Research Administration Capacity Building in an Established Institution Presenter: M.M.Aboud, MD Director of Research and Publications, MUHAS

Topics What is Capacity Building in R.A.? Aim of R.A. Capacity Building Challenges for Changing R.A. Structure Strategies for Capacity Building in R.A. Priority Areas to Build Capacity Available Resources

What is Capacity Building? 1) Investments targeted at improving the performance of an institution by strengthening: Management/Leadership Resources for Research Administration Resources Available to Investigators 2) A process of individual and institutional development which leads to higher levels of skills and greater ability to perform research administration

Aim of Capacity Building Create a framework for improving the effectiveness and efficiency of research administration activities Reducing administrative burden and improving services for faculty Adhering to regulatory compliance without compromising the ability to do outstanding research

Aim of Capacity Building, cont. Enhancing the existing skilled and knowledgeable administrative workforce Maintaining an effective and efficient organizational structure Identifying and providing tools and systems that aid administrative staff to support growing research portfolio

Challenges for Research Admin. Present practices MUHAS is Established institution( under UDSM until 2007) Weak central administration MUHAS has 37 sponsored projects Research is donor/sponsor driven( need for institution research agenda) Research administration is project based Poor organization structure and coordination;

Challenges for Research Admin. Present practices Policies, regulations, procedures, SOPs not well developed Trained research administrators not available Paper-based system ICT deployment is suboptimal Inadequate oversight of research processes and hence poor compliance

Strategies for Capacity Building Four-step process Invest in people and ideas first and always PARTNER( UCSF, Dartmouth, Harvard, projects ) COPY( Share resources, ideas, systems, technology transfer INNOVATE ( Unique solutions, adapt ) LEAD ( Export, Networking )

Strategies for Capacity Building Involve all stakeholders Managing the process and the players: Buy-in from top institution management Establish Advisory Board Catalyze cross-departments/projects collaborations Create working groups Review existing R.A. capacity Identify Priority areas Systematically identify gaps/issues and solutions to barriers. Identify competencies required

Priority areas to build capacity Organizational structure Skilled and knowledgeable administrative workforce Policies, procedures, regulations, compliance Proposal Development and Submission Negotiating and Accepting Awards Post-Award

Organizational structure Chose the best model Business vs. Academic affair Centralized vs. Decentralized Electronic vs. Paper-based Systems Develop office Infrastructure: Equipment, Space, Support Staff Administrative Database, Office SOP Efficient Communication Strategies/Tools

Skilled and knowledgeable administrative workforce Not readily available Need to be trained; identify competencies needed How to train? Distance, attachment, in-house Promote retention: Incentives, recognition, professional development, work scheme and promotion

Policies, procedures, regulations, compliance Written, documented, approved and binding Encompassing all research and research administration related activities Widely disseminated to faculty, students, collaborators, funding agencies Aligned and harmonized with collaborating institutions and funding agencies

Proposal Development and Submission Information about internal and external grant opportunities Grant application process, routing, approval, IRB application Support to develop grant proposal, budget Connect with colleague, facilitating partnership/collaborations Develop efficient review and submission process

Negotiating and Accepting Awards Institution should know what it is accepting What would be the role/contribution of the institution (i.e., commitment) Institutional capacity to support the project F&A cost negotiation. Why 8%? Request for additional funding, extension in time, change in scope or PI, MTA

Post-Award Processes for managing grants & contracts Finance and procurement Research reports IPR, data retention, Human subject protection Risk prevention Audits Closures

Support and Resources Resources available to draw upon Collaborators Existing programs/projects ( Sponsored 15 attendees ) Awards, e.g., IEARDA Training opportunities Mentoring Facilities access ARAA

Monitoring and evaluation Measure your output Measure the process of engagement: Achievements Strengths Weaknesses Lessons learned Unexpected challenges Share best practices

Monitoring and evaluation Measure your impact An increase in faculty awareness of services offered An increase of faculty pursuing funding An increase in sponsored program activities Change in research climate Change in image of the institution

Acknowledgment The presentation is supported by award number G11HD Extramural Associate Research Development Award(EARDA) Eunice Kennedy Shriver NICHD The content is solely my responsibility