GRANT/PROJECT LIFE CYCLE - UAF home OF GRANT/PROJECT LIFE CYCLE PART 1 Please reconvene tomorrow, August 27th, 2014 for Grant/Project Life Cycle Part 2 . Title: PowerPoint Presentation

GRANT/PROJECT

LIFE CYCLE PART 1

GRANT/PROJECT LIFE CYCLE

OVERVIEW

Project

Inception

Proposal

Development

Award

Acceptance

Award

Management

Award

Close-Out

Faculty 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

Development

Award

Acceptance

Award

Management

Award

Close-Out


-Share funding

opportunities




-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, mj [email protected]

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

Deb Cushing, 907-474-5550, [email protected]

• Research Grants/Projects starting September 1st:

Office of Proposal Development: Erin Albertson, 907-474-5366, [email protected]

mailto:[email protected]







• 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

Development

Award

Acceptance

Award

Management

Award

Close-out


-Compliance

-Approvals

-Submission




-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

http://www.uaf.edu/osp







• 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



Timing:

Need 10 days to review, format,

approve, and submit. Longer if includes

subawards, match, collaborations, etc.

Communication: Notify as soon as possible



• 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


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


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.



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.



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.



Fiscal Officer signature certifies:

• That the Proposal budget is in

compliance with sponsor/agency, state,

federal, and university policies,

regulations, and standards.



• 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



• 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/


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

Development

Award

Acceptance

Award

Management

Award

Close-out


- Notified




-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. (i.e. when are reports, if any, are due)

• 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. – i.e. how budget revisions and extensions are handled.

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 Coordinators are notified when an

award is given.


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


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

Documents

GRANT/PROJECT LIFE CYCLE - UAF home OF GRANT/PROJECT LIFE CYCLE PART 1 Please reconvene tomorrow, August 27th, 2014 for Grant/Project Life Cycle Part 2 . Title: PowerPoint Presentation