Award Mobilisation (A1)

We intend to:

• Reform the award mobilisation stage of the funding lifecycle
• Focus on researcher experience as well as process efficiency
• Improve the transition form pre to post-award
• Increase transparency across the research lifecycle
• Integrate with the Research Finance Stabilisation activities

The benefits:

• Reduced risk of non-compliance with funders
• More staff time to focus on core tasks and value-adding roles
• Better management information to make better informed decisions
• Efficiency resulting on lower cost per research project

Project Manager: Malcolm Brown

Enquires: rlp-projecta@manchester.ac.uk

Timeline:

• 2022 – 2023

The Project Implementation Team

Project Manager: Caroline Hargreaves

Enquires: rlp-projecta@manchester.ac.uk

Name	Role	Area
Lita Denny	Head of Research Services	RBE
Petri Uola	Head of Research Finance	Research Finance
Caroline Hargreaves	Senior Business Change Manager	Research Lifecycle Programme
Traceyanne Sinclair	Research Costing Manager	Research Finance
Niki Harratt	Communications and Engagement Officer	Research Lifecycle Programme
Sara Lockett	Research Services Operations Manager	FSE
Emma Reilly	Research Services Operations Manager	FSE
Julie Saunders	Research Services Operations Manager	BMH
Jonathan Starbrook	Research Services Operations Manager	HUM
Elaine Edwards	Research Services Operations Manager	HUM
Kirsty Brennan	Senior Research Finance Manager HUM	Research Finance
Jamie Flood	Senior Research Finance Manager (FSE)	Research Finance
Malcolm Spencer	Senior Research Finance Manager BMH	Research Finance
Philippa Walker	Head of Research Operations	SoSS
Michael Platt	P&OD Talent Acquisition & Transformation Manager	P&OD
April Lockyer or nominee	Head of Research, Governance, Ethics and Integrity (RGEIT)	RGEIT
Mehmood Mulla	Lead Data Analyst	Planning
TBC for relevant process deep dives	TBC	Research Contracts
TBC for relevant process deep dives	TBC	Business Engagement & Knowledge Exchange

Frequently Asked Questions

One of the aims of the project was to improve on the handover process between Research Services (RS) and Research Finance (RF). What steps will be taken to ensure the handover between Pre-Award Team (RS) and the award mobilisation team will be an improvement on the existing process?

The project has identified around 25 processes which are core to award mobilisation and deep dive workshops have taken place over summer 2023 to identify how to make these processes more user-friendly, efficient, measurable and fit for purpose. Handovers will take place at strategic points and will utilise Milestones in Pure.

What can researchers expect from Award Mobilisation?   

A total investment of 12 FTE into Research Services and Research Finance to support with these processes. Most notably, the creation of an Award Mobilisation plan to support with award set up activities and signposting. Improvements to processes should speed up set up and the introduction of Pure Milestones to track activities and support transparency.  

What will Award Mobilisation look like for me? 

PIs should expect to be contacted by the RSO within five working days of award notification with an AM plan outlining important information and activities which need to take place to set up the award. Estimated timelines will be included as well as signposting to relevant teams/activities, e.g., Procurement set up, P&OD tasks, such as JDs, Export controls, Trusted Research and Financial considerations.  

The RSO will schedule touch points to follow-up outstanding activities and provide updates. Additionally, Milestones will be added to Pure to track activities such as Award Acceptance, AM Plan initiated and Award kick-off meeting.

How will the Award Mobilisation Plan help? 

On winning an award or requesting a new funded research contract, PI’s can expect to receive an awards mobilisation (AMP) plan within five working days. The plan will highlight key T&Cs, all the processes which need to be completed and any gaps in information that need to be addressed to start the project. The plan will include an estimated timeline for concluding these activities and the key contacts for the team’s supporting mobilisation of the award.  

Do I need to take any action now? 

No. You will benefit from Award Mobilisation at the point of award. You shouldn’t need to take any action now. Your RSO will go through the AM Plan and actions and signpost to relevant guidance, training and teams who will support you throughout your award set up. 

Will the award Mobilisation team be expected to progress all new awards? Or will their support be targeted at larger complex awards?

Current principals are that the award mobilisation support will cover large and complex projects or when support is needed. All RSOs will retain the skills to support award set up and additional resource will be available where required. This will be reviewed over time to ensure support is provided at the correct level.

What is the time scale for this project – is it dependent of filling current vacancies with Research Support & Research Finance teams?

Implementation for the award mobilisation function will start in at the beginning of 2024. Researchers may not experience the benefits until they receive an award and the award mobilisation offering will kick in.

How was Research Services be represented in the workshops? 

The project implementation team includes the Faculty Research Services Operations Managers, Senior Research Finance Managers. Head of Research Services, Head of Research Finance plus a range of colleagues from Research Business Engagement (RBE), Faculty and P&OD. This is the group undertook the primary design work and this was supplemented by outputs from 3 Faculty academic/PS workshops. The process deep dives brought together a broader pool of Research Services, Research Finance, RBE, P&OD and other PS colleagues. 

Can you confirm there will be no reduction in Pre-Award staff as a result of this change? And existing Pre-award staff will not be expected / asked to move into the Award Mobilisation team to bolster the Award Mobilisation FTE  

The project does not include any plans to reduce current FTE in Faculty Research Services Teams, Research Finance Team or RBE. Some existing staff (of the same grade and role type) will be given the opportunity to express an interest in the new roles, if they have an interest in prioritising award set-up activity and in process improvement / development activity, before open recruitment begins. 

Will the award mobilisation team have staff members from Research Support and Research Finance? As the activities involved seem to require skills from both areas? 

The project is not making any changes to the job descriptions of existing staff. The existing job descriptions are forming the basis of the awards mobilisation roles and these will have a focus on prioritising and improving the award mobilisation process.