Background and context

The translational and clinical research portfolios of King’s College London and Guy’s and St Thomas’ NHS Foundation Trust are substantial. Ensuring the resources, infrastructure, procedural and governance arrangements, and that risks and mitigations, liabilities and are fully understood between funders, organisations and individuals involved is a critical component of research project life course. Contracts and Agreements are integral components of any research project or programme of work.  

As part of a joint review between King’s College London (KCL) and Guy’s and St Thomas’ NHS Foundation Trust (GSTT), opportunities have been identified to improve the efficiency and effectiveness of research contracting processes. With both organisations experiencing rapid growth in their research portfolios, the increasing volume and complexity of contracts have occasionally led to delays in project initiation.

The review highlighted the benefits of introducing clearer timelines and more consistent use of standardised agreements, particularly in areas such as data sharing, material transfer and biobanking. It also recognised the importance of utilising automation and Artificial Intelligence (AI) to augment contract teams to meet the growing demand. By addressing these areas, KCL and GSTT aim to reduce administrative burden, support researchers more effectively, and strengthen their reputation with external funders and industry partners.

This collaborative effort reflects a shared commitment to fostering a more agile and responsive research environment that enables innovation and discovery to thrive.

The Work Ahead

A Task and Finish Group from across KCL and GSTT has been established to explore the problems and identify solutions for testing and then subsequent implementation across the two organisations.  

Potential solutions include but are not limited to the following: 

  • To reimagine the current contracting model to maximise efficiency, optimize contracting staff expertise reduce delay, improve the researcher experience across GSTT and KCL.
  • Co-create a contracting process that reduces delays and frustrations experienced by all across both organisations (Process Mapping at KCL & GSTT).
  • Face-to-Face Contracting Clinics to resolve issues between the partners.
  • Access to Shared Integrated systems that improve communication and reduce unnecessary email communication between teams that leads to delays.
  • Strict adherence to model agreements and templates co-created by both organisations. 
  • Automation and use AI technology to identify clauses that deviate from agreed standard templates both organisations have agreed thereby freeing up contracting staff to negotiate these issues far quicker and identify agreed solutions.