Overview of Grants Management Process Flow

Identification of Proposal Proposal

Proposal Review & Award
Funding Preparation Submission Award Set-Up
Approval Acceptance
Opportunities

• Search for new • Interpret • Department • Make necessary • Receive • Prepare, scan,
& existing instructions review and revisions notification & email blue
opportunities • Create proposal approval • Complete • Send notice to sheet
• Retrieve • Identify cost • Institutional remaining activities depts. • Prepare final
applications sharing & other review and (e.g., appendices) • Negotiate, budget
issues approval • Copy, distribute, & review, & accept • Assign,
mail Terms & activate, &
Conditions upload project
number

Preparation & Preparation & Time and

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

• Notify • Prepare & • Prepare & • Determine if there

• Coordinate
departments of approve distribute monthly are outstanding
issue resolution
financial technical allocation reports items on account
• PCF
reports close to reports • Resolve issues • Resolve issues
preparation •
due date • Submit reports Complete • Inactivate accounts
• Program
• Prepare to Sponsor adjustments • Complete audit
income
reports
• Invoicing/ Billing
• Submit reports
• Accounts
to Sponsors
receivable
management

1
DRAFT
 Grants Management Process Flow- Identification of Funding Opportunities & Proposal Preparation

Identification of Funding Opportunities Principle Investigator (PI)

Search for new & Distribute opportunity Department Chair

existing funding information and
opportunities (PI, retrieve applications Research Admin. (RA)
GMS/SRF, G&C) (GMS/SRF, G&C)
Grants & Contracts (G&C)

Financial Mgr/ Coordinator

Proposal Preparation (FM/FC)

Grants Mgmt. Specialist/

Sponsored. Research.
Read & interpret Develop Identify research Facilitator (GMS/SRF)
instructions proposal budget service charges
(PI, GMS/SRF) (PI, FM/ FC, (GMS/SRF, G&C)
GMS/SRF)

Determine
appropriateness of
grantee (Chair, Develop administrative Identify affiliated
GMS/SRF, RA) sections & research institutions and
plan. (PI, GMS/SRF) proposed cost sharing
(GMS/SRF)
Determine
Is the grantee Yes
appropriateness of
appropriate? grantor (GMS/SRF,
G&C) Develop human &
No Review proposed
animal subjects, cost sharing for
Yes Proposal Review &
biohazard, data plan, compliance Approval
Do not complete etc. (GMS/SRF) (GMS/SRF, G&C)
Is the grantor (see next page)
proposal for
appropriate?
opportunity No

Complete Conflict of Complete Institutional

Initiate proposal Identify F&A Interest & Debarment/ cover sheet (PI,
development issues Suspension forms GMS/SRF)
(GMS/SRF, G&C) (GMS/SRF, RA) (GMS/SRF, PI)

2
DRAFT
 Grants Management Process Flow- Proposal Review and Approval

Department Proposal Review and Approval

Principle Investigator (PI)
Review and Review F&A for Review research Review “Other Department Chair
approve accuracy service charges for Support” for accuracy
proposal (Dept. (GMS/SRF, DA, accuracy (GMS/SRF, (GMS/SRF, DA, DivA, Grants & Contracts (G&C)
Chair) DivA, BM) DA, DivA, BM) BM)
Dept. Administrator (DA)

Business Manager (BM)

Institutional Proposal Review and Approval Division. Administrator (DivA)

Grants Mgmt. Specialist/

Sponsored. Research.
Facilitator (GMS/SRF)

Confirm Chair & Approve proposed Send proposal record

Dept. Admin review cost sharing (G&C) to Dept. for QC
& approval (G&C) (G&C)

Make revisions &

Provide institutional Conduct QC review
corrections after
review of proposal (GMS/SRF, DA,
institutional review
(G&C) DivA/BM)
(PI, GMS/SRF)

Identify F&A, cost Provide institutional

approval of Proposal Submission
sharing, & research
proposal (G&C) (see next page)
service charges
(G&C)

Approve “Other Record proposal

Support” for information for
accuracy (G&C) tracking (G&C)

3
DRAFT
 Grants Management Process Flow- Proposal Submission, Award Acceptance, and Sub-Contracts

Proposal Submission Principle Investigator (PI)

Review research Review Other

Distribute final Support
copies
Make Complete appendices, Grants & Contracts (G&C)
Make copies
service of
for accuracy for accuracy
of proposal to Dept,
revisions/corrections pagination, & table of proposal
(GMS/SRF, DA, DivA, (GMS/SRF,
PI, & G&CDA, DivA,
after institutional contents (GMS/SRF) (AS)
BM) BM)
(GMS/SRF) Grants Mgmt. Specialist/
review (PI, GMS/SRF) Sponsored. Research.
Facilitator (GMS/SRF)

Administrative Specialist (AS)

Mail proposal
to sponsors (AS,
PI)

Award Acceptance

Send notification to
Receive Provide input into Negotiate final Review & accept
Dept. & other
notification of Terms & Conditions terms with terms/conditions
admin. depts.
award (PI, G&C) (G&C, PI, GMS/ sponsor (G&C) (G&C)
(G&C)
SRF)

Sub-Contracts

Confirm award Contact Prime

Review& accept
notice received by recipient to issue Return Award Set-Up
terms and return
Prime recipient for sub-contract to DFCI subcontract to (see next page)
to Prime recipient
sub-contract (PI, and negotiate terms Prime (G&C)
(G&C)
GMS/SRF, G&C) (G&C)

4
DRAFT