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