Proposal Development 4

Pipeline facilitation and information

Proposal development process

Guiding principles

Pragmatic and flexible process

No process bottlenecks

Adds value to resource mobilization efforts

Clear rules of the game

Adequate resources allocated

Research ideas

Concept notes

(Pre)

ProposalsSubmission

Proposal development process

Research ideas Concept notes(Pre)

ProposalsSubmission

Concept notes (1-3 pager): • challenge / problem, • research question, • objectives, outputs &

potential impacts, • project team, • global budget

Pre-proposals (4-6 pager): Concept note plus:• research activities• project team and partners• beneficiaries• responsibilities and timeline• budget x activity and year

Proposal (10-15 pager):Pre-proposal plus:• logical framework, gantt chart• responsibilities• budget by activity, year, executor & line item• annexes with additional informationStages of development

Research ideas Concept notes(Pre)

ProposalsSubmission

Research idea Timeframe: longer term

Call for proposalsa) institutional limit on # of proposalsb) no institutional limit on submissions

Timeframe: 1 - 3 months

Donor requesta) Shorter term, consultanciesb) Mid-longer term research grants

Timeframe: variable, usually short-term

SubgrantTimeframe: variable

4 funding opportunities

Research ideas Concept notes(Pre)

ProposalsSubmission

2. Pipeline coordination (RM)3. MT for info: strategic fit;

pipeline & marketing process & selection (limited calls)

4. General budget review (GM)

5. Peer review (RM coord.)6. Technical editing (RM coord.)7. MT for review

• Content & submission process review• IP, human

subject, gender, REU, environmental considerations

8. Budget development & compliance (GM)

1. Internal review led by Program Area Directors

Pipeline facilitation

Research ideas Concept notes(Pre)

ProposalsSubmission

1. Internal review led by Program Area Directors

Program coherence

For all funding opportunities

Pipeline facilitation :value added & criteria

Research ideas Concept notes(Pre)

ProposalsSubmission

2. Pipeline coordination (RM)3. MT for info: strategic fit;

pipeline & marketing process & selection (limited calls)

4. General budget review (GM)

RM Coordination: all opportunities (ongoing monitoring thru out pipeline); synchronized process

MT for info: grants > $250k; thematic / strategic fit & pipeline planning

Budget review: all notes (2 – 3 workdays); ensure full cost budgetingPipeline facilitation :

value added & criteria

Research ideas Concept notes(Pre)

ProposalsSubmission

5. Peer review (RM coord. and doc w/ PI, PAD)6. Technical editing (RM coord.)7. MT review

• Fit within CIAT strategy• IP, human

subject, gender, REU, environmental considerations

8. Budget development & compliance (GM)

Pipeline facilitation :value added & criteria

Peer review: grants > $250k; tight argument & clear concepts

Technical editing: grants > $250k as needed; sharpen wording and message

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 – 3 working days); ensure full cost budgeting

Research ideas Concept notes(Pre)

ProposalsSubmission

Pipeline facilitation & information

Internal program review (PAD-led)

General resource inventory

Incentives for idea sharing (institutional & program)

RM coord. (all notes)

MT for info, strategic fit & selection for limited calls (>$250k)

Project needs analysis: IP, partners, environ,human subject, gender & REU (PAD-led)

General budget review (all notes, GM)

Peer review (>$250k)

Technical editing (as needed >$250k)

Budget development tool & compliance (all proposals, GM & PIs)

MT review (>$250k):• content review • IP, human

subject, environ, gender, REU considerations

• donor & marketing process review

Submissions:• DG• Online • Regional

donor office

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

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

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

opportunity identification

& development

• donor intelligence

• promote idea sharing & collaborative fundraising

• coordinate pipeline

donor & partner

stewardship

• coordinate development & implementation of RM strategy

• contribute to development &implementation of a donor communication strategy

• negotiate & foster relations with donors / partners

• ensure donor & CIAT policies reflected in proposals

fundraising support

• represent CIAT at donor fora

• organize fundraising meetings• ensure smooth start up &

execution• coordinate institutional donor

reports

RM function

resource mobilization

contracts

management

financial administration

DG’s office

Finance

financial administration

• not accounting, no data entry• view accounts thru grant lens• budgetary control & reporting

contracts management

• ensure accountability to donors

• no 2 grants the same

• central coord of scientists, partners & donors

Project development

Proposal develop. & marketing

Approval & start-up

Grant management

Idea sharing & develop.

Partner agreements

Project execution

Financial reporting

Technical reporting

Close-out & evaluation