SPARC Grant Lifecycle Roles & Responsibilities

An overview of roles and responsibilities across the grant lifecycle.

This RACI matrix shows who is responsible, accountable, consulted, or informed for each stage of the grant lifecycle.

Pre-Award Stage

RACI Matrix: Pre-Award Stage

Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC	Grant Accountant	Budget Office
Identify Funding Opportunities	R	C	R	I	I
Notify SPARC of intent to apply	R	I	A	I	I
Determine cost share availability	C	R	C	I	I
Develop proposal narrative	R	I	C	I	I
Create budget & justification	C	I	R	C	I
Confirm personnel effort & commitments	R	C	A	I	I
Subrecipient documents (LOIs, budgets, forms)	R	I	A	C	I	C
Compliance check (IRB/IACUC/COI)	R	I	A	I	I	I
Internal routing/approvals	R	A	A	I	I
Final proposal preparation	C	I	R	I	I
Authorized submission to sponsor	I	I	C	I	A

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed

Award Negotiation & Setup

RACI Matrix: Award Negotiation & Setup

Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC	Grant Accountant	Budget Office
Receive notice of award	I	I	A	I	I
Review award terms & conditions	I	I	R	C	C	A	C
Contract negotiation	I	I	R	C	C	A
Approve restricted/unique terms (IP, data rights, indemnification)	I	I	C	I	C	A
Sign as Authorized Organizational Representative	I	I	I	I	A
Set up project account / FOAPAL	I	I	I	R	I		R
Communicate award details to PI	I	I	I	A	I
Issue subawards	I	I	C	R	C	A

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed

Post-Award Management

RACI Matrix: Post-Award Management

Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC	Grant Accountant	Budget Office
Manage project activities	R	I	I	C	I
Monitor budget & spending	R	I	I	A	I
Approve expenses (allowability, allocability, consistency)	R	I	I	A	I
HR/Personnel actions (hiring, payroll, effort)	R	C	I	A	I
Process purchasing / travel	R	I	I	A	I
Subrecipient monitoring	I	I	C	R	I	C
Financial projections	I	I	I	A	I
Rebudgeting	R	I	C	A	I
No-cost extensions	R	I	C	A	A
Prior approval requests to sponsor	R	I	C	C	A
Progress / technical reports	R	I	I	I	I
Financial reports	I	I	I	R	I

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed

Closeout

RACI Matrix: Closeout

Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC	Grant Accountant	Budget Office
Final technical report	R	I	I	I	I
Final financial report	I	I	I	R	I
Property/equipment disposition	R	C	I	A	I
Subaward closeout	I	I	C	R	I	C
Document retention	I	I	I	A	I
Grant closeout confirmation to sponsor	I	I	I	A	I

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed

Research Publicity & Activity Reporting

RACI Matrix: Research Publicity & Activity Reporting

Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC	Grant Accountant	Budget Office
Submit research/creative activity to SPARC	R	I	A	I	I
Approve items for publicity	C	I	A	I	R
Public to website/newsletters	I	I	R	I	I

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed

Compliance & Institutional Oversight

RACI Matrix: Compliance & Institutional Oversight

Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC	Grant Accountant	Budget Office
Maintain compliance with human/animal subjects	R	I	C	I	I
Manage COI disclosures	R	I	A	I	I
Export control assessment	I	I	A	I	C	R
Institutional policy oversight	I	I	C	C	A
Misconduct reporting process	I	I	I	I	A	R

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed