pre-award services (agpas). background/timeline...
TRANSCRIPT
Pre-Award
Services
(AGPAS)
Background/Timeline____________________________________________________________________________________________________________________________________________
Timeline Event/OutcomeLate Fall 2011 Discussions began about establishing a Pre-Award
unit2012 – 2013 An exploratory Committee convened to discuss
the College’s needs
December 2013
Chris Aubry assigned to – (i) lead the search process to hire four Contract Administrators (CA), (ii) secure space, and (iii) set up offices.
November 2014
Three (3) AG-PAS CAs started and spent the first several weeks in training and orientation to the College
December 1, 2014
AG-PAS staff officially assumed pre-award functions for the entire College
___________________________________________Campus Office: 0322 Symons Hall
Email: [email protected] address your questions to [email protected]
Department Overview __________________________________________________________________________________________________________________
Christopher Aubry, Assistant Director 301-405-2904 [email protected] Assigned Departments: UME, AES
Contract Administrators
Gina Hsu 301-314-1076 [email protected]
NSFC, PSLA, CFS3
Ann Legall 301-314-1273 [email protected]
AREC, ENST, JIFSAN
Princess White 301-314-1052 [email protected]
ANSC, VetMed
(a) Fill out Notice of Intent to Submit a proposal form online: https://agnr.umd.edu/agpas/notice-intent-submit-proposal
*AT LEAST ONE MONTH IN ADVANCE*
(b) NOI is received by all AG-PAS staff - Acknowledgement of receipt of NOI to the Principal Investigator within 48 hours
Notice of Intent (NOI) to submit a proposal
_______________________________________________________________________________________________________________________________________
AGPAS receives…• Submitted on Wednesday, January 28, 2015 - 13:43 Submitted by anonymous user: 128.8.65.2
Submitted values are:
• Submitted on Tuesday, December 16, 2014 - 08:57 • Submitted by anonymous user: 129.2.12.187 Submitted values are:• • Principal Investigator: YYYYY• Department/Unit: ENST• Preferred Phone #: 56789• UMD Email Address: [email protected]• ==I intend to submit a proposal as follows:==• UMD will submit directly to the funding agency: No• • ==UMD is the sub-applicant==• Name of prime institution or organization (Who is UMD subbing• from?): Smith University• Name of funding agency to which this proposal will be submitted:• NOAA• Name of funding agency's grant program: BWET• Prime institution/organization's deadline for receipt of your• application material: 2015-01-08• Funding agency proposal submission deadline: 2015-01-16• If there is no deadline, indicate the institution/organization's• intended submission date:• Website for funding agency announcement:• AND/OR include a pdf copy of the announcement with this form:• https://abcdefg.pdf• • • ==Cost Sharing:==• Will This proposal include cost share? Yes• Institution: UMD• Comments/Special Instructions: • The results of this submission may be viewed at:• https://agnr.umd.edu/node/1665/submission/5169
• Submitted on Monday, December 15, 2014 - 15:08 • Submitted by anonymous user: 128.8.220.56 Submitted values are:• • Principal Investigator: XXXXX• Department/Unit: ENST• Preferred Phone #: 12345• UMD Email Address: [email protected]• ==I intend to submit a proposal as follows:==• UMD will submit directly to the funding agency: Yes• Name of funding agency: NSF• Name of grant program: XXXX research award• Funding agency proposal submission deadline: 2015-01-16• If there is no deadline, indicate your plan submission date:• Website for funding agency announcement:• http://www.XYSXResearch_Award.htm• AND/OR include a pdf copy of the announcement with this form:• ==Cost Sharing:==• Will This proposal include cost share? No• • Comments/Special Instructions: Preproposal - No budget required at this time• The results of this submission may be viewed at:• https://agnr.umd.edu/node/1665/submission/5167• Name: YYYYDepartment/Unit: ARECPreferred Phone #: 123-456-6789UMD Email Address: [email protected] ==Principle Investigator== Are you the Principal Investigator? No, I will be Co-PI on ANOTHER COLLEGE’s submission Name of UMD PI: John Doe Smith Unit of UMD PI: Mathematics Proposal Type: Full Proposal ==I intend to submit a proposal as follows:== UMD will submit directly to the funding agency: Yes Name of funding agency: USDA Name of grant program: AFRI Funding agency proposal submission deadline: 2015-02-28 If there is no deadline, indicate your plan submission date: Website for funding agency announcement: http://www.ABCD.gov AND/OR include a pdf copy of the announcement with this form: ==Cost Sharing:== Will This proposal include cost share? No Comments/Special Instructions: I was asked to join the team for this submission on 1/26, less than one month before the deadline.The results of this submission may be viewed at:https://agnr.umd.edu/node/1665/submission/5350
Proposal Preparation________________________________________________________________________________________________________
Upon receipt of NOI, CA will send PI an email detailing all items necessary for routing and/or submission.
CA will work with PI on the budget and justification and assist with CV’s, Current/ Pending, Facilities, etc.
PI will work on all other technical pieces: SOW, Abstract, etc.
Proposal Preparation with Subcontractor(s)
_________________________________________________________________________________________________________________________
CA will confer:(1) with PI for subcontractor’s contact
information; and(2) work with the sub’s Contract
Administrator
For all subcontracts
1) Routing Form: complete and forward the signed copy to the CA. (MUST have PI signatures from AGNR and PI/Chair/Dean if other colleges/ departments.)
2) Cost Sharing Form: complete and forward the signed copy (MUST have all required signature(s) to the CA.
PI’s responsibility____________________________________________________________________________________________________
COEUS: Proposal Routing______________________________________________________________________________________________________________________________
Effective March 1, 2015 ALL proposals (including pre-proposals)
will be routed through COEUSGOAL: To have all documentation routed to ORA for review
at least five days before due date.
CA will generate the routing process in
COEUS for the proposal
CA will upload narrative, budget, justification and other required proposal
documents
Approval and Submission_____________________________________________________________________________________________________________________________________
The Department Chair or designee will
REVIEW AND APPROVE the proposal
electronically in COEUS.
The Dean’s Office will then approve.
ORA will review, approve and submit
the proposal per sponsor’s requirements.
Proposal Preparation Cycle(at a glance)
__________________________________________________________________________________________________________________________
PI submits NOI Contract Administrator
PI’s responsibility(1) SOW, Abstract, Project Summary, etc(2) Signed Routing Form(3) Cost Sharing Form, 3rd party support documents
SubcontractorPI and Contract Administrator (CA) work with
sub’s CA
Works with PI on budget, justification, sponsor generic forms (SF-424), assist with CVs etc.
APPROVAL AND SUBMISSION
1. Department Chair/designee approves2. Dean’s office approves3.ORA review, approve and submit per sponsor’s requirements
(a) generates proposal in COEUS, (b) uploads all required documents (c) routes for approval and submission
Drif, Credit Split for Project
__________________________________________________________________________________________________________________________
9. Principal Investigator/Co-Principal Investigator(s) NOTE: All accounts created for any award resulting from this proposal
will follow the credit split information listed below.
% Credit for Project: 60%College: AGNR Department: ENST % Credit for Investigator: 100College: Department: % Credit for Investigator:
Unit Total for Investigator: 100%% Credit for Project: 40%
College: AGNR Department: PSLA % Credit for Investigator: 80%College: CMNS Department: ENTO % Credit for Investigator: 20%
Unit Total for Investigator: 100%For additional Co-Investigators or other Project Personnel, attach the Supplemental Staff form, available at
du/sites/default/files/documents/forms/supplemental-staff-form.pdf.
PI Name: William Bowerman
Co-PI Name: Maile Neel
Assigned departments to Contract Administrators 12/5/2014 – Developed and deployed the “Notice of Intent
to Submit a Proposal” webform - Several revisions made per faculty requests and to better serve the needs of the PIs
Reflector email: [email protected] (a) in-house proposal tracker; (b) dBase; (c) shared drive – access team-wide Shared resource library
AGPAS’ Business Practices
_____________________________________________________________________________________________________________________________
Meetings with AGNR Business Offices and Chairs:
- presentations at Faculty & Departmental Meetings Advertisement via:
- FYI, AGNR website, emails New website for AGPAS Branding for forms and informational tools
AGPAS’ Awareness
________________________________________________________________________________________________________
a standard budget template for all submissions
“cheat sheets” and quick reference cards: - provides clarity and specific steps e.g. pre-proposal requirements.
Housing of CVs, Current and Pending, and other similar forms
Follow-ups after presentations – individualized sessions can be provided
AGPAS’ Future Developments
____________________________________________________________________________________________________________________________________________________
Snapshot of Activity _____________________________________________________________________________________________________________________________
As at 2/15/2015 110 Notices of Intent Logged Submitted: 76 proposals 12 pre-proposals 4 MTA 2 MOUs Collaboration: 5 proposals with other colleges
on which AGNR personnel were included as CO-PITOTAL DOLLAR VALUE of submitted proposals in 3
months: $6,763,799
Snapshot of Activity _____________________________________________________________________________________________________________________________
As of 4/23/2015 176 Notices of Intent Logged Submitted: 128 proposals 12 pre-proposals 4 MTA 2 MOUs Collaboration: 6 proposals with other colleges
on which AGNR personnel were included as CO-PITOTAL DOLLAR VALUE of submitted proposals in 5
months: $37,933,866
Any questions….