1. Expression of interest: initial window opens for submission of expressions of interest. These do not need to be fully developed, just a concept to demonstrate potential. 

2. Initial assessment: expressions of interest will be assessed by a panel based on their potential for impact. The highest rated will move to the next stage. 

3. Development:  

• Working with the Research Software Engineering team, more detailed project plans will be developed.  
• The main output of each project will be a working proof-of-concept rather than a production-ready solution.  
• Required data, compute resources, and development time will be considered.  
• An ethical assessment will be carried out. 

4. Panel assessment: completed project plans will be considered by a panel, the projects with the highest potential will be funded, resourced and project managed. 

5. Project delivery:  

• Resources will be gathered and a project kick-off date set. 
• Projects will run using an agile, sprint-based approach allowing for feedback and refinement. The emphasis will be on producing useable and testable outputs and gathering evidence to demonstrate performance and potential. 

6. Reporting and evaluation: a final report will be written, gathering evidence demonstrating the outcome of the proof-of-concept and its potential if developed further. Steps required for wider release and scale-up will be considered. 

7. Business case development: projects that produce clear evidence of their potential impact will be used to develop business cases to fund their transformation into AI driven tools ready for release.

Campus Tour Guide 

• Overview: Take a picture of any building on campus and the guide will identify it, returning information about the building's facilities and directions to find them.  
• Benefits: helps students, staff and visitors to the University get to know unfamiliar buildings quickly. 
• Scalability: could be expanded to include historical information about the building, or summarise the research going on inside. 

AI-Enhanced Timetabling System 

• Overview: develop an AI-powered timetabling system that optimises class schedules for students and staff, considering room availability, course requirements, and individual preferences.  
• Benefits: this project will streamline the scheduling process, reduce conflicts, and ensure efficient use of university resources. It will enhance the overall experience for both students and staff by providing more convenient and balanced timetables. 
• Scalability: the system can be expanded to include features such as automatic notifications for schedule changes and integration with personal calendars, making it a comprehensive tool for managing academic schedules. 

AI-Based Feedback Analysis 

• Overview: develop an AI tool to analyse feedback from students and staff, identifying common themes and areas for improvement.  
• Benefits: provides valuable insights into the university's services and programmes, helping to enhance the overall experience for everyone.  
• Scalability: can be expanded to include sentiment analysis and generate detailed reports for different departments. 

Project overview and goals 

We look for projects with clear and achievable objectives that align closely with the University’s strategic goals. Your project should have a well-defined purpose and set of goals that demonstrate its potential to make a significant impact. Projects that clearly articulate their objectives and show a strong alignment with our strategic vision will be prioritised. 

Intended users and benefits 

Projects that offer substantial benefits to staff or students are given higher priority. Your project must have a direct and positive impact on staff and/or students, demonstrating how it will address their needs and improve their experience. 

Resources and feasibility 

We evaluate the feasibility of your project by considering the resources required and their availability. Projects that require fewer resources or have resources readily available are prioritised. Additionally, we favour projects with a realistic and achievable start date, ensuring that they can be initiated and progressed without unnecessary delays. 

Team and stakeholder engagement 

A well-defined team and strong stakeholder support are important for the success of any project. We prioritise projects that have a committed and capable team, as well as clear engagement from relevant stakeholders. Demonstrating that you have the right people and support in place will significantly enhance your project's chances of being selected. 

Scalability 

We are looking for projects that have the potential to be scaled and have a broader impact. Projects that can be easily expanded and applied to a wider audience or different contexts are given higher priority. Your project should demonstrate its scalability and potential for broader application, showing how it can grow and benefit more people over time.

Finance

Funding for these pilots will be based on the approved budget submitted with the full proposal.

Funds will be paid to pilots via a "credit transfer" made after project completion upon approval of the report. We ask pilots to use a local finance code to make management of their pilot easier. Credit transfers will be based on the actual expenditures in the financial report.

We strongly recommend that each pilot project establishes its own dedicated finance code to facilitate easier management and reporting.

Expenditures will be deemed 'actual' and ready for reporting when goods or services have been received and receipted in the financial system (iProc/Oracle), irrespective of whether an invoice has been received or paid. Only actual expenditure should be reported in the claim.

Staff costs

The faculties and professional services own the processes for buy-out of staff locally, so please make sure you follow the guidance for your local area and processes. We have provided some general guidance below:

For staff who contribute time consistently to the pilot over a defined period and exceeding 0.2 FTE (equivalent to one day a week), costs can be allocated to the pilot's dedicated finance code. For more irregular and minor contributions from staff, it's recommended to journal the corresponding amount of staff costs to the finance code monthly.

Procurement

The AI Pathfinder Programme supports effective procurement and compliance with The University of Manchester procurement policy and processes. We ask that pilots comply with university and local areas’ procurement policies in the sourcing of goods and services.