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We are Family: Administering Collaborative Center Awards

May 7, 2008. We are Family: Administering Collaborative Center Awards. Introduction:. Centers are funded by complex awards Challenging issues unlike other awards Explore these differences Opportunity to share experiences and possible solutions Communication is IMPORTANT

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We are Family: Administering Collaborative Center Awards

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  1. May 7, 2008 We are Family: Administering Collaborative Center Awards

  2. Introduction: • Centers are funded by complex awards • Challenging issues unlike other awards • Explore these differences • Opportunity to share experiences and possible solutions • Communication is IMPORTANT • START EARLY!!

  3. It starts with the RFP, BAA or PA • Who provides the leadership for the proposal? • Centers are usually interdisciplinary • How many departments will participate from the lead institution? • How many other institutions or entities will participate? • Who coordinates the administrative and budgetary aspects of the proposal? • Communicate with Sponsored Projects Office and other central resources

  4. It starts with the RFP, BAA or PA (cont'd) • Proposals will be different for contracts, grants and cooperative agreements • RFP may require comment on possible contract award language • Can your institution accept certain language that may be contained in the award? • Cost sharing strategy • Is it required? • Who will provide it?

  5. It starts with the RFP, BAA or PA (cont'd) • Contracts may include a require a Small Business Contracting Plan • Use institutional resources to help • Sponsored Projects Office • Small Business Development Center • Cooperative agreement may require HBCU Institutions or MSI as partners • Review required institutional and agency forms for subrecipients

  6. It starts with the RFP, BAA or PA (cont'd) • Make sure your Sponsored Projects Office is aware of your impending proposal by forwarding a copy of the announcement. • Communication is Essential • Read Announcement • Work Together

  7. Award Mechanism • Grants are easier to administer with fewer restrictions • Contracts have more restrictions and require more approvals for changes in the budget • Awards may restrict some of the budget that requires prior approval before its release • Awards with subcontracts will be affected by timeliness of the award

  8. Center Operations • Financial / administrative personnel requirements • Direct / indirect cost categories • Cost sharing • Institutional support • Advisory mechanism • Other unfunded mandates • Internal RFP process

  9. Subawards • Facilitating the award process • Review of updated workscope and budget • Identify start and end dates • Flow down of award terms and conditions • Security clauses • Intellectual Property • Other subaward monitoring

  10. Subawards (cont’d) • Special considerations for foreign partners • Payment method • Cost reimbursement • Fixed price • Banking issues • Progress Reporting • Monitoring invoices

  11. Effort Certification • Lead institution issues: • Personnel cross colleges and departments • Online vs. manual certification process • Partner institutions issues: • Each institution has its own system • Monitor invoices for personnel costs vs. budget plan

  12. Cost Sharing • Identify funding • Affects of cost sharing • Mandatory vs. Voluntary • Documentation required • Don’t forget to certify the cost share

  13. Indirect Cost Recovery • Reduction of indirect cost recovery when funds are issuedoutside the lead institution • Review institutional policies regarding sharing of indirect cost recovery amongcolleges • Access to the indirect cost recovery to support the infrastructure of the center.

  14. Financial Reporting • Determine management reporting needs • Personnel • Project burn rates • Frequency of reporting • PI ability to redirect funds as needed

  15. Other Funding • Program Income • Individual projects vs. center mission activities • Allocating costs • Monitoring personnel effort • Possible restrictions

  16. Compliance • Lead institution responsible for monitoring • Human and animal protocols • Chemical/Bio-Weapons Control • Select agent approval • Small business reporting • Security plan requirements • Intellectual property • Request information prior to issuing subaward(s)

  17. Continued Funding • Annual Reporting • Renewal Process • Site Visit • Competitive vs. Non-competitive • Audits • Documentation • Retention

  18. Close-out • Review close-out requirements • Start early via communication both to internal and external partners • Programmatic and Financial report • Other reports • Invention • Subwards • Equipment

  19. Discussion / Questions • You Are Not Alone!

  20. Contact Information • Faith Mrutu, faith@umn.edu National Center for Food Protection and Defense University of Minnesota • Pat Jondahl, jonda001@umn.edu Sponsored Projects Administration University of Minnesota

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