Enhanced Award Lifecycle Management Overview

Explore the comprehensive overview of the Award Lifecycle Management process, encompassing pre-award and post-award phases. From discovering opportunities to managing awards efficiently, this guide covers essential steps such as proposal development, award setup, budget management, compliance adherence, and more. Gain insights into the intricate stages of securing and handling sponsored projects successfully.

• Award Lifecycle
• Management
• Pre-award
• Post-award
• Sponsored Projects

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1. SPONSORED PROJECTS REDESIGN Sponsored Projects Office (SPO) & Contracts and Grants Accounting (CGA) Award Lifecyle Overview (Pre and Post Award)

2. Award Lifecycle Award Lifecycle Discover Opportunity Develop & Submit Proposal Close Award Sponsored Project Lifecycle Accept Award Manage Award Set Up Award

3. Award Life Cycle Pre Award Process Pre-Award Focus Areas Milestones D E T E R M I N E S U B M I S S I O N R EQ U I R E M E N T S The PI finds funding opportunities through self-service or consultation and determines the requirements for submission. R E V I E W L E T T E R O F I N T E N T When Letter of Intent is required, the RA, PI and stakeholders review the letter to prepare it for submission S U B M I T L E T T E R O F I N T E N T Submit authorized Letter of Intent to Sponsor *The Principal Investigator (PI) initiates this stage of the award lifecycle D E V E LO P P R O P O S A L Principal Investigator (PI) submits proposal request to Research Administrator (RA). RA verifies eligibility, builds proposal budget and gathers required documents. R E V I E W P R O P O S A L The completed proposal packet is submitted for certification and the (Contracts & Grants Officer (CGO) will review the proposal against the institutional checklist and identify required/recommended findings. S U B M I T P R O P O S A L Final proposal will be authorized and submitted to sponsor for review.

4. Award Life Cycle Pre Award Process Pre-Award Focus Areas Milestones D E T E R M I N E S I G N O F F PAT H Once the award notification is received, the Contract and Grant Officer (CGO) will identify if negotiations are needed. N E G OT I AT E A N D S I G N O F F The CGO will negotiate award and prepare for award setup. Accept Award C R E AT E / S E T U P AWA R D R E C O R D The CGO or PI will receive the award confirmation/letter from sponsor and create the award record in Cayuse. The Cayuse Award Summary (CAS) is created and distributed to the Principal Investigator (PI), Department Research Administrator (DRA) and Project Portfolio Financial Management (PPFM).

5. Award Life Cycle Post Award Process Post-Award Focus Areas Milestones C R E AT E C H A R T S T R I N G A new accounting chartstring is created for the award. S E T U P B U D G E T The award project and budget records are setup in the financial system (Oracle) S E T U P S U B - A WA R D S The RA sets up sub-awards and third party activities. * The PPFM (Project Portfolio Financial Management) team initiates setup in financial system. P R E PA R E A G R E E M E N T S / A R R A N G E M E N T S Prepare 3RD party contracts and agreements S E T U P P R O G R A M C O M P O N E N T S Setup research program tools, research team, records and security P R O C U R E I N F R A S T R U C T U R E Procure space, equipment, supplies and service contracts for infrastructure A D M I N I S T E R S P E N D I N G A N D B U D G E T Perform monthly budget reports and reconciliation while reviewing costs and income A D M I N I S T E R C O M P L I A N C E R E Q U I R E M E N T S Comply with various requirements related to areas such as finance, research, health and inspection and security A D M I N I S T E R P R O G R A M C H A N G E S A N D A WA R D S Administer changes to award, funding, program and/or personnel G E N E R AT E A N D M A N A G E R E P O R T S Generate and manage research progress reports and publication submittals M E E T W I T H S TA K E H O L D E R S Prepare and hold review sessions with stakeholders M A N A G E I S S U E S A N D / O R R E Q U E S T S Manage and submit ad-hoc requests for information and take corrective action as needed A D M I N I S T E R D ATA C O L L E C T I O N & A N A LY S I S Administer data collection and analysis during the research lifecycle P R E PA R E A U D I T R E P O R T S Prepare audit reports during the research lifecycle

6. Award Life Cycle Post Award Process Post-Award Focus Areas Milestones C LO S E O U T AWA R D F I N A N C I A L S Reconcile budget and review all award transactions and cash management activities C LO S E O U T C O N T R A C T S / S U B AWA R D S Review and perform final invoice, deliverables of subawards and sponsor requirements C LO S E O U T EQ U I P M E N T A N D M AT E R I A L S Complete items on the material and equipment list and prepare closeout notifications P R E PA R E & S U B M I T F I N A L R E P O R T S Prepare and submit final award related reports for internal and external recipients P R O D U C E & P U B L I S H F I N A L S T U DY Prepare and present research report for journal submission, conferences and stakeholder review P E R F O R M R E C O R D S R E T E N T I O N Establish records retention schedule and retain records and reports A D M I N I S T E R DATA C O L L E C T I O N & A N A LY S I S Administer data collection and analysis during close-out and post close-out P R E PA R E AU D I T R E P O R T S Prepare audit reports during close-out and post close-out