R4D SUPPORT AND CGIAR REFORM

R4D week
Nov 2010

International Institute of Tropical Agriculture – Institut international d’agriculture tropicale – www.iita.org

What does it mean for R4D support

• Less operational funds
• More units on zero budget
• Window 3 funding for 2-3 years only
BUT

• CRPs are fully costed


What are we doing to prepare ourselves for
the impact of CG reform

Focus on
• Increasing efficiency and cutting costs
• More tools and close monitoring of expenditure
• Charging for services(Zero Budget. Cost recovery)

Some examples .....


Decrease staff and costs in Facilities management services

TOTAL MONTHLY AVERAGE FMS EXPENSES (2008 -
2010)

160,000
140,000
120,000
Amount ($)

100,000
80,000
60,000
40,000
20,000
-
2008 2009 2010
Expense 141,302 99,672 63,059


CUMULATIVE POWER COST COMPARISON
1,200,000

1,000,000

800,000
COST

600,000

400,000

200,000

-
Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec

2008 60,735 121,642 232,161 317,024 420,302 564,604 664,036 729,650 787,509 845,256 928,728 989,449
2009 51,056 107,579 207,354 270,599 343,158 393,449 448,630 501,705 538,750 583,783 634,466 676,522
2010 60,035 121,258 170,392 217,878 281,717 329,230 388,820 446,783
MONTHS


Information technology
• IT Hardware unit on zero budget for 2010
• Fiber connectivity now in East/West Africa, prices have dropped from average
$6000 per megabit to $1000 per megabit. (Nigeria just starting )
• Deployment of applications: new PROMIS, Training unit database
• Development of Project Budgeting Template (with CGO) to allow more
accurate budgeting for proposals
• Upgrade of Oracle
Supply chain
• Stock holding reduced by $150k in 2010
• 121 staff trained on Supply chain certificated training courses
• Cost savings through procurement initiatives e.g. price re-negotiations, trade
discount and strategic sourcing ( fuel , cement, paints, office supplies )
• Plan to use IITA limited, UK for wider (non IITA) procurement and possibly
project management


Communications
• Increased media coverage for IITA :. For the first three quarters of this year,
58% of our media pick-up was from international sources (compared to 36% for
2009) Hot topics include aflatoxins/aflasafe, yam, cowpea, biocontrol (IPM),
cassava, maize, biodiversity, biotech, and banana
• New iita.org (Extranet) site launched in August. Intranet expected in December
• 33 completed videos on the IITA YouTube channel, with 6 ongoing video
projects.-
• IITA blog site (http://iitanews.blogspot.com/) was started for the 5th Global
Cowpea Research Conference. Now the main platform for streaming news and
the press room (live blogging, photo, video, and audio streaming).
• Developed new products (e.g. a children’s book on cowpea, videos)
• Digitized 280 out of 500 IITA publication titles for uploading into the IITA Open
access repository.
• Full cost recovery for Conference centre and Publishing unit.


Human Resources
• Launched Graduate Trainee Program for NRS in Ibadan- investing in areas
where turnover is high.
• New Training webpage- enquiries have increased substantially (35-40%).
• Improved the management of the training process which includes on-line
application, and development of a training data base that captures information
on students from all the stations.
• Initiated the process of procuring new online HR package with online
management of Personnel records, leave ,allowances , monetisation etc
Farm Unit
• Increased seed multiplication efforts
• Introduced fruits and vegetables production in Feb
• Good progress on cost cutting and cost recovery. Zero budget in 2011


HOTCAT
• I House, Travel services, Ikeja Guest House , Social Sports Center has
achieved the status of a Self Sustaining Unit, recovering Total Cost
• Improvement of infrastructure with focus on reducing operating cost,
increasing occupancy
• New initiative on using renewable energy ( solar)for international
House & Ikeja Guest House in progress.
OTHERS
• New asset management and tracking software with bar coding- piloted
in Tz
• Upgraded office building in Dar. New science building in 2011
• New IITA Office in DRC
• Consolidation of Uganda field stations


Service charges- The only alternative

• Incremental approach- started in 2009
• Made savings within R4D support Budget
• Transferred savings to R4D
• Overhead rate goes down
• Helped other locations with these savings
• Benefits in stations


Plans for 2011

• Continuing a transition approach
• Sharing the rates for 2011, in Nov-Dec
• Not making any changes during the year 2011
• Making the rates available on the intranet
• Making the calculations available
• Provide Quotes for processes that are not standard


Change in the status of locations

• IITA R4D stations
• IITA-West (Nigeria)
• IITA East (Tanzania)
• IITA South (Zambia)
• DR Congo
• Cameroon

• Project Countries: All the others


• IITA stations

• Base for Scientists prior to reallocation to other Projects
• Investment in Building and Facilities
• More Support staff, especially at RRS level


Project Countries

• Will have skilled support staff ( SAs, Accountants etc)
• Will provide a full range of services (HR Finance, Procurement, logistics)
• Continued oversight from HQ and Regional Hub

• BUT

• Investment paid for by the projects


WE , the R4D Support Team

• Communication
• Facilities Management
• Hotel and Catering
• Human Resources
• IT Hardware Services
• IT Software services
• Research Farm
• Security
• Supply Chain
AND
• All the Station Administrators in the various locations


Want to say
• A big THANKYOU !

WE NEED
• Your Support
• Your questions
• Your feedback


R4D SUPPORT AND CGIAR REFORM

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