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Grant/Project Life Cycle

Grant/Project Life Cycle. Part 1. GraNT /project Life Cycle Overview. Award Close-Out. Project Inception. Proposal Development. Award Acceptance. Award Management. Faculty Roles & Responsibilities. - Award vs. Assumption - Reading the Award. -Idea -Funding -Collaborators.

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Grant/Project Life Cycle

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  1. Grant/Project Life Cycle Part 1

  2. GraNT/project Life Cycle Overview

  3. Award Close-Out Project Inception Proposal Development Award Acceptance Award Management Faculty Roles & Responsibilities - Award vs. Assumption - Reading the Award -Idea -Funding -Collaborators -Scope of Work -Budget & Budget Narrative -Activity -Expenditures -Reporting - Clean up - Reports Proposal Coordinator Roles & Responsibilities -Share funding opportunities -Compliance -Approvals -Submission • - Notified -Supplemental Award Proposals - REEport Business Office Roles & Responsibilities -Review Proposal -Confirm Match - Communicate changes with Faculty -Maintain Budget -Reporting -Ensure compliance -Budget Wrap up OGCA Roles & Responsibilities -Funding info -Planning tools -Resource mgmt. -Review -Auth. approvals -Submission -Negotiation -Execution -Project Setup -Reporting -Invoicing -Compliance -Technical -Financial -Other

  4. Key to a successful Project: COMMUNICATION COMMUNICATION

  5. Project inception:Overview

  6. Award Close-Out Project Inception Proposal Development Award Acceptance Award Management Faculty Roles & Responsibilities -Idea -Funding -Collaborators Proposal Coordinator Roles & Responsibilities -Share funding opportunities Business Office Roles & Responsibilities OGCA Roles & Responsibilities -Funding info -Planning tools -Resource mgmt.

  7. Faculty Roles and responsibilities • Formulate Idea • Do you have Collaborators? • Identify Funding Opportunities

  8. Proposal Coordinator Roles and responsibilities Proposal Coordinators for SNRE: • Extension Grants/Projects: Michele Pogue, 907-474-7166, mj pogue@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

  9. 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

  10. Business office Roles and responsibilities • No Action needed by the Business Office

  11. 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

  12. Questions on Project inception?

  13. Proposal Development:Overview

  14. Award Close-out Project Inception Proposal Development Award Acceptance Award Management Faculty Roles & Responsibilities -Idea -Funding -Collaborators -Scope of Work -Budget & Budget Narrative Proposal Coordinator Roles & Responsibilities -Share funding opportunities -Compliance -Approvals -Submission Business Office Roles & Responsibilities -Review Proposal -Confirm Match OGCA Roles & Responsibilities -Funding info -Planning tools -Resource mgmt. -Review -Auth. approvals -Submission

  15. Faculty Roles and responsibilities • RFP • Request For Proposal • RFA • Request for Application

  16. 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: • Send your designated Proposal Coordinator the RFP, due date to the agency, personnel on the grant application and start and end dates. • 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. • 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. • Budget justification (narrative) is also required. This must match the excel budget. Provide a complete description of personnel duties related to the work proposed. • Scope of Work: Explain what you are proposing to do with the money. Make sure you follow the RFA guidelines. • After reviewed by other approvers, sign off on the internal routing form.

  17. 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

  18. 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

  19. 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

  20. 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

  21. 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.

  22. 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.

  23. 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.

  24. 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.

  25. 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

  26. 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/

  27. Business office Roles and responsibilities • Budget vs. Budget narrative • Confirms match availability

  28. OGCA Roles and responsibilities • Review • Compliance • Commitments • Authorized Approvals • Submission • Electronic (system or email) • InfoEd Proposal Development (PD) • Paper

  29. Questions on Proposal development?

  30. Award Acceptance:Overview

  31. Award Close-out Project Inception Proposal Development Award Acceptance Award Management Faculty Roles & Responsibilities - Award vs. Assumption - Reading the Award -Idea -Funding -Collaborators -Scope of Work -Budget & Budget Narrative Proposal Coordinator Roles & Responsibilities -Share funding opportunities -Compliance -Approvals -Submission • - Notified Business Office Roles & Responsibilities -Review Proposal -Confirm Match - Communicate changes with Faculty OGCA Roles & Responsibilities -Funding info -Planning tools -Resource mgmt. -Review -Auth. approvals -Submission -Negotiation -Execution -Project Setup

  32. Faculty Roles and responsibilitiesAward 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.

  33. Faculty Roles and responsibilitiesAward 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.

  34. Faculty Roles and responsibilitiesReading 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)

  35. Proposal Coordinator Roles and responsibilities Proposal Coordinators are notified when an award is given.

  36. 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

  37. Business office Roles and responsibilities • Once OGCA sets up Grant/Project: • Grant Fiscal Officer will send Award Package • Fund/Org • Initial Budget

  38. 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

  39. Questions on award acceptance?

  40. Please reconvene tomorrow, August 27th, 2014 for Grant/Project Life Cycle Part 2 End of Grant/project life cycle part 1

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