how to avoid black ice and potholes on the proposal superhighway pat jondahl, spa sallie quammen,...
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How to Avoid Black Ice and Potholes on the Proposal
Superhighway
Pat Jondahl, SPASallie 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 <proposal@umn.edu>
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
CHECKLISTInitiate 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 DeadlinesIdentify 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 shareCompile proposal (Technical / Administrative
portion)Complete PRFNotify SPA of Approved PRF & Completed Proposal
<proposal@umn.edu>Be available for questions and to make necessary
changes
SAFE DRIVING!
Thank You
Pat Jondahl Sallie Quammen jonda001@umn.edu quamm001@umn.edu 612-626-2244 612-626-9036
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