Financial Users Group Meeting - TRS Programme Update

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This content provides details about the Financial Users Group meeting held on January 25, 2023. It includes agenda items, updates on the Transforming Research Support Programme, objectives of the TRS Programme, reasons for change, and aims to streamline research support systems and processes. The meeting aimed to enhance research excellence across the University through modern solutions, improved data accuracy, and user empowerment.

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Financial Users Group 25 January 2023

Agenda Welcome Matters arising/action points TRS Update Finance Transformation Programme Tax - Sending goods for repair overseas UPS2 Finance Division updates Questions and Answers

Transforming Research Support (TRS) Programme - update Financial Users Group | 25 January 2023 Tim Laws, Senior Change Management Specialist (TRS Programme) Cambridge Research Office and University Information Services

Agenda Agenda 1. Programme reminder 1. Why are we changing and why now? 2. What is our aim? 3. What are our objectives? 2. Programme scope 3. Current project and scope (inc. dependencies) 4. Recent activity and next steps 5. Stay connected

TRS Programme TRS Programme Why are we changing? Why are we changing? Inconsistent, duplicative and cumbersome business processes, with manual workarounds and siloed work practices that impact adversely on productive working relationships and a positive culture. Outdated systems and ways of working that are increasingly complex to maintain, difficult to scale or expand, and restrict the ability to respond to raised user expectations in a digital world. Limited confidence in the consistency, accuracy and availability of timely data, which restricts the ability to formulate evidence-based recommendations and defend decisions. Reliance on an increasingly limited network of experts with key tacit knowledge that would be difficult to replace or replicate. An increasing administrative burden across the University that reduces capacity and restricts innovation even where this could help address identified challenges.

TRS Programme TRS Programme What is our aim? What is our aim? The TRS Programme will ensure that academic, research and research administration staff have the necessary capabilities, tools and support to maintain and strengthen research excellence across the University in an increasingly complex, challenging and competitive environment.

TRS Programme TRS Programme What are our objectives? What are our objectives? Simplify and harmonise research support systems and processes. Improve availability, accuracy and reusability of data and information. Empower users by increasing the value and impact of their research support activities. Build productive interdisciplinary and cross-functional relationships. Replace outdated technology and inefficient practices with modern, integrated solutions and workflows across the full research lifecycle. Build maturity throughout the digital ecosystem that supports the University s research community and promotes the adoption of digital ways of working. Embed and strengthen a culture of continuous improvement that embraces innovation, improves collaboration, builds resilience and promotes adaptability

TRS Programme and GMS Project Overview TRS Programme and GMS Project Overview Opportunity & Planning --- Opportunity analysis Prioritisation Collaborative opportunity Programme development Funding --- Training --- Training & development (researchers, students, supervisors) Delivery --- Output management Dataset management Research production Publication s --- Publications management Output reporting Impact --- Research relationships Commercialise research outcomes Non commercial impact Improveme nt --- Quality Management Performance management Administration Administration --- Compliance management Ethics & integrity Grant Management Identification Funding Management Equipment sharing (pre-award, contracts & post-award) Whole research landscape

Grant Management Support (GMS) Grant Management Support (GMS) Project Project Providing user-focussed services that meet the needs of both end-users and the university. The aim of this project is to transform the pre-award, contracts and post-award landscape within Research through the implementation of several Worktribe products, improved accompanying processes and further developed microservices that bridge the technology and user need gaps.Pre- award Post- award Contracts 2023 Worktribe and other supporting services and functionality, e.g. reporting

Recent activity and next steps Recent activity and next steps Stakeholder engagement, surveys and interviews understanding issues Co-creation sessions starting to generate solutions to problems How might we communicate costing and pricing information to researchers? How might we make it clear who is responsible for which application checks? Producing a revised service blueprint , starting with pre-award Worktribe configuration Requirements verification Gap analysis for existing systems Further Worktribe configuration and Demonstrations Increased communications and targeted engagement More co-creation of solutions & technical planning Establishing a project level consultation group to support effective governance

Stay connected Stay connected TRS Programme intranet pages Transforming Research Support Programme (sharepoint.com) Or via Change at Cambridge Any other questions? Transformingresearchsupport@admin.cam.ac.uk Research Grants User Group Contact Hannah.pawson@admin.cam.ac.uk Other opportunities for involvement hopefully coming soon!

Sending goods for repair overseas Angela Fearnside Deputy Head of VAT January 2023

Sending goods for repair & processing overseas UK import VAT & customs duty charged on full value of the goods + any added value (e.g. repair cost) = UCAM is now authorised with HMRC to use Outward Processing relief (OPR) to reduce the import value to the repair cost only for: certain goods, and providing certain conditions are fulfilled. See www.importexport.admin.cam.ac.uk Departments must seek authorisation via the Import Export Hub.

UPS 2 It is intended that all UK casual workers should be engaged and paid via the Cambridge Casual Worker System. The following "workers" or "deemed employees for tax purposes" can continue to be paid via UPS 2 until 23rd March 2023: those engaged on fee-paid basis; or where the work was undertaken prior to 31 December 2022. Payments will subject to deduction for income tax and/or national insurance contributions, where applicable.