SPONSORED PROJECTS REDESIGN

Sponsored Projects Office (SPO)

& Contracts and Grants Accounting (CGA)

Award Lifecyle Overview (Pre and Post Award)

Award Lifecycle
Discover
Opportunity

Develop &
Close Award Submit
Proposal
Sponsored
Project
Lifecycle
Manage Accept
Award Award

Set Up
Award
 Award Life Cycle – Pre Award Process
Pre-Award Focus Areas Milestones
• DETERMINE SUBMISSION REQUIREMENTS
The PI finds funding opportunities through self-service or consultation and determines the
requirements for submission.
• REVIEW LETTER OF INTENT
When Letter of Intent is required, the RA, PI and stakeholders review the letter to prepare it for
submission
• SUBMIT LETTER OF INTENT
Submit authorized Letter of Intent to Sponsor

*The Principal Investigator (PI) initiates this stage of the award lifecycle

• DEVELOP PROPOSAL
Principal Investigator (PI) submits proposal request to Research Administrator (RA). RA verifies
eligibility, builds proposal budget and gathers required documents.
• REVIEW PROPOSAL
The completed proposal packet is submitted for certification and the (Contracts & Grants Officer (CGO)
will review the proposal against the institutional checklist and identify required/recommended
findings.
• SUBMIT PROPOSAL
Final proposal will be authorized and submitted to sponsor for review.
 Award Life Cycle – Pre Award Process
Pre-Award Focus Areas Milestones
• D E T E R M I N E S I G N O F F PAT H
Once the award notification is received, the Contract and Grant Officer (CGO) will identify if
Accept negotiations are needed.
Award • N E G O T I AT E A N D S I G N O F F
The CGO will negotiate award and prepare for award setup.

• C R E AT E / S E T U P AWA R D R E C O R D
The CGO or PI will receive the award confirmation/letter from sponsor and create the award record in
Cayuse. The Cayuse Award Summary (CAS) is created and distributed to the Principal Investigator (PI),
Department Research Administrator (DRA) and Project Portfolio Financial Management (PPFM).
 Award Life Cycle
Post-Award Focus Areas Milestones
– Post Award Process
• C R E AT E C H A R T S T R I N G
A new accounting chartstring is created for the award.
• SETUP BUDGET
The award project and budget records are setup in the financial system (Oracle)
• SETUP SUB-AWARDS
The RA sets up sub-awards and third party activities.
* The PPFM (Project Portfolio Financial Management) team initiates setup in financial system.

• P R E PA R E A G R E E M E N T S /A R R A N G E M E N T S
Prepare 3RD party contracts and agreements
• SETUP PROGRAM COMPONENTS
Setup research program tools, research team, records and security
• PROCURE INFRASTRUCTURE
Procure space, equipment, supplies and service contracts for infrastructure
• ADMINISTER SPENDING AND BUDGET
Perform monthly budget reports and reconciliation while reviewing costs and income
• ADMINISTER COMPLIANCE REQUIREMENTS
Comply with various requirements related to areas such as finance, research, health and inspection and security
• ADMINISTER PROGRAM CHANGES AND AWARDS
Administer changes to award, funding, program and/or personnel
• G E N E R AT E A N D M A N A G E R E P O R T S
Generate and manage research progress reports and publication submittals
• M E E T W I T H S TA K E H O L D E R S
Prepare and hold review sessions with stakeholders
• MANAGE ISSUES AND/OR REQUESTS
Manage and submit ad-hoc requests for information and take corrective action as needed
• A D M I N I S T E R D ATA C O L L E C T I O N & A N A LY S I S
Administer data collection and analysis during the research lifecycle
• P R E PA R E A U D I T R E P O R T S
Prepare audit reports during the research lifecycle
 Award Life Cycle – Post Award Process
Post-Award Focus Areas Milestones
• CLOS E OUT AWA R D FIN AN CIALS
Reconcile budget and review all award transactions and cash management activities
• CLOSE OUT CON TRACTS/SUBAWARDS
Review and perform final invoice, deliverables of subawards and sponsor requirements
• C L O S E O U T E Q U I P M E N T A N D M AT E R I A L S
Complete items on the material and equipment list and prepare closeout notifications
• P R E PA R E & S U B M I T F I N A L R E P O R T S
Prepare and submit final award related reports for internal and external recipients
• PRODUCE & PUBLISH FINAL STUDY
Prepare and present research report for journal submission, conferences and stakeholder review
• PERFORM RECORDS RETENTION
Establish records retention schedule and retain records and reports
• A D M I N I S T E R D ATA C O L L E C T I O N & A N A LY S I S
Administer data collection and analysis during close-out and post close-out
• P R E PA R E A U D I T R E P O R T S
Prepare audit reports during close-out and post close-out