Research and Innovation

Research and Innovation

Key Steps of the Proposal Cycle

Home / Research Administration / Key Steps of the Proposal Cycle
From identifying funding opportunities to preparing, reviewing and submitting proposals, we guide faculty through every step of the proposal cycle.

1. Find Funding Opportunities

There are multiple locations online to search for the availability of external research and other sponsored activity funding. Naturally, most agencies and organizations host information about available funding opportunities on their respective websites; however, there are also other websites and subscriptions that provide an array of funding announcements. 

For assistance in searching for potential funding sponsors, please reach out to Chi Johnson.

Common funding resources

  • Featured Funding Opportunities - Sponsored Projects provides a listing of featured research funding opportunities which is updated regularly and posted on the ORI website monthly. 
  • Grants.Gov - This is an e-Government initiative that provides a centralized location for grant seekers to find and apply for research funding offered by a variety of government agencies. 
  • FedConnect - This is a web portal that provides information of grant opportunities from government agencies. It provides greater detail on funding opportunities to assist the investigator in doing business with the government.
  • SPIN - This system is available directly to all UMKC faculty and staff and is the world's largest database of funding opportunities that delivers specific information based on criteria and research focus areas. Visit their website to create a profile and sign in with your SSO credentials.

2. Understanding the Funding Announcement

As you review a Requst for Proposal (RFP) or Funding Opportunity Announcment (FOA), pay close attention to the following sections to determine the suitability of submitting a grant application:

Eligibility

This section will explain the type of entities eligible to submit a proposal, any limitations on the number of submissions, and the eligibility requirements of the Principal Investigator and any co-Investigators. Carefully review the eligibility requirements for the institution, as well as the Principal Investigator. In some cases, the solicitation may limit the number of proposals that can be submitted on behalf of the institution. In this case, special consideration is required by the deans to determine which project will be approved for development and submittion to the sponsor. Otherwise, it is "first come, first served."

Funding availability

This section will indicate the amount of funding available for the project. In many cases, there may be a minimal limit, as well as a maximum limit. Reveiw carefully for any specific budget limitations too (i.e., maximum per year is $150k, etc.).

Cost share or matching requirements

In some cases, a sponsor may require cost share to be included within the project. Be certain to review and verify any specific cost share requirements because cost share calculations are very diverse among federal agencies and may be based on a percentage of total project value, total funding awarded, or some other pre-determined method. Cost share included with any project proposal will require a Cost Share Form to be approved by the respective department chairs, deans and/or directors during the UMKC approval routing process. 

Indirect cost limitations

Also called FandA or Overhead

In some instances, a sponsor may prohibit or limit indirect charges allowed within a proposals budget. If the prohibition or limitation is stated within the soliciation document, then UNKC will honor that request and there is no need for the PI to seek an exception to the IDC rate utilized on the proposal. In cases where there is a limited F&A rate required that is lower than the published UMKC rate, then the allowed rate is to be applied to Total Direct Costs (TDC). When utilizing the official approved negotiated F&A rate of UMKC, then that rate is to be applied to Modified Total Direct Costs (MTDC).

Letter of Intent

Some sponsors may require a Letter of Intent (LOI) as part of the submission process. A Letter of Intent is usually due to the sponsor 30 or more days prior to the submission deadline for full proposals. In some instances, an LOI may be submitted directly to the sponsor by the PI. Pay close attention to any solicitations requesting a LOI so the proper submission procedures are followed. Failure to do so may jeopradize the submission of a full proposal. 

Pre-proposal requirements

This section will provide instructions related to any pre-proposal documents required to be submitted. In many cases, a sponsor may require a pre-proposal submission prior to determining if a full proposal is warranted. The individual requirements of a pre-proposal vary from agency to agency. So, it is vital the PI review any pre-proposal requirements and submit the requested documents as instructed. (NOTE: Sometimes a pre-proposal submission may not require the creations of an internal proposals routing form. If you are uncertain, please contact a Grants and Contracts Administrator.

Proposal requirements

This section will stipulate the specific elements required of the proposal document. Pay careful attention to the requested format and outline structure of the proposal. Some agencies require pre-set naming conventions for file names, project titles and signature requirements. Any required authorized signatures will be provided by ORI.

Note: Principal Investigators do not have the authority to enter into any grants or contracts on behalf of the University.

Special conditions

Any special conditions or requirements will be stipulated within the solicitation document. Please note that an agency's solicitation document for a specific funding opportunity takes precedent over the agency's general guidelines. Therefore, it is important to identify any special conditions. The PI, if uncertain, should contact the Grants & Contracts Administrator for interpretation of any of these special requirements during development of the proposal. 

3. Developing the Proposal 

Intent to Submit

Every request for external funding must be entered into the designated UMKC grants record system, which is currently powered by PeopleSoft. In most cases, the level of detail needed for the Intent notification is very minimal and will complement a subsequent request for additional information and proposal documents.

Proposal Record Authorization (PAR)

This step will collect additional information about your planned proposal, including budget, justification, narrative, and supporting documents for submission to the Sponsor. Either your grant support staff or your assigned Grants and Contracts Administrator can initiate the PAR on your behalf. Get additional information at this step. 

Create the submission file

If applicable, it may also be required to create a funding agency submission file as stipulated by the Sponsor within the solicitation document (i.e., Grants.gov, ASSIST, Research.gov, etc.); however, in most cases your departmental grant support team or Grants and Contracts Administrator will assist in creating this submission file on your behalf. This is the location that all required final proposal documents will be uploaded for "official" submission to the Sponsor. 

Proposal compliancy tips

Follow the Sponsor's rules and requirements, and follow the Institutional process in a timely manner for a successful submission experience.

  • Be responsive - Understand the concerns and objectives that the Sponsor is looking to accomplish.
  • Be clear - Make your benefits to the Sponsor, to society, to humanity, to the United States, and to the American taxpayer crystal clear.
  • Be aware - Consider your audience. Not every proposal is reviewed by an academic panel. Take time to craft a proposal targeted at those who will score it and those making the funding decision.
  • Be brief - Clear writing indicates clear thinking. Aim to be understood. Choose simple words familiar to the reader.
  • Be simple - Read and edit your proposal to remove execessive abbreviations, poorly defined abstractions, and any unfamiliar jargon.
  • Be reviewed -Let a trusted colleague or friend review and provide comments and heed their input. For more complex, multi-investigator proposals...consider utilizing the External Peer Reviewer Program offered through the Office of the Vice Chancellor of Research and Innovation. 

4. Locating Institutional Information

Find needed institutional data for your application and proposal documents on the ORI Institutional Information page for UMKC's Unique Entity Idenitifier (UEI) number, Employment Identification Number (EIN), authorized signatory, F&A rates, and much more. 

5. Processing for UMKC Internal Review and Approvals

Once required draft documents are uploaded to the PAR, the proposal file will be circulated for internal approvals by the PI, key personnel, and related department, chairs and Sponsored Projects staff prior to the submission of the proposal to the Sponsor. Please be mindful of the timeline for review and submission of proposals and ensure that you plan the development of your proposal accordingly.