Proposal Development 4

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Kath Laing's updated Proposal Development Process presentation, complete with additional comment from the MT meeting.

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  • The MT has wants a more coordinated and synchronized proposal development process. Process controls and access to pipeline information are needed. This presentation looks at options to meet these needs.
  • Proposal development processStages of development
  • Proposal development processStages of development
  • Different types of opportunities progress differently through the pipeline
  • Proposal development processStages of development
  • Proposal development processStages of development
  • Proposal development processStages of development
  • Proposal development processStages of development
  • Proposal development processStages of development
  • Interdependent functions – under one coordinationFA of grants – not accounting, not entries in financial information system, different perspective on accounts – that of the grant – each grant
  • Process currently used to coordinate grant development and management at CIAT. This presentation looks at the first two subprocesses.
  • Proposal Development 4

    1. 1. Proposal development process Pipeline facilitation and information
    2. 2. Guiding principles Pragmatic and flexible process No process bottlenecks Adds value to resource mobilization efforts Clear rules of the game Adequate resources allocated
    3. 3. Research Concept (Pre) Submission ideas notes Proposals Proposal development process
    4. 4. Pre-proposals (4-6 pager): Concept notes (1-3 pager): Concept note plus: • challenge / problem, • research activities • research question, • project team and partners • objectives, outputs & • beneficiaries potential impacts, • responsibilities and timeline • project team, • budget x activity and year • global budget (Pre) Research ideas Concept notes Submission Proposals Proposal (10-15 pager): Pre-proposal plus: • logical framework, gantt chart • responsibilities • budget by activity, year, executor & line item • annexes with additional information Stages of development
    5. 5. Call for proposals a) institutional limit on # of proposals Research idea b) no institutional limit on submissions Timeframe: longer term Timeframe: 1 - 3 months (Pre) Research ideas Concept notes Submission Proposals Subgrant Donor request Timeframe: variable a) Shorter term, consultancies b) Mid-longer term research grants Timeframe: variable, usually short-term 4 funding opportunities
    6. 6. 5. Peer review (RM coord.) 6. Technical editing (RM coord.) 7. MT for review • Content & submission process review • IP, human 1. Internal review led by subject, gender, REU, environmental Program Area Directors considerations 8. Budget development & compliance (GM) (Pre) Research ideas Concept notes Submission Proposals 2. Pipeline coordination (RM) 3. MT for info: strategic fit; pipeline & marketing process & selection (limited calls) 4. General budget review (GM) Pipeline facilitation
    7. 7. Program coherence 1. Internal review led by For all funding opportunities Program Area Directors (Pre) Research ideas Concept notes Submission Proposals Pipeline facilitation : value added & criteria
    8. 8. RM Coordination: all opportunities (ongoing 2. Pipeline coordination (RM) monitoring thru out pipeline); 3. MT for info: strategic fit; synchronized process pipeline & marketing process MT for info: & selection (limited calls) grants > $250k; 4. General budget review (GM) thematic / strategic fit & pipeline planning (Pre) Research ideas Concept notes Submission Proposals Budget review: all notes (2 – 3 workdays); Pipeline facilitation : ensure full cost budgeting value added & criteria
    9. 9. Peer review: grants > $250k; 5. Peer review (RM coord. and doc w/ PI, PAD) tight argument & clear concepts 6. Technical editing (RM coord.) 7. MT review • Fit within CIAT strategy Technical editing: grants > $250k • IP, human as needed; sharpen wording and subject, gender, REU, environmental message considerations 8. Budget development & compliance (GM) (Pre) Research ideas Concept notes Submission Proposals MT for review: grants > $250k or special-case grants (4-5 days, via email or in mtg.) Budget compliance: all pre-proposals and proposals (2 Pipeline facilitation : – 3 working days); ensure full cost value added & criteria budgeting
    10. 10. Pipeline facilitation & information (Pre) Research ideas Concept notes Submission Proposals Internal program RM coord. (all notes) Peer review (>$250k) Submissions: review (PAD-led) • DG MT for info, strategic Technical editing (as • Online General resource fit & selection for needed >$250k) • Regional inventory limited calls Budget development donor office (>$250k) Incentives for idea tool & compliance (all Project needs proposals, GM & PIs) sharing analysis: (institutional & MT review (>$250k): IP, partners, environ, program) • content review human subject, gender & • IP, human REU (PAD-led) subject, environ, gen der, REU General budget considerations review (all • donor & marketing notes, GM)
    11. 11. Peer review guidelines Internal review for grants >250k with CIAT colleagues via email or mtg. External review for grants > $2.5m, esp. competitive grant processes Flexible process coordinated and documented by RM officer
    12. 12. Technical editing guidelines RM officer manages smaller jobs Larger edits outsourced; RM officer manages a roster of consultants for editing and writing services Proposal development fund managed by DDG-R can be used for editing and writing Decisions for technical edition during thru out the pipeline – RM officer coordinates
    13. 13. MT for info & review guidelines MT includes DDGs, PADs & RCs CNs for info: strategic fit / selection if limited call • MT mtg or via email: 2 – 3 days • RM officer coordination & documentation Proposals for review: content, issues & process • MT mtg or via email: 4 – 5 days • RM officer coordination & documentation
    14. 14. opportunity • donor intelligence identification • promote idea sharing & & collaborative fundraising development • coordinate pipeline • coordinate development & implementation of RM strategy • contribute to development donor & &implementation of a donor RM partner stewardship communication strategy • negotiate & foster relations with function donors / partners • ensure donor & CIAT policies reflected in proposals • represent CIAT at donor fora • organize fundraising meetings fundraising • ensure smooth start up & support execution • coordinate institutional donor reports
    15. 15. DG’s office resource financial mobilization administration contracts Finance management
    16. 16. contracts management financial administration • ensure accountability to • not accounting, no data entry donors • view accounts thru grant lens • no 2 grants the same • budgetary control & reporting • central coord of scientists, partners & donors
    17. 17. Idea sharing & develop. Project development Proposal develop. & marketing Approval & Partner start-up agreements Project Grant management execution Financial Technical reporting reporting Close-out & evaluation

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