introduction to sponsored projects finding them finding them winning them winning them surviving...
TRANSCRIPT
INTRODUCTION TO SPONSORED PROJECTS
FINDING THEM
FINDING THEM WINNING
THEMWINNING
THEMSURVIVING
THEMSURVIVING
THEM GETTING THEM AGAIN
GETTING THEM AGAIN
Pamela A. WebbSr. Director, Office of Sponsored Research(650) 724-6613 or [email protected]
Agenda
What are the various funding sources (industrial, govt agencies, etc)?
What is the general process of getting funding? Timeline for RFP, writing, internal review, external review,
award, How does the process vary from source to source?
What administrative support is usually available to help with getting funding?
Funding restrictions, accounting/administration/oversight of spending during proposal and award
Lifecycle of a Proposal/Award
Pre-Award Post-AwardDevelopment
Agency
Review
(6-9 mos)
Project Period
1stBudgetPeriod
2ndBudgetPeriod
3rdBudgetPeriod
NoCost
Extension
Revised Budget
Submit Renewal /
Competing-Contin
uation
Closeout
Final Reports
Submit Proposal
Pre-Award CostsAward
Award
Apply
Find/ExploreAdminister/Monitor(Post-Award Office)
Perform(Principal Investigator)
Technical Close(Principal Investigator)
Financial Close(Post-Award Office)
Funding Sources (Hundreds)
NIH
Rockefeller
AmericanHeart Assoc
Education
HomelandSecurity
Navy
Air Force
State ofCalifornia
USDA
Army
Lockheed Novartis
Pfizer
Start-Ups
NationalKidney Fdn HP
Sloan
Ford
Foreign Govts
NASA
NSF
DARPACIA
OtherUniversities
Finding Funding Opportunities
Use Your Faculty ColleaguesCommercial Funding Source databases
(free to you through Stanford subscription) Community of Science (“COS”)
www.cos.com Illinois Researcher Information Services (IRIS)
http://www.library.uiuc.edu/iris/
Call Marilou Hemingway, Office of Research Administration, at650-725-9107 for assistance
Governmental Funding Source Databases (Free)
National Science Foundation “My NSF” Servicehttp://www.nsf.gov/mynsf/
Grants.Gov “Find” Servicehttp://www.grants.gov
Pick how youwant to get and see the information
My NSF
Shows you what you
have signedup for already
See Handout!
www.grants.gov
Grants.Gov “Find”
No Engineering!Use Science and Technology
and Other R&D instead
Pick “Private Higher Educational Institution” Or “Public or State Controlled Institutions of Higher Education
Sample Email Alert
Proposal Writing Tips
Proposal Writing Tipshttp://www.stanford.edu/dept/ORA/osr/sponsor.html
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Characteristics Of Funded Proposals
Innovation Relevance Uniqueness Demonstrated Competence Adequate Resources Complete Literature Search Absence of Jargon Realistic Budget and Justification Time Schedule Enthusiasm
See Handout
General Timeline
Proposal Development 1-6 months in advance of due date(more for highly complex projects)
Proposal Doc Preparation 1-2 months in advance of due date
Proposal Internal Submission 1-2 weeks in advance of due date(extra time if cost-sharing, special approvals for space, release time, etc. needed). (Stanford asks for a minimum of 3 days)
D Day PROPOSAL SUBMITTED BY INSTITUTION!!!! Much alcohol consumed
Acknowledgement by Sponsor Instant (electronic submissions) – several weeks
Priority Score or Other Indication Industry sponsors (1 day to 2 months) of Success Foundation sponsors (1-4 months) NSF (5-6 months)
NIH (8-9 months)
Award Prepared by Sponsor 2 weeks – 4 weeks before start date
Award Start Date AWARD ISSUED!!!! More alcohol consumed-- may need to be negotiated, reviewed, and returned-- simple awards accepted within a week or so; more complex ones can take up to several months-- some don’t arrive on time-- account setup can take 1-2 weeks
The Regulatory Pyramid
IndividualGrant/Contract Terms
University Policies
Sponsor-Specific Policies
Federal Policies
Research Policy Handbook
NIH, NSF etc. Grants Policy
A-21, A-110
Your award
Fiscal Fundamentals
Who is responsible for:
Technical Progress(PI)
Financial Status(PI)
Administrative Oversight(PI)
Errors caught quickly can usually be fixed with minimal hassle
Fiscal Fundamentals
– ALLOWABILITY: Allowable and unallowable costs are defined in OMB A-21 and in the terms and conditions of specific awards.
ALLOCABILITY: Only those expenses which benefit a project may be charged to that project.
REASONABLENESS: Costs must reflect what a “prudent
person” would pay.
CONSISTENCY: Costs must be handled consistently
across the University.
Know Your Terms and Conditions
Comply withterms & conditions
of your award
•Allowability of expenses
•Pre-approvals•Decrease in PI/key personnel effort more than 25%
•PI leave project for 3 months or more
•Change in scope
•Change in dollars needed
•Change in time needed
•Reporting requirements
communicate….document…communicate…document
Proposing Effort
No one has more than 100% effortAdjust levels of commitment to reflect realityProposed versus awarded
COMMITTED effort must be BUDGETEDEither charge to the sponsor or cost share (salaries may not be cost shared in School of Medicine)
When effort is committed, awarded and expended, salary must be
directly charged or charged to a cost sharing account.
Managing Subawards
Select appropriate subrecipients Obtain signed subrecipient proposal for
inclusion in Stanford’s proposal Ensure work does not begin without a signed
subaward or appropriate alternative arrangement
Actively monitor technical progress Review and approve invoices based on
technical progress and appropriateness of cost
Assist in audit or compliance reviews
Early Accounts
Obtain a PTA (account number) before the award arrives Department provides a “guarantee” account
Useful when: Agency’s paperwork is delayed beyond the official start date You want to begin spending before the official start date (and
agency approves) Benefits
Charge costs to the right place the first time (avoid transfers later)
Properly track expenses Avoid allocability questions
Open anEarly account
when an award is delayed.
Late Expenses/No Cost Extensions
Late-in-period equipment acquisitions will invite sponsor and audit scrutiny - document carefully
Expenses may NOT be charged after a project end date, unless: the cost is for something that was acquired and consumed
within the project period, OR you have written permission from the sponsor
You or your subrecipient need more time? If you have money left, ask for a No-Cost Time Extension
(generally, 30 days before end date).
Get a no-cost
extension if you need more time at
the end.
Equipment
Expenditures for general-purpose equipment usually require pre-approval
Look for terms concerning Equipment title Joint funding Equipment fabrication
Acquire, use, track and dispose of equipment
in an authorized manner
Project Completion and Record Retention
Submit ALL required reports in a timely manner
• Technical • Inventions
• Final equipment inventories
• Final financial reports
Keep records for a minimum of 3 years from closeout (can be longer if circumstances require)
• Scientific • Financial
Submit all reports
on a timelybasis