Scope, Lessons Learnt and Challenges of the RIMI4AC Project

Pieter van der BijlProject Manager

2nd ACP Joint Stakeholder Conference, Brussels, 26-28 October 2011

ContentThe RIMI4AC Project:

Introduction

Objectives

Work Packages

Start-up Meeting

PMB

Presentations and Workshops

Lessons learnt

Challenges

Conclusions

RIMI4AC: Introduction: 1 The RIMI4AC(Research and Innovation Management

Improvement for Africa and the Caribbean) project (EU-funded under the S&T programme of the ACP) awarded to a consortium of 10 partners consisting of:

SARIMA- Southern African Research and Innovation Management Association (South Africa)

RIMS - Research & Innovation Management Services bvba (Belgium) ACU - Association of Commonwealth Universities (South Africa) RRA - Research Research Africa (Pty) Ltd (South Africa) UB - University of Botswana (Botswana) SU - Stellenbosch University (South Africa) UI - University of Ibadan (Nigeria) UDSM - University of Dar es Salaam (Tanzania) BUEA - University of Buea (Cameroon) UTECH - University of Technology, Kingston (Jamaica)

RIMI4AC: Introduction: 2

SARIMA is the lead partner (beneficiary) in the project and is responsible for: Project coordination Management of meetings/conference calls Financial/narrative reports General communication with ACP secretariat in Brussels

Project aims at improving effectiveness of research management (RM) support structures at African and Caribbean universities

These structures are to be built on successful past initiatives, using existing, as well as future, local/regional networks and organisations already in place

RIMI4AC: Introduction: 3 Envisaged that the project will have a catalytic impact on

research capacity and dissemination of the outcomes of research, ie: international collaboration and funding, networks (AC), RM

structures and sharing know-how (training programmes), professional qualifications envisaged

Facilitating efficient research management quality, outcome and donor confidence

impact of research by better dissemination of results, knowledge bases of universities and stakeholders

Harmonising extension work with RM structures Establishing new R&I associations (CabRIMA, CARIMA &

EARIMA) Expanding electronic facilities (training materials, database -

including Francophone material) Mechanisms for benchmarking progress and problems

RIMI4AC: Work Packages: 4 WP1: Project Management and Administration (project

coordination, management of meetings/conference calls, coordination with ACP secretariat)

WP2: Sustainable Capacity Building (establishing or improving of R&I management associations (RIMAs))

WP3: Knowledge Platform (provision of core baseline info on funding opportunities – build on existing Research-Africa.net platform)

WP4: Training and Professional Development (coordination of training & professional development for research managers)

WP5: Policy Dialogue (ensuring that outcomes are fully disseminated to key stakeholders to influence practice at institutional, national and regional levels)

WP6: Dissemination (raising awareness of objectives and progress among policymakers in Europe and ACP countries)

RIMI4AC: Lessons Learnt: 5 Beneficiary and partners did not plan as thoroughly as they

should have during the 3-month period following the short-listing of the project resulting in:

Problems with financial reporting

Synchronising start-up meeting with starting date of project (improved logistics) (leniency from ACP)

Better planning (travelling and holding workshops in the various regions of the project) would have enabled more accurate budgeting

This would have facilitated smoother operations and less ‘to-ing and fro-ing’ between beneficiary, partners and ACP secretariat in order to bring expenditures in line with activities

RIMI4AC: Challenges : 6 Poor rapport with certain partners:

Communication systems in five regions often not optimal

Tardiness of some partners in responding to requests

Very difficult to ensure cooperation among partners as well as timeous sending of financial/narrative reports

This has led to major delays in reporting to the ACP and deferment of receiving 2nd tranche of funding

Beneficiary sent constant reminders and adjusted time lines (what other measures can be taken?)

Tried more frequent (quarterly) reporting – not too successful

Combined reports drawn up and submitted, with some information from defaulting partners lacking

RIMI4AC: Challenges (continued): 7 Partners, beneficiary and support staff (accountants &

auditors) not familiar with management/reporting systems of the EU:

This resulted in reports not being in an EU-acceptable format

ACP secretariat was very helpful in providing feedback

However, too much time wasted in rectifying the above-mentioned matters

Information on the website of the ACP is perhaps too sketchy

It would be helpful if ACP secretariat could provide elementary training, eg to project managers, in EU management/reporting systems

ACP be asked to update website with more information

RIMI4AC: Challenges (continued): 8 Timing of starting date and reporting (1 month after

ending each year of project) is not ideal:

Project awarded in November 2009 – December/January are summer holiday months in Southern hemisphere and few people are at work

Universities and other institutions close over these Christmas holidays – problems with getting financial statements and narrative reports

Beneficiary has drawn up time schedule for earlier reporting in conjunction with its accountants/auditors

It would be helpful if EU would consider later starting dates for projects in Southern hemisphere

RIMI4AC: Challenges (continued): 9 Foregoing challenges for this project have led to:

The non-receipt of 2nd tranche of funding. This has restrained certain activities and not all milestones envisaged will be reached within the 36-month period

Intend asking for an 8-month no-cost extension of project

Recommendations for future projects:

More care in selecting partners

Guideline: Prior cooperation in other projects with individual partners (ie their track record)

Smaller consortia (fewer partners)

Include measures in EU contracts for managingnon-cooperating partners

RIMI4AC: Conclusions: 10

Even though lessons were learnt and challenges experienced, most project objectives have been attained (some activities have even been undertaken ahead of schedule)

For the success of the project to date, we sincerely thank the partners who have so conscientiously made their contributions