1. Performance report
Qtr4 2018/19
Apr 2019

2. Contents Slides Executive summary 3
Strategic update: KPIs, benefits, and projects
4-16
Operational KPIs
18-28
Finance report
Appendix - Incl in papers
RAG Ratings
On track, meeting milestones and KPIs
Mostly meeting milestones and KPIs
Issues being managed, some milestones / KPIs not met
Significant issues, milestones / KPIs not met

3. Executive summary Overall Performance Strategic highlights
Approvals: timelines consistently being met for all but non-rec studies
79% of applicants rate our overall service highly up 5% from Qtr3
Research Transparency Strategy Group set up
Combined ways of working (CWOW) pilot well received. 40 applications. Mean approval of 42 days (79 days for non-CWOW CTIMPs)
4 Nations – Local Information Packs agreed and rolled out June 2019
Data-driven healthcare technologies - updated guidance on our website
Phase 2 research IT systems business case approved
Completed HRA Approval workforce changes
Strategic challenges
Complexities arising from interoperability and multi stakeholder engagement continue to impact on timelines for new IRAS development with associated resourcing implications
Our ability to influence transparency agenda may be limited due to capacity / resourcing
IT infrastructure replacement (future service programme) must be delivered by April HRA participates at FSP Board level to mitigate this risk.
Target operating model delivery requirements balanced by Spending review economies create strategic resourcing challenges
Championing research
Easier to do research
Proactive and strategic
Technology
Effective and adds value
Finance
Capacity

4. Strategic update KPIs, benefits and projects

5. Championing health and social care research
Theme
Description
Measure
Update
Transparency
Greater awareness of research registration, and in turn, increased rates of registration of clinical trials.
Increase in awareness of the requirement to register clinical trials.
Increase in registration rate for clinical trials.
Baselines have been captured. Awareness of the requirement to register is 24% and the registration rate for clinical trials is 80%. Strategy Group set up.
Public involvement
Greater public involvement in research through increased applications for ethical review and increased participant numbers.
Increase in applications reporting public involvement at ethical review.
Increase in applications which have clearly involved patients, service users and the public in their development.
Completion of public involvement series of blogs on the HRA website.
Workshop with 'task & finish' group of REC members and public contributors for public involvement expectations project.

6. Championing health and social care research
Science and Technology Select Committee published the HRA’s response to their report on research transparency, setting out our commitment to drive improvements
Research Transparency Strategy Group set up
Set of expectations for public involvement in research applications being developed
New guidance for public co-applicants in research

7. Making it easier to conduct high quality research in the UK
Theme
Description
Measure
Update
Streamlining processes for researchers
Our ability to predict how long a particular type of application will take to process based on the quality of application and complexity of study.
Percentage of studies approved within predicted timelines.
Integrated Approval service will provide a more predictable timeline once fully implemented. Timelines are less variable and more consistent. HRA Approval report provides more analysis (appendix).
The full elapsed time for a valid application to receive HRA approval from receipt date of original submission.
Timelines within target range set.
All Approvals timelines met for REC studies.
Non REC studies – timelines remain outside 15 day target but significantly improved on 2017/18.

8. Making it easier to conduct high quality research in the UK

9. Making it easier to conduct high quality research in the UK
Pharmacy Assurance – second phase of rollout announced, phase III oncology CTIMPs being accepted
CWOW – pilot been running for 12 months, 40 applications received, mean approval of 42 days from submission to authorisation (79 days for non-CWOW CTIMPs)
Four Nations - Local Information packs agreed – June 2019, brings UK wide consistency for researchers
Guidance provided for health and social care researchers in the event of a no-deal Brexit
IRAS guidance on ionising radiation exposures in research published

10. Making it easier to conduct high quality research in the UK
Theme
Description
Measure
Update
Customer satisfaction
Capturing customer feedback on a more regular basis for specific aspects of the service to establish their overall level of satisfaction.
> 75% of applicants scoring the overall service at 7 or greater on a scale of 1-10.
Percentage of applicants scoring overall service highly
Qtr1 77%
Qtr2 82%
Qtr3 74%
Qtr4 79%
Advice and guidance
Our ability to increase the number of application which are ‘right first time’.
Reduction in the number of applications received by HRA with missing documentation.
Significantly improved following introduction of verification tool in Spring 2018 – approximately 25% Qtr4 (down 5% from Qtr1).

11. Making it easier to conduct high quality research in the UK

12. Develop a pro-active, strategically focussed organisation
Theme
Description
Measure
Update
Engagement
Ensuring senior management are ambassadors for our engagement strategy and staff are encouraged to see engagement with external stakeholders as part of their work.
HRA executives spending at least 20% of their time engaging with external stakeholder groups, managing relationships.
>50% of our people have an opportunity to interact outside their direct HRA role with research community.
21% of executives time spent engaging with external stakeholder groups and managing relationships (Up from 20% in previous quarter).
45 staff members have had an opportunity to interact outside their direct HRA role with research community. Less due to reorganisation.
HRA becomes more visible with positive reputation and is recognised as a key opinion leader.
Stakeholder engagement survey.
HRA Board agreed an outline engagement strategy for key policy areas (data-driven technology, public involvement, transparency).

13. Develop a pro-active, strategically focussed organisation
Engagement strategy for key policy areas (data-driven technology, public involvement, transparency) being developed
Supporting researchers – blog series complete
Successfully recruited three Non-Executive Directors
Executive visited all 65 research ethics committees during 2018/19

14. Capitalising on technological developments
New IRAS development approaching completion of phase 1- CTIMPs and CWOW. Focus on completion of interfaces and handover
Business case for phase 2 approved for 2019/20
eConsent system has been developed (Dr Harriet Teare)
An updated Code of Conduct for the use of data-driven healthcare technologies published, with signposting to HRA information
New devices procured to enable REC electronic review

15. Ensuring the HRA is governed effectively and provides value for the Taxpayer
Theme
Description
Measure
Update
Cost utilisation
Enhancing the HRA forecasting tools to deliver a balanced I&E position.
Improving facilities utilisation and cost effectiveness.
Our corporate services compare favourable with industry benchmarks.
Divisional forecasts to be within 4% target range.
Achieve 8sqm/fte industry benchmark.
Costs equal to industry benchmarks.
Forecast costs currently within target range (<1.5%).
Currently 8:07sqm/fte. Subletting Manchester will reduce this to the benchmark.
Calculations being developed as part of corporate SIP.

16. Ensuring the HRA is governed effectively and provides value for the tax payer
Theme
Description
Measure
Update
Staff engagement
Staff engagement.
Our commitment to developing our people.
Our commitment to supporting our people with the IT tools that they need.
>80% from annual survey.
100% of our eligible people have had at least one appraisal within a 12 month period.
10% improvement on 2018 staff survey response for IT service.
70% (down 8% from previous year, but greater than benchmark of 67%)
93% of appraisals completed by December 2018.
8% improvement.

17. Ensuring the HRA is governed effectively and provides value for the Taxpayer
The Service Improvement Programme has delivered a programme of corporate service improvement including automation of people processes (annual leave and expenses)
Centralisation of estates management including facilities management nearing completion (FM procurement planned, regional office manuals in development; IT and equipment process rolled out)
The rollout of Windows10 has been completed

18. Operational KPIs

19. Approvals service: KPI 1 1A
HRA Approval
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 1A
Median days from date of application to approve Non-REC studies (Target 15) 15 13 17 23 12 21 16 20 14 22 1B
Median days from date of REC conditions being met to approve REC-PR studies (Target 10) 3 1 7 5 2 1C
Median days from date of REC conditions being met to approve Full-REC, non-Commercial studies (Target 25) 4 1D
Median days from date of REC conditions being met to approve Full-REC, Commercial studies (Target 10) 8
KPI 1
HRA Approval
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 1E
Number of Applications received with missing documents
30%
28%
33%
29%
31%
26%
24%
27%
1Fa
Full elapsed time for a valid Non-REC Study to receive HRA Approval 27 23 22 28 17 25 29 19
1Fb
Full elapsed time for a valid REC PR Study to receive HRA Approval 42 40 44 47 41 37 38
1Fc
Full elapsed time for a valid REC Study (Commercial Sponsor) to receive HRA Approval 98 86 83
102 92 90
104 85
92.885 95
1Fd
Full elapsed time for a valid REC Study (Non-Commercial Sponsor) to receive HRA Approval 76 77 78 84 82 97 88

20. Approvals service: KPI 1 1G
Year on year improvement of the performance of HRA REC's and CAG
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 1G
Full ethical reviews complete in 60 days (Target 95%)
98.9%
99.7%
99.3%
99.2%
98.8%
99.0%
100.0%
98.6%
98.7% 1H
Proportionate ethical reviews complete in 21 days (Target 95%)
84.3%
91.5%
85.2%
94.2%
90.8%
91.0%
92.7%
96.4%
90.9%
84.6%
92.3%
83.8% 1i
Amendments to ethical review applications complete in 35 days (Target 95%)
97.9%
98.5%
99.1%
97.6%
98.3%
99.4%
95.0%
97.1%
96.9% 1J
GTAC ethical reviews complete in 60 days (Target 100%)
75.0%
80.0% 1N
All CAG Reviews and Amendments are completed within respective targets.
68.9%
90.5%
82%
73%

21. Ethical Reviews
The target for PR ethical reviews was not met for the Manchester and Nottingham centres. This was due to staff vacancies and staff sickness in the Nottingham office and due to annual leave and staff working on handovers before they transferred to new roles in the Manchester office.
For GTAC ethical reviews one application from the total of 8 applications was reviewed in 76 days (note: although the KPI target is 60 days, the statutory timeline for gene therapy studies under the CT Regulation is actually 90 days.

22. Research systems, quality and guidance:
KPI 2
Maintaining System Performance (99% availability)
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 2A
IRAS availability (Target 99%)
100.0% 2B
HARP availability (Target 99%)
KPI 3
Quality Control and Audit
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 3A
Research Ethics Committes audit action plans submitted and accepted by QA within agreed timeframes (Target 100%)
100%
67%
83% 3B
RECs to receive full accreditation at first audit (Target 50%)
75%
80%
29% 3C
>75% of applicants scoring overall service highly
77%
82%
74%
79%
KPI 5
Providing high quality advice and guidance
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 5A
Queries closed within in 4 working days (Target 90%)
93%
94%
97%
95%
96% 5B
Queries closed within in 1 working day (Target 75%)
79%
84%
81%
83%
80%
74%
77%
86% 5C
80% of users rate their experience of online guidance as 7/10
66%
60%
65%

23. REC Audits Commentary
There has been an improvement in the number of provisional accreditations recently as issues are being resolved around the constitution and membership documentation.
This should continue to improve as the Support Division monitors constitution and membership is centralised.

24. Online guidance commentary
The low scores for online guidance were associated with low scores given by respondents in other business areas.
The linked free text comments mainly related to IRAS, complexity, repetition and disproportionality.
Scores appear to reflect general dissatisfaction and do not provide clear reasons for low score of online guidance.

25. Learning, development and website:
KPI 8
The HRA maximizes the value from the investment in training.
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 8A
eLearning User Satisfaction Score
75.78%
75.69%
74.10%
75.20% 8B
Unique users of eLearning.
1143
1215
1267
298 8C
Person-hours of learning delivered
2649.5
1946
2252
2184 8D
Number of people participating in HRA-organised learning
1270
404
592
565 8E
Number of people participating in collaboratively organised events 20 10 15
KPI 6
The HRA will effectively communicate using a wide range of communication tools
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 6B
Number of subscribers opening HRA Latest external newsletter
2330
3218
2357
2423 6C
Unique page views to the news pages on our website
23442
17898
15706
16239 6D
Number of Twitter followers
2831
3140
3468
3691 6E
User satisfaction with website from researchers (% rating their experience as 7/10 or higher)
67%
66%
89%
72%
76%
57%
77%
74%
59%
54% 6F
Percentage of staff accessing the intranet on a weekly basis
#N/A
68%

26. FOI, complaints and finance:
KPI 9
We work in a transparent way at all times, in line with our organisational values and our expectations of others.
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19 9A
Complaints responded to within 25 days (Target 100%)
50%
100% 9C
Valid FOI requests receive final response within 20 working days (Target 100%) 9D
Valid FOI requests with qualified exemption and a public interest test closed within 40 working days (Target 100%)
#N/A
KPI 10
The HRA meets its requirements as a public body in making best use of public funds at all times.
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19
10A
95% of all invoices to paid within 30 days (BPPC Target)
100%
99%
10B
95% of value of all invoices paid within 30 days
10o
Divisional forecasts to be within 4% of target range 0%
10P
Achieve 8m2/desk industry benchmark
8.07
KPI 10
The HRA meets its requirements as a public body in making best use of public funds at all times.
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19
10G
Mean cost of hotel/night in London (Target<= £115) £ £ £ £ £ £ £ £ £ £ £ £ £
10H
Mean cost of hotel/night outside London (<=£75) £ £ £ £ £ £ £ £ £ £ £ £ £
10J
Rail journeys booked using  Anytime tickets (Max 30%)
40%
39%
31%
44%
36%
35%
32%
57%

27. Anytime Rail Journeys Commentary
For Feb and March 19 the increase in Anytime Rail journeys was high. This was related to:
Activity around restructure of Approvals/Operations – pre implementation in April 2019
Activity around Research Systems consultation
Continued activity around IRAS project work (PEGA)

28. Our people:
KPI 11
The HRA has healthy, well motivated and engaged staff
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19
11A
Short term sickness absence rate (Max 1%)
0.98%
0.69%
0.21%
0.23%
0.82%
1.30%
0.46%
0.39%
0.71%
0.75%
0.92%
11B
Long term sickness absence rate (Max 3%)
1.62%
2.66%
0.65%
1.49%
1.80%
1.10%
1.32%
0.64%
1.43%
1.93%
1.50%
11C
Monthly staff turnover remains within -1% - +1% of NHS Average of 0.9%
0.96%
0.00%
0.47%
1.90%
1.95%
3.52%
11Da
Gender pay gap (Mean %) 7%
11Db
Gender pay gap (Median %)
13%
11E
100% eligible people have an appraisal within 12 months
#N/A 85 93
11F
<2,200 lost days to sickness (FTE)
437
402
276
316
Gender pay gap included for first time – no target currently set for this metric.
Increase in staff turnover linked to organisation change.

29. Finance report P12