How to Avoid Black Ice and Potholes on the Proposal Superhighway Pat Jondahl, SPA Sallie Quammen, CEHD Sponsored Projects Symposium III – February 18, 2010

What Makes a Successful Proposal? For the PI? For the Grant Coordinator or Department Administrator? For the SPA Grant Administrator? What do they all say they need?

SPA Review Is PRF fully approved? Is proposal complete and compliant? Is subaward documentation complete? Are budget calculations accurate and justified? Are F&A costs accurately calculated? If multiple units are involved, has F&A sharing been addressed

Common Proposal Problems and Potential Consequences Running out of time Incomplete proposals Inaccurate information Non compliance issues Last minute changes

What can “Middle Person” do to Avoid Obstacles and Ensure Success? » Organize » Communicate » Be proactive

Organize Guidelines or RFP Checklist Deadlines Contact SPA Grant Administrator

Communicate Early Ask questions about proposal Confirm availability during preparation and submission Suggest appropriate discussions with chair Encourage and assist with early budget development Clarify what you can contribute

Communicate Early Ask questions about proposal – Players; Project Period; Subawards Confirm availability during preparation and submission Suggest appropriate discussions with chair Encourage and assist with early budget development Clarify what you can contribute

Communicate Early Ask questions about proposal Confirm availability during preparation and submission – Touch base with all involved; Know their schedules Suggest appropriate discussions with chair Encourage and assist with early budget development Clarify what you can contribute

Communicate Early Ask questions about proposal Confirm availability during preparation and submission Suggest appropriate discussions with chair – Cost Share; Effort; PI ‘Buyout’; Resources Encourage and assist with early budget development Clarify what you can contribute

Communicate Early Ask questions about proposal Confirm availability during preparation and submission Suggest appropriate discussions with chair Encourage and assist with early budget development – Prepare initial budget; Administrative forms Clarify what you can contribute

Communicate Early Ask questions about proposal Confirm availability during preparation and submission Suggest appropriate discussions with chair Encourage and assist with early budget development Clarify what you can contribute – Collect subaward info; Boilerplate forms; CVs

Communicate Late in the Game Keep in touch Re-affirm deadlines Clarify document format expectations Keep apprised of any sponsor updates “What’s missing” Liaison between PI and SPA – Notify SPA

Be Proactive Get early budget draft to PI Fill out Sponsor forms (e.i. SF 424) or other forms early Compile / Upload supporting documents Address F&A Issues (i.e., waivers, sharing, etc.) Confirm / notify PRF approvers from other units Work with SPA to resolve any submission issues

CHECKLIST  Initiate Communication with PI  Read and Understanding Guidelines  Establish a Plan of Action / Make Checklist  Who will be involved;  Who will work on what sections;  Who will do the final compiling of documents  Set Internal Deadlines  Identify Resources  Include your GA in your plans

CHECKLIST (cont.)  Identify Resources (continued) Subrecipients / Other U Departments or Units Compliance (IRB, IACUCC, etc) Discussion w/Dept regarding time & cost share  Compile proposal (Technical / Administrative portion)  Complete PRF  Notify SPA of Approved PRF & Completed Proposal  Be available for questions and to make necessary changes

SAFE DRIVING! Thank You Pat Jondahl Sallie Quammen