Outlined below are the steps HIC will take in working with your Data Entry:

1. Pre-Award Requirements and Quotation Meeting

  • For HIC Services support involving the supply of software or a database for data collection, mailing support or data entry only contact Adrian Clatworthy who will arrange a pre-award requirements meeting to discuss and agree requirements and provide a quotation.
  • Please allow 4 weeks before any grant processing deadline to meet, assess requirements and for HIC to calculate costs and provide the quotation.
  • The quotation is cost-recovery only and is calculated on the staff time required to carry out the different required activities, with a contribution to background HIC running costs. The quote may be subject to VAT.

2. Project Requirement Details: Data Entry

To enable HIC to understand the project requirements, anticipate what governance approvals may be required and provide an accurate costing, the following details will be required for each service component:

  • Project title.
  • Number of data collection phases.
  • Total expected number of data entry forms.
  • Number of and type of fields (e.g. tick-box or free text).
  • Method of delivery of forms to HIC.
  • Anticipated data entry start date, for each data collection phase.
  • Method of Quality Checking (QC).

3. Project Start

  • Once the agreed funding has been awarded/ identified contact Adrian Clatworthy to hold a Project Start meeting to confirm project details, delivery schedule & project milestones and confirm necessary approvals that will be needed. This is an important meeting to help ensure efficient delivery of HIC’s services to the project.
  • All relevant project staff to attend, in particular the Principal Investigator (PI) leading the project and key staff who will be involved in the project.
  • HIC will confirm details of the work specification from the quotation with the project team, to ensure the work is still within the original scope.
  • HIC will produce a Project Initiation Document (PID) providing the agreed details of the work being provided and agreed delivery time-lines.
  • A project point-of-contact person at HIC will be appointed for on-going feedback and communication with project staff.
  • A communication strategy will be agreed between HIC and the research team to provide feedback at key points identified during the provision of the HIC service.
  • A web-based customer portal is under development to allow service users to interact with HIC to report issues and receive feedback at key milestones.

4. Obtain Approvals

Change Management

Once this Project Quotation has been agreed and the project begun all subsequent requests for changes to requirements and project scope will require an impact assessment to be performed. The outcome of this process is one of the following situations:

  • A schedule slippage.
  • Additional project costs.
  • No-cost alteration to scope.
  • No impact.
  • A and b.


The PI will be asked to review the impact assessment and to decide whether they wish to proceed with the change and agree to any associated impacts to original costs and schedule.

Any delays or errors caused by HIC will be rectified at no cost to the project.