Overview of Grants Management Process Flow

1
Overview of Grants Management Process Flow
Identification of Funding Opportunities
Proposal Preparation
Proposal Submission
Award Acceptance
Proposal Review Approval
Award Set-Up

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

• Interpret instructions
• Create proposal
• Identify cost sharing other issues

• Department review and approval
• Institutional review and approval

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

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

• Search for new existing opportunities
• Retrieve applications

Preparation Submission of Technical Reports
Preparation Submission of Financial Status
Reports
Time and Effort Certification (Ongoing)
Award Maintenance (Ongoing)
Account Closing

• Prepare distribute monthly allocation reports
• Resolve issues
• Complete adjustments

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

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

• Prepare approve technical reports
• Submit reports to Sponsor

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

DRAFT
2
Grants Management Process Flow- Identification of
Funding Opportunities Proposal Preparation
Identification of Funding Opportunities
Principle Investigator (PI)
Search for new existing funding opportunities
(PI, GMS/SRF, GC)
Distribute opportunity information and retrieve
applications (GMS/SRF, GC)
Department Chair
Research Admin. (RA)
Grants Contracts (GC)
Financial Mgr/ Coordinator (FM/FC)
Proposal Preparation
Grants Mgmt. Specialist/ Sponsored. Research.
Facilitator (GMS/SRF)
Identify research service charges (GMS/SRF, GC)
Develop proposal budget (PI, FM/ FC, GMS/SRF)
Read interpret instructions (PI,
GMS/SRF)
Determine appropriateness of grantee (Chair,
GMS/SRF, RA)
Identify affiliated institutions and proposed
cost sharing (GMS/SRF)
Develop administrative sections research plan.
(PI, GMS/SRF)
Determine appropriateness of grantor (GMS/SRF,
GC)
Yes
Is the grantee appropriate?
Develop human animal subjects, biohazard, data
plan, etc. (GMS/SRF)
Review proposed cost sharing for compliance
(GMS/SRF, GC)
No
Proposal Review Approval (see next page)
Yes
Do not complete proposal for opportunity
Is the grantor appropriate?
No
Complete Conflict of Interest Debarment/
Suspension forms (GMS/SRF, PI)
Complete Institutional cover sheet (PI, GMS/SRF)
Initiate proposal development (GMS/SRF, GC)
Identify FA issues (GMS/SRF, RA)
DRAFT
3
Grants Management Process Flow- Proposal Review
and Approval
Department Proposal Review and Approval
Principle Investigator (PI)
Review and approve proposal (Dept. Chair)
Review research service charges for accuracy
(GMS/SRF, DA, DivA, BM)
Review Other Support for accuracy (GMS/SRF,
DA, DivA, BM)
Review FA for accuracy (GMS/SRF, DA, DivA, BM)
Department Chair
Grants Contracts (GC)
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
(GC)
Approve proposed cost sharing (GC)
Send proposal record to Dept. for QC (GC)
Make revisions corrections after institutional
review (PI, GMS/SRF)
Provide institutional review of proposal (GC)
Conduct QC review (GMS/SRF, DA, DivA/BM)
Provide institutional approval of proposal (GC)
Identify FA, cost sharing, research service
charges (GC)
Proposal Submission (see next page)
Record proposal information for tracking (GC)
Approve Other Support for accuracy (GC)
DRAFT
4
Grants Management Process Flow- Proposal
Submission, Award Acceptance, and Sub-Contracts
Proposal Submission
Principle Investigator (PI)
Review research service for accuracy (GMS/SRF,
DA, DivA, BM)
Review Other Support for accuracy (GMS/SRF, DA,
DivA, BM)
Distribute final copies of proposal to Dept, PI,
GC (GMS/SRF)
Make revisions/corrections after institutional
review (PI, GMS/SRF)
Complete appendices, pagination, table of
contents (GMS/SRF)
Grants Contracts (GC)
Make copies of proposal (AS)
Grants Mgmt. Specialist/ Sponsored. Research.
Facilitator (GMS/SRF)
Administrative Specialist (AS)
Mail proposal to sponsors (AS, PI)
Award Acceptance
Send notification to Dept. other admin. depts.
(GC)
Provide input into Terms Conditions (GC, PI,
GMS/ SRF)
Negotiate final terms with sponsor (GC)
Review accept terms/conditions (GC)
Receive notification of award (PI, GC)
Sub-Contracts
Contact Prime recipient to issue sub-contract to
DFCI and negotiate terms (GC)
Confirm award notice received by Prime recipient
for sub-contract (PI, GMS/SRF, GC)
Review accept terms and return to Prime
recipient (GC)
Return subcontract to Prime (GC)
Award Set-Up (see next page)
DRAFT