1. The Relationship with Grants Management & the Project director
2017 National Extension Research Administrative Officers Conference
April 23-26, 2017
San Antonio, Texas
Oscar Udoh, PhD
Coordinator for Planning & Evaluation
Southern University Land Grant Campus

2. SU Land Grant Campus
The Southern University Land Grant Campus (Agricultural Research and Extension Center, and the College of Agricultural, Family and Consumer Sciences) has a unique structure.
The SULGC is an autonomous campus of the Southern University and A & M College System (SU System).
The SU Land Grant Campus is one of five campuses in the SU System

3. Some Responsibilities that come with Having a Campus
Separate campus with unlimited bills to pay.
Indirect costs from grants/contracts – “LIFELINE”.
45-50% of general funds reduction in last 9 years.
Internal & external threats/opportunities.
Providing services to underserved, poor & limited resource families (on a limited budget)

4. Plans of Work
Emphasize familiarization with the SU Ag Center’s plans of work
5-Year Rolling Plan of Work (submitted annually to USDA/NIFA)
Strategic Plan – Act 1465 of 1997 Compliance Document (submitted every 5 years to the LA BOR and the LA OPB). Louisiana Performance Accountability System (LaPAS)
SU System & SU Ag Center Strategic Plans Document (in-house plan) with details for each campus and program area

5. Some Incentives/Examples for Relationship
1. Faculty & staff involved in developing POW & other strategic plans
Have faculty & staff from research and extension discuss and develop POW & strategic plans.
Share review comments from NIFA’s National Program Leaders with faculty & staff
2. POW & other plans are related.
Send acknowledgements to F/S when they submit reports & other data.

6. Some Incentives/Examples for Relationship
3. Faculty & staff submit quarterly reports for the Louisiana Performance & Accountability System (LaPAS) to OPE.
Performance indicators from LaPAS drives HB-1 (State appropriations).
4. Accountability officers; not “Law Enforcement” Officers – we are not ‘policing’ the PDs.

7. 5. Cooperate to implement plans of work & achieve results – impacts.
Some Incentives/Examples for Relationship
5. Cooperate to implement plans of work & achieve results – impacts.
6. Regular attendance at research & extension (monthly) meetings by Finance, OPE, Technology, Communications.
Discuss & answer questions from F/S.
Remind PDs about the logic model for their projects.
7. Formal & informal meetings with the Chancellor, Executive Team & Administrative Team.

8. Communications: We have the cell phone number of all faculty & some staff – for faster personal contact.

9. Relationship in Writing Proposal
1. Find (review) RFP that interests you.
2. Review RFP for specific directions.
3. Discuss intent with vice chancellor or designee.
4. Develop proposal (including budget, and other collaborative requirements).
5. Provide proposal to the Proposal Review & Evaluation Committee (PREC) chair for review.

10. Relationship in Writing Proposal
Office of Planning & Evaluation assists PDs by prepopulating campus information on the application package.
In collaboration with Finance, technology, communications & OPE, we conduct workshops for new (old PDs).

11. 7. Submit proposal to your VC for approval.
Relationship in Writing Proposal
6. Complete proposal – incorporate suggestions from PREC.
7. Submit proposal to your VC for approval.
8. Submit full budget to finance department for review.
9. Submit completed application package (in digital form) with required attachments to the office of Planning & Evaluation for submission.
*Make sure routing form is signed by each office!!!

12. 5/6. Proposal Review Process
Submit proposal to the PREC chair for review (8-10 weeks before the proposal is due to the funding entity).
Provide all necessary documents on time to expedite the process.
Allow time for this peer review process.
PREC chair will communicate the review committee’s suggestions & comments to PD in writing.
Incorporate suggestions & comments to the final proposal.

13. 7. Proposal Review by VC
Submit proposal to your VC to review and approve (4-6 weeks before the proposal is due to the funding entity).
Provide all necessary documents on time to expedite the process.
Allow time for the VC to review.
VC may ask questions about time & effort, matching, alignment of proposal with POW, strategic goals, etc.
Incorporate VC’s suggestions & comments to the final proposal.

14. 8. Budget Review by Finance
Submit full budget & budget justification to finance department for review (2 weeks before the proposal is due).
Provide all necessary documents on time to expedite the process.
Allow time for finance to review budget.
Finance may ask questions about time & effort, matching, indirect costs, etc.
Incorporate Finance Dept’s suggestions & comments to the final proposal.

15. 9. Office of Planning/Evaluation
Complete the application package as required by the sponsor.
Submit completed package (digital form) to the office of Planning & Evaluation for submission (5 days before proposal is due).
Make sure that all required attachments are in their right places.
Allow time for OPE to review package.
OPE may ask questions about time & effort, matching, indirect costs, etc.

16. 9. Office of Planning/Evaluation
Complete the application package as required by the sponsor.
Submit completed package (digital form) to the office of Planning & Evaluation for submission (5 days before proposal is due).
Make sure that all required attachments are in their right places.
Allow time for OPE to review package.
OPE may ask questions about time & effort, matching, indirect costs, etc.

17. Keep e-mails on file for future reference.
9. Office of Planning/Evaluation
Reply to application package receipt is almost instant.
However, give time for package validation (grants.gov), usually 5 minutes to 2 hours.
Series of s about the submission will be sent to PD through the AOR.
Note the grants.gov tracking number
Keep s on file for future reference.
Very important from funding agency will provide the proposal number.

18. 9. Office of Planning/Evaluation
YEA – Received Award!

19. Award Cycle PD receives award notification.
For NIFA grants, Forms 416 & 417 are required.
PD provides Award Letter to Finance Department/OPE.
PD (assisted by OPE) completes Account Number Request Form.
If sub-award is needed, PD & OPE work to prepare contract agreement.

20. Award Cycle
OPE works with PD to evaluate and submit required reports to funding sources.
OPE and Finance Department remind and assist PD in applying timely for no-cost extension (6 months before expiration date)

21. Southern University Land Grant Campus Agricultural Research and Extension Center
Thank you