Vidatum is Leiden University’s new research management tool for externally financed research projects. Vidatum is intended to provide optimal support for researchers and support staff in applying for, managing and accounting for externally financed research projects. The Vidatum tool includes functionalities for financial project control, the approval process and preparing grant applications (pre-award). Vidatum can also be used to draw up management reports, and there is also a module for time recording.

A significant proportion of the scientific research at Leiden University is carried out in externally financed research projects. The competition and complexity involved in applying for, managing and accounting for these projects is increasing. This added complexity calls for streamlined work processes and systems to reduce the burden of work on researchers and professional staff. Following a European tendering process, Leiden University has selected Vidatum as the new research management tool for research projects. This tool will assist in meeting the financial and non-financial requirements for project management and accounting

During an orientation phase, a comprehensive group of colleagues identified the organisation’s requirements and wishes. This was followed by a public European tender process where all potential suppliers of tooling were able to offer their solutions and services. After this, Leiden University procured a research management tool for research projects. Four suppliers applied for the tender and submitted bids. These tenders were evaluated by an assessment committee made up of representatives from different faculties, institutes, service departments and specialist areas.  In addition, all four tools were evaluated for usability in a test set-up by a broad group of potential users. The supplier Vidatum, with their tool of the same name, was chosen on the basis of these qualitative assessments combined with the price.

Using Vidatum, researchers will be able to meet the requirements involved in acquiring, implementing and accounting for externally financed research as efficiently as possible. Both researchers and research support staff will be able to do their work more easily and faster, for example because all project details and documents are stored in one location. Vidatum also offers project leaders immediate insight into the project budget, it reduces compliance risks and offers comprehensive management information. The implementation of Vidatum will also contribute to the process of achieving common processes and practices and sharing knowledge about them.

A number of working groups and a sounding board group have been set up with representatives from different faculties and disciplines to determine how Vidatum should be structured. The implementation of Vidatum will take some eighteen months, and will be done in phases. Research support professionals from the Faculty of Social and Behavioural Sciences and the Faculty of Science will be the first users of Vidatum in the second half of 2024.     

Everyone who is involved in acquiring, starting up and implementing externally financed research projects will have access to Vidatum. The relevant user groups will be informed about this automatically. It goes without saying that the confidentiality of information will be safeguarded. Users can log into the system with their own university account. 

For questions and suggestions, you can contact Robbert Bosch, Vidatum implementation project manager (r.a.bosch@bb.leidenuniv.nl).