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 notification is received, the Contract and Grant Officer (CGO) will identify if negotiations are needed. NEGOTIATE AND SIGN OFF The CGO will negotiate award and prepare for award setup. CREATE/SETUP AWARD RECORD The CGO creates project and award record in Cayuse and uploads all award documents. The CGO creates the CAS (Cayuse Award Summary) and distributes to PI, DRA, CGA and PPFM.

Award Life Cycle – Post Award Process Post-Award Focus Areas Milestones • • • CREATE CHARTSTRING A new accounting chartstring is created for the award. SETUP BUDGET The award budget is loaded into Cayuse. The award events are established per terms and conditions in the award agreement. The RA/DRA routes the Budget Transfer of Funds request to the PPFM (Project Portfolio Financial Management) team to initiate ledger appropriations in the financial system (Oracle). SETUP SUB-AWARDS RA/DRA works with CBS 2 and Procurement to set up Sub Award Purchase Order(PO). HIRE RESOURCES Identify the type of hire needed and begin to prepare the necessary hiring documents. PROCURE INFRASTRUCTURE Procure space, equipment, supplies and service contracts for infrastructure. ADMINISTER PROGRAM CHANGES AND AWARDS Administer changes to award, funding, timeline, program and/or personnel. GENERATE AND MANAGE REPORTS Generate and manage research progress reports and publication submittals along with facilitating financial reports through PPFM. MANAGE TRAVEL Manage funding, travel arrangements and expense reimbursements. REVIEW SPENDING AND BUDGET Perform monthly review of ledger activities and generate reconciliation reports while reviewing costs and income.

Award Life Cycle – Post Award Process Post-Award Focus Areas Milestones • • CLOSE OUT AWARD FINANCIALS Reconcile budget, review all award transactions and cash management activities and work with PPFM to close out funds 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 non-financial 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