Fehw Faculty Bidding Process: 2016/17

FEHW FACULTY BIDDING PROCESS: 2016/17

FEHW FACULTY

BIDDING PROCESS

2016/2017

1. Getting started.

The enterprise team will support you with the PCB process.

All research and or commercial activity including international work must go through PCB and MUST have faculty sign off prior to the activity commencing.

What you need to do.

To help us help you please follow these steps.

1. Discuss the bid with your line manager and head of department to ensure that they are aware of your intentions. They will be responsible for signing off the final bid.

1. Email initiate a PCB project code.

To do this we will need the following information

• Attach the funding call to your email.
• State who the Principal Investigator or Lead is.
• State the anticipated start date and duration of the proposed project
• Tell us the deadline for submission
• Tell us the title of your bid
• Tell us the maximum value of the fund

At this point we will set up the PCB record if you have not already done so and liaise with you about future requirements.

2. Support with your bid.

Colleagues in theProject Support Office (PSO) provide bid development support for EU and other National Research grants.

NOTE:PSO will not offer support until you have a project record number from PCB and have informed the faculty of your intention to bid.

If your bid is for a UK research grant we will forward the details to Silvia Haycox in PSO o will help you with your bid.

If your bid is a European Union grant we will forward the details to Katherine Howard in PSO

You will be assigned finance/costing support from the finance project team through liaison with PSO.

3. Estimating the time, activities and costs for your project.

Please contact us for help with estimating the time and cost of your project and we will assign an enterprise colleague to work with you if required.

See page 8for a self help guide, link to a cost estimation spreadsheet and video to explain the process.

4: Getting sign off for your project.

TIME FRAME:You need to add a minimum of 5 to10 working days to get sign off for your project through the PCB system depending on complexity.

Your project will be signed off by a faculty budget holder for your department/area and by the University finance team if your bid is >£50k full economic costings (FEC). This is not necessarily the value of your bid but the full cost of your bid with university on overheads added in PCB.

To facilitate sign off please ensure that you have sent a copy of the final bid and finances to or alternatively uploaded these documents to the PCB record along with the funding guidance. This will help budget holders if they have any queries.

The following protocols apply:

Bids worth £0-5k – / Automatically approved once it is on PCB. (Must be entered on PCB to get a finance code)
£5-50k / Subject Head or Research Centre Head approval required
£50-250k / Associate Dean / Institute Lead approval required
£250-500k / Karen Bill, Associate Dean Research and Enterprise approval required
£500k + / Dean & OVC approval required

In the absence of Research Centre Head availability approval is required by relevant ADWhere multiple Profs, under the same subject. area arebiddng, relevant AD approval is required. Where multiple Profs from across the Faculty are bidding, Karen Bill’s approval is required. If the Research Centre is holding a vacant Prof post then relevant AD approval is required

PLEASE NOTE:

The Enterprise team does not advise on bid quality or strategy.

This is for your teams to decide and your budget holder.

We respect your expertise in your own area.

We will advise on how to reduce costs if needed within the budget constraints.

If you need to enquire about your PCB progress then please contact .

When emailing please put your PCB record number in the header line of the email to identify your bid.

5: Further PCB support.

For those of you who are inputting your bid/project information on your own there is support available.

A dedicated PCB support team in PSO is available and can be contacted on 01902 322200 or

There is a drop in PCB support session on every Wednesday at City Campus in the Research Hub (MD150) and Matt Mellors is available at Walsall Campus once a week ().

If you have any questions please contact . and your enquiry will be directed accordingly.

6. Key contacts:

Faculty:

Education and Sport funded (commercial) research bidding. Karl Royle

Health and Psychology funded research bidding: Robin Gutteridge

CPD /PCB Ann Saxon

Education CPD/PCB Ada Adeghe

Costing advice: Tracy Lee

PCB records/enquiries Khaleda Miah

Enterprise /CPD catalysts:

Name of catalyst / Department / Catalyst role / Institutes
Andy Hutchinson

/ Education / Enterprise / IOE
Sean Starr

/ Education / CPD / IOE
David Jones

/ Public Health / Enterprise / IOH
Jayne Murphy
/ Health Profession Community Practice / Enterprise / IOH
Ross Cloak

/ Sport / Enterprise / IOS

7. Cost Estimation

Once the project record is created and approved we can then start to look at creating your costing. You can get a head-start on this by using the Pre PCB task estimation template. Click link. Pre PCB cost estimationtemplate.

It’s a good idea to put some figures together yourself as you will have a better understanding of what activities you will need to complete to achieve your outputs but weare more than happy to support/review prior to submission to PCB.

There is also a video here to help you: HOW TO VIDEO LINK

(If you have trouble accessing the link please email FEHW enterprise for a copy).

It’s important to identify what the funder will/will not pay for so if you have a copy of the funding call/guidelines or have a link to the website send this to and they will attach it to the project record.

It would also be beneficial to know what timeframe we’re working to so that we can prioritise workloads and ensure there is budget holder available to approve submission.

8. Staff time on project

To prepare the budget on PCB we need to know what it is that you are going to do on the project and how much time each activity is going to take and who is going to do it.

If you are having difficulty with the spreadsheet you can put it in a simple table

STAFF TIME

Activity / Number of days / Person / Grade PL/SL etc
EXAMPLE / Lit review / 15 / Karl Royle / PL

Instead of days you might want to use FTE % or hours. Either of these is fine. There are 7.5 hours to a working day.

OTHER COSTS:

List any other things that you are going to spend money on such as travel, printing, equipment etc.

NON PAY

Activity / Description / Cost estimate
Travel / Travel to research sites x 10 overnights / £2400

Remember to build in admin time if required and also a minimum 5% surplus for commercial bids. You may also want to think about time for dissemination and or equipment.

In addition, please check if the bid requires matched funding. You will need to get special approval for this from your department head.

NB, if your project is European the finance project team will help with this as it is a lot more complex. In the first instance the contact is Lynne Skehan.

If in doubt contact us at .

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