Following successful development of the Integrated Electronic Pre-Award Grants Management System for Sponsored Research, the Grants Administration and Management Support Unit (GAMSU) at Makerere University held a dissemination workshop, to onboard the University leadership, principal investigators, researchers, staff and partner institutions.

Held on Friday 6^th March 2026, the dissemination workshop provided a platform to demonstrate the Integrated Electronic Pre-Award Grants Management System for sponsored research at Makerere University, and to receive instant feedback from physical and virtual participants.

Participants were drawn from the University leadership, including the Deputy Vice-Chancellor for Finance and Administration, the University Secretary, the Director-Graduate Training, Director-Research, Partnerships and Networking, Principals, Deputy Principals, Deans, Heads of Department, Principal Investigators, researchers, Heads of Administrative Units, representatives from international partner institutions, and members of the Grants Management Steering Committee (GMSC).

Welcoming the internal and external stakeholders to the dissemination workshop, the Head of GAMSU, Prof. Sylvia Antonia Nakimera Nannyonga-Tamusuza, emphasized that feedback from the participants was a vital step, that would not only enrich the grants management and administration processes, but also contribute to refining the system.

Expressing GAMSU’s  commitment to the automation of the entire grants cycle, Prof. Nannyonga-Tamusuza credited the University leadership, the research project team members, and the different units within Makerere University, as well as, international partners, for the support rendered to GAMSU in developing the system.

The Integrated Electronic Pre-Award Grants Management System

Prof. Nannyonga-Tamusuza highlighted that the initiative responds to growing global competition for research funding and longstanding administrative challenges that researchers have faced when accessing and managing grants.

This digital initiative is designed to modernise how the institution handles research funding applications and administrative workflows before awards are granted. The system, aims to streamline the entire grant application lifecycle — from identifying funding opportunities to proposal preparation, compliance review, reporting, and closeout management.

Recognition of the Project team

Headed by Prof. Nannyonga-Tamusuza (Principal Investigator), the project team members include the following: Denis Michael Wamala (I.T Specialist), Prof. Helen Nambalirwa Nkabala (Senior Researcher-GMSC), Prof. Charles Masembe (Senior researcher-GMSC), Ivan Mutyaba (Grants Administrator-IREX Alumnus), Mordecai Tayebwa (Grants Manager-IREX Alumnus, Esther Kabinga (Legal Affairs Advisor), Innocent Tumwebaze (Early-Career researcher), Caroline Nabwire (Grants Administrator-GAMSU), Harriet Nambooze (Senior Grants Administrator) , and Victor Chris  Watasa (System’s Design Consultant).

Acknowledgment of funding partners

The development of the Integrated Pre-Award Grants Management System was supported by the International Research and Exchange Board (IREX) through funding from the Carnegie Corporation of New York, with additional contributions from Makerere University.

Institutional leadership welcomes system development

On behalf of the University Management, the Acting Deputy Vice Chancellor (Finance and Administration), Prof. Winston Tumps Ireeta, lauded the Principal Investigator, Prof.Sylvia Antonia Nakimera Nannyonga-Tamusuza and her project team, for the development of the system aimed at digitizing the pre-award grant processes at Makerere University.

Opening the dissemination workshop, Prof. Ireeta, who doubles as the  Chairperson of the Grants Management Steering Committee (GMSC), highlighted that the Integrated Electronic Pre-Award Grants Management System, would significantly benefit Makerere University and the researchers.

Prof. Ireeta emphasized that as Makerere University continues to implement its research agenda, the funding question becomes paramount. Acknowledging that funding through grants significantly facilitates research undertakings at Makerere University, Prof. Ireeta underscored the value of the Integrated Electronic Pre-Award Grants Management System, as an excellent addition, to existing processes aimed at amplifying the research profile of the University, as well as, streamlining grants management and administration.

 “If we maximally utilize the system, the University and its researchers will be better placed to apply, attract and win grants, which will definitely boost the grant and research profile of this institution,” he said.

He encouraged the participants to actively follow the proceedings, and provide constructive input during the feedback session, in order to contribute to the refinement of the system.

Format of the dissemination workshop

The dissemination workshop featured a series of presentations including: Makerere University’s Strategic Research Direction; the Context of Administration and Management of Grants at Makerere University; Project Overview; Purpose and Objectives of the workshop; Overview of the Pre-Award Grants System Development; Technical demonstration of the system; and the Discussion and Stakeholder Feedback session.

The benefits of the system and the challenges it seeks to address

Prof. Nannyonga-Tamusuza, Head of GAMSU and Principal Investigator of the project, explained that the electronic pre-award system addresses several structural challenges in research grant management.

She said Makerere University faces increasing global competition for research funding. “Grants have become highly competitive, and we need stronger institutional strategies to support our researchers,” she said.

According to Prof. Nannyonga-Tamusuza, the previous grant management environment was fragmented because different university units operated independent systems. The new platform seeks to streamline processes and support database-driven decision-making for capacity building and institutional planning.

She explained that the system is designed to support researchers even before they begin writing proposals. “Understanding the funder’s requirements is critical. If a researcher does not clearly understand what the funder is asking for, even a well-written proposal may fail to secure funding,” she said.

The Head of GAMSU stressed that transparency and accountability were central goals of the system. “With proper work logs and documentation, we can demonstrate accountability in grant administration,” she added.

She noted that principal investigators often require institutional documents such as audit reports and registration information when applying for grants. Centralised data storage, she said, would make such information more accessible.

Support for researchers, not replacement for individual applications

Prof. Nannyonga-Tamuzusa clarified that the system does not eliminate individual grant applications. “GAMSU is providing support to researchers. We want our staff to compete favourably within the global research community,” she said.

She explained that academic staff operate at different career levels. “Some staff are new to research grant applications and may need guidance. Others are experienced. Our role is to provide support whenever it is needed,” she stated

Addressing challenges in grant administration

The Head of GAMSU identified several challenges motivating the system’s development. These include: increasing international competition for research funding, fragmented awareness of funding opportunities across university units, limited coordination between researchers, colleges, and administrative structures, capacity gaps in grant proposal development, heavy reliance on manual administrative processes and limited institutional data for strategic planning.

She pointed out that GAMSU’s role is coordination, compliance, and institutional oversight rather than revenue collection.

Leaders and Researchers urged to adhere to university policies

Presenting the Context of Administration and Management of Grants at Makerere University, Mr. Yusuf Kiranda-University Secretary, articulated that the University Council, approved the Grants Administration and Management Policy in 2020, which provides governance guidance for research funding management. He appealed to participants to always read and make reference to the policy on matters pertaining to grants management and administration.

The University Secretary emphasized that research funds secured through grants are managed on behalf of Makerere University and the Government of Uganda. He therefore, urged researchers and principal investigators to uphold transparency and accountability when managing grant resources. “Funds acquired through grants must be accounted for within stipulated timelines and must demonstrate value for money,” said Mr. Kiranda.

In the same vein, he called upon research teams to follow the university’s human resource recruitment guidelines when appointing project staff.

Mr. Kiranda highlighted the importance of registering all grants managed across university units with GAMSU, noting that centralised oversight supports institutional accountability.

Director of Research highlights strategic research direction

Prof. Robert Wamala, Director of Research, Innovation and Partnerships (DRIP), presented the university’s strategic research agenda. He observed that university partnerships have sometimes been underutilised due to the absence of supporting infrastructure, such as the pre-award system.

The university’s research mandate includes promoting research coordination, strengthening innovation capacity, supporting technology transfer, and mobilising research funding.

Prof. Wamala said the university’s research strategy is guided by a 10-year institutional development plan aligned with Uganda’s National Development Plans. “The vision is to build a sustainable, research-led university that produces a highly productive academic workforce and versatile graduates,” he said.

Priority research themes

In his presentation, Prof. Wamala outlined Makerere University’s nine (9) priority research areas for the next five years. These include: Health and health systems; Sustainable urbanisation and housing; Governance, social justice, and equity; Agricultural transformation and food security, Education systems development; Economic growth, business, and innovation; Climate change and natural resource management; Cultural heritage;  and Science, engineering, and technology.

Prof. Wamala encouraged researchers to align proposals with these institutional priorities. He urged academic staff to access university policies available on the official website (https://policies.mak.ac.ug)

Graduate training and institutional coordination

Prof. Julius Kikooma, Director of Graduate Training, said the establishment of GAMSU represents a major cultural shift in research administration.

He explained that earlier academic practice required researchers to independently search for funding opportunities and manage grants. “While that approach sometimes produced successful researchers, it also resulted in inconsistencies in proposal preparation and accountability reporting,” he said.

Prof. Kikooma emphasized the importance of institutional systems in meeting changing donor compliance requirements. He stated that grant writing involves two equally important components. “Approximately 50 percent depends on scientific proposal quality, while the other 50 percent depends on institutional compliance and administrative coordination,” he said.

He encouraged researchers to integrate GAMSU early in proposal development rather than treating the unit as a final review office.

Strategic investment in research competitiveness

In a document presented by Ms. Ritah Namisango,  Prof. Charles Masembe-a member of the research team outlined the project overview, purpose, and workshop objectives, including system dissemination, stakeholder engagement, and functionality demonstration.

He stated that the electronic pre-award grants system is a strategic investment in Makerere University’s future research competitiveness. The digital transformation in grant administration will improve efficiency, strengthen accountability, and enhance access to funding opportunities.

Deputy Principal of CoBAMS applauds GAMSU Contributing to the discussion and stakeholder feedback session, the Deputy Principal of the College of Business and Management Sciences (CoBAMS), Associate Professor James Wokadala, commended GAMSU for the development of the system aimed at increasing the chances of winning grants.  He appealed to GAMSU to cascade the training to the various units within the University.