Daniel Moseke, Project Director at the University of Arizona, and Shari Thompson, Research Enhancement Analyst at George Washington University, happily shared with InfoReady how they handle their limited submissions processes.
These two experts in limited submissions shared how InfoReady makes everything so much easier, from finding opportunities to keeping track of the success of winning proposals. By being able to both standardize and personalize their workflow, they've managed to post and apply for even more limited submissions opportunities at both institutions.
With limited submissions, institutions can only send in a set number of proposals for a specific funding opportunity. In today's competitive funding landscape, the main aim is to present the best proposal possible, and according to these experts, InfoReady makes that process a breeze!
Here are their tips from the panelists to help you navigate the limited submissions process:
Managing Workflow
- Plan all your deadlines in advance by starting from the sponsor’s proposal submission deadline and working your way back.
- Try using project management tools like Asana or Trello to easily spot overlapping deadlines, keep track of task assignments, and monitor progress on various checklists.
Finding Limited Submission Opportunities
- Set up filters in Pivot-RP just for limited submissions, and then take advantage of InfoReady's integration with Pivot-RP to effortlessly send opportunities straight to your InfoReady site.
- Join the email newsletters from funding agencies and peer institutions.
- Set up a clear and easy process for faculty to officially post opportunities on your InfoReady site. For instance, you can create a straightforward, ongoing competition in InfoReady to collect basic details, which an Administrator can then use to fill in the full competition information.
- Don't forget to set up regular reminders in your calendar or project management tool for those yearly or special invitation-only opportunities!
Announcing and Sharing Opportunities
- In InfoReady, simply click the Share button in the Manage view to easily email individuals or a listserv and provide them with a direct link to the opportunity.
- Add the hyperlinked opportunity to your websites and newsletters to guide folks to your InfoReady site and help them get comfy with your limited submissions process.
Designing the Application Process
- Details: Feel free to add custom fields to spotlight any deadlines not included in the standard template, and upload any templates, fact sheets, or departmental announcements.
- Requirements: Stick to the sponsoring organization's guidelines on page limits, file types, and formatting to make the process smoother for the eventual winner.
- Include a custom field where applicants to can list reviewers who should not evaluate from their applications.
Selecting Reviewers
- Aim to gather a diverse group of reviewers from different functional areas.
- Set up an easy online reviewer sign up form that you can share on your websites and weekly newsletters.
Notifications and Communication
- Generate competition and system-wide reports from your InfoReady site to easily share with stakeholders.
- Make sure to pop the Application ID into all your proposal-related messages to easily keep tabs on activities outside the InfoReady site. (e.g., business office, institutional review boards)
- Personalize your notification messages to applicants by adding helpful feedback and outlining the next steps in the limited submissions process.
A big thank you to Daniel and Shari for sharing their wonderful insights from their institutions and how InfoReady fits so nicely into their limited submissions process. They’ve both shared some great best practices they've honed over time to make their workflow smoother and boost communication with everyone involved.
