Life Cycle of a Grant Proposal

1. Life Cycle of a Grant Proposal UMBF Grants Management Policies and Procedures

2. Part 1 Identification of Prospect

3. Stage 1: Cultivation • If the potential funder is a corporation/foundation, the development officer must first alert OCFR of interest by email. • If the entity is not in Advance at all, fill out the Advance Entity Add Form on the Development Services website (www.devservice.umaryland.edu) under the Development Research tab. Send the form to the Office of Development Research. If the entity is a corporation or foundation that needs to be entered, then copy the form to OCFR. Once the entity has been created you can proceed to Prospect Assignment-Request. • If the entity is already a prospect and assigned a Primary Manager, a gift officer can request Secondary Assignment. Use Prospect Assignment-Review in Advance to contact the Primary Manager to review your assignment request. Primary must respond within 10 business days. Once clearance is received from Primary and your assignment as Secondary is confirmed, add a Proposal Record in Advance. • If the situation is complex, OCFR consults with interested parties (if more than one school/department is involved) to arrive at consensus on “green, yellow, or red light.”

4. WHY? • To avoid stepping on toes and/or confusing the funder • Many of these organizations will only accept one proposal from an organization, and see “UMB and the schools” as a single entity • Many of these organizations are requesting a single point of contact to provide coordination of multiple requests (OCFR serving as a “traffic facilitator”)

5. Stage 2: Cleared for Solicitation • Proposal is developed by school team • Development Officer creates proposal record in Advance • OCFR can assist with: • Concept/Strategy • Drafting/Editing • Questions

6. Part 2 Strategy - WWWHHM

7. Which project/program best aligns with funding priorities? • Who do we need on the team? • Who leads the effort? (PI in collaboration with…) • Who needs to approve the idea at the summary outline stage (“we’re thinking of X”)? • When – make sure that proposal timeline is aligned with the grant program’s timeline (start date, end date, including evaluation and final report)

8. How will the project be done? • How much/Budget? – revenue and expenses, including funding request • Develop the budget early in the project discussion; it helps to define the project • The Finance and Development team can help clarify required budgets, formats, F&A/IDC rate allowed

9. Part 3 Process

10. Routing of proposal • ALL proposals must be routed through COEUS • If a funder does not require a 501(c)3, SPA manages the proposal • If a 501(c)3 is required or preferred (to ensure maximum competitiveness), SPA will release the proposal to UMBF • One exception: if submitting an “initial round” proposal (pre-proposal, LOI) where no itemized budget is required, the proposal does not need to route and should be directed to SPA or UMBF as appropriate; UMBF requires written internal approval of department or dean before submitting • Proposals ideally route 10 working days prior to submission deadline (allow 3 days for OCFR to process)

11. UMBF-managed proposal submissions • OCFR conducts final review • OCFR inserts UMBF language into narrative and on budget page (adapted for online submissions) • Cover letter signed by UMBF president (does not preclude cover letter from school dean) • OCFR will submit proposal on behalf of school (reinforcing timely routing) • OCFR updates Advance record to “ask made” and attaches documents as a Prospect Contact Report for the record: final copy goes to school/PI/SPA New New

12. Part 4 Proposal awarded

13. UMBF/OCFR is notified of award • OCFR sends copy of award letter and grant agreement to school/PI/Development Officer for review, approval and return to OCFR • UMBF President signs and returns the agreement to the funder, with a copy to the school

14. Grant management • When the grant check is received by UMBF, in consultation with school/SPA/PI, an account number is assigned and the account opened • The account agreement must be finalized and fully executed before disbursements can be made from the account • UMBF/OCFR/School/PI manage grant account in collaboration; disbursement requests are sent to UMBF • Expenses can be paid from university accounts (particularly salary/fringe) but the School financial administrator should reimburse the State account from the UMBF account at least quarterly/semi-annually) • When grant period ends, funds are expended, and final narrative and budget reports have been prepared, submitted to the funder and approved, the account is reconciled and closed New

15. Grant Reporting • OCFR enters interim and final report due dates in Advance • OCFR sends report due date reminders to schools as a support service, via a monthly-generated grants tracking report • When grant period ends and funds are expended, final narrative and budget reports must be prepared, submitted as required by the funder and approved; account is reconciled and closed

16. Part 5 stewardship

17. Collaboration between schools, SPA, and OCFR enhances stewardship • OCFR will submit interim and final reports • PI prepares narrative • School SPA offices prepare financial reports • All reports route to OCFR • OCFR reviews and submits narrative/budget report, sends copy to school, enters Prospect Contact Report, and updates the Proposal Record in Advance accordingly New

18. Repeat process – increase funding! Contact: Joyce R. Ritchie Director, Corporate & Foundation Relations (410) 706-0777 jritchie@umaryland.edu Prepared 2/5/2014 jrr