Grant Management Miller School of Medicine

Pre-Award

Pre-Award is the start of the proposal submission process. In the Department of Medicine, Pre-Award serves as the liaison between the research faculty and ORA. With most of their tasks managed through IBIS, the Pre-Award team is responsible for the creation, review, and submission of proposals, contracts, and forms for approval to ORA.

Pre-Award Grant Management Process Map

Funding Opportunity Identification:The University provides access to global databases for research administration and funding opportunities. Contact Pre-Award at dom_pre-award@med.miami.edu for assistance with searching for funding opportunities that align with your research interests.
Proposal Preparation: After identifying a suitable funding opportunity, the proposal development process begins. The intake form, currently in an Excel format, gathers key details about your project for the pre-award team. This includes information such as the funding opportunity or announcement, collaborator names, and compliance requirements. The form contains essential data used to generate proposal documents and maintain internal records in IBIS.
- PI/Researcher completes Intake Form (submitted at least 1 month in advance)
- Pre-Award assigns a staff member within 24-48 hours
- Pre-Award assists with budget development and compliance requirements
- PI prepares proposal documents
Internal Review & Submission: The Research Administration team, in the Department of Medicine, is composed of experienced professionals with extensive expertise in securing successful grant awards.
- Pre-Award reviews proposal for completeness
- PI certifies final proposal in IBISResearch
- Departmental review of proposal
- Pre-Award submits proposal to ORA at least 3-5 business days before the deadline
ORA Review & External Submission
- ORA reviews and approves proposal
- Any required changes must be made before noon on the deadline date
- ORA submits final proposal to external sponsor
Contract & Agreement Submission
- Pre-Award assists with submission of MTAs, CDAs, DUAs, and other research-related agreements
- ORA provides final approval/signature

Post-Award

The Post Award Team in the Department of Medicine oversees the post award administration of all sponsored projects. Our duties include financial management, audit and compliance assistance, agreement modification and close-out activities. Additionally, we offer guidance on topics such as allowable costs on sponsored projects, effort certification, cost sharing, program income, and other compliance-related matters. Our goal is to support and supervise sponsored projects, ensuring financial compliance with sponsors' requirements. The team can be contacted at dom_postaward@med.miami.edu.

Post-Award Grant Management Process Map

Award Acceptance
- Receive and review award notification/agreement.
- Submit any necessary documents required by the funding agency.
Project Set-Up
- ORA sets up the award and provides an account number.
- IRB/IACUC approval must be provided (if applicable).
- Conflict of Interest (COI) must be cleared.
Award Management
- Monitor effort allocation & certification.
- Track finances and budget compliance.
- Ensure overall award compliance.
- Conduct meetings with the PI to review progress.
Modifications & Compliance
- Submit necessary award modifications (budget adjustments, extensions, personnel changes, etc.).
- Ensure compliance with institutional and sponsor regulations.
Reporting & Deliverables
- Submit progress reports, including Research Performance Progress Reports (RPPR) for NIH.
- Ensure deliverables are submitted on time through sponsor portals or via email.
- Manage effort reporting (semi-annual certification).
Award Closeout
- Close all encumbrances and remove personnel effort.
- Settle remaining financial obligations.
- Submit final reports to the sponsor.
- Return any unspent funds if required.

Team