The life cycle of a sponsored program generally follows a sequence from idea to proposal, award, modifications to the award, periodic reporting on the progress under the award, possible renewal of the award and finally close out. Each stage of the life cycle has its own unique needs and regulations. The Grants Management Office provides assistance at all levels of the life cycle of a project.
Once an investigator has an idea, a hypothesis to test, a program to build or a service to offer, it becomes important to find funds to pay for the resources needed to test the idea or hypothesis. Finding funding is the art of matching up the idea or hypothesis with the mission or goals of an organization with funds to give away. This process is usually supported through funding opportunity databases such as Grants.gov for federal grant opportunities, or COS Pivot or InfoEd SPIN for all types of opportunities. If you are particularly interested in finding funding from a foundation, please be sure to contact the Northwell Health Foundation office for their assistance and expertise.
Proposal development encompasses all of the administrative and scientific work needed in order to write a convincing argument for a sponsor to fund your study in the form of an application. Small study or idea proposal development can be as simple as putting together a brief budget and a short description of your scope of work. Large scale proposal development can include months of work across many different people and roles in order to tell a consistent and persuasive story in your application. Northwell Health has several varying pockets of assistance ranging from PREP courses on grant writing for single investigators to support for large institutionally-focused strategic program applications through the Planning office at Corporate Headquarters.
All applications for external funding, regardless of the purpose, must be submitted through the Grants Management Office in order to protect investigators and project directors from personal responsibility for the project. The Grants Management Office is tasked with assisting investigators through submitting complete applications that are compliant with all applicable health system, city, state, and federal policies and regulations on behalf the health system.
Just as the Grants Management Office submits applications for the health system, the GMO is also responsible for negotiating and executing all incoming awards. While most awards are simple and easy to execute, there are often complications and conflicts between the health system’s policies and the terms that the sponsor would like us to accept. When this happens, the Grants Management Office is responsible for collaborating with the necessary health system offices to come to a mutual understanding about what terms and conditions may be accepted by the Health System. If you, as a program director or investigator are sent an agreement, please remember to forward it to the Grants Management Office for review and execution.
Finance & Reporting
Most awards carry within them requirements for fiscal and programmatic reporting on a periodic basis. The Grants Management Office is responsible for preparing fiscal reports on external awards and submitting these reports to the sponsor on behalf of the health system. Reports on the programmatic or scientific progress of the project are the responsibility of the investigator or project director, but may require submission through the Grants Management Office. Reports on inventions or patents, when required, should be submitted through the Office of Tech Transfer.
Close out is the process through which the health system submits final reports on fiscal, programmatic, and inventions to the sponsor and terminates the spending account related to the project. Proper close out is important for investigators and project directors to help streamline and project their ongoing fiscal resources and needs. It is important for the institution to have proper close out in order to accurately terminate any obligations that were incurred for the project.