At the university I used to work at, we did not have an electronic system in place to track proposals in the pre-submission phase either.  Each of the grant managers had a large dry erase board hung up in each of our offices that we used as our log.  We each created a grid to include the proposal number assigned, PI/PD, submission deadline, and each of the internal approvers.  As the proposal would make its rounds to each internal reviewer/approver for review, I would log the date it went to that office and put a line through it when that review/approval was complete.  This system is very old school, but seeing it on the wall was a constant reminder of where each one was in the approval process.  This allowed us to be able to check on the internal approval process daily to ensure that it was being completed in a timely manner according to the submission due date.

Kristy:)

Kristy Ford
Grant Management Manager
Office of Sponsored Programs/MHUMC
4750 Waters Ave. Suite 212
Savannah, GA  31404
(912)350-6379

>>> "Key, Diana" <xxxxxx@ADMIN.FSU.EDU> 12/5/2007 10:22 AM >>>
Since the number of proposals submitted increases each year, we want to
develop a system or process to ensure that we do not miss a deadline.
Most universities have some type of system to record for reporting
purposes proposals submitted and awards received. My question for the
list today is: How do you track/monitor/manage proposals pending
institutional approval once the proposal arrives in your office? I am
particularly interested in hearing from institutions that do not have a
fully-automated proposal approval system. We are building such a system
now, but it will be several months before it is implemented.

Diana

Diana L. Key   :)

Assistant Director

Sponsored Research Services

Florida State University

874 Traditions Way

Tallahassee, FL 32306-4166

P: 850-644-8648 F: 850-644-1464

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