PROGRAM Welcome Remarks Quality Assurance in the Graduate Process Discussion LUNCH Makerere Reforms General Discussion & Way forward Research & Innovations sub-committee of URAFR

Overview of University Reform Process Updates –Administration & Financial Reforms –Research & Innovations Reforms –Teaching, Learning & Colleges Reforms General Discussion & Way forward

MAKERERE UNIVERSITY Business Re-engineering of Research & Innovations processes Presentation to Deans & Deputy Deans by George Nasinyama Deputy Director. Research & Publications, SGS Hotel Africana, May 18, 2010 Research & Innovations sub-committee of URAFR

ToR TO REVIEW THE CURRENT RESEARCH FUNCTION TO MAKE IT MORE EFFICIENT AND EFFECTIVE Research & Innovations sub-committee of URAFR

Objectives Align with the objectives and strategies in the Makerere Strategic plan and Research policy Design processes that promote transparency, accountability and good management of the University Resources to support research Research & Innovations sub-committee of URAFR

Objectives… Develop process descriptions that are supportive of the overall research objectives To collect all the process descriptions in a research manual Research & Innovations sub-committee of URAFR

Membership  Prof W. Banage  Prof. E. Katunguka Rwakishaya  Dr G. Nasinyama  Dr M. Musoke  Dr C. Kabonesa  Dr Lynn Atuyambe  Hon. Ruth Kavuma  Dr. Pontiano Kaleebu  Prof. E.K. Mbidde (Alt)   Mr. Gabriel Komakech   Mr. A. Owinyi, Rep COGS   Consultants  Mr. Wabwire  Mr. G. Muhumuza   Secretariat  Mr. Michael Kagumba  Ms. Christine Akello – Research Assistant Research & Innovations Sub – Committee of URAFR

Methods of Work  Sub-committee meetings  Sub- Committee Retreats  Main Committee meetings & Retreats  Benchmarking visits  Drafting of the Research Manual Research & Innovations Sub- Committee of URAFR

ACHIEVEMENTS

Achievements a)Policies/Regulations/Laws impacting research & innovation function identified Research & Innovations Sub- Committee of URAFR

Legal framework Universities and Other Tertiary Institutions Act, 2006 (as amended) The University Strategic Plan 2008/ /2019 The Research & Innovations Policy, 2008 The Intellectual Property Management Policy, 2008 Research & Innovations sub-committee of URAFR

Legal framework… Policy on Appointments & Promotions of Academic Staff, 2006 The Human Resource Manual, 2009 The Information and Communications Technology (ICT) Policy 2004 The Quality Assurance Policy, 2008 Research & Innovations sub-committee of URAFR

Achievements b)Identified 30 Processes and Reviewed them Research & Innovations Sub- Committee of URAFR

Identified Processes Main Process Research CoordinationPost-award (10) Periodic needs assessment Publishing Research AgreementsPreservation & Conservation Recruitment (7)Access to Research Information Pre-award (3)Protection (4) Research & Innovations sub-committee of URAFR

Achievements c)Described the 30 Processes Research & Innovations Sub- Committee of URAFR

Description of the Processes Process/sub- process Performance Baseline Performance Gap Desired Outcome Performance Indicators Research Coordination Several centers – MISR, MUARIK, HURIPEC, IDI, MUIENR, SGS Lack of a university- wide research coordination unit Well- structured organisation managing research & innovations Directorate of Research & Graduate Studies Approved Research Grants Unit Research Agreements Different formats exist Lack of a uniform format Generic research agreement document All agreements conforming Research & Innovations sub-committee of URAFR

Achievements d)Mapped 23 processes (See example - Process for Requisition of Research Funds] Research & Innovations Sub- Committee of URAFR

Requisition of Funds Process Applicant with approved proposal submits application for research funds to the Faculty Research & Higher Degrees committee Min of 1day FR&HDC considers the application and makes a recommendation to the SGS Min of 1 week – 3 months Applicant submits application for funds together with signed minutes of the FR&HDC to the SGS Min of 1day Application is screened to conform to requirementsMin 1 day Application considered by the Board of Research & Publications 3 months Applicant is informed of decision of the Board1 week Release warrant is prepared and signed by the DDRMin of 3days Accountant prepares the voucher and chequeMin of 2 days Voucher and cheque approved by the DirectorMin of 1 day Research & Innovations sub-committee of URAFR

Requisition of Funds Process … Accountant prepares voucher and cheque accompanied with a letter to the Director for approval of the voucher and first signature on the cheque Min of 2 days Documents are forwarded to the internal audit for verification Min of 2days Internal audit verifies and endorsesMin of 5days The SGS accountant picks the documents and forwards them to the bursar for second signature and keeps custody of cheque until the applicant appears to collect and sign for it Min of 3 days Accountant writes a letter of confirmation to the bankMin of 2 days Accountant delivers letter of confirmation to the bankMin of 1day Applicant collects cheque from the SGS accountantMin of 2 day

Process Map Request for Research Funds Applicant submits application FR & HDC 1wk- 3months SGS Revise 2 Days Board of R &P Reject ed Revise 3months DDR Candidate is informed of the decision Accountant Director SGS 1 day Accountant submits cheque and voucher for signing Internal Audit 5 Days Accountant Applicant collects cheque from the Accountant 2 Days

Achievements cont.. e)Critically examined the 23 processes Research & Innovations sub-committee of URAFR

PRIMARY QUESTIONSSECONDARY QUESTIONS SELECTED POSSIBILITIE S What is achieved Is it necessaryWhat else could be done What else should be done Where is it done Why thereWhere else could it be done Where should it be done When is it doneWhy thenWhen else can it be done When should it be done Who does itWhy that person Who else can do it Who should do it How is it doneWhy in that way How else could it be done How should it be done Research & Innovations sub-committee of URAFR

Achievements cont.. f)Seven (7) processes require development of guidelines Research & Innovations sub-committee of URAFR

Guidelines… Authorship & Documentation of research findings Publication Preservation and conservation of research findings Research & Innovations sub-committee of URAFR

Guidelines… Distribution of research findings Delivery of Research findings –Conferences –Workshops –Breakfast meetings Marketing Access to Research Information Research & Innovations sub-committee of URAFR

The Draft Research Manual 1.0 Introduction 2.0 Legal Framework 3.0 Re-designed/To-be processes –Guiding Principle for each re-designed process 4.0Conclusions and Way forward Annexes Research & Innovations sub-committee of URAFR

THANK YOU Research & Innovations Sub- Committee of URAFRC as ‘We Build for the Future’