OFFICE OF PROJECTS AND FUNDING
Overview
Office of Projects and Funding: OPF assists Mloganzila staff to effectively managing projects and funds according to hospital policies and guidelines. The office plays a key role in interpreting and ensuring compliance with university policies, proposal and award conditions, as well as relevant funding bodies laws and regulations. OPF reviews and submits proposals for the hospital and is responsible for drafting, negotiating, and signing sponsored agreements and sub-awards.
Project Management
The OPF provides guidance to ensure projects are well-structured, financially viable, and aligned with hospital policies.
– OPF researches and identifies both internal and external funding opportunities that match the hospital’s strategic objectives and project needs.
– The office helps project leaders connect with potential sponsors, partners, and collaborators to strengthen proposals and secure additional support.
– OPF reviews eligibility criteria, application processes, and compliance rules for each funding opportunity, ensuring staff meet all requirements.
– Each financial year, OPF supports project teams in drafting detailed and realistic budgets, which are then reviewed and submitted for hospital management approval.
Project Planning
Successful projects require careful planning and structure. OPF assists staff in preparing actionable plans that ensure efficiency and compliance.
– Clarifying goals, expected outcomes, and the specific problems a project seeks to solve.
– Creating schedules that highlight key milestones, deliverables, and deadlines to keep projects on track.
– Determining the personnel, equipment, facilities, and financial support necessary for successful implementation.
– Identifying potential risks early and preparing contingency strategies to minimize disruptions.
– Establishing clear benchmarks and monitoring processes to measure project progress and overall success.
Proposals Management
The OPF plays a central role in reviewing, refining, and submitting proposals to funding bodies.
– Assisting teams in drafting clear, concise, and compelling project narratives that define objectives, methods, and expected results.
– Preparing itemized financial statements that explain how requested funds will be allocated and why each cost is necessary.
– Outlining the approach, activities, and step-by-step timelines that demonstrate feasibility and impact.
– Collecting and organizing required attachments such as letters of support, CVs of key personnel, institutional approvals, and evidence of past work.
– Ensuring every proposal meets the funder’s guidelines, is accurate, and communicates the project’s value clearly before submission.
Budget Development
Sound financial planning is at the core of sustainable projects. OPF ensures all budgets are accurate, justified, and compliant with funding policies.
– Understanding the full scope of each project and identifying the required resources such as staff, equipment, facilities, and technology.
– Calculating realistic expenses, including personnel salaries, materials, travel, administrative support, and contingency reserves.
– Differentiating costs directly tied to the project (e.g., salaries, equipment) from overhead expenses (e.g., utilities, maintenance).
– Reviewing funder guidelines to ensure the budget follows required rules, caps, or limitations.
– Producing transparent, itemized reports that clearly justify all costs, support financial accountability, and align with project objectives.
- Check Submission Guidelines: Verify that the proposal is formatted and submitted according to the funder’s guidelines.
- Submit the Proposal: Submit the proposal to the identified funding agency, ensuring all required documents are included.
- Track Submission: Confirm receipt and keep track of any follow-up actions, such as additional documents or presentations if required by the funding body.
Online Project Registration Forms:
Register Project
Submit Grant
Supporting documents for Funding Application
- Budget
- Budget justification
- Letter of intent with signature
- Letter of support
- Key personnel document
- Statement of work
- Facilities and equipment document
- Performance site form/information
- Title
Determine Scope:
- Understand the full scope of the project (e.g., research, infrastructure, events) and the resources it will require.
- List Necessary Resources: Identify key resources such as personnel (faculty, staff), materials, equipment, technology, and facilities.
Estimate Costs:
- Personnel Costs: Calculate salaries or stipends for team members, including staff, researchers or assistants.
- Material and Equipment Costs: Estimate the cost of consumables, tools, or specialized equipment required for the project.
- Travel and Transportation: If applicable, account for travel expenses for conferences, fieldwork, or meetings.
- Administrative Costs: Include costs for office supplies, software, or administrative support.
- Contingency Funds: Set aside a portion of the budget for unforeseen expenses, typically around 5-10% of the total budget.
Categorize Budget Items:
- Direct Costs: These are costs directly associated with the project (e.g., equipment, materials, and salaries).
- Indirect Costs: These may include overhead costs such as utilities, hospital support services, or maintenance, which are usually a percentage of direct costs.
Align with Funding Sources:
- Review Funding Guidelines: Ensure the budget aligns with the funding agency’s requirements, including limits on specific categories (e.g., personnel, equipment).
- Match the Budget to Funding: Ensure the budget does not exceed the available funding and is consistent with the expected financial support.
Develop a Timeline:
- Break Down the Project into Phases: Create a timeline that includes when funds will be needed throughout the project.
- Distribute Expenses Over Time: Allocate funds based on when resources will be needed, helping to ensure that cash flow matches project milestones.
Create a Detailed Budget Report:
- Provide Itemized Costs: Present the budget in a clear, itemized format, showing the costs for each category and phase of the project.
- Justify Expenses: Ensure that all expenses are justified and aligned with the project’s objectives.
Review and Adjust:
- Evaluate and Revise: Review the budget for accuracy and completeness, making adjustments where necessary to ensure feasibility.
- Consult Stakeholders: Collaborate with team members, administrators, or financial officers to ensure the budget meets both project needs and university financial protocols.
- Final Approval:
- Submit for Approval: Present the budget to relevant stakeholders (e.g., department heads, finance offices, or funding agencies) for approval.
- Adjust as Needed: If feedback requires changes, revise the budget accordingly and resubmit.
The OPF oversees the entire contract cycle, from identifying funding opportunities to managing agreements after awards.
- Identify Funding Sources: Research and identify potential funding sources, which could include government grants, university research funds, private organizations, or crowdfunding.
- Seek Sponsorship or Partners: Sometimes universities collaborate with industry partners, non-profits, or other academic institutions to secure additional financial support.
- Understand Funding Requirements: Review the eligibility criteria, application procedures, and deadlines for funding opportunities
PRE AWARD
- Define Objectives: Clarify the project’s goals, deliverables, and the problem it aims to solve.
- Develop a Timeline: Create a schedule that includes major milestones and deadlines for tasks.
- Resource Allocation: Determine the budget, materials, personnel, and any equipment or facilities required for the project.
- Risk Assessment: Identify potential challenges and devise contingency plans.
- Plan for Evaluation: Set up methods to assess the project’s progress and success.
AWARD
- Write a Clear Description: Detail the project’s objectives, methodology, expected outcomes, and significance.
- Budget Justification: Provide a clear, itemized budget that shows how funding will be spent.
- Methodology and Timeline: Explain the project approach, timeline, and activities in detail.
- Support Documents: Include supporting materials like letters of recommendation, institutional support letters, CVs of key team members, and relevant past research or projects.
- Review and Revise: Ensure the proposal meets the guidelines set by the funding body, and revise it for clarity, accuracy, and completeness.
POST AWARD
- Check Submission Guidelines: Verify that the proposal is formatted and submitted according to the funder’s guidelines.
- Submit the Proposal: Submit the proposal to the identified funding agency, ensuring all required documents are included.
- Track Submission: Confirm receipt and keep track of any follow-up actions, such as additional documents or presentations if required by the funding body.
