GRANT/PROJECT LIFE CYCLE

PART 1

GRANT/PROJECT LIFE CYCLE OVERVIEW

Project Inception

Proposal Developme

nt

Award Acceptance

Award Managemen

t

Award Close-

OutFaculty Roles & Responsibilities

-Share funding opportunities

-Compliance -Approvals-Submission

- Notified -Supplemental Award Proposals

Proposal Coordinator Roles & Responsibilities

Business Office Roles & Responsibilities

OGCA Roles & Responsibilities

-Idea -Funding-Collaborators

-Scope of Work-Budget & Budget Narrative

-Activity-Expenditures-Reporting

- Clean up- Reports

- Award vs. Assumption- Reading the Award

-Funding info-Planning tools-Resource mgmt.

-Review-Auth. approvals-Submission

-Negotiation-Execution-Project Setup

-Reporting-Invoicing-Compliance

-Technical-Financial-Other

-Review Proposal -Confirm Match

- Communicate changes with Faculty

-Maintain Budget -Reporting-Ensure compliance

-Budget Wrap up

- REEport

COMMUNICATION

Key to a successful Project:

COMMUNICATION

PROJECT INCEPTION:OVERVIEW

Project Inception

Proposal Developme

nt

Award Acceptance

Award Managemen

t

Award Close-

OutFaculty Roles & Responsibilities

-Share funding opportunities

Proposal Coordinator Roles & Responsibilities

Business Office Roles & Responsibilities

OGCA Roles & Responsibilities

-Idea -Funding-Collaborators

-Funding info-Planning tools-Resource mgmt.

FACULTY ROLES AND RESPONSIBILITIES

• Formulate Idea• Do you have

Collaborators?• Identify Funding

Opportunities

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

Proposal Coordinators for SNRE:• Extension Grants/Projects:

Michele Pogue, 907-474-7166, mjpogue@alaska.edu

• Research Supplemental Proposals until September 30th and all Hatch and McIntire/Stennis projects:

Deb Cushing, 907-474-5550, dlsegla@alaska.edu

• Research Grants/Projects starting September 1st:Office of Proposal Development: Erin Albertson, 907-

474-5366, eralbertson@alaska.edu

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

• Share funding opportunities– Let Proposal coordinator know what you

are interested in– They will notify you of funding

opportunities they see

We Strongly Encourage You to Seek Proposals which

Allow Full F&A

BUSINESS OFFICE ROLES AND RESPONSIBILITIES

• No Action needed by the Business Office

OGCA ROLES AND RESPONSIBILITIES

• Funding information– InfoEd SPIN– Listservs– Agency websites– Other databases

• Planning tools– Sample templates

• Resource management– Adequate facilities– Capacity– Right personnel– Other

infrastructure

QUESTIONS ON PROJECT INCEPTION?

PROPOSAL DEVELOPMENT:OVERVIEW

Project Inception

Proposal Developme

nt

Award Acceptance

Award Managemen

t

Award Close-

outFaculty Roles & Responsibilities

-Compliance -Approvals-Submission

Proposal Coordinator Roles & Responsibilities

Business Office Roles & Responsibilities

OGCA Roles & Responsibilities

-Share funding opportunities

-Idea -Funding-Collaborators

-Scope of Work-Budget & Budget Narrative

-Review-Auth. approvals-Submission

-Funding info-Planning tools-Resource mgmt.

-Review Proposal -Confirm Match

• RFP– Request For Proposal

• RFA– Request for Application

FACULTY ROLES AND RESPONSIBILITIES

Your Proposal Coordinator will help you do this. Please contact them as soon as possible but no later then 10 business days before the deadline:

1. Send your designated Proposal Coordinator the RFP, due date to the agency, personnel on the grant application and start and end dates.

2. See OGCA Pre-Award (Formerly OSP) website www.uaf.edu/osp Check out the faculty toolkits and associated pull-down menus. These have excellent resources to guide you through the process.

3. Budget: Excel template from your designated Proposal Coordinator. Various worksheets are available, for funding agency, match requirements, multi-unit and multiple-year proposals, with built-in escalators.

4. Budget justification (narrative) is also required. This must match the excel budget. Provide a complete description of personnel duties related to the work proposed.

5. Scope of Work: Explain what you are proposing to do with the money. Make sure you follow the RFA guidelines.

6. After reviewed by other approvers, sign off on the internal routing form.

FACULTY ROLES AND RESPONSIBILITIES

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

• Proposal Coordinator’s main responsibility– Assist faculty in development of

proposal– Ensure compliance and resolve issues

with the agencies– Coordinate reviews and final signatures

of Approvers

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

Timing:Need 10 days to review, format,

approve, and submit. Longer if includes subawards, match, collaborations, etc. Communication: Notify as soon as possible

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

• Compliance– Agency

• Verify that proposal matches RFP• Format according to RFP requirements• Review for spelling or other typographical errors

– Business Office• Work with Grant Fiscal Officer to get budget

reviewed

– UAF• Verify that all UAF guidelines are being followed

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

• Approvals: Coordinate completion of the Internal Routing Form making sure all approvals are completed– Approval by PI– Approval by Dean/Director – If there is collaboration by other UAF units, approval

by unit Dean/Director– Approval by Fiscal Officer

Final approver for the proposal is the AOR (Authorized Organizational Representative), Andrew Gray

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

PI signature certifies:• An agreement to do all work as proposed;• That there are no significant conflicts of interest

(financial or other);• An agreement to be the overall project manager;• An agreement to abide by all applicable

regulations, policies and procedures related to the project; and

• An agreement to accept responsibility for the scientific and ethical conduct of the project.

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

Co-I/Co-PI signature certifies:• An agreement to do all work as proposed;• That there are no significant conflicts of interest

(financial or other);• An agreement to abide by all applicable

regulations, policies and procedures related to the project; and

• An agreement to accept responsibility for the scientific and ethical conduct of his or her portion of the project.

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

Dean/Director signature certifies:• That PI and Co-I/Co-PI workloads are

within 100% of effort;• That unit resources are available and

allocated;• That matching/cost share commitments

are authorized and committed; and• That all space considerations in the

project have been accounted for.

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

Fiscal Officer signature certifies:• That the Proposal budget is in

compliance with sponsor/agency, state, federal, and university policies, regulations, and standards.

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

• Submission by Proposal Coordinator– To OGCA Pre-Award

• Required to submit 5 days prior to deadline• Once approved, AOR will sign• PI will be copied on approval and receive final

version

– To Agency• Will submit on PI’s behalf (PI’s are not permitted to

submit their own proposal)• Must wait until Proposal approved by OGCA Pre-

Award

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

• Follow-up Communication• Notify Proposal Coordinator when receiving

notices from the agency so can work with you and OGCA Pre-Award to complete timely to get responses

• Resources: http://www.uaf.edu/osp/

BUSINESS OFFICE ROLES AND RESPONSIBILITIES

• Budget vs. Budget narrative• Confirms match availability

OGCA ROLES AND RESPONSIBILITIES

• Review– Compliance– Commitments

• Authorized Approvals

• Submission– Electronic

(system or email)

• InfoEd Proposal Development (PD)

– Paper

QUESTIONS ON PROPOSAL

DEVELOPMENT?

AWARD ACCEPTANCE:OVERVIEW

Project Inception

Proposal Developme

nt

Award Acceptance

Award Managemen

t

Award Close-

outFaculty Roles & Responsibilities

- Notified

Proposal Coordinator Roles & Responsibilities

Business Office Roles & Responsibilities

OGCA Roles & Responsibilities

-Share funding opportunities

-Compliance -Approvals-Submission

-Idea -Funding-Collaborators

-Scope of Work-Budget & Budget Narrative

- Award vs. Assumption- Reading the Award

-Negotiation-Execution-Project Setup

-Funding info-Planning tools-Resource mgmt.

-Review-Auth. approvals-Submission

-Review Proposal -Confirm Match

- Communicate changes with Faculty

FACULTY ROLES AND RESPONSIBILITIES

AWARD VS. ASSUMPTION

Intent to Award: Assumption of Liability• Unless either a letter of notification of intent to award

or an actual award is received by UAF, OGCA may not set up project funds. – Upon receipt of notification of intent to award, the unit may

assume financial liability to allow the PI to begin the work.

• The PI should check with the Grant Fiscal Officer if they receive such advance notification, and may request that the unit assume such financial liability. At that time, the Grant Fiscal Officer may initiate setup procedures.

FACULTY ROLES AND RESPONSIBILITIES

AWARD VS. ASSUMPTION

Actual Award: The Real Deal• When the actual award document is received, OGCA will

provide a copy of the award to the business unit and the PI. • They each should read the award document for content and

terms and conditions. • It is the PI's responsibility to check the award to ensure that

it contains a statement of work to be performed (whether actual or by reference to the proposal) which agrees with the proposal as submitted.

• The PI should make a note of all limitations imposed by the proposed grant or contract or agency manual since those are the rules under which the project will be required to operate.

FACULTY ROLES AND RESPONSIBILITIES

READING THE AWARD

When you get a copy of the award, look for:• Start and end dates• Amount awarded (all, or incremental?)• Special requirements (IRB, IACUC)• Intellectual property requirements• Report dates• Your technical/program officer contact info• Final required deliverables (ie: Reports)

PROPOSAL COORDINATOR ROLES AND RESPONSIBILITIES

Proposal Coordinators are notified when an award is given.

BUSINESS OFFICE ROLES AND RESPONSIBILITIES

• Once accepted:– Verify award vs. proposal

• Communicate changes with Faculty

– Construct File– Update Initial Proposed

Labor Spreadsheet– Obtain nickname for

Award from PI– Budget entered into

Banner– Notify OGCA

• 30 day wait

BUSINESS OFFICE ROLES AND RESPONSIBILITIES

• Once OGCA sets up Grant/Project:– Grant Fiscal Officer will send Award

Package• Fund/Org• Initial Budget

OGCA ROLES AND RESPONSIBILITIES

• Negotiation– Terms and

conditions– GC, when needed

• Acception/Execution

• Project Setup– Financial

(Banner)– Harmonization

• Awards > $250K• Special

conditions• Match/Cost Share

QUESTIONS ON AWARD ACCEPTANCE?

END OF GRANT/PROJECT LIFE CYCLE PART 1

Please reconvene tomorrow, August 27th, 2014 for Grant/Project Life Cycle Part 2