Pre-Award Services (AGPAS)

Background/Timeline ____________________________________________________________________________________________________________________________________________ TimelineEvent/Outcome Late Fall 2011Discussions began about establishing a Pre-Award unit 2012 – 2013An exploratory Committee convened to discuss the College’s needs December 2013 Chris Aubry assigned to – (i) lead the search process to hire four Contract Administrators (CA), (ii) secure space, and (iii) set up offices. November 2014 Three (3) AG-PAS CAs started and spent the first several weeks in training and orientation to the College December 1, 2014 AG-PAS staff officially assumed pre-award functions for the entire College

___________________________________________ Campus Office: 0322 Symons Hall Please address your questions to Department Overview __________________________________________________________________________________________________________________ Christopher Aubry, Assistant Director  Assigned Departments: UME, AES Contract Administrators Gina Hsu NSFC, PSLA, CFS3 Ann Legall AREC, ENST, JIFSAN Princess White ANSC, VetMed

(a)Fill out Notice of Intent to Submit a proposal form online: submit-proposal submit-proposal *AT LEAST ONE MONTH IN ADVANCE* (b) NOI is received by all AG-PAS staff - Acknowledgement of receipt of NOI to the Principal Investigator within 48 hours Notice of Intent (NOI) to submit a proposal _______________________________________________________________________________________________________________________________________

AGPAS receives… Submitted on Wednesday, January 28, :43 Submitted by anonymous user: Submitted values are: Submitted on Tuesday, December 16, :57 Submitted by anonymous user: Submitted values are: Principal Investigator: YYYYY Department/Unit: ENST Preferred Phone #: UMD Address: ==I intend to submit a proposal as follows:== UMD will submit directly to the funding agency: No ==UMD is the sub-applicant== Name of prime institution or organization (Who is UMD subbing from?): Smith University Name of funding agency to which this proposal will be submitted: NOAA Name of funding agency's grant program: BWET Prime institution/organization's deadline for receipt of your application material: Funding agency proposal submission deadline: If there is no deadline, indicate the institution/organization's intended submission date: Website for funding agency announcement: AND/OR include a pdf copy of the announcement with this form: ==Cost Sharing:== Will This proposal include cost share? Yes Institution: UMD Comments/Special Instructions: The results of this submission may be viewed at: Submitted on Monday, December 15, :08 Submitted by anonymous user: Submitted values are: Principal Investigator: XXXXX Department/Unit: ENST Preferred Phone #: UMD Address: ==I intend to submit a proposal as follows:== UMD will submit directly to the funding agency: Yes Name of funding agency: NSF Name of grant program: XXXX research award Funding agency proposal submission deadline: If there is no deadline, indicate your plan submission date: Website for funding agency announcement: AND/OR include a pdf copy of the announcement with this form: ==Cost Sharing:== Will This proposal include cost share? No Comments/Special Instructions: Preproposal - No budget required at this time The results of this submission may be viewed at: Name: YYYY Department/Unit: AREC Preferred Phone #: UMD Address: ==Principle Investigator== Are you the Principal Investigator? No, I will be Co-PI on ANOTHER COLLEGE’s submission Name of UMD PI: John Doe Smith Unit of UMD PI: Mathematics Proposal Type: Full Proposal ==I intend to submit a proposal as follows:== UMD will submit directly to the funding agency: Yes Name of funding agency: USDA Name of grant program: AFRI Funding agency proposal submission deadline: If there is no deadline, indicate your plan submission date: Website for funding agency announcement: AND/OR include a pdf copy of the announcement with this form: ==Cost Sharing:== Will This proposal include cost share? No Comments/Special Instructions: I was asked to join the team for this submission on 1/26, less than one month before the deadline. The results of this submission may be viewed at:

Proposal Preparation ________________________________________________________________________________________________________ Upon receipt of NOI, CA will send PI an detailing all items necessary for routing and/or submission.  CA will work with PI on the budget and justification and assist with CV’s, Current/ Pending, Facilities, etc.  PI will work on all other technical pieces: SOW, Abstract, etc.

Proposal Preparation with Subcontractor(s) _________________________________________________________________________________________________________________________ CA will confer: (1)with PI for subcontractor’s contact information; and (2)work with the sub’s Contract Administrator For all subcontracts

1)Routing Form : complete and forward the signed copy to the CA. (MUST have PI signatures from AGNR and PI/Chair/Dean if other colleges/ departments.) 2)Cost Sharing Form : complete and forward the signed copy (MUST have all required signature(s) to the CA. PI’s responsibility ____________________________________________________________________________________________________

COEUS: Proposal Routing ______________________________________________________________________________________________________________________________ Effective March 1, 2015 ALL proposals (including pre-proposals) will be routed through COEUS GOAL: To have all documentation routed to ORA for review at least five days before due date. CA will generate the routing process in COEUS for the proposal CA will upload narrative, budget, justification and other required proposal documents

Approval and Submission _____________________________________________________________________________________________________________________________________ The Department Chair or designee will REVIEW AND APPROVE the proposal electronically in COEUS. The Dean’s Office will then approve. ORA will review, approve and submit the proposal per sponsor’s requirements.

Proposal Preparation Cycle (at a glance) __________________________________________________________________________________________________________________________ PI submits NOI Contract Administrator PI’s responsibility (1) SOW, Abstract, Project Summary, etc (2) Signed Routing Form (3) Cost Sharing Form, 3 rd party support documents Subcontractor PI and Contract Administrator (CA) work with sub’s CA Works with PI on budget, justification, sponsor generic forms (SF-424), assist with CVs etc. APPROVAL AND SUBMISSION 1. Department Chair/designee approves 2. Dean’s office approves 3.ORA review, approve and submit per sponsor’s requirements (a) generates proposal in COEUS, (b) uploads all required documents (c) routes for approval and submission

Drif, Credit Split for Project __________________________________________________________________________________________________________________________

 Assigned departments to Contract Administrators  12/5/2014 – Developed and deployed the “Notice of Intent to Submit a Proposal” webform - Several revisions made per faculty requests and to better serve the needs of the PIs  Reflector  (a) in-house proposal tracker; (b) dBase; (c) shared drive – access team-wide  Shared resource library AGPAS’ Business Practices _____________________________________________________________________________________________________________________________

 Meetings with AGNR Business Offices and Chairs: - presentations at Faculty & Departmental Meetings  Advertisement via: - FYI, AGNR website, s  New website for AGPAS  Branding for forms and informational tools AGPAS’ Awareness ________________________________________________________________________________________________________

 a standard budget template for all submissions  “cheat sheets” and quick reference cards: - provides clarity and specific steps e.g. pre-proposal requirements.  Housing of CVs, Current and Pending, and other similar forms  Follow-ups after presentations – individualized sessions can be provided AGPAS’ Future Developments ____________________________________________________________________________________________________________________________________________________

Snapshot of Activity _____________________________________________________________________________________________________________________________ As at 2/15/2015  110 Notices of Intent Logged  Submitted: 76 proposals 12 pre-proposals 4 MTA 2 MOUs  Collaboration: 5 proposals with other colleges on which AGNR personnel were included as CO-PI  TOTAL DOLLAR VALUE of submitted proposals in 3 months: $6,763,799

Snapshot of Activity _____________________________________________________________________________________________________________________________ As of 4/23/2015  176 Notices of Intent Logged  Submitted: 128 proposals 12 pre-proposals 4 MTA 2 MOUs  Collaboration: 6 proposals with other colleges on which AGNR personnel were included as CO-PI  TOTAL DOLLAR VALUE of submitted proposals in 5 months: $37,933,866

Any questions….