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Kath Laing's updated Proposal Development Process presentation, complete with additional comment from the MT meeting.
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Pipeline facilitation and information
Proposal development process
Guiding principles
Pragmatic and flexible process
No process bottlenecks
Adds value to resource mobilization efforts
Clear rules of the game
Adequate resources allocated
Research ideas
Concept notes
(Pre)
ProposalsSubmission
Proposal development process
Research ideas Concept notes(Pre)
ProposalsSubmission
Concept notes (1-3 pager): • challenge / problem, • research question, • objectives, outputs &
potential impacts, • project team, • global budget
Pre-proposals (4-6 pager): Concept note plus:• research activities• project team and partners• beneficiaries• responsibilities and timeline• budget x activity and year
Proposal (10-15 pager):Pre-proposal plus:• logical framework, gantt chart• responsibilities• budget by activity, year, executor & line item• annexes with additional informationStages of development
Research ideas Concept notes(Pre)
ProposalsSubmission
Research idea Timeframe: longer term
Call for proposalsa) institutional limit on # of proposalsb) no institutional limit on submissions
Timeframe: 1 - 3 months
Donor requesta) Shorter term, consultanciesb) Mid-longer term research grants
Timeframe: variable, usually short-term
SubgrantTimeframe: variable
4 funding opportunities
Research ideas Concept notes(Pre)
ProposalsSubmission
2. Pipeline coordination (RM)3. MT for info: strategic fit;
pipeline & marketing process & selection (limited calls)
4. General budget review (GM)
5. Peer review (RM coord.)6. Technical editing (RM coord.)7. MT for review
• Content & submission process review• IP, human
subject, gender, REU, environmental considerations
8. Budget development & compliance (GM)
1. Internal review led by Program Area Directors
Pipeline facilitation
Research ideas Concept notes(Pre)
ProposalsSubmission
1. Internal review led by Program Area Directors
Program coherence
For all funding opportunities
Pipeline facilitation :value added & criteria
Research ideas Concept notes(Pre)
ProposalsSubmission
2. Pipeline coordination (RM)3. MT for info: strategic fit;
pipeline & marketing process & selection (limited calls)
4. General budget review (GM)
RM Coordination: all opportunities (ongoing monitoring thru out pipeline); synchronized process
MT for info: grants > $250k; thematic / strategic fit & pipeline planning
Budget review: all notes (2 – 3 workdays); ensure full cost budgetingPipeline facilitation :
value added & criteria
Research ideas Concept notes(Pre)
ProposalsSubmission
5. Peer review (RM coord. and doc w/ PI, PAD)6. Technical editing (RM coord.)7. MT review
• Fit within CIAT strategy• IP, human
subject, gender, REU, environmental considerations
8. Budget development & compliance (GM)
Pipeline facilitation :value added & criteria
Peer review: grants > $250k; tight argument & clear concepts
Technical editing: grants > $250k as needed; sharpen wording and message
MT for review: grants > $250k or special-case grants (4-5 days, via email or in mtg.) Budget compliance:
all pre-proposals and proposals (2 – 3 working days); ensure full cost budgeting
Research ideas Concept notes(Pre)
ProposalsSubmission
Pipeline facilitation & information
Internal program review (PAD-led)
General resource inventory
Incentives for idea sharing (institutional & program)
RM coord. (all notes)
MT for info, strategic fit & selection for limited calls (>$250k)
Project needs analysis: IP, partners, environ,human subject, gender & REU (PAD-led)
General budget review (all notes, GM)
Peer review (>$250k)
Technical editing (as needed >$250k)
Budget development tool & compliance (all proposals, GM & PIs)
MT review (>$250k):• content review • IP, human
subject, environ, gender, REU considerations
• donor & marketing process review
Submissions:• DG• Online • Regional
donor office
Peer review guidelines
Internal review for grants >250k with CIAT colleagues via email or mtg.
External review for grants > $2.5m, esp. competitive grant processes
Flexible process coordinated and documented by RM officer
Technical editing guidelines
RM officer manages smaller jobs
Larger edits outsourced; RM officer manages a roster of consultants for editing and writing services
Proposal development fund managed by DDG-R can be used for editing and writing
Decisions for technical edition during thru out the pipeline – RM officer coordinates
MT for info & review guidelines
MT includes DDGs, PADs & RCs
CNs for info: strategic fit / selection if limited call
• MT mtg or via email: 2 – 3 days
• RM officer coordination & documentation
Proposals for review: content, issues & process
• MT mtg or via email: 4 – 5 days
• RM officer coordination & documentation
opportunity identification
& development
• donor intelligence
• promote idea sharing & collaborative fundraising
• coordinate pipeline
donor & partner
stewardship
• coordinate development & implementation of RM strategy
• contribute to development &implementation of a donor communication strategy
• negotiate & foster relations with donors / partners
• ensure donor & CIAT policies reflected in proposals
fundraising support
• represent CIAT at donor fora
• organize fundraising meetings• ensure smooth start up &
execution• coordinate institutional donor
reports
RM function
resource mobilization
contracts
management
financial administration
DG’s office
Finance
financial administration
• not accounting, no data entry• view accounts thru grant lens• budgetary control & reporting
contracts management
• ensure accountability to donors
• no 2 grants the same
• central coord of scientists, partners & donors
Project development
Proposal develop. & marketing
Approval & start-up
Grant management
Idea sharing & develop.
Partner agreements
Project execution
Financial reporting
Technical reporting
Close-out & evaluation
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