Research Administration Capacity
Building in an Established
Institution
Presenter: M.M.Aboud, MD
Director of Research and
Publications, MUHAS
Topics
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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:
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2)
Management/Leadership
Resources for Research Administration
Resources Available to Investigators
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
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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.
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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
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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
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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
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Organizational structure
Skilled and knowledgeable administrative
workforce
Policies, procedures, regulations, compliance
Proposal Development and Submission
Negotiating and Accepting Awards
Post-Award
Organizational structure
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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
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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
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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
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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
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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
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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
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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
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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
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The presentation is supported by award
number G11HD061019
Extramural Associate Research
Development Award(EARDA)
Eunice Kennedy Shriver NICHD
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