Coordinating the Development of a Large Grant Proposal for PhDs

Task 1 - Develop a Timeline

Create a project management timeline and development plan for a large grant proposal application. A development plan delineates the parts of the grant that need to be completed and serves as a timeline by which grant components need to be completed. This is Step 3 of the Process described above.

Use the required sections from the RFA PAR-18-290 to decide what are the major project tasks and milestones for preparing the grant proposal. Organize them in chronological order, budgeting more time for critical and/or more time-consuming sections that may require meetings for approval. Create a table that includes both broad and specific project goals, members of the team responsible/involved in accomplishing the goal, and a deadline for each goal. Aim for at least 10 and no more than 20 milestones/tasks.

Here are the broad categories of the content in this type of proposal:

• Science: Scientific content in NIH proposals is presented in two main documents: 1, The Research Strategy (6 or 12 pages in this example) lays out the entire proposed research plan, and 2, the Specific Aims (1 page) summarizes the main goals of each component.

  • For each of these documents schedule time for 2-3 rounds of drafts to be distributed to the research team and discussed at team meetings.

  • The NIH NIAID provides a broad description of how to budget time for writing an R01 and submitting an application. Although this RFA is for a much larger grant, it can still help you form an estimate.

• Budgets: Budgets and budget justifications (describes how the proposed budget will be allocated and spent) should be finalized 30 days before the submission deadline.

• Other documents that will need to be collected and included in the proposal:

  • Biosketches (a 5-page CV for each investigator involved in the project)

  • Facilities and Resources

  • Protection of Human Subjects (if applicable)

  • Vertebrate Animals (if applicable)

  • Letters of Support (optional but highly encouraged)

Workflow of the documents typically goes as follows: 

• BUDGETS: PIs and Core/Project leaders work with RA (Research Administration) to develop Budgets and Budget Justifications after receipt of their budget limit.

• ADMINISTRATIVE DOCUMENTS: PIs can work with RD on all administrative documents. RD/RA will review documents and RA will upload documents for submission by dates provided below.

• FINAL SCIENCE: PIs and Core/Project leaders can send RD final science for review. Once approved, RD will send to RA to upload.

It is important that the project management timeline is completed in partnership with the grants administration office and the faculty involved in order to decide when drafts of each component need to be completed. RD professionals also determine at what points additional data or science sharing is needed. If the timeline was developed without consulting the PI, and the PI is not on board with the timeline, the rest of the faculty may not adhere to it.

For additional timeline information, check out the general resources for this job simulation.

Once you have completed the task, check out this example of a timeline PM development form from UCSF’s RD Office.

Task 2 - Suggest Meeting Topics

This team has decided to meet the first and third Thursdays of the month for one hour beginning in mid-January. Using your timeline as a guide, suggest 1-2 discussion topics for key meetings throughout the proposal development process.

Use a table format to create this schedule and add it to your project management timeline. Include the topic and date or date estimate.