how to avoid black ice and potholes on the proposal superhighway
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How to Avoid Black Ice and Potholes on the Proposal Superhighway. Pat Jondahl, SPA Sallie Quammen, CEHD. Sponsored Projects Symposium III – February 18, 2010. What Makes a Successful Proposal?. For the PI? For the Grant Coordinator or Department Administrator? - PowerPoint PPT PresentationTRANSCRIPT
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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
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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?
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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
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Common Proposal Problems and Potential
Consequences• Running out of time
• Incomplete proposals
• Inaccurate information
• Non compliance issues
• Last minute changes
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What can “Middle Person” do to Avoid Obstacles and Ensure Success?
»Organize»Communicate»Be proactive
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Organize
•Guidelines or RFP•Checklist •Deadlines
•Contact SPA Grant Administrator
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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
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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
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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
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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
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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
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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
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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 <[email protected]>
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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
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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
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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
<[email protected]>Be available for questions and to make necessary
changes
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SAFE DRIVING!
Thank You
Pat Jondahl Sallie Quammen [email protected] [email protected] 612-626-2244 612-626-9036