By Dr Mustaza Hj. Ahmadun

R&D PROJECTS MONITORING, HOW SERIOUS CAN YOU GET!

A lot has been said and done in getting commercialisation of research outputs. First and foremost why and how does anyone get into the business of R&D? Sounds like fun you may say; try using your own money, if you at all dare. Starting on the wrong footing and for the wrong reason can put you on a never ending merry-go-round.

This is where effective, efficient and integrated R&D management system can save a lot of heartache especially when the issue of commercialisation crops up at some point towards the last mile of the endeavour. As such, in any R&D management system there has to be reliable monitoring mechanism.

Malaysians being what they are, are different and unique in all manners of speaking. As such, it is not about putting in place and exercising strict monitoring of R&D projects only, but a concoction of checking, verification, supervision, motivation and coaching to consistently applied before arriving at any desired results.

BACKGROUND

Technology Park Malaysia was appointed by Ministry of Science, Technology and Innovations (MOSTI) as of 30th August 2007 to be Project Management Team (PMT) for TechnoFund R&D Grant Scheme for Biotechnology, Agriculture and Industry Cluster. To start with, 21 projects with total grant value of RM72,026,540.00 was approved to be managed by TPM. For the services, MOSTI agreed and paid TPM a management fee based on the grants approved.

MOSTI agreed on the following mode of fund transfer be adopted for the 21 projects whereby 20% of the approved amount for individual projects were disbursed at the beginning of the project. 75% are to be disbursed in stages upon completion of milestones as declared in the contract between the Project Leader and MOSTI.

PROJECT MANAGEMENT TEAM (PMT)

TPM has entrusted the Centre for Technology Commercialisation (CTC) to manage the processes, activities and information for each project as provided by the TOR from MOSTI to TPM. Besides monitoring the projects directly, provide feedback to MOSTI on implementation issues and recommend MOSTI on the necessary actions to be taken to provide better probability for success of MOSTI’s program.

In performing the entrusted responsibilities, CTC is guided by the Term of Reference (TOR) provided by MOSTI to ensure that projects are conducted in accordance with the terms and conditions of Project Agreement signed between Project Leaders and MOSTI.

TECHNOFUND PROJECT MONITORING PROCESSES

Let it be known that the PMT has no control on the approval of Technofund projects and as such only monitor on the aspects of project implementation based on the scopes approved by MOSTI.

Progress Monitoring By PMT
In conducting its responsibilities, PMT conducts on-site checks on projects that have achieved their declared milestones. To ensure credibility of assessments, appropriate Technical Experts accompany PMT and make his/her own expert assessment, based on projects on-site examinations, project progress report presentation and discussion.

In order to provide effective project monitoring, on-site visits include;

1. physical verification visit to actual project site or/and pilot plant;
2. roundtable discussion that include project progress presentation by Project Leader;
3. PMT/Experts follow-up discussion based on Technical and Financial Experts observations and evaluations; and
4. Exit Roundtable discussion between PMT members and Project Leaders (essentially to seek clarifications and/or additional support information to enable PMT to make the appropriate recommendation to MOSTI on the project achievement or otherwise.

Projects Confidentiality
The appointed Technical Experts from both the public and private sectors sign and undertake a confidentiality protection statutory declaration based on Akta Rahsia Rasmi 1972; as they would be getting access to privy information on individual company embarking on a strategic business development program.

In line with the TOR given by MOSTI, TPM adopted implementation strategies that shall ensure integrity in the delivery to MOSTI; and facilitation to the Projects Leaders in implementing their projects as approved by MOSTI.

To make the monitoring more effective and to provide appropriate technical assessment, guidance and assistance to the projects, PMT appointed two experts for each project and the experts are to stay with the same project throughout the duration of the project implementation; in order to provide consistent evaluation and advice on the project implementation.

The Technical Experts are chosen based on their expertise, matching as much as possible to the scope of the projects.

Commercialisation Experts Panel
As it is desirous to bring the projects along implementation paths that can provide viable options for commercialization at the end of the projects, the projects shall be subjected to periodic evaluation by the Commercialisation Experts Panel. The panels members are made up of experts from the private and governmental groups that are expected able to advise and possibly facilitate each projects on the paths to be taken for them to find their way onto the business world.

Project Summary
All project applications begin with the submission of TechnoFund Pre-Commercialisation and IP Acquisition Fund Project Proposal forms. The forms and Guideline For Applicants can be downloaded from MOSTI’s website http://www.mosti.gov.my . Subsequently, the application has to be evaluated by the Mesyuarat Penilaian Teknikal dan Kewangan Permohonan Technofund against a set of criteria. Successful applicants have to sign a Memorandum of Agreement (MOA) with MOSTI.

TheTechnoFund R&D Grant Scheme broadly covers the costs for
(i) Pilot Plant;
(ii) Clinical/Field Trial;
(iii) Commercial Ready Prototype;
(iv) Market Testing of Commercial Ready Prototype;
(v) Regulatory and Standards Compliance;
(vi) Contract Expenditure;
(vii) Expenditure of Services;and
(viii) IP Preparation and Registration (Excluding IP Maintenance).

For projects that have private sector collaborators, a separate MOA is to be signed by the parties involved.

Decision and Authority on Fund Disbursements
It is important to take note that PMT in reference and consultation with the Expert Panels provide the most appropriate professional view on the project implementation progress and recommend on the next best of action for MOSTI to take. It is only after receiving the formal approval from MOSTI that TPM as the PMT shall disburse the approved amount to the respective projects.

PROJECT OWNERSHIP AND RESPONSIBILITY

Generally, TechnoFund projects were initiated by GRIs/IHLs in collaboration with companies. However, there are few private companies initiated projects that appoint local experts as their project consultants. At GRIs/IHLs level R&D are coordinated and managed by individual IHLs Research Management Centre, while GRIs have their Institutional Research Business Units.

The sole responsibility on projects implementation and their subsequent success rest solely on the Project Leaders; from public R&D institutions or private companies.

MOVING FORWARD

PMT is always conscious of its roles as the appointed representative of MOSTI. Besides providing project management and monitoring support services as PMT, eventually CTC shall be in a position to offer advisory and consultancy services in technology transfer facilitation, commercialisation of R&D project management, strategic IP management advice, market research and opportunity analysis,and professional development programs to increase commercialisation potentials of these projects under the TechnoFund Grant Scheme.

In view that TPM is to support the incubation of knowledge-based and high technology innovations, perhaps at some point in the future TPM might put aside R&D zones where R&D projects groups are housed to conduct highly confidential high-end R&D; with involvement of international parties.

Dr. Mustaza Ahmadun, Sr. General Manager, Centre for Technology Commercialisation. Email: drmustaza@tpm.com.my