The Administrative Side of Writing Winning Proposals and How

							The Administrative Side of
Writing Winning Proposals and
How ORSP Can Help

Brown Bag Series, Fall 2006
                          Alexia Lewis,
                      Assistant Director
                    Pre-Award Services
                              620-2455
ORSP: Who We Are & What We Do
   Office of Research & Sponsored Programs
     Pre-Award      Services
          Funding opportunity identification
          Networking and teambuilding
          Proposal and budget development
          Award negotiation
          Preparation/review of subcontracts and modifications
     Research      Compliance
          Coordination of research protocols for review by IRB, IACUC,
           and IBC
     Intellectual    Property Management and Marketing
ORSP: Who We Are & What We Do

  Post-Award    Services
    Project management assistance
    Monitoring compliance with funding agency terms
     and conditions and university regulations
  Accounting    Services
    Account establishment
    Invoicing and financial reporting

    Project close-out and account reconciliation

    Technical assistance in interpreting rules and
     regulations
    Also applies to subcontracts once fully executed
What ORSP Needs To Review
   Proposals for Sponsored Programs
     Research
     Service
     Instruction
   Characteristics of Sponsored Programs
       Detailed scope of work involving a product or service
       Line-item budget
       Financial reporting requirements
       Stated period of performance
       Disposition of tangible or intangible properties
       Examples: federal or state government grants, corporate or
        private industry research contracts, awards from local or non-
        profit agencies, any subcontracts, awards, or agreements
What ORSP Needs To Review
   White/Concept Papers when:
     Binding   dollar figure/itemized budget is
      required
     Institutional commitments are made
        Time
        Resources

     We   can review any upon request
   Requests for modifications when
    appropriate
Why ORSP Needs to Review
   University Policy:
     All
        proposals must be reviewed and approved by
      appropriate university officials prior to submission
           Principal Investigator
           Department Chairperson
           College Dean
           Center Director, if applicable
           Vice President, if non-academic unit
           ORSP
     Only
         the President of the university or the Director of
      ORSP can give final approval for submission
           ORSP acts as President / delegated authority
The Life Cycle of A Grant
   Match idea with funding opportunity
   Project development / networking
   Proposal development & submission
   Award negotiation & acceptance
   Account set-up / Accounting
   Project performance / Project modifications
   Final reports/deliverables, project/ account
    close-out
   Record Retention
ORSP Services
   Funding opportunities
     Pre-Award
     Personalized  funding searches
     Registration in GENIUS/SPIN/SMARTS
        GENIUS – faculty profiles
        SPIN – current funding opportunities

        SMARTS – email notifications

     Dissemination   of incoming opportunities
ORSP Services
   Project development
     Pre-Award
     Collaborations
       Invite faculty to collaborate in specific RFPs
       Schedule / Facilitate discussions

       Provide forum for meeting those in other
        disciplines
             UNF encourages faculty and staff to collaborate with their
              colleagues in other disciplines and at other institutions.
ORSP Services
   Proposal development
     Pre-Award
     Review     of RFP / RFA / PA / Solicitation
          Set timeline
          Discuss delegation of sections of proposal
          Provide guidance on what should be included in informal
           proposal to sponsor when no guidelines
     Review     of technical portions of proposal
          Ensure responsiveness to RFP
          Clarity – scope of work clearly stated
          Feedback and editing assistance
ORSP Services
  Helpful   guides
    The Art of Granstmanship by Jacob Kraicer
     http://www.utoronto.ca/cip/sa_ArtGt.pdf
    Guide for Writing a Funding Proposal by S. Joseph
     Levine, Ph.D., Michigan State University
     http://www.learnerassociates.net/proposal/
    NIH/NIAID’s All About Grants Tutorials
     http://www.niaid.nih.gov/ncn/grants/default.htm
    NSF’s A Guide for Proposal Writing
     http://www.nsf.gov/pubs/2004/nsf04016/nsf04016.pdf
ORSP Services
   Proposal development
     Contacts   with
       Third parties: ensure appropriate consultant or
        subcontract commitments in place
       Funding agencies

     Resource
       Provide guidance
       Seek input from previously successful PI’s
ORSP Services
   Proposal development
     Budget
       Review of scope of work to assess project needs
       Reasonableness / allowability of budget
           Funds requested cover costs of project
           Cost-sharing

           CAS

       Consistency in rates
       Accuracy
ORSP Services
   Proposal submission
     Pre-Award
     Obtain    university level approvals
          Ensure compliance with applicable policies, regulations,
           statutes
     Submission
          Copying & mailing or uploading
          Registration of PI’s in electronic systems
     Additional    agency requests for information or revision
ORSP Services

 Award   negotiation & acceptance
 Pre-Award
 Review  of awards / contracts
 Negotiation of terms & conditions
 Obtain signatures / accept awards
ORSP Services
   Related Pre-Award Services
     Prepares / negotiates all incoming and
      outgoing subcontracts
     Requests / accepts modifications

   IRB / IACUC / IBC
     Compliance
     Board   must determine if projects are exempt
ORSP Services
   Account set-up
     Transition step
        Pre-Award initiates request

        Post-Award establishes account

     Preliminary   accounts
   Project performance
     Pre-/Post-Award
     Liaison
            between agency and PI
     Resource for questions
ORSP Services
   Post-Award Services
     Invoicing / accounting
     Effort reporting / grant related personnel assignments
     Approval of grant related expenditures
     Final reports / deliverables
          Technical = PI
          Financial = ORSP
     Account    close-out
   ORSP is federal repository for record retention
Most Important Thing To
Remember?

    As soon as you are interested in
   pursuing sponsored research funding,
             contact ORSP.
      Who to Contact at the Office of
      Research and Sponsored Programs
    The Office of Research and Sponsored Programs (ORSP) team is available to assist
    University faculty and staff engaged in the grants/contracts process.

                                       Dawn M. Boatman
                          Director of Research Programs and Services


             Alexia Lewis                 Nicole Sayers                        Cheresa Hamilton
             Assistant Director            Coordinator of                         Assistant Director
            Pre-Award Services          Research Compliance                      Post-Award Services


        Sonja Avery                            Rosalyn Gilbert                  Angela Gibson
Coordinator, Proposal & Contract                Executive Secretary           Coordinator of Accounting
         Development



Chantel Cummings                   Renee Rossi           Lashawn Harris                Sandy Wirth
  Coordinator of Grants      Coordinator, Proposal &         Coordinator of           Coordinator of Grant
Information Management        Contract Development            Accounting                 and Contract
                                                                                         Management
Ready To Get Started?
 Stop in Building 3, Room 2500
 Call 620-2445
 Visit the Web site
  http://www.unf.edu/dept/research
 E-mail ORSP
  alexia.lewis@unf.edu