Proposal Development

1. Proposal Writer ~ typically also Principal Investigator or Project Director (PI/PD)
• develops project idea consistent with mission of department or unit
• locates potential sponsor or responds to request for proposals or program announcement
• obtains required proposal materials (guidelines/forms) and UM Transmittal Sheet
• consults with ORSP on proposal and budget development, proposal forms, and other materials and requirements
• drafts proposal narrative and budget, and sends drafts to ORSP for review
2. Office of Research and Sponsored Programs (ORSP)
• if requested, comments on draft narrative
• reviews draft budget for compliance with federal, state, sponsor, and university policies, identifies any changes needed
3. PI/PD
• prepares final proposal narrative and budget, as well as forms and other materials
• prepares UM Transmittal Sheet for proposal, and routes it with proposal and budget for all required signatures
• delivers proposal package to ORSP with signed transmittal sheet at least five working days before mailing deadline or electronic submission deadline
4. ORSP
• notes deadline date and confirms required signatures and approvals are in place on transmittal sheet
• reviews transmittal sheet for complete and correct information
• notes any applicable compliance areas and confirms information with Research Integrity and Compliance office
• reviews project budget and cost-sharing commitments for accuracy and compliance with federal, state, sponsor, and university policies; when all is correct, ORSP Accountant signs transmittal sheet
• reviews proposal narrative for compliance with federal, state, sponsor, and university policies, as well as university mission and priorities
• resolves any questions or issues arising during review process
• when all is correct, obtains Vice Chancellor/ORSP approval signature on transmittal sheet and on all proposal forms and assurances
• returns signed proposal to PI/PD (or, if requested, sends proposal to sponsor)
• enters proposal data into ORSP database and files proposal copy
5. PI/PD
• submits proposal to sponsor
• sends copy of final proposal (as transmitted to sponsor) to ORSP for official file

When Funding is Awarded

6. ORSP
• sends copies of award letter and any other documents to PI/PD with instructions
7. PI/PD
• reviews award documents and confirms budget, as well as any terms and conditions
• if acceptable, signs and returns award acceptance memo to ORSP
8. ORSP
• reviews any contract language and negotiates any necessary changes with sponsor
• obtains Vice Chancellor/ORSP approval signature on all award documents and assurances
• when fully-executed award document is received, transmits all award information to UM Accounting Office for grant/contract account setup
• enters award data into ORSP database and files award documents
• assists investigators with post-award administration
9. UM Accounting Office
• assigns university grant/contract account number and notifies PI/PD and ORSP
• receives grant/contract funds and processes expenditures
• assists investigators with fiscal post-award administration
• prepares and submits fiscal reports and closes out accounts when project ends

Please note this is a simplified and abbreviated version of the proposal/award process. PI/PD is responsible for knowing and adhering to applicable federal, state, sponsor, and university policies and regulations. ORSP staff are available to assist PIs/PDs at any stage of project development or administration.