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Grant Management 101:

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What are you trying to achieve? How practical is it for your situation? ... May seem childish (i.e., specific colors) May seem unreasonable (i.e., special fonts) ... – PowerPoint PPT presentation

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Title: Grant Management 101:


1
Grant Management 101
Processing Mngt. of Grants
2
What You Need to Know
  • Preparation
  • Investigation
  • Request for Proposal (RFP)
  • Writing the Grant
  • Submitting the Grant
  • Notification of Award (NOA)
  • Project Implementation
  • Project Completion

3
Words to Live By(Grant Buzzwords)
  • RFP
  • PI (co-PI)
  • Proposal (grant proposal)
  • Accounts
  • Sub-account
  • CAS (Cost Accounting Standards) Third Party Match

4
Words to Live By(Grant Buzzwords)
  • DSR
  • Sponsored Programs
  • NOA
  • Sub-awards
  • Indirect Costs
  • Unrecovered Indirect
  • Match
  • In-Kind

5
Project Preparation
  • Questions to ask yourself
  • What are you trying to achieve?
  • How practical is it for your situation?
  • Is there a need for the project?
  • Are adequate resources available?
  • Is there support for the project?
  • Stakeholder County
  • UF-IFAS Colleagues
  • Granting Agency You

6
When Life is Not Perfect
  • Make sure that everyone knows why this is not a
    good idea.
  • Try to garner support by showing the pros and
    cons of the project and/or grant.
  • Illustrate specific examples of where a similar
    project was not successful.
  • Just say No.

7
But You Have to Do It Anyway.
  • Set clear and concise goals.
  • Communicate at every level.
  • Delegate the responsibility.
  • Generate buy-in from the group.
  • Include the decision-makers.
  • Have distinct and reasonable goals.

8
Investigating for the Best Fit
  • Where are those pesky grants?
  • Do your research
  • Investigate RFPs that look too good too be
    true. Usually they are.
  • Make sure you understand the requirements of the
    grant proposal.
  • Make sure you have the tools you need to
    successfully implement the proposal.

9
Understanding the RFP
  • Read it all the way through.
  • Read it again and highlight key points.
  • Color code different parts of the RFP.
  • Pre-preparation
  • Grant writing
  • Post-preparation
  • Submission
  • Delegate RFP activities.

10
Read the RFP Thoroughly!
  • Dont skim through the RFP. Read it carefully,
    as if it were a contract.
  • Highlight important information and specific
    requirements.
  • May seem redundant (i.e., of originals)
  • May seem childish (i.e., specific colors)
  • May seem unreasonable (i.e., special fonts)
  • May seem impractical (i.e., no e-mail submissions)

11
Weeders!!!
  • It is their money. Do what they ask.
  • Each agency has their own reasons for their
    guidelines.
  • Some agencies can be persnickety.
  • They DO want to give their money away.
  • They want to look good.
  • Usually, not concerned with other agencies rules.

12
Grant Writing 101
  • Give the agency exactly what they are asking for,
    nothing more, nothing less.
  • Dont add superfluous information. It will not
    help and it might hurt.
  • Ask for advise at all levels.
  • Notify IFAS Sponsored Programs that you are
    applying for this grant.
  • They will be prepared to make sure that all
    guidelines are followed.
  • Pay strict attention to deadlines
  • Preproposals
  • Proposals

13
Grant Submission
  • Make a specific list of requirements.
  • Give this responsibility to someone who is not a
    part of the writing team.
  • Have them prepare the packets.
  • Give the proposal to them with ample time to meet
    the deadline.
  • Make sure that you can FedEx if you have to.
  • Check it again, again and again.

14
Its not over yet.
  • Stay in contact with SP.
  • Know when the granting agency was going to
    announce the award winners.
  • Check-in periodically with SP to make sure that
    the NOA has arrived.
  • Ask to have a copy of EVERYTHING!!

15
and still not over!
  • Ask for account numbers once they have been set
    up.
  • Dont rely on IFAS extension to remember every
    component of your grant.
  • Familiarize yourself with UF process for grant
    expenditure.
  • Ask for a P-card.

16
Mo Money (NOA)
  • Yahoo!
  • You won the grant award.
  • Now what?

17
Project Implementation
  • Make sure that your budget is in the right
    account categories.
  • Find out how to expend your funding.
  • Go through the proper process for county
    operations office.
  • Each category may have a different person to
    submit paperwork to.

18
For Example
  • OCO
  • OE
  • Travel
  • local
  • In-state
  • Out-of-state
  • Staff
  • OPS
  • Agent
  • Program Assistant
  • Consultant

19
Dont Forget Reporting
  • Specific to the granting agency.
  • Specific to UF/IFAS.
  • Copy in everyone.
  • Specific to the county.
  • Less is safer.

20
Middle-of-the-grant Advice
  • Keep up with the required reporting.
  • Include section on Problems Solutions.
  • Have scheduled meetings.
  • Look at the scope of services periodically.
  • Try to keep on track.
  • Ask for a no-cost extension

21
Completion of Project
  • Final Report usually just an overview.
  • Final statistics.
  • Successes.
  • How it solved the original problem.
  • Focus on the future.
  • Add pictures and graphs. Not just verbiage.

22
Completion of Project
  • Final accounting.
  • Spend all monies within 6 months of end of
    project date.
  • Make sure that UF is keeping up with FA.
  • Keep track of your own budget expenses throughout
    the life of the grant award.

23
Done Yet?
  • Evaluate the grant, the agency and your role in
    the process.
  • Learn from your mistakes.
  • Try it again.

24
Questionsand
  • And maybe some answers.
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