Avoiding Pitfalls in Proposal Development

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Avoiding Pitfalls in Proposal Development

• Ted Russo, M.P.A.,C.R.A.
• Worcester Polytechnic Institute
• NCURA Region I Spring Meeting Session C6
• Ocean Edge Resort, Brewster, MA.
• Monday, May 5, 2008-145-300PM

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The Funding Environment
In an increasingly competitive funding
environment, what can we do (or not do!), to help
our customers to be successful?
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The Role of the Research Administrator in
Proposal Development

• Facilitator
• Negotiator
• Hand-Holder
• Problem-Solver
• Intermediary
• And many, many, others

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Returned without Review Three words a Research
Administrator never wants to see!

• Compliance isnt just for post-award!
• Some examples of returned proposals
• PI didnt address management plan.
• Collaborating institution uploaded abstract
  twice.
• PI missed deadline. Was verbally told by PO he
  was OK to submit on the following Monday. Not so
  much.
• PI/ORA didnt follow instructions on MOU.

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The Role of the Research Administrator in
Proposal Development

• But..its not just about getting the proposal
  past a compliance screener!
• We are, and should be so much more than budget
  builders, if were going to add real value to
  the proposal.

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The Role of the Research Administrator in
Proposal Development

• The main contributing factors to a poorly
  written, disorganized, non-compliant proposal
• Lack of TIME
• Lack of ORGANIZATION
• Lack of COMMUNICATION

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Its about the Science! Adding Value, Managing
TIME

• Clear statement of Institutional Policies on
  timeline for Proposal Development and Submission.
• Convince PI that you can add value to the process
  if given sufficient time.

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Its about the Science! Adding Value, Managing
TIME

• Adding Value - Some examples
• Title, Abstract and Narrative Review
• Is the title too long? Awkward? Wordy?
• Typos/Spelling/Grammatical errors can be
  proposal killers.
• Address relevant review criteria?
• Are abstract, narrative well written,
  organized/structured? Not one long run-on!
• NSFs suggested use of Third Person.

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Its about the Science!Adding Value, Managing
TIME

• Adding Value A few more examples
• Budget as a Fiscal Expression of project.
• Is there a disconnect?
• Is the budget narrative adding value? Use the
  extra page length to bolster credibility as a PI,
  team!
• The suggested reviewers conundrum.

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The Speedster in all of us.

• Some Time Savers
• Multiple submissions? Writing to the group.
• Technology is your friend! (No, really..stop
  laughing.)
• Solutions for Grants.Gov implementation.
• WPI shared network drive.
• Adobe, Adobe, Adobe!
• Helpful third party software. Eg Back-converters
  like ABBY PDF, free tools such as Slick Run,
  and PS Hot Launch.

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What do you do when there IS no TIME?

• What can you realistically do, given the time?
• Look for the Quick Fix.
• Making the Call Will the proposal harm the PI
  and/or institutions reputation?

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The Importance of being ORGANIZED

• Kickoff meeting with pre-award staff? What can
  you do to help?
• Encourage PI to contact sponsor.
• 80 of successful proposals are initiated with
  some degree of sponsor contact.
• Where there is vagueness, do NOT hesitate to
  contact sponsor!

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The Importance of being ORGANIZED

• Getting your Ducks in a Row
• Institutional and Federal Forms PRIOR to
  submission.
• Who, What, When and Where?
• WPI NOI Electronic Web-Form.
• Careful Review of Program Solicitation
• Eligibility
• Deal-Breakers?

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The Importance of Being ORGANIZED

• Getting your Ducks in a Row (continued)
• Collaborative Proposals Make contact ASAP!
• Traditional or Linked?
• LOI, SOW, Budget, Budget Narrative, IDC Rate
  Agreement.
• Provide synopsis of requirements for more
  complicated/complex submissions?

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The Art of Effective COMMUNICATION

• Brevity
• Clarity
• Organization
• Tone
• Above all, listen.

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The Art of Effective COMMUNICATION

• One size does not fit all Know your audience
• Be positive.
• Coaching towards a successful submission.
• Direct without micromanaging. Pick and choose
  your battles carefully.
• Suggest Use words, like might and should,
  rather than have.
• Remind, but dont nag.
• Reinforce-if something looks great, let them
  know! A little encouragement goes a long way!

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The Art of Effective COMMUNICATION

• One size does not fit all Know your audience
• New vs. Old School.
• Encourage less experienced PIs to approach
  colleagues for feedback. Formal/informal
  mentorship program?
• Old Schoolers tend to be more impatient with
  Fastlane, Grants.Gov.

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CONCLUSION

• Think like a compliance screener and reviewer.
• Be Proactive in your approach. (Rather than
  Reactive.)
• Never lose sight that its about the science!
• Protect interests of PI and institution.
• These goals CAN and DO mutually exist!