning Services • Data management paper had to be agreed by Research and Knowledge Transfer Strategy Committee – Sensitive information issues
  21. 21. Portal Lessons • Corporate roll out of Sharepoint… not well planned – Out the Box solution .. But really needs to be customised • Centrally supported but limited and overstretched developer resource – New product…. so learning on the job – Other priorities – We had to secure (part) funding for additional developer • Still not recruited • Authentication based on Active Directory – Not all departments use it ! • Training – Content originators unfamiliar with product • Need training resources to be developed – Promised but still not available • Had to do basic on the job training ourselves
  22. 22. R&I Lessons - General • We have no dedicated IT resource – Skills beyond Microsoft Office very limited • IT Services ( until recently) didn’t see us as part of core Administrative services, therefore unsupported and reliant on goodwill • Systems have grown piece meal with little integration or consistency • – No off the shelf product that integrates costing tool, pre-award processing, post-award management and financial management • Historical reliance on Oracle systems and capability – Limited Microsoft developer resource • IT Committee structure in University hampers progress – R&I office not represented – Often don’t see the external picture ( ie REF ) • Corporate Communications not linked well with BCE objectives • Data management becoming increasingly important – Research Excellence Framework – Freedom of Information Requests – Portfolio Management – Consistent reporting across multiple systems impossible
  23. 23. What we need – Joined up Research Information Management System • HR, Finance, R&I, Library ( Repository) – Document Management System • Integration of email and electronic document management – Event management software • Small and large • Booking and payment system • Collect permission to mail marketing materials – CRM system • However, cultural issues are the real problem – Who owns the relationship ? – Frequently BCE don’t own the relationship ! – Possibly groupware for use with Strategic Partners • Free Wifi for corporate clients – Better video conferencing – Embedded developer resource and Funded Programme to train “BCE” staff in common collaboration tools

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