2 AMPATH_SOP Global Multi-Country Proposals

SOP

AMPATH Global Multi-Partnership Proposals

Subject:
AMPATH Global Multi-Partnership Funding Proposal Guidelines

APPROVED DATE:
10/28/24
EFFECTIVE DATE:
11/1/24
VERSION:
1.0
REVIEW CYCLE:
Annual

Overview

This SOP outlines the process and suggested deadlines for submitting multi-partnership AMPATH  funding proposals across all missions (care, research, education). The purpose is to ensure a  standardized approach for multi-partnership proposals (i.e., more than one partnership location is  involved) and to facilitate effective funding, fundraising, and revenue- generating activities.  

Audience  

The audience for this SOP includes all staff, faculty members and other individuals
who are engaged in  obtaining extramural funding (e.g., philanthropy, foundation awards, federal grants, etc.).

Coordination and Collaboration:

1. Any partner who identifies a multi-country opportunity will share the opportunity with the AMPATH  secretariat (IUCGHE) who will distribute to the appropriate contacts at Consortium anchor  institutions.  

When reviewing or considering opportunities, the following criteria will be considered and included  in the initial “Opportunity Summary” (see sample below) sent to counterparts:  

Questions when considering opportunity:

– Does the opportunity align with the mission and vision of AMPATH?

– Does this opportunity meet existing stated priorities of in-country partners? – Does this opportunity require a concept note? If so, is a budget required at the concept note  stage?

– When is the concept note and/or proposal due?

– What is the maximum and/or average award?

– Are indirect costs allowed? If so, what’s the maximum allowed?

– Is the funder interested in specific geographical locations? If so, which ones? – Does the funder have a preference for giving to US-based organizations? If not, what  location would be most appropriate to administer the grant/gift?

– What type of opportunity is this? (To provide context on whether it is worth applying – especially if limited time is available.) Annual competitive, a one-off, new competitive,  relationship-based, invitation only, etc.

– Are multiple Primary Investigators (PIs) allowed?

– Will subawards be processed by the Prime directly, or are “subs of subs” allowed?

Sample Opportunity Summary:
 

Funding Organization:
Google.org Impact Challenge for Women & Girls

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SOP

AMPATH Global Multi-Partnership Proposals

Aligned Priorities:
SDG Goal – Gender equality & empowerment of all women & girls
Deadline(s):
Friday, April 9 (1
st
stage)

Geo Focus (if any):
N/A

Type of opportunity (Annual competitive, a one-off, new competitive, relationship-based,  invitation only, etc.):
Annual competitive

Maximum/average award and # of years:
$2 million over 2 years with mentorship and  additional support from Google

Indirects allowed:
N/A

More information:
https://impactchallenge.withgoogle.com/womenandgirls2021
Attach concept note template/requirement if available.  

2. Partners who receive the opportunity will be asked to respond by a specific deadline listed in the  email, which will be based on funder timelines, complexity of opportunity, etc., to indicate their  interest in participating and identify one person who will serve as the primary contact(s) for their  AMPATH partnership team regarding the opportunity.  

3.
Project Team:
The project team, which will be identified per the project needs once a call is issued, must include an in-country partner PI (a Ghanaian, Kenyan, etc.) that is funded and named in each  location where the project will be conducted. The principal organizer must be notified by each  participating location by a date outlined in the original email who their PIs will be and who should  continue to receive communication about the project.  

4. After interest in the opportunity is confirmed, the principal organizer will:  

– Create a folder within the
AMPATH Global Development folder
on the AMPATH Global  Google Drive and invite the primary contacts to edit it with the following documents saved:
o
RFP and supporting materials, if available

o
Draft concept note, application, proposal, etc. that includes an outline of the  required components

o
A chart with components that need to be collaboratively completed and due dates  for each component.  

o
Budget template, if available (Note: Each AMPATH site should perform its  

institutional costing, including overhead costs and other administrative expenses, as  per their organizational policies.)

– Schedule a briefing call with the primary contacts for each participating site and discuss due  dates and next steps based on each site’s institutional approval needs.

Due to variability in proposal submission deadlines, we are able to offer some suggested deadlines,  but there could be instances with very quick turnaround times that will not allow for all of the steps  listed below:  

o
Deadline 1 (Proposal Outline)
: Within 2 weeks of project identification, submit a  brief outline of the proposal to the opportunity contacts for initial feedback.

o
Deadline 2 (Subaward budgets and paperwork):
Submit at least 3-4 weeks before  the proposal is due.

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SOP

AMPATH Global Multi-Partnership Proposals

o
Deadline 3 (First Draft)
: Within 6 weeks of the proposal outline approval, submit  the first draft of the funding proposal.

o
Deadline 4 (Feedback and Revision)
: Allow a 2-week period for the opportunity  contacts and relevant stakeholders to review and provide feedback on the first  draft.

o
Deadline 5 (In-country RSPOs/equivalent):
Submit final proposal a minimum of 10  working days before the proposal submission deadline.

o
Deadline 6 (Final Proposal)
: Within 2 weeks of receiving feedback, submit the final  version of the funding proposal.

– For planning purposes, the principal organizer should ideally plan for a total timeline of at  least 8-12 weeks.

– Create calendar reminders for opportunity contacts based on the agreed upon due dates  and responsibilities.  

5.
Submission:
The lead AMPATH partner identified by the project team will be responsible for the  final submission of the funding proposal to the funding source.  

a. The key collaborator from each institution involved is responsible for complying with their  own institutional or primary AMPATH partnership guidelines for submission. (For example, if  a proposal involves work in both Kenya and Ghana, the primary implementation lead for  those locations is required to comply with the guidelines specific to their work.)

6.
Follow-up
: After submission, the principal organizer will be consistent with the communication  practices of the funders. As needed, they will follow up with the funding source to track the progress  of the application and address any additional information or queries they may have.

7.
Review and Evaluation:
Once a decision is made by the funding source, the principal organizer will  save information about the outcome in the Google folder and share the outcome with the project  team who will then inform all relevant stakeholders.

8.
Learning and Improvement
: Time will be allocated in the AMPATH Replication Leadership Team  meetings for brief discussion to identify strengths and weaknesses in the process, which can be used  to enhance future fundraising efforts.

9. Document Management:
The principal organizer will ensure that all documentation related to the  funding proposal, correspondence with the funding source, and the review process is stored  securely and accessible to relevant stakeholders.  

a.
The principal organizer will share and save a final PDF version of the submitted materials that are saved with “Final” in their file names. (i.e., AbbVie_BIGPIC_Proposal_2024_Final)
b.
Draft versions will be labeled as drafts in the shared folder as people collaboratively update  them (i.e., AbbVie_BIGPIC_Proposal_2024_Draft1)  

c. Ideally, documents will be collaboratively edited and remain in the same location. However,  if documents are downloaded and shared via email or other methods, they must be saved  with the current version number and the initials of the reviewers in the file name. The  principal organizer will update the file name with the new version number once changes  have been incorporated. (i.e., AbbVie_BIGPIC_Proposal_8-24-2024_Draft1_SR)

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AMPATH Global Multi-Partnership Proposals

Conclusion:
This SOP provides a clear framework for the collaborative preparation and submission of  multi-site AMPATH funding proposals for philanthropic support. Adherence to this policy will enhance  efficiency, coordination, and success in securing funding for critical initiatives across all AMPATH sites.

This SOP shall be reviewed annually to ensure its relevance and effectiveness.

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