A successful proposal is well-developed and clearly defined. It entails cooperation among colleagues and the research administrative staff of the University, both in Pre-Award and the colleges and departments, Research Development Services and HSC provide technical assistance in proposal development and maintain up-to-date guidelines from numerous funding agencies. The proposal format should always adhere to the agency guidelines. Most funding agencies are now mandating electronic submission of proposals using either Grants.gov or other electronic submission systems. If the agency does not have specific guidelines—which must be followed exactly—the principal investigator may want to use the following as a guide to preparing the proposal. Most government agencies and private/corporate foundations are receptive to proposals that follow a “standard" format with which their personnel are familiar. The components listed here are standard to most proposals, though not necessarily to all. Furthermore, the components may appear under different names.
Transmittal Letter — Usually a letter printed on University letterhead, signed by the principal investigator indicating the contents of the proposal submission packet.
Cover Sheet — Typically, a form suggested by the agency. If one is not specified, use an outline form.
Abstract — Usually this is a one-page summary of the proposal and presents the essential elements of the proposal. The agency may use it to disseminate the proposal idea for comment from individuals outside the primary review group.
Table of Contents — Appropriate for proposals of more than five pages of narrative.
Introduction — This section may be an appropriate lead into a more complex proposal by briefly explaining the reason for, and the basic elements of, the proposal; also can describe significance and context. The section should be as clear and compelling as possible.
Narrative (Technical Proposal, sometimes called Project Description or Project Narrative) — The section describes the proposed project and details precisely what is being proposed and generally consists of the following:
Background: In reference to the proposal concept: What has been accomplished to date; what requires attention; and what requires extra attention or refocusing.
Statement of Need: What is required to be done and why. Do not overstate the need or the problem(s). Be clear and concise.
Project Goals: General statements regarding proposed accomplishments. Provides the aims of the proposal or research.
Project Hypothesis and Objectives: Statements of precise and measurable outcomes, including research questions to be addressed.
Project Implications: The preliminary results and impact of the proposed project. Questions that should be addressed here are: “Why is it significant to the field?”; “What is the broader significance?”; and, “What are future steps?”
Methodology: Describe the design of the project and its overall strategy.How will the problem be approached and what methods will be employed to accomplish the stated objective? Provide a solution methodology for each objective. Describe specific program activity, personnel, and data compilation.
Researcher or Institution Capability: What is evidence of the ability and capability of the researcher or institution to carry out the project.
Resources: What resources will be needed to accomplish the aims and objectives? People, equipment, facilities, services, etc.
Time Frame: A projected time frame with reasonable starting and ending dates for the proposed project.
Evaluation/Milestones Chart: A project program flow chart indicating anticipated accomplishments at specific times. This section might also include deliverables.
Management/Governance: How will the project be managed or governed in order to meet its aims and objectives?
Dissemination/Utilization: How the findings or results will be disseminated and utilized. If practical, provide a plan for utilization of the findings; this component is often referred by government sponsors as “transferability.”
Literature Review: Cite familiarity with similar projects completed or in progress, as well as complementary studies that may have an impact on the proposed project. Indicate whether or not the PI has performed similar work.
Facilities: As appropriate, provide a statement of the physical facilities available and necessary to conduct the project.
Personnel: Describe the relationship of professional personnel to the project. Attach vitae of the principal project personnel as appendices.
Budget (Cost Proposal, Financial Plan, Budget Justification, or Budget Narrative) — A line-item budget to support the project costs, including any cost sharing or program income. Depending on the funding agency, provide a separate explanation or justification to help the agency understand the budget. This should be an explanation of individual cost items, not a restatement of the budget. Some sponsoring agencies require use of their own printed budget form. All amounts should be rounded to the nearest whole dollar.
Subawards — If any of the work will be done by an entity outside of UNM, provide a scope of work (technical proposal) and budget for each subawardee. It will often be necessary to include a letter of commitment signed by the subawardee’s principal investigator and an authorized institutional official (usually from the sponsored projects office). Be sure to follow any other specific instructions including form preparation required by the sponsoring agency. In addition, if you intend to subcontract some part of the work or service, you must also provide some details on what, how much and when.
Appendices —
Bibliography – determine the requirement for bibliographical references. If appropriate, include a bibliography immediately preceding the other appendices;
Vitae – at a minimum, include vitae for the senior personnel;
Publication Lists – a current list of publications for each of the senior personnel should be included;
Current and pending support.