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Realising Research Support Potential in a Devolved Environment Kathy Brownridge & Jennifer Johnson Realising Research Support Potential in a Devolved Environment Kathy Brownridge & Jennifer Johnson

Overview • • Leeds’ history of Research Support Devolution The Operations Team Framework for Overview • • Leeds’ history of Research Support Devolution The Operations Team Framework for Training & Professionalisation • Research Support Systems / Processes Project • The Future

Internal context (2003 – 2006) • Split in cradle-to-grave support between FROs (pre) and Internal context (2003 – 2006) • Split in cradle-to-grave support between FROs (pre) and RSU (post) • Volume of awards increased by one third in 3 years (£ 71 m £ 117 m) • Implementation of f. EC in September 2005 – complexities of Leeds approach • Development and implementation of a bespoke costing tool • Implementation of grants administration system Oct 04 – new to sector (SAP GM) • Huge change management programme, escalating workload, no add. resources • Sound familiar?

Fall Out • Huge data quality issues and backlog of data entry • Demoralised Fall Out • Huge data quality issues and backlog of data entry • Demoralised staff – high turnover, loss of scarce skills, firefighting • Backlog of claims – over 200 in arrears • Research debtors £ 2. 7 m • 600 accounts awaiting closure • Customer dissatisfaction all time high ‘more important than the RAE’

Pre Devolution – Central Research Support Unit (RSU) • • • Policy and Performance Pre Devolution – Central Research Support Unit (RSU) • • • Policy and Performance European / International Data Management Contracts Post-Award Finance and Systems • TOTAL FTES • TOTAL COST 3. 8 5. 6 3. 0 4. 0 5. 6 2. 0 24. 0 (34%) £ 826 K (32%)

Pre Devolution – Faculty Research Offices (FROs) • • • Medicine and Health 16. Pre Devolution – Faculty Research Offices (FROs) • • • Medicine and Health 16. 8 Environment 8. 4 Biological Sciences 6. 0 Engineering 4. 2 Maths / Physical Sciences 3. 0 Business 2. 0 Performance / Visual Arts / Comms 2. 0 Social Sciences 2. 0 Arts 2. 0 TOTAL FTES 46. 4 (66%) TOTAL COST £ 1743 K (68%)

Pre Devolution – Faculty Research Offices (FROs) • Differentially resourced / portfolio of activities Pre Devolution – Faculty Research Offices (FROs) • Differentially resourced / portfolio of activities / processes / reporting structures • Skills shortages / internal market / poaching of staff • No standardisation of role profiles / grading disparities – no career pathway • Lack of critical mass in smaller FROs • Fragmentation of support within Medicine and Health • Differing levels of customer experience for PIs

Benchmarking – Lessons Learned • No ideal model – adapted ideas from each as Benchmarking – Lessons Learned • No ideal model – adapted ideas from each as appropriate to Leeds • Imperial: Fully devolved system of research support for cradle to grave administration to Faculties with full responsibility, accountability, resources • Coupled with central team – strategy, systems, compliance, support, QA • Campus-based research support offices for medical schools • Don’t rush devolution – careful planning, dedicated team, training schedule • Newcastle: Joint NHS / University research office • Sheffield: Risk-based approach to review of awards / training research admins

Research Support at the University of Leeds: Recommendations for Change • Recommended devolution of Research Support at the University of Leeds: Recommendations for Change • Recommended devolution of database & post-award support to Faculties • Centre – Policy & Performance, EU/International, Contracts, Operations • Faculties – cradle-to-grave support for research applications and awards • Medicine & Health to move towards 2 campus-based offices / links to NHS • Instigated project to improve research process and systems (RSP) September 2007

Devolution Process • Phased implementation July – December 2008 • Comprehensive training package & Devolution Process • Phased implementation July – December 2008 • Comprehensive training package & materials designed • 3 cohorts of trainees received a 2 month programme of training based in RSU • Detailed negotiations with FROs re who to be trained, in what, when, etc. • Comprehensive Research Support Handbook developed • Successfully completed by December 2008

Career Pathways & Grades • Report recommended parity of grading, workloads and responsibilities across Career Pathways & Grades • Report recommended parity of grading, workloads and responsibilities across Faculties • Development of generic job descriptions for all Facultybased staff • Consistency of job titles • Central involvement in Faculty recruitment process • Ensures parity, identifies training and induction needs

Resources Post Devolution • Additional 15 FTEs involved research support • Three quarters of Resources Post Devolution • Additional 15 FTEs involved research support • Three quarters of staff engaged in research support now in Faculties: – Pre-award 32 – Post-award 34 – Other 19 – TOTAL FTES 85 – FACULTY 75% – CENTRE 25%

Post Devolution – Central Research Support (RS) • • Policy and Performance European / Post Devolution – Central Research Support (RS) • • Policy and Performance European / International Contracts Operations • TOTAL FTES 4. 8 6. 6 5. 0 4. 0 20. 4

Operations Team • Key contact point • Harmonisation of procedures • Quality assurance & Operations Team • Key contact point • Harmonisation of procedures • Quality assurance & internal audit • Key performance indicators • Recruitment & training • Systems & processes • Ethics & Governance

Harmonisation of Procedures • Nine faculties – ONE University • Research Support Handbook • Harmonisation of Procedures • Nine faculties – ONE University • Research Support Handbook • Research Support Helpdesk • Research Support Website http: //Research. Support. Leeds. ac. uk

Quality Assurance • Quality Assurance Reports • Cost sharing • Ethical approval required? • Quality Assurance • Quality Assurance Reports • Cost sharing • Ethical approval required? • DAC Journals set up? • QA Contacts Network • QA Training • Internal Audit

Key Performance Indicators • Quarterly distribution • Faculty checks: – – Late starting certificates Key Performance Indicators • Quarterly distribution • Faculty checks: – – Late starting certificates Grants overdue for closure Credit notes raised Outstanding QA issues • Central RS checks: – Number of contracts completed – Contract review turnaround times – Number of staff trained / training feedback scores

Staff Training – The National Picture • ‘Professionalising Research Management’, March 2009, John Green Staff Training – The National Picture • ‘Professionalising Research Management’, March 2009, John Green & David Langley • Gaps in provision of training across the spectrum of research management • Ad-hoc delivery of training with little co-ordination between providers • No accreditation • No recognised career pathway for research support • No agreement on who should now move this agenda forwards – or how

Staff Training – The Leeds Response Research Support at the University of Leeds: A Staff Training – The Leeds Response Research Support at the University of Leeds: A Framework for Training and Professionalisation of Research Administrators and Managers September 2008

Recommendations • Generic job descriptions • Training strands with named coordinators • Training for Recommendations • Generic job descriptions • Training strands with named coordinators • Training for pre-award, post-award and FRM roles • Training at 3 different levels • Induction training for all new staff • Train the trainer

Implementation • • 55 courses identified Training needs analysis / prioritisation Professionalisation Training Project Implementation • • 55 courses identified Training needs analysis / prioritisation Professionalisation Training Project Group Identification of trainers Development of materials Training database / email networks Online booking Administration of courses

Training courses • 25 courses so far, across 12 ‘strands’ • Examples include: – Training courses • 25 courses so far, across 12 ‘strands’ • Examples include: – – – – Providing Professional Research Support Research Performance Monitoring & Reporting Good practice in costing research grants Introductory Contracts VAT for EU grants Introduction to TRAC Advanced MIS

Feedback 110 people attended training between Jan 09 and March 10. – Very useful, Feedback 110 people attended training between Jan 09 and March 10. – Very useful, well structured, flexible delivery, all round brilliant – Constanze Vageler, FRM Helicopter training – A very good course – covered a lot of things that will save me time – Keri Dunning, Advanced MIS – Excellent, succinct, informative and well presented – Rosie Corbin, The Research Application Process at Leeds

Mentoring • Mentoring is a protected relationship where learning and experimentation can occur, potential Mentoring • Mentoring is a protected relationship where learning and experimentation can occur, potential skills can be developed and in which results can be measured in terms of competencies rather than curricular territory covered. ” Collin (1979) • ‘Offline help by one person to another making significant transitions in knowledge, work of thinking’ European Mentoring Centre (2001)

The Professionalisation Mentoring Scheme • • • Coordinator – Operations Manager Publicity/marketing of scheme The Professionalisation Mentoring Scheme • • • Coordinator – Operations Manager Publicity/marketing of scheme Process for matching mentor with mentee Training for mentors & mentees Written guidance for mentor/mentee Monitor and review • 9 pairs currently matched • Recruitment underway for second round

Research Support Conference • Three successful conferences to date – 2007 Professionalism in Research Research Support Conference • Three successful conferences to date – 2007 Professionalism in Research Support – 2008 Redefining our partnership – 2009 Excellence with impact • Fourth conference December 2010 – Collaboration & Concentration • Over 100 delegates • External speakers

The Future of The Professionalisation Framework • Training courses – Brainstorming – Training Needs The Future of The Professionalisation Framework • Training courses – Brainstorming – Training Needs Analysis – New courses & new contributors • Networking events / sharing of best practice • Secondments

Future challenges for the devolved model: Systems & Processes • Poor integration of pre Future challenges for the devolved model: Systems & Processes • Poor integration of pre and post-award systems • Plethora of local systems – especially costing and scenario planning • Duplication of data entry • Requirement for staff commitments – financial and time (for RCUK) • Support For EU and EKT awards – single process • Embed risk reviews – ethics, contracts, health & safety • Need for systems to support large, programme, multi-collaborator awards

Research Support Systems / Processes Project (RSP) • RSP project due to deliver May Research Support Systems / Processes Project (RSP) • RSP project due to deliver May 2011 • Aim to deliver a single process - seamless integrated research environment • Reviewed systems on the market - developing preaward in-house • Vision – portal web-based system • Move to risk-based approach to authorisation of applications and awards • Dashboard – RAG status of cost/benefit, contract T&Cs, ethical & internal peer reviews

So, was it all worth it? • Devolution of cradle-to-grave support to Faculties great So, was it all worth it? • Devolution of cradle-to-grave support to Faculties great success • Specialist support close to academic staff • Operations Team also large part of that success – supporting Faculties • Medicine & Health – move to two site office / joint NHS - on-going • RSP project – rocky path but on course – ‘sector leading’ • Great – we can sit back and reap the benefit of our endeavours!

Just when you thought everything was sorted – Think Again! • The world does Just when you thought everything was sorted – Think Again! • The world does not stand still! • Research and Innovation support currently separate services • Reviewing alignment university-wide • Balance between central and local provision • Likely that we will move towards single integrated service • Build upon lessons learned through research review

Contact Details Kathy Brownridge Director of Research Support 0113 343 6050 Jennifer Johnson Operations Contact Details Kathy Brownridge Director of Research Support 0113 343 6050 Jennifer Johnson Operations Manager 0113 343 1944 http: //Research. Support. Leeds. ac. uk

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