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Pre-proposal/LOI tracking

  • 1.  Pre-proposal/LOI tracking

    SUPERSTAR CONTRIBUTOR
    Posted 03-21-2022 14:48
    Happy Monday, folks!

    I'm curious if your institution creates records for pre-proposals or Letters of Intent prior to full application submission? If so, do you track them in SP, or do they live outside of it?  Did/will your process change upon implementation of 4.0?

    We currently track pre-proposals (those that require a go-no-go decision from the sponsor prior to full application submission) outside of SP (in a very simple format) because most never result in a "real" application, and it's not-insignificant work to fill in the required fields to create an IPF in SP 3.9.

    Looking forward to your thoughts.

    Best,

    ------------------------------
    Lisa Churchill
    Director, Grants Administration
    The Salk Institute for Biological Studies
    ------------------------------


  • 2.  RE: Pre-proposal/LOI tracking

    RISING STAR CONTRIBUTOR
    Posted 03-22-2022 04:44
    Hi Lisa,

    As we build our 4.0 instance, I have created a form to capture this.  We traditionally only monitor those that require a detailed budget or institutional signature, so this will be an interesting new venture.

    Cheers,
    Charna

    Ms. Charna K. Howson, MA
    Director, Sponsored Programs
    Office of Research
    Appalachian State University
    POB 32174, 384 JET Bldg.
    287 Rivers Street
    Boone, NC 28608-2068
    828-262-7311 (Office)
    828-262-2641 (Fax)
    (She, Her, Hers, Charna)
    --------------------------
    Proposal routing in  AGrants should start 15 calendar days prior to your deadline to capture all campus approvals before submission.  Remember you can use  "good working drafts." Your departmental grants manager will assist you as needed. 
    To send me secure files, select the link below:
    howsonck@appstate.edu" target="_blank">https://fileshare.appstate.edu/filedrop/howsonck@appstate.edu




    Original Message


  • 3.  RE: Pre-proposal/LOI tracking

    STAR CONTRIBUTOR
    Posted 03-22-2022 05:54
    We don't do much to track LOIs; we do keep copies on file.  Pre-proposals vary.  Those that commit us to an budget or amount or anything along those lines we typically enter into Cayuse, but I am also looking for better ideas on how to handle them!

    ------------------------------
    Pamela Vargas
    Director, Research & Grant Development
    Southeast Missouri State University
    ------------------------------

    Original Message


  • 4.  RE: Pre-proposal/LOI tracking

    Posted 03-22-2022 06:43
    Lisa, great question! Here at K-State we designed our IPF to accomodate various types of routings such as PreProposals, Proposals, Internal Competitions and more!  We intend to do the same in 4.0.  Let me know if you have a specific question.

    ------------------------------
    Mollie Robbins-Wint
    Associate Director, PreAward Services
    Kansas State University
    ------------------------------

    Original Message


  • 5.  RE: Pre-proposal/LOI tracking

    Posted 03-22-2022 12:07
    Hi Lisa,
    Like several of the others, we track these in Cayuse SP when a detailed budget and/or cost share
    is required and if the submission of such would mean a commitment to submit a full proposal if invited.

    We have a proposal type of "Pre-proposal" and a status of "Invited for Full Proposal" that
    is the highest status this type of proposal can achieve. We did not want to use Funded (as the 
    highest status for other proposal types), because no money will result.  We'd use Invited for
    Full Proposal if the Pre-proposal idea is encouraged by the sponsor, or Not Funded if it is not. 

    We want to capture these proposals to accurately record the work put forth. We include
    the proposals in our proposal numbers, but we do not include any in our award count because we do not
    consider those with the Invited for Full Proposal status as awards.


    All the best,

    Terri

     

    The only way to make sense out of change

    is to plunge into it, move with it,

    and join the dance.  ~ Alan Watts

    Terri Hall

    Director, Research Business Intelligence

    Notre Dame Research Administration

    University of Notre Dame

    thall2@nd.edu

    574.631.7378




    Original Message


  • 6.  RE: Pre-proposal/LOI tracking

    STAR CONTRIBUTOR
    Posted 03-22-2022 12:17

    Thanks, Terri!  This makes good sense!

     

    Pam

     

    / Pamela A. (Krauser) Vargas
    Director
    Office of Research and Sponsored Programs

    Southeast Missouri State University

    One University Plaza, MS0125

    Cape Girardeau, MO 63701

    T 573.651.2196
    pvargas@semo.edu

     




    Original Message


  • 7.  RE: Pre-proposal/LOI tracking

    RISING STAR CONTRIBUTOR
    Posted 03-23-2022 09:46
    Hi Lisa,

    We do track these, primarily to account for the workload of our analysts. We have proposal types for both "preliminary proposal" and "letter of intent", and we enter these with $0 and remove them from reports. That way, if they are invited to submit a full proposal, we are not double-counting those dollars. I really like Terri's idea of the award type "invited for full proposal" and may need to borrow that one :)

    ------------------------------
    Sherrie Hixon
    Director, Strategic Research Initiatives & Innovation
    California State University, Northridge (CSUN)
    ------------------------------

    Original Message


  • 8.  RE: Pre-proposal/LOI tracking

    SUPERSTAR CONTRIBUTOR
    Posted 03-24-2022 05:08
    We do "invited for full proposal" as an LOI status as well.  I wish I knew a better way of linking the LOI and the full proposal in Cayuse SP, though.  Has anyone figured that out?

    A

    ------------------------------
    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
    ------------------------------

    Original Message


  • 9.  RE: Pre-proposal/LOI tracking

    STAR CONTRIBUTOR
    Posted 03-24-2022 06:34

     

    That would be a great enhancement to add, Andrea... prior proposal number or something along those lines for a pre-proposal submission.

     

     

    Pam

     

    / Pamela A. (Krauser) Vargas
    Director
    Office of Research and Sponsored Programs

    Southeast Missouri State University

    One University Plaza, MS0125

    Cape Girardeau, MO 63701

    T 573.651.2196
    pvargas@semo.edu

     




    Original Message


  • 10.  RE: Pre-proposal/LOI tracking

    Posted 03-24-2022 06:55
    One way I've heard of doing this is to use
    the Previous Reference Number field toward the 
    bottom of the General Information screen of the SP Proposal.
    Enter the LOI/PreProposal number there.

    image.png


    All the best,

    Terri

     

    The only way to make sense out of change

    is to plunge into it, move with it,

    and join the dance.  ~ Alan Watts

    Terri Hall

    Director, Research Business Intelligence

    Notre Dame Research Administration

    University of Notre Dame

    thall2@nd.edu

    574.631.7378




    Original Message


  • 11.  RE: Pre-proposal/LOI tracking

    Posted 03-24-2022 07:00
    At K-State, we create a stand alone Project and link both the PreProposal and Proposal IPF together 'under' it.

    ------------------------------
    Mollie Robbins-Wint
    Associate Director, PreAward Services
    Kansas State University
    ------------------------------

    Original Message


  • 12.  RE: Pre-proposal/LOI tracking

    SUPERSTAR CONTRIBUTOR
    Posted 03-24-2022 07:06
    Hmmm..... I don't have that option.  That would do the thing I want, especially if it's a searchabe/reportable field.  Have you already moved to the Platform?

    A

    ------------------------------
    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
    ------------------------------

    Original Message


  • 13.  RE: Pre-proposal/LOI tracking

    Posted 03-24-2022 07:13
    No...we're on SP 3.9.1





    Original Message


  • 14.  RE: Pre-proposal/LOI tracking

    SUPERSTAR CONTRIBUTOR
    Posted 03-24-2022 07:20
    Well, weird.  So are we.  I wonder if we chose to hide that field somehow, way back at setup....

    A

    ------------------------------
    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
    ------------------------------

    Original Message


  • 15.  RE: Pre-proposal/LOI tracking

    SUPERSTAR CONTRIBUTOR
    Posted 03-24-2022 07:49
    Ours is called Legacy Proposal ID.

    -Lisa


    Original Message


  • 16.  RE: Pre-proposal/LOI tracking

    RISING STAR CONTRIBUTOR
    Posted 03-24-2022 10:27
    We are also on 3.9.1, but do not have that reference box visible...

    ------------------------------
    Sherrie Hixon
    Director, Strategic Research Initiatives & Innovation
    California State University, Northridge (CSUN)
    ------------------------------

    Original Message


  • 17.  RE: Pre-proposal/LOI tracking

    Posted 03-24-2022 11:33
    It's a mystery... LOL


    I checked our support tickets and we did not request that this field be added. So it had to be in some previous version of Cayuse.

    There's no reference to it, however, in the Knowledge Base.


    In reviewing my historical info re: Cayuse, I noted that "ND changed the purpose for this in that we enter a Pre-proposal or LOI number here. 

    Purpose is that if this proposal amends, supplements, renews or continues an existing project, user provides the most recent institutional fund number."


    Oh well, perhaps we should all make a mental note to ensure a field like this such as "LOI/Pre-proposal number" is in SP4. 


    All the best,

    Terri

     





    Original Message


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