SPONSORED PROJECTS REDESIGN Sponsored Projects Office SPO Contracts

SPONSORED PROJECTS REDESIGN Sponsored Projects Office (SPO) & Contracts and Grants Accounting (CGA) Award Lifecyle Overview (Pre and Post Award)

Award Lifecycle Discover Opportunity Close Award Sponsored Develop & Submit Proposal Project Lifecycle Accept Award Manage Award Set Up Award

Award Life Cycle – Pre Award Process Pre-Award Focus Areas Milestones • • • DETERMINE SUBMISSION REQUIREMENTS The PI finds funding opportunities through self-service or consultation and determines the requirements for submission. REVIEW LETTER OF INTENT When Letter of Intent is required, the RA, PI and stakeholders review the letter to prepare it for submission SUBMIT LETTER OF INTENT Submit authorized Letter of Intent to Sponsor *The Principal Investigator (PI) initiates this stage of the award lifecycle • • • DEVELOP PROPOSAL Principal Investigator (PI) submits proposal request to Research Administrator (RA). RA verifies eligibility, builds proposal budget and gathers required documents. REVIEW PROPOSAL The completed proposal packet is submitted for certification and the (Contracts & Grants Officer (CGO) will review the proposal against the institutional checklist and identify required/recommended findings. SUBMIT PROPOSAL Final proposal will be authorized and submitted to sponsor for review.

Award Life Cycle – Pre Award Process Pre-Award Focus Areas Milestones • Accept Award • • • DETERMINE SIGNOFF PATH Once the award acceptance notification is received, the Contract and Grant Officer (CGO) will identify if negotiations are needed. NEGOTIATE AND SIGN OFF The CGO will setup the award in Cayuse and negotiate the award. CREATE AWARD RECORD The CGO or PI will receive the award confirmation/letter from sponsor and create the award record in Cayuse. The Cayuse Award Summary (CAS) is created and distributed to the PI, RA and Contract and Grant Accounting (CGA) office. PREPARE PROPOSAL PI submits proposal request to DRA verifies eligibility, builds proposal budget and gather required documents RECOMMEND PROPOSAL The completed proposal packet is submitted for certification moved forward through the process VERIFY PROPOSAL CGO will review the proposal against the institutional checklist and identify required/recommended findings SUBMIT PROPOSAL Final proposal to be submitted to sponsor and CGO will update all documentation records in Cayuse

Award Life Cycle – Post Award Process Post-Award Focus Areas Milestones • SETUP AWARD IN FINANCIAL SYSTEM Setup award accounts and records in financial system * The Contracts Grant Accounting team initiates setup in financial system • PREPARE AGREEMENTS/ARRANGEMENTS Prepare 3 RD party contracts and agreements SETUP PROGRAM COMPONENTS Setup research program tools, research team, records and security PROCURE INFRASTRUCTURE Procure space, equipment, supplies and service contracts for infrastructure ADMINISTER SPENDING AND BUDGET Perform monthly budget reports and reconciliation while reviewing costs and income ADMINISTER COMPLIANCE REQUIREMENTS Comply with various requirements related to areas such as finance, research, health and inspection and security ADMINISTER PROGRAM CHANGES AND AWARDS Administer changes to award, funding, program and/or personnel GENERATE AND MANAGE REPORTS Generate and manage research progress reports and publication submittals MEET WITH STAKEHOLDERS Prepare and hold review sessions with stakeholders MANAGE ISSUES AND/OR REQUESTS Manage and submit ad-hoc requests for information and take corrective action as needed ADMINISTER DATA COLLECTION & ANALYSIS Administer data collection and analysis during the research lifecycle PREPARE AUDIT REPORTS Prepare audit reports during the research lifecycle • • •

Award Life Cycle – Post Award Process Post-Award Focus Areas Milestones • • CLOSE OUT AWARD FINANCIALS Reconcile budget and review all award transactions and cash management activities CLOSE OUT CONTRACTS/SUBAWARDS Review and perform final invoice, deliverables of subawards and sponsor requirements CLOSE OUT EQUIPMENT AND MATERIALS Complete items on the material and equipment list and prepare closeout notifications PREPARE & SUBMIT FINAL REPORTS Prepare and submit final award related reports for internal and external recipients PRODUCE & PUBLISH FINAL STUDY Prepare and present research report for journal submission, conferences and stakeholder review PERFORM RECORDS RETENTION Establish records retention schedule and retain records and reports ADMINISTER DATA COLLECTION & ANALYSIS Administer data collection and analysis during close-out and post close-out PREPARE AUDIT REPORTS Prepare audit reports during close-out and post close-out