The Pre-Award ProcessSponsored by VPR & SPO/IIE

Tending the Details. . .Creating Success

Session Objectives• Understanding the process• Familiarity with internal forms• Understanding budgeting• Awareness of cost-sharing &

matches• Understanding roles &

responsibilities

Ready, Set…

Decision to Submit a Proposal

Proposal Decision Process

Identify Opportunity

Start Early

Engage SPO/IIE re Budget

Review Solicitation Guidelines

Questions to Ask• Sufficient Time?• Responding to solicitation or RFP?• Potential Co-PIs?• Need for Sub-agreements?

Other Proposal Considerations• Limited Submission• Pre-proposals/Letters of Intent/White Papers

Proposal Submissions Let Us Help!

• Meet our staff

• Talk with your colleagues

Proposals per Year at Tech?

100?

400?

900?

1500?

Internal Documents• Transmittal Sheet (required)• Budget Spreadsheet (required)• Budget Justification (required)• Cost Share Matching Support • Subrecipient Commitment Form

Budgeting Basics• What it is– Costs estimate– Realistic & Verifiable– Project monitoring tool

• How to start– Determine project duration– What’s needed for project objectives– Engage SPO/IIE for assistance

• What to include– Direct Costs– Facilities & Administrative (F&A) Costs

Budgeting Documents• Spreadsheet– Monetary breakdown– Cost categories

• Justification– Written explanation of budget

• Development Guidelines

Cost Share Matching Support• Budget Portion not requested from sponsor• Disclosed if required by sponsor• Access and complete through Banweb

Sub-recipient Form & Definition

MTU

$$$$

$$

Compliance Considerations• Human Subjects, Animals, DNA• Conflicts of Interest• National Security

Proposal Submission TimelinesInternal

• 48 Hours before sponsor’s deadline

Sponsor after 4PM

• 7AM day before to SPO/IIE

Hardcopy

• 24 Hours prior date on SPO/IIE deadline chart

Electronic Proposal Submission

Proposal Success Rate?

10%?

25%?

50%?

75%?

SPO/IIEResponsi

bilities

Solicitation

Review

Budget Prep

Final Review

Authorized

Signatures

Submission

Chair & DeanResponsibilities

Approve

Facilitate

Authorize

Review

Oversee

Support

Make Your Proposal Sparkle

,

• Know Deadlines• Start Early• Define Roles/Responsibilities• Use Resources (SPO/IIE/SPE)

Pre-Award Wrap-Up:

What do YOU Think are the Top Two Factors for

Key Pre-Award WeblinksResearch Home Pagehttp://www.mtu.edu/research/Formshttp://www.mtu.edu/research/references/forms/Staff - SPOhttp://www.mtu.edu/research/references/staff/sponsored/Staff - IIEhttp://www.mtu.edu/research/references/staff/iie/

Sponsored Programs Office487-2226

Julie Seppala, Executive Director, jhseppal@mtu.edu

Lisa Jukkala, Manager Government Contracts/Training, lajukkal@mtu.edu

Kim Codere, Senior Grants Analyst, kmcodere@mtu.edu

Kellie Buss, Grants Analyst, kellie@mtu.edu

Carol Wiitanen, Grants Analyst, cawiitan@mtu.edu

Jennifer Bukovich, Assistant Grants Analyst, jlbukovi@mtu.edu

Peter A. Larsen, Director of Sponsored Programs Enhancement, palarsen@mtu.edu, 487-2906(note: there is another Peter Larson on campus)

Priscilla Khoury, Director of Foundation Relations,pjkhoury@mtu.edu, 487-1608

Jodi G. Lehman, Coordinator of Proposal and Fellowship Development, jglehman@mtu.edu, 487-3513

Sponsored Programs Enhancement

Jim Baker, Executive Director of Innovation and Industry Engagement, jrbaker@mtu.edu, 487-3459

Marilyn Haapapuro, Associate Director for Industrial Contracting, mkhaapap@mtu.edu, 487-1977

Tom Holzberger, Contracts Analyst, taholzbe@mtu.edu, 487-2946

Innovation and Industry Engagement

Joanne Polzien, Executive Director, jpolzien@mtu.edu

Cheryl Gherna, Coordinator of Review Boards, cagherna@mtu.edu

David Dixon, Bio Safety Officer, dcdixon@mtu.edu, 487-2131

Paul Charlesworth, Conflict of Interest Coordinator, pcharles@mtu.edu, 487-2702

Al Niemi, Director of Occupational Safety and Health Services, anniemi@mtu.edu, 487-2118

Office of Compliance, Integrity, and Safety

487-2902