Change Management Committee

1. MAKERERE-SIDA BILATERAL COLLABORATIVE RESEARCH PROGRAM (2010 – 2014) ANNUAL PLANNING MEETING 2014 10th March, 2014 Prof Buyinza Mukadasi Director, Research & Graduate Training Change Management Committee

2. Why Annual Planning Meetings? Discuss Activity plans for the coming year Discuss Procurement plans for the coming year Discuss Progress and Results Agree on needed reallocations

3. Aim of the program “To support the existing structures and encourage the development of new structures that create an environment that is conducive for research and research training and in so doing assist to identify and improve upon structures that hinder university research.” Under the slogan“To support the supervisor to supervise” through collaboration with universities in Sweden or elsewhere

4. How to fulfill the mission Utilise world wide and local human resources Utilise information and technology Collaborate with other institutions of higher learning, research and organisations Mobilise financial resources

5. Hallmark of Sida’s support to Makerere • University setting its own research agenda • Researchers identifying their own research questions • University/researchers identifying collaborating Swedish and other counterparts • University managing the financial contribution • University owning the program • Using the opportunities of the program to enhance research, teaching and management within the WHOLE university

6. Strategic Research Agenda Health and Health systems Agricultural (crop & Livestock) transformation, Food Security, nutrition and value addition Sustainable environment, Natural Resources Governance and Climate Change Governance, Culture, Social Justice and Sustainable development ICT for development Cross-cutting areas Biotechnology Knowledge transfer Gender Human Resource Development 6

7. . Mak’s Strategic Objectives 7

8. To produce qualified lecturers motivated to do more research and building research teams around themselves To increase the number of potential PhDs at supported units To enhance research throughout the whole university To enhance the capacity for research coordination and programme administration at Directorate of Research & Graduate Training Capacity Objectives

9. Support to individual units Provide an environment conducive for research and research training Slogan: “To support the supervisor to supervise” through collaboration with universities in Sweden or elsewhere Approach

10. SWEDISH COLLABORATING INSTITUTIONS Makerere University

11. SPECIFIC GOALS AND ACTIVITIES RELATED TO RESEARCH

12. Strengthening research coordination and evaluation Policy for research coordination Strengthen the DRGT Improve research funding Review the research manual with clear processes and guidelines

13. Improving research skills of staff Train university staff in research skills Integrate transferable skills and Internalize research training courses Enhance professional & research-related academic programmes (cross cutting courses)

14. Increased utilisation of research results • Publication of local newsletters and journals • Support participation at scientific dissemination conferences • Strengthen linkages with research users • Operationalize the research agenda in identified priority areas • Institute research related appraisal of staff (Research Audit)

15. Enhancing the quality of research Establish and strengthen research networks & linkages with local and intern. research centres Strengthen research infrastructure Strengthen the quality, IRB and ethics committee

16. Directorate of Research & Graduate Training (formerly the School of Graduate Studies) Directorate of Information and Communication Technology Services (DICTS) Gender Mainstreaming Directorate The University Library Agriculture (now CAES) Technology (now CEDAT) College of Health Sciences (CHS) Arts and Social Sciences (now CHS) Supported Units

17. Level of Support

18. PhD training (tuition and research costs) Support to supervisors to link with their counterparts in Sweden PhD students /supervisors travel grants to attend scientific conferences Small Faculty research funds Competitive research grants, cross cutting courses, Demographic surveillance site (DSS) Forms of Support

19. Support to GIS and Cross Cutting Biomedical Laboratory Support for ICT Infrastructure and Library resources Independent univ-wide research fund at DRGT Supporting dissemination strategies/ conferences, publications Admin & Coordination of the programme (DRGT) Supporting regional collaborations and networks Forms of Support>>

20. Fruits out of the support

21. 102 (61 Male, 41 Female) Ph.Ds (15 have graduated), 67 Masters graduated) Masters, 20 postdoc research teams Research projects by supervisors in partnership with Swedish Faculty ICT and Library services (email, internet, online journals) More quality publications coming out (Improved University Rankings) More linkages: CARTA, DRUSSA, CAPREX, Carnegie, NORHED, Wellcome (Competitive grants) Faculty small grants to support junior researchers from Social sciences, Agriculture, Technology and CHS. Supporting thematic research by providing for purchase of equipment, consumables, travel, subsistence and guest lecturers Promoting Research

22. Demographic Surveillance Site (DSS) -Site now fully operational and data collection continues in an area of 72,000 people (old area) involving 16,000- households and another 90,000 people (new area for TB study) Biomedical Laboratory Dept of Pharmacology in CHS Laboratory now fully functional and can be accessed by students and researchers DSS and Biomedical lab

23. State of the art GIS unit set up in the CEDAT Laboratory now fully functional and can be accessed by interested researchers & students GIS Lab

24. Optical fibre network covers main campus, Medicine, MUARIK, MUBS 132 computers and LANS set up in supported faculties 12 student kiosks with 165 computers set up in various units All (100%) Colleges/units have web presence compared to 5% in 2000 More than 30,000 e-mail users registered on the local mail system compared to 50 in 2000 Internet connectivity is well maintained to provide a rich global research resource ICT

25. 171 data points (computers) installed in the main library and 28 points at Albert Cook Library A functional Online Public Access Catalogue (OPAC) More than 15,000 (end of 2012) journals on-line giving countrywide access to recent literature Now (2013) 40 e-journals databases, 22,000 titles subscribed & 16 free ones accessed With Bergen University, Library staff and EASLIS have trained University of Juba staff and supporting library automation (spin off) Library

26. Gender Increased visibility, acceptability and upward movement of women into leadership positions 5 full professors cf to 1 in 2000 (as of April 2011) Commitment to Gender Mainstreaming by the university e.g. increased representation on various committees, transformed to a Directorate Continued implementation of Gender plan in the new strategic plan (2008/09-2018/19) Gender Policy and Policy & Regulation on sexual harassment, and to engender the HR manual Makerere is still recognised as a pace setter in gender mainstreaming in Universities in sub Saharan Africa 26

27. CROSS-CUTING COURSE CONDUCTED 2010 TO 2013

28. Other skills enhancement courses, 2010-2011

29. More partnerships developed and funded CARTA, CAPREX, DRUSSA partnerships NORHED grant to 8 projects (Appx. $25m) to strength training Next generation of Academics – CCNY ($2.6 million) CCNY - Ph.D in Social Sciences and competitive grants Benchmarking best practices from the collaboration Ph.D now by public defence Ph.D supervisors cease being examiners Candidates can publish their work before graduation Thesis can be submitted in form of papers/monographs Enhanced research Culture (DRGT)

30. Health Malaria, TB, HIV, Mental health, Reproductive health Technology and engineering Centre for research in energy and energy conservation (CREEC) Innovation systems and Clusters Agriculture: Centre for Crop Waste Management ICT – regional center Library – e-resources Creation of centers of excellence

31. Sida support to Makerere has: Strengthened the position of Makerere as a leading provider of Science education and research Enabled the development of centres of excellence in health, agriculture, technology, humanities & social sciences Research influenced Gov’t policies (malaria, energy, waste, land, conflict) Impact

32. Contributed to the modernisation of Mak through ICT and library facilities hence increased transparency in governance and efficiency in university operations (national benefit) Improved the quality of academic staff and graduates through support for PhD training, enhanced capacity to supervise, to conduct research and to publish (national benefit) Contributed substantially to the attainment of NDP hence reduce poverty levels and attainment of MDGs (nat. & Intern benefit). Reduced the degree of brain drain (national benefit) Impact (cont—d)

33. Challenges • Procurement process delays • Decentralization may expedite the process • Audit delays by Auditor General • Early appointment of auditors • Low Consumption of funds by some units • Delays in submission of Annual Reports • Understaffing poses constraint to research coordination

34. Underfunding by the govt hence difficult to recruit and retain staff (50% establishment) Inadequate infrastructure including limited bandwidth Limited research funds to generate innovations and policies for poverty alleviation Challenges>>

35. Challenge: Procurement • Remains problematic • Failure of researchers to appreciate the law (sometimes stubbornness) • Limited appreciation by procurement and disposal unit and contracts committee that researcher’s needs are unique

36. Sourcing for more research funding and to build a strong environment to support innovations and knowledge translation Engage in multidisciplinary research teams/themes with greater focus on postdoctoral training, mentorship and innovations. Strengthen scientific corporation with Swedish institutions to compete for research funding Recommendations

37. Procurement recommendations • Submit approved plans and costs in the project for speedy action by contracts committee • Information about the Pre-qualified list of reputable companies/ suppliers • Continuous sensitisation of researchers on procurement process

38. To Improve Management • Clear separation of roles among stakeholders (SC, PIC, DRGT Coordination office, Coordinators at units, Researchers, Accountants, Ph.D student • Refer to Standard Operating Procedures that define how the funds and assets acquired are to be managed for the benefit of all interested individuals in the project

39. Recommendations>>> • Coordinators to stimulate their researchers to work following agreed time lines • DRGT, PIC and SC to routinely liaise with coordinators and researchers to identify constraints and put in place corrective measures • DRGT and Coordinators to follow up large procurements • Need to increase involvement of Swedish supervisors in planning, reporting and dissemination of findings

40. Way Forward>> • Research coordination and management to be improved (College Grants Office) • Communication both ways to be enhanced (especially financial information) • Regular mini audits by finance dept and DRGT • Coordinators and researchers to plan ahead for their activities (avoid last minute request from units) • Researchers to budget properly for the activities to be carried out to avoid delays • Funds are now centralised but budgets are managed by the coordinators. Are they really doing this well?

41. Accountability • Nightmare for researchers, how can unit Accountants help? • Continuous re-fresher training of researchers in budgeting and accountability (Navision recently) • No more advances for similar item unless previous one is accounted for • All to appreciate that it is a requirement (travel: boarding passes, ticket stabs etc)

42. Communication • Has been stepped up, documents cleared very quickly, • Information about accounts to be posted to coordinators via Navision software every month (accountants should regularly share information with DRGT accounts office)