Network Managers and Centre Directors Plenary

Secretariat Update and Q&A

NCE Annual General Meeting

December 5, 2011

A suite of programs

• 14 Networks of Centres of Excellence (NCE Networks)• Research-driven partnerships; longer-term goals• Two 7-year terms (1989-2008) • Three 5-year terms (as of 2008) - complete funding for research, admin, KTEE

3 NCE-Knowledge Mobilization Networks• Networking and knowledge mobilization• One four-year cycle with possibility of renewing for three years

• 22 Centres of Excellence in Commercialization and Research (CECR)– Public-private research & commercialization partnerships– 5-year matching fund program for operating & commercialization (CECR contributes 50% - 75%)

• 4 Business led Networks (BL-NCE)– Private sector problem-driven research partnerships– 4-year matching fund program for research, networking and admin (BL-NCE contributes 50% - 75%)

• Industrial R&D Internships (IRDI)– R&D terms for graduate students & PDFs in industry setting– Cost shared @ 50%

Current NCE Division of Labour

• Stéphanie Michaud – NCE and BL-NCE programs– Senior Program Managers: Kim Douglas and Fouad Elgindy

• Lisa Drouillard, CECR and IRDI programs– Senior Program Managers: Chantal Abou-Debs; Danielle

Arsenault and Brigit Viens

• Matrix management system

Overview

• Insights from this year in reporting

• Program definitions

• Planning for improved exchange of information

• Update on NCE program and Secretariat Activities

Different Reporting Processes

• NCE – Differences in reports and review processes for 7-year and 5 year networks

• CECR – Feedback on Annual Reports from secretariat and PSAB

• BL-NCE – Feedback from PSAB on last reports

How is reporting data used?

Key Insights on Reporting

• The narrative is as important as the numbers• Clear explanation of major achievements key to demonstrating

impact of the programs• Many reporting elements used to gauge compliance with

funding agreements (e.g. CECR and BL-NCE matching)• Some SOA categories not well understood (e.g. revenue from

other sources)• Any new measure needs to come with very clear definitions

(e.g. impact on firms)• Reporting definitions should be consistent across programs• Reporting elements have evolved with the programs.

Engagement of Secretariat

• Greater review and Q&A of Annual Report data before submission to Secretariat

• SPMs will engage with Networks and Centres before reports are approved by Board

• SPMs will be present for Board approval• Program staff should be engaged early to assist

with any questions about using templates

Improving exchange of info on reporting

• Secretariat lacks processes to capture our grantees’ questions and our answers to them, which may generate inconsistencies in information.

• Difficulty in responding to all questions thoroughly at reporting time.

• Opportunities for Networks and Centres to exchange good practices and ideas are very limited.

• Time allotted at NCE AGM 2011 does not allow to cover all the questions raised from all 4 programs.

Program Definitions• Secretariat has identified a list of terms that need better

definition: For some, we have developed more nuanced definitions: Knowledge Mobilization and Knowledge Synthesis

For others much more work must be done on definitions for the activities you report on during the year:

• Partnerships• Commercialisation• Technology Evaluation• Highly Qualified Personnel • Others you can identify

Ongoing Secretariat Activities

• Terms and conditions for all programs expiring in the next two years

• Work on definitions will feed into these key framework documents as they are reviewed by Steering and Central Agencies

• How to improve our processes• Where do application forms limit applicants?• Budget Tables – room for improvement• Other irritants for both applicants and expert panellists

Indirect Costs, Program Guide Updates

• ICP is re-examining a large number of program activities to determine eligibility of line item expenses

• NCE Program Guide• CECR Program Guide• Fine tuning of KM Application Guide

Continuous Improvement

• Processes in place for continuous improvement• How to improve our processes• Where do application forms limit applicants• Budget Tables – room for improvement• Other irritants for both applicants and expert

panellists

Forum for Q&As on Reporting

• Staff have signalled the need for an online discussion forum where reporting and admin questions can be posted and answered on line

• What would be the best format?• What are the most pressing questions?• What information matters the most?• Definitions to tackle first?• Reporting guideline Webinars?