Funder submission and outcome

Where the Funding Opportunity is an external call, the Awards Management module supports tracking funder submission activities and capturing funder outcome details.

To enable this functionality for Initial EOIs / EOIs / Proposals for a particular Funding Opportunity, the opportunity must be configured appropriately - see the Configuring a Funding Opportunity end-to-end support article.

After capturing the overall internal approval decision, navigate to Pre-award > Proposals > Pre-approved. Clicking the Action icon will then initiate the funder submission tracking process.

You can notify the PI of the movement of funding records through this process using the various email prompts and templates available:

Approved and Ready for submission to funder
Submitted to funder
Funder outcome - Awarded
Funder outcome - Invited to apply
Funder outcome - Reserve
Funder outcome - Unsuccessful

Ready for submission to funder

Upon selecting the Action icon for the Initial EOI / EOI / Proposal in question, you will be directed to the 'Funder submission status' screen.

Here you can choose to:

Reject (status changes to 'Not approved' (and the EOI / Proposal will be listed in the list of 'Pre-rejected' items, ready for closure - see the 'Close proposal' section at the bottom of the Recording the approval decision article))
Withdraw (status changes to 'Closed (withdrawn)')
Proceed (status changes to 'Ready for submission to funder')

Bulk action

You can also move a group of external Initial EOIs / EOIs / Proposals directly to the 'Ready for submission to funder' status via the Pre-approved search screen.

Select the desired Initial EOIs / EOIs / Proposals using the selection boxes on the left, then the 'Approve all' action above.

Note that for this action to be successful, all selected Initial EOIs / EOIs / Proposals must be external, as defined by their 'Proposal outcome workflow' (i.e. Proposal / EOI funder submission).

Capturing Funder submission details

Once the Initial EOI / EOI / Proposal is in the 'Ready for submission to funder' state, it is possible to then capture the Funder submission details and move the status to 'Submitted to funder'.

Select the Proposal, then navigate to the 'Funder submission and outcome' tab. Then select 'Funder submission status'.

Capture the relevant funder submission details:

Field name	Description	Mandatory
Submitted by	Name of the user who submitted the application to the funder
Date submitted to funder	Date the application was submitted to the funder	Mandatory
Format of submission	Format of the submission - choose from: Online Email Post
Funder application reference	The funder's application reference
Amount applied for (manually entered)	The total amount applied for (in your base currency)	Mandatory
Amount applied for (calculated)	If this value does not match the actual amount applied for (in your base currency) to the funder (as input above), you must ensure that the budget is updated prior to moving the Proposal to 'Approved', in order to ensure an accurate snapshot of the applied for budget.
Funder currency	The funder currency identified on the Funding Opportunity or Proposal form. Field only visible if the funder currency is not your base currency.
Amount applied for in funder currency	The total amount applied for (in the funder's currency). Field only visible for foreign funder currency.
Exchange rate applied at funder submission	The exchange rate applied at the point of funder submission. Field only visible for foreign funder currency.
Link to funder system	Link to the application in the funder's system
Expected funder outcome date	When you expect the funder to notify you of the outcome

Then select to Proceed (which will move the Proposal status to 'Submitted to funder').

It is also possible to Withdraw the Initial EOI / EOI / Proposal at this stage, changing the status to 'Closed (withdrawn)'.

Capturing funder outcome details

Once the Initial EOI / EOI / Proposal is in the 'Submitted to funder' state, it is possible to then capture the Funder outcome details.

Select the Proposal, then navigate to the 'Funder submission and outcome' tab. Then select 'Funder submission status'.

Initial Expression of Interest / Expression of Interest

Capture the relevant funder outcome details:

Field name	Description	Mandatory
Funder outcome	Choose from: Invited to apply Unsuccessful	Mandatory
Notification from funder received	Indicate whether the unsuccessful outcome was received from the funder or is assumed	Mandatory (if unsuccessful)
Funder outcome received date	Date the funder outcome was received

If the funder outcome is 'Unsuccessful', select 'Unsuccessful' as the Proposal action and 'Process Action'. This will then change the status to 'Closed', with an outcome of 'Unsuccessful'.

If the funder outcome is 'Invited to apply':

To proceed to the next stage (EOI for Initial EOI, or full Proposal for EOI), select 'Proceed' as the Proposal action and 'Process Action'. This then opens the 'Full application invitation' screen. Select the next stage from the 'Move into Round' drop-down, then select the desired form mapping and click 'Create Full Application'. This will then automatically create a Proposal (pre-populated with data from the previous round, as per your selected mapping) for this next stage. Further details on this process are available here.
To decline the invitation, select 'Decline' as the Proposal action and 'Process Action'. This will change the status to 'Closed (offer declined)'.

Proposal

Capture the relevant funder outcome details (the fields available will differ based on the funder outcome selected):

Field name	Description	Mandatory
Funder outcome	Choose from: Awarded Reserve Unsuccessful	Mandatory
Notification from funder received	Indicate whether the unsuccessful outcome was received from the funder or is assumed	Mandatory (if unsuccessful)
Funder outcome received date	Date the funder outcome was received
Awarded as applied	Indicate whether the award was made as applied, or with variances	Mandatory (if awarded)
Funder acceptance deadline	Date by which the funder expects a response
Amount applied for	Displays the total amount applied for (as captured in the 'Amount applied for (manually entered)' field on the previous 'Submitted to funder' screen)
Award amount	Total award amount (in your base currency)	Mandatory (if awarded)
Funder currency	The funder currency identified on the Funding Opportunity or Proposal form. Field only visible if currency not your base currency.
Award amount in funder currency	The total amount awarded (in the funder's currency). Field only visible for foreign funder currency.
Exchange rate applied at funder outcome	The exchange rate applied at the point of funder outcome (default populates with the exchange rate applied at funder submission, but can be overwritten). Field only visible for foreign funder currency.
Non-financial variance	If the award is not as applied, indicate the non-financial variances (if any)
Non-financial variance description	Provide additional description (if required) of any non-financial variances
Funder reference	The funder's grant reference
PI intended response	Select the PI's intended response: Intend to proceed / accept award Intend to decline invitation / award
PI intended response notes	Provide additional notes (if required) on the PI's intended response

If the funder outcome is 'Unsuccessful', select 'Unsuccessful' as the Proposal action and 'Process Action'. This will then change the status to 'Closed', with an outcome of 'Unsuccessful'.

If the funder outcome is 'Reserve' (meaning that the funding may be awarded at some point in future, should other awards not proceed), select 'Reserve'. There is no accompanying Proposal action - a Reserve proposal will remain in the 'Submitted to funder' status until the eventual final award decision is known (or presumed).

If the funder outcome is 'Awarded':

Select 'Proceed' as the Proposal action and 'Process Action'. This then changes the status to 'Approved'.
To decline the award, select 'Decline' as the Proposal action and 'Process Action'. This will change the status to 'Closed (offer declined)'.

It is also possible to upload certain funder outcome data in bulk - details are available here.

PI notification of submission to funder and funder outcome

There is not yet functionality to enable the PI to capture the Funder submission or Funder outcome details directly. Until there is, Principal Investigators (or any other project team member) can notify the Grant Manager / Funding Opportunity support contact if they have submitted their application to the funder (when the status is 'Ready for submission to funder') or if they have been notified of the outcome of their application (when the status is 'Submitted to funder').

This is available on the Proposal details screen.