Preaward Process Flow

Overview of Grants Management Process Flow

Identification of Funding Opportunities • •

Search for new & existing opportunities Retrieve applications

Proposal Preparation

• • •

Interpret instructions Create proposal Identify cost sharing & other issues

• • • • •

Coordinate issue resolution PCF preparation Program income Invoicing/ Billing Accounts receivable management

• •

•

• •

Notify departments of financial reports close to due date Prepare reports Submit reports to Sponsors

•

Department review and approval Institutional review and approval

• •

Award Acceptance

Make necessary revisions Complete remaining activities (e.g., appendices) Copy, distribute, & mail

Preparation & Submission of Technical Reports

Preparation & Submission of Financial Status Reports

Award Maintenance (Ongoing)

Proposal Submission

Proposal Review & Approval

•

•

Prepare & approve technical reports Submit reports to Sponsor

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• • •

Award Set-Up

•

Receive notification Send notice to depts. Negotiate, review, & accept Terms & Conditions

• •

Time and Effort Certification (Ongoing) • • •

Prepare & distribute monthly allocation reports Resolve issues Complete adjustments

Prepare, scan, & email blue sheet Prepare final budget Assign, activate, & upload project number

Account Closing

• • • •

Determine if there are outstanding items on account Resolve issues Inactivate accounts Complete audit

DRAFT

Grants Management Process Flow- Identification of Funding Opportunities & Proposal Preparation Identification of Funding Opportunities Search for new & existing funding opportunities (PI, GMS/SRF, G&C)

Principle Investigator (PI)

Distribute opportunity information and retrieve applications (GMS/SRF, G&C)

Department Chair Research Admin. (RA) Grants & Contracts (G&C) Financial Mgr/ Coordinator (FM/FC)

Proposal Preparation

Read & interpret instructions (PI, GMS/SRF)

Determine appropriateness of grantee (Chair, GMS/SRF, RA)

Is the grantee appropriate?

Yes

No

Determine appropriateness of grantor (GMS/SRF, G&C) Yes

Do not complete proposal for opportunity

No

Is the grantor appropriate?

Initiate proposal development (GMS/SRF, G&C)

Develop proposal budget (PI, FM/ FC, GMS/SRF)

Identify research service charges (GMS/SRF, G&C)

Develop administrative sections & research plan. (PI, GMS/SRF)

Identify affiliated institutions and proposed cost sharing (GMS/SRF)

Develop human & animal subjects, biohazard, data plan, etc. (GMS/SRF)

Review proposed cost sharing for compliance (GMS/SRF, G&C)

Identify F&A issues (GMS/SRF, RA)

Complete Conflict of Interest & Debarment/ Suspension forms (GMS/SRF, PI)

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Grants Mgmt. Specialist/ Sponsored. Research. Facilitator (GMS/SRF)

Proposal Review & Approval (see next page)

Complete Institutional cover sheet (PI, GMS/SRF)

DRAFT

Grants Management Process Flow- Proposal Review and Approval Department Proposal Review and Approval Review and approve proposal (Dept. Chair)

Review F&A for accuracy (GMS/SRF, DA, DivA, BM)

Principle Investigator (PI)

Review research service charges for accuracy (GMS/SRF, DA, DivA, BM)

Review “Other Support” for accuracy (GMS/SRF, DA, DivA, BM)

Department Chair Grants & Contracts (G&C) Dept. Administrator (DA) Business Manager (BM)

Institutional Proposal Review and Approval

Division. Administrator (DivA) Grants Mgmt. Specialist/ Sponsored. Research. Facilitator (GMS/SRF)

Confirm Chair & Dept. Admin review & approval (G&C)

Approve proposed cost sharing (G&C)

Send proposal record to Dept. for QC (G&C)

Provide institutional review of proposal (G&C)

Make revisions & corrections after institutional review (PI, GMS/SRF)

Conduct QC review (GMS/SRF, DA, DivA/BM)

Provide institutional approval of proposal (G&C)

Proposal Submission (see next page)

Identify F&A, cost sharing, & research service charges (G&C)

Approve “Other Support” for accuracy (G&C)

Record proposal information for tracking (G&C)

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DRAFT

Grants Management Process Flow- Proposal Submission, Award Acceptance, and Sub-Contracts Proposal Submission Make revisions/corrections after institutional review (PI, GMS/SRF)

Principle Investigator (PI)

Complete appendices, pagination, & table of contents (GMS/SRF)

Review research Make copies of service for accuracy proposal (GMS/SRF, DA, DivA, (AS) BM)

Review Other Distribute final Support copies for accuracy of proposal to Dept, (GMS/SRF, DA, DivA, PI, & G&C BM) (GMS/SRF)

Grants & Contracts (G&C) Grants Mgmt. Specialist/ Sponsored. Research. Facilitator (GMS/SRF) Administrative Specialist (AS)

Mail proposal to sponsors (AS, PI)

Award Acceptance

Receive notification of award (PI, G&C)

Send notification to Dept. & other admin. depts. (G&C)

Provide input into Terms & Conditions (G&C, PI, GMS/ SRF)

Negotiate final terms with sponsor (G&C)

Review& accept terms and return to Prime recipient (G&C)

Return subcontract to Prime (G&C)

Review & accept terms/conditions (G&C)

Sub-Contracts Confirm award notice received by Prime recipient for sub-contract (PI, GMS/SRF, G&C)

Contact Prime recipient to issue sub-contract to DFCI and negotiate terms (G&C)

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Award Set-Up (see next page)

DRAFT