ION-DRI Programme


Asset management and cross charging

The purpose of this initiative is to improve how IoN manages and maintains equipment, ensuring costs are distributed in an equitable way.

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Project Sponsor: Paul Swainsbury (p.swainsbury@ucl.ac.uk )

Project Manager: Dr Lee Stanyer (l.stanyer@ucl.ac.uk)




The initiative aims to provide a management solution that ensures that the cost of of high-cost equipment use is cross-charged to users of the equipment in a fair and equitable manner. Post occupation of 256 Grays Inn Road, this will allow equipment and key facilities to operate with a focus on shared resources.


  • Ensure that all equipment assets are identified and managed effectively in a standardised way throughout their lifecycle.
  • Maximise utilisation and availability of Institute equipment through a common, simplified availability and booking solution and a secure, unobtrusive, auditable equipment utilisation system.
  • Deliver financially sustainable models for access to and use of core facilities and shared equipment through covering both operating costs and capital recovery models.
  • Streamline administrative procedures associated with cost recovery and financial reporting for the use of these facilities and equipment resources.


  • Time and cost savings on administrative duties related to cross-charging.
  • Equipment is maintained to a high-performing standard and is compliant with safety regulations.
  • Cost savings on equipment maintenance and repair activities as a result of standardised training and equipment maintenance regimes.
  • Cost savings on capital equipment purchases by avoiding equipment duplication and maximising existing equipment utilisation rates.
  • Increased equipment and service utilisation by allowing spare equipment or service capacity to be utilised by other UCL departments or external parties.
  • Ability to track how equipment is accessed and manage the recovery of appropriate access charges. 
  • A more efficient solution to identify, catalogue and manage the maintenance of all laboratory equipment throughout their lifecycles.
  • A reliable and easy to access, financial reporting tool that meets the auditing requirements of research funders.