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.

RACI Matrix: Pre-Award Stage
Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC
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

RACI Matrix: Award Negotiation & Setup
Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC	Grant Accountant
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

RACI Matrix: Post-Award Management
Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC
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

RACI Matrix: Closeout
Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC
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

RACI Matrix: Research Publicity & Activity Reporting
Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost
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

RACI Matrix: Compliance & Institutional Oversight
Project Deliverable / Activity	PI	Department	SPARC - Pre	SPARC - Post	Assistant Provost	OGC
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