Non Research-Intensive Knowledge Exchange Projects
- Managing non Research-Intensive KE Projects
Policy, Rationale and Scope
Which projects will be administered under the new “Other Restricted” fund code KE001? How should I deal with cost recovery projects, i.e. projects for which the market cannot bear any indirect cost recovery?
In principle, all non research-intensive KE projects should be administered under KE001. In the exceptional case of a true cost recovery project, i.e. projects for which the market cannot bear any indirect cost recovery, the OP014 fund code is more appropriate to use.
Where can I find the latest KE definition and the procedure to manage non research-intensive KE projects?
These can be found in the drop down accordian above
If the definition does not provide sufficient information, contact the Finance Business Partner or Finance Analyst for the Division of Enterprise. For current Finance contracts, refer to here.
What is the rationale for application of indirect cost recovery in our non research-intensive KE projects?
By applying the same indirect cost recovery rates as DVCR, we aim to keep pricing our activities as simple as possible, while fully costing our activities as we should. The indirect cost recovery should be costed in all projects, except for if the market absolutely cannot bear the recovery.
Currently the Faculty recovers an overhead charge of 15% on their other income and now we are moving to 35% PC and 10% NPC. The incentive for Faculties and Academics is that 50% of the indirect cost recovery will be provided back to the Faculty via a strategic priority fund. Therefore, this is additional budget the Faculty didn’t have before and more strategic objectives at a Faculty level can be realised.
Does indirect cost recovery need to be charged on Philanthropically funded projects?
No. In terms of the Outreach channel, indirect cost recovery is only applied on workshops, events, etcetera, where we can amend the price market participants pay to fully cost the activity (i.e. include indirect cost in our price). We will not charge for indirect costs on a donation.
Is the procedure applicable to very small projects as well?
For very small non-research intensive KE projects, it is recommended to contact Unisearch – so they can run the project on behalf of the Faculty or Division. Given that in this case the revenue numbers will not be material for the Faculty/Division anyway, and Unisearch will transfer the surplus of the project to the Faculty/ Division, the Faculty/ Division will not lose any funds. Unisearch has very lean processes that are associated with minimal overhead, which makes running small projects acceptable, versus the more elaborate processes in most Faculties/Divisions which would incur substantial overheads on a small project. There is a question as to whether activities for such small values are strategically important and should be taken up by the academic.
In the event of multiple immaterial KE projects, which are material in aggregate, an alternative is to open a single KE project for these small value activities, but this would need to be used carefully in terms of not mixing the activities when invoicing clients.
Link with research/DVCR
How do I manage research KE projects?
These are managed through normal channels via the Research Grants & Contracts (former GMO)/DVCR team
Templates, Help (Unisearch) and Reports
Where can I find non research-intensive KE contract templates and help with pricing non research-intensive KE activities?
For assistance with non research-intensive KE contract templates, contract negotiations and anything else pre-award, please contact Unisearch on #55555. The direct contact for Unisearch is John Arneil, Director Unisearch, E: J.Arneil@unsw.com.au T: +61 2 9385 3053 M: +61 414385909.
Do contract templates from Unisearch include common important terms, such as payment terms that match the deliverables and UNSW’s terms, a clause on quality of deliverables for when engaging with sub-contractors and terms on what happens in case of contract termination on either side?
Can I change the default terms of the Unisearch contract templates?
Yes, but only after consulting with Unisearch, and they will go through the appropriate channels to mitigate the risk associated with those changes.
When is Unisearch involvement mandatory?
Unisearch involvement is mandatory for:
- All Expert Opinion work;
- All non research-intensive Consulting on non-template contracts;
- All new non research-intensive KE over $100k;
- Sub-contracting or partnering with an external entity, international partners, or multi-party engagements; and
- Paid outside work arrangements.
Are there helpful reports available for non research-intensive KE projects, and if so, where?
There is a Calumo dashboard for monthly reporting on non research-intensive KE projects under development. In the interim, the Finance Business Partner for the Division of Enterprise sends around KE revenue reports on a monthly basis. For current Finance contracts, refer to here.
For analysing the profitability of individual non research-intensive KE projects, a Calumo report has been developed and can be accessed here*. Scroll to the tiles at the bottom of this page, and click on the last tile in the 6th column titled ‘non research-intensive KE report’.
*Please note a login for Calumo is required to access this content
Who is the best contact for clarification on KE transactions when unsure?
For any questions in regards to the accounting treatment of KE related transactions, e.g. transactions split between different fund codes or where to find the project attribute for KE projects please feel free to get in touch with the Finance Business Partner or Finance Analyst for the Division of Enterprise.