Research questionnaire: acting on the findings

To support its aims, the Agency spends over £25m each year on research and survey work. This work is placed following open competitions through which the best combination of high quality science and good value for money can be selected. On occasion, however, requirements yield fewer proposals than expected. This can be a cause for concern if it restricts the choice and quality of research available to the Agency.

To gain a better understanding of any factors that might be contributing to this, and what can be done to improve matters, the Agency's Research Co-ordination Unit (RCU) published a questionnaire in October 2002. The questionnaire, was distributed with the 2002 Research Annual Report, by email newsletter and on the Agency's website. It asked which parts of the Agency's research processes and procedures are popular (or unpopular), why research contractors do not submit more proposals in response to requests for new work and what the Agency can do to improve matters.

Sixty-seven responses were received from a wide range of current and potential contractors for Agency work. From their views several key messages emerged (see below).

An action plan to address the issues raised has been set in action and recently the plan was discussed by the Advisory Committee on Research (ACR). The Committee felt strongly that the quality of the dialogue between the Agency and the researcher is the key to building mutual understanding, and hence increasing involvement. It also made suggestions for additions to the action plan, including additional mechanisms to improve dialogue and increase the choice available to the Agency.

More information about The Advisory Committee on Research.

The questionnaire, published in October 2002, sought views on the following areas:

• How contractors find out about the Agency's requirements;
• The factors that affect how often proposals are submitted;
• The most and least helpful parts of our current commissioning processes;
• How we ask for new work (the requirements themselves and associated information provided);
• The format that we use for proposals and how we appraise them; and
• Views from non-UK contractors.

From the 67 responses received the key findings were:

• Most contractors hear about the Agency's needs via electronic media (website or email) and prefer to do so;
• A variety of factors inhibit submission of proposals, including difficulties in using the project proposal form, difficulty in obtaining additional information, a low chance of success and perceived difficulty in obtaining a first contract (i.e. of displacing established contractors);
• There is support for the use of expressions of interest (outline proposals) as a preliminary step and for submission of proposals in electronic format, as long as these are easy to use and can be managed fairly and effectively;
• Contractors welcome the proposed increased level of feedback in the appraisal process and are keen to participate in developing the Agency's research work to a greater extent.

These findings confirm views that had previously only been picked up though informal discussions and provide a firmer basis for further changes and improvements in the Agency's research procurement processes.

If readers wish to comment on the plan or have any other comments which they feel would improve the application for, appraisal and management procedures for Agency research, we will be happy to hear your views. Please email MB-RCU@foodstandards.gsi.gov.uk.

Brief details of the questionnaire responses and the action plan can be found at the links below: