Research Grant Lifecycle Management

• Purpose
• How to Use This SOP
• PART A – GRANT SEARCH AND IDENTIFICATION
• Process
• Step-by-Step Process
• A.4 Review frequency
• New PART B – RESEARCH PROPOSAL WRITING PROCESS
• PART B – RESEARCH PROPOSAL WRITING PROCESS
• PART C — THE BRIDGE PERIOD: Award Notice → Funds Available
• Objective
• Phase 1 — Immediate Response (Days 0–7)
• Phase 2 – Administrative and Financial Setup (Weeks 1–4)
• Phase 3 – Team and Resource Planning (Weeks 2–8)
• Phase 4 – Project Infrastructure Development (Weeks 2–6)
• Phase 5 – Compliance and Reporting Setup (Weeks 4–8)
• Phase 6 – Pre-Launch Activities (Final 1–2 Weeks Before Project Start)

Purpose

This Standard Operating Procedure (SOP) establishes a standardized process for managing the entire research grant lifecycle at THiNK—from identifying funding opportunities to preparing projects for implementation after an award has been secured.

FIND  ->  WRITE -> PREPARE -> LAUNCH 

Specifically, this SOP provides guidance on:

• Identifying and tracking strategic funding opportunities.
• Developing competitive research and innovation proposals.
• Managing pre-award activities following proposal selection.
• Planning implementation activities during the award-to-disbursement period.
• Ensuring project implementation readiness before funds are received.
• Building and maintaining strategic partnerships with funders and collaborators.
• Ensuring compliance with funder, institutional, financial, and ethical requirements throughout the grant lifecycle.

This SOP applies to all THiNK staff involved in grant scouting, proposal development, partnership management, budgeting, project planning, and grant implementation.

How to Use This SOP

This document covers the full grant lifecycle in three interconnected phases:

• Part A – Grant Search and Identification: Establishes processes for proactively identifying, monitoring, and assessing funding opportunities aligned with THiNK's strategic priorities.
• Part B – Research Proposal Writing and Submission: Provides a structured approach for developing high-quality, compliant, and competitive proposals.
• Part C – The Award-to-Launch Bridge Period: Outlines the activities that should take place between receiving notification of an award and receiving project funds. This period should be treated as a project readiness phase to ensure implementation can begin immediately upon disbursement rather than losing valuable time to administrative delays.

Guiding Principle: At THiNK, grant management does not begin when funding arrives. It begins when an opportunity is identified and continues through project closeout. The period between award notification and fund disbursement is an active planning phase—not a waiting period.

PART A – GRANT SEARCH AND IDENTIFICATION

Process

A.1 Objective

To maintain a live pipeline of relevant and fundable opportunities aligned with THiNK's strategic priorities, ensuring that proposal development begins from a position of preparedness rather than in response to tight deadlines.

A.2 Roles and Responsibilities

 

Step-by-Step Process

Step 1 – Define Funding Priorities (Annual Exercise)

At the beginning of each year, develop a one-page Funding Priorities Statement outlining:

• THiNK's core research themes and strategic priorities.

• Priority methodologies, populations, technologies, and systems of interest.

• Geographic scope and eligibility considerations (e.g., citizenship requirements, institutional partnerships, or career-stage restrictions).

• Three to five "anchor funders" with whom THiNK intends to build long-term relationships.

• Ten to fifteen additional funders to monitor for strategic opportunities.

Examples of priority areas include:

• Responsible & Trustworthy  AI

• AI Governance and Policy

• AI for Education

• AI for Health

• Digital Public Infrastructure

• Climate and AI

• AI Safety and Ethics

• Data 

• AI infrastructure

• Inclusive Innovation and Emerging Technologies

Step 2 – Build and Maintain a Funding Opportunity Tracker

Maintain a continuously updated grants database containing, at minimum:

Suggested status categories include:

• Identified

• Under Review

• Eligible

• Go Decision Pending

• Proposal Development

• Submitted

• Shortlisted

• Awarded

• Awaiting Agreement

• Awaiting Disbursement

• Implementation

• Closed

Step 3 – Monitor Strategic Funding Channels

Funding opportunities should be monitored across multiple channels, including:

Government and Public Funders

• National research funding agencies

• Ministries responsible for science, innovation, and digital transformation

International and Multilateral Organizations

• IDRC

• UNESCO

• World Bank

• WHO

• United Nations Agencies

• Regional Development Banks

• UK Research and Innovation (UKRI)

Foundations and Philanthropic Organizations

• Gates Foundation

• Wellcome Trust

• Ford Foundation

• Mastercard Foundation

• Mozilla Foundation

Regional and Pan-African Funders

• African Academy of Sciences (AESA)

• APHRC

• TWAS

• Masakhane Research Foundation

• African Union programmes

Corporate and Industry Research Programmes

• Google Research

• Google.org

• Microsoft Research

• Open-source AI initiatives

• Technology accelerators and innovation programmes

Funding Aggregators

• Pivot-RP

• GrantForward

• Research Professional

• GrantStation

• Candid Foundation Directory

• Grants.gov

Professional Networks

• Funder newsletters

• Professional associations

• Conference announcements

• Academic and practitioner networks

• Collaborator referrals

Step 4 – Establish Passive Monitoring Systems

Funding searches should not depend solely on manual monitoring.

Establish:

• Saved searches across funding databases.

• Google Alerts for strategic keywords.

• Subscriptions to funder newsletters.

• Calendar reminders for recurring annual opportunities.

• Automated deadline notifications where possible.

Examples of useful search terms include:

• Responsible AI grants

• AI Africa call for proposals

• AI governance funding

• Digital transformation research grants

• Emerging technology funding opportunities

• AI policy fellowships

Step 5 – Conduct a 15-Minute Opportunity Triage

Every opportunity should undergo an initial screening process assessing:

1. Eligibility requirements.

2. Deadline feasibility.

3. Budget suitability.

4. Strategic alignment.

5. Institutional capacity.

6. Existing funder relationships.

7. Reporting and compliance obligations.

Applications that fail mandatory eligibility requirements should be immediately removed from consideration.

Step 6 – Make the Go/No-Go Decision

Evaluate each opportunity using the following criteria:

Borderline decisions should be discussed collectively rather than determined by a single individual.

Step 7 – Confirm Timelines and Commitments

Before committing to an application:

• Assign proposal leads.

• Confirm collaborator availability.

• Establish internal deadlines.

• Schedule required reviews and approvals.

• Update the funding tracker accordingly.

Step 8 – Invest in Funder Relationships (Ongoing)

THiNK should actively cultivate relationships with priority funders by:

• Attending webinars and office hours.

• Introducing THiNK's work to programme officers.

• Seeking feedback on unsuccessful applications.

• Sharing publications and project outcomes when appropriate.

• Participating in relevant research and policy communities.

Relationship-building should be viewed as a long-term investment rather than an activity that begins immediately before a funding call.

A.4 Review frequency

 

New PART B – RESEARCH PROPOSAL WRITING PROCESS

B.1 Objective

To transform a strategic funding opportunity into a competitive, compliant, and high-quality proposal that accurately reflects THiNK's expertise, partnerships, and implementation capacity.

B.2 Proposal Development Process

Step 1 – Proposal Kickoff

Within one day of confirming grant eligibility.

• Review the funding call line by line.

• Create a compliance checklist from every mandatory requirement.

• Assign responsibilities and deadlines.

• Establish internal submission timelines.

Step 2 – Backward Planning

Work backward from the submission deadline.

Minimum milestones should include:

• Concept development

• Letter of Intent submission (if applicable)

• First proposal draft

• Budget completion

• Scientific review

• Compliance review

• Revision period

• Institutional approvals

• Final submission

Internal deadlines should precede external deadlines by at least 48 hours.

Step 3 – Develop the Concept Note

Where required:

• Prepare a one-to-two-page concept note.

• Obtain feedback from internal reviewers.

• Incorporate funder feedback before beginning the full proposal.

Step 4 – Develop the Scientific Core

Draft proposal components in the following order:

1. Research questions and objectives.

2. Background and significance.

3. Innovation statement.

4. Research design and methodology.

5. Preliminary findings or feasibility evidence.

6. Project timeline.

7. Dissemination strategy.

8. Knowledge translation plan.

9. Risk management framework.

10. Sustainability strategy.

For AI-related proposals, additional sections should address:

• Responsible AI principles.

• Data governance.

• Inclusion and accessibility.

• Bias mitigation strategies.

• Ethics and privacy considerations.

• AI safety measures.

• Stakeholder engagement plans.

Step 5 – Develop Supporting Documentation Concurrently

Supporting documentation should be prepared throughout proposal development and not immediately before submission.

Required documents may include:

• Budget and budget justification.

• CVs or biosketches.

• Letters of support.

• Data management plans.

• Ethics documentation.

• Institutional certifications.

• Partnership agreements.

• Facilities statements.

• References and appendices.

Step 6 – Internal Review

All proposals must undergo:

a) Scientific Review 

Assess:

• Clarity

• Innovation

• Methodological rigor

• Feasibility

• Strategic alignment

b) Compliance Review

Assess:

• Eligibility

• Formatting requirements

• Required attachments

• Budget compliance

c) Financial Review

Assess:

• Cost allowability

• Budget calculations

• Institutional rates

• Cost-sharing obligations

Step 7 – Revision and Quality Assurance

All revisions should be tracked.

Following revisions, verify:

• Page limits

• Budget consistency

• References

• Formatting requirements

• Supporting documentation

Step 8 – Final Compliance Review

Confirm:

• Fonts and margins comply with guidelines.

• File names follow required conventions.

• Required attachments are included.

• Submission portal requirements have been met.

Step 9 – Institutional Approval

Obtain all required approvals before submission.

Institutional approval timelines should be incorporated into proposal schedules and should never be treated as a final-day activity.

Step 10 – Submission

All proposals should be submitted a minimum of 24–48 hours before funder deadlines.

Following submission:

• Save confirmation receipts.

• Archive all submitted materials.

• Update the grants tracker.

B.3 Pre-Submission Checklist

Before submission, confirm that:

• All funder requirements have been met.

• Page and word limits are respected.

• Budgets are internally consistent.

• Supporting documents are complete.

• Letters of support are signed.

• Institutional approvals have been obtained.

• Formatting requirements have been met.

• Submission confirmation has been received.

PART B – RESEARCH PROPOSAL WRITING PROCESS

B.1 Objective

To transform a strategic funding opportunity into a competitive, compliant, and high-quality proposal that accurately reflects THiNK's expertise, partnerships, and implementation capacity.

B.2 Proposal Development Process

Step 1 – Proposal Kickoff

Within one day of confirming grant eligibility.

• Review the funding call line by line.

• Create a compliance checklist from every mandatory requirement.

• Assign responsibilities and deadlines.

• Establish internal submission timelines.

Step 2 – Backward Planning

Work backward from the submission deadline.

Minimum milestones should include:

• Concept development

• Letter of Intent submission (if applicable)

• First proposal draft

• Budget completion

• Scientific review

• Compliance review

• Revision period

• Institutional approvals

• Final submission

Internal deadlines should precede external deadlines by at least 48 hours.

Step 3 – Develop the Concept Note

Where required:

• Prepare a one-to-two-page concept note.

• Obtain feedback from internal reviewers.

• Incorporate funder feedback before beginning the full proposal.

Step 4 – Develop the Scientific Core

Draft proposal components in the following order:

1. Research questions and objectives.

2. Background and significance.

3. Innovation statement.

4. Research design and methodology.

5. Preliminary findings or feasibility evidence.

6. Project timeline.

7. Dissemination strategy.

8. Knowledge translation plan.

9. Risk management framework.

10. Sustainability strategy.

For AI-related proposals, additional sections should address:

• Responsible AI principles.

• Data governance.

• Inclusion and accessibility.

• Bias mitigation strategies.

• Ethics and privacy considerations.

• AI safety measures.

• Stakeholder engagement plans.

Step 5 – Develop Supporting Documentation Concurrently

Supporting documentation should be prepared throughout proposal development and not immediately before submission.

Required documents may include:

• Budget and budget justification.

• CVs or biosketches.

• Letters of support.

• Data management plans.

• Ethics documentation.

• Institutional certifications.

• Partnership agreements.

• Facilities statements.

• References and appendices.

Step 6 – Internal Review

All proposals must undergo:

a) Scientific Review 

Assess:

• Clarity

• Innovation

• Methodological rigor

• Feasibility

• Strategic alignment

b) Compliance Review

Assess:

• Eligibility

• Formatting requirements

• Required attachments

• Budget compliance

c) Financial Review

Assess:

• Cost allowability

• Budget calculations

• Institutional rates

• Cost-sharing obligations

Step 7 – Revision and Quality Assurance

All revisions should be tracked.

Following revisions, verify:

• Page limits

• Budget consistency

• References

• Formatting requirements

• Supporting documentation

Step 8 – Final Compliance Review

Confirm:

• Fonts and margins comply with guidelines.

• File names follow required conventions.

• Required attachments are included.

• Submission portal requirements have been met.

Step 9 – Institutional Approval

Obtain all required approvals before submission.

Institutional approval timelines should be incorporated into proposal schedules and should never be treated as a final-day activity.

Step 10 – Submission

All proposals should be submitted a minimum of 24–48 hours before funder deadlines.

Following submission:

• Save confirmation receipts.

• Archive all submitted materials.

• Update the grants tracker.

B.3 Pre-Submission Checklist

Before submission, confirm that:

• All funder requirements have been met.

• Page and word limits are respected.

• Budgets are internally consistent.

• Supporting documents are complete.

• Letters of support are signed.

• Institutional approvals have been obtained.

• Formatting requirements have been met.

• Submission confirmation has been received.

 

PART C — THE BRIDGE PERIOD: Award Notice → Funds Available

Objective

The period between receiving an award notice and receiving funds should be treated as a Project Readiness Phase rather than a waiting period. Its primary purpose is to ensure that projects can commence immediately once funds are available.

By the time funding is received:

• Hiring processes should already be underway.

• Implementation plans should be finalized.

• Project management systems should be operational.

• Procurement plans should be approved.

• Compliance requirements should be substantially complete.

• Partnerships should be formalized.

• Reporting structures should be established.

• Teams should understand their roles and responsibilities.

The goal is to eliminate avoidable delays and achieve implementation readiness before project launch.

Overview

Note: Timelines may vary depending on the funder. Some grants release funds immediately after award notification, while others may require contract negotiations or compliance approvals that take several months. The activities outlined below should therefore be adapted to the requirements of individual funders.

 

Phase 1 — Immediate Response (Days 0–7)

Objectives

• Understand the terms of the award.

• Confirm acceptance requirements.

• Notify all relevant stakeholders.

• Establish project ownership and immediate next steps.

Activities

Review the Award Documentation

Read the complete Notice of Award (NOA), Grant Agreement, or Award Letter.

Pay particular attention to:

• Total award amount.

• Budget periods and funding schedules.

• Approved versus requested budgets.

• Project start and end dates.

• Reporting requirements.

• Compliance obligations.

• Procurement restrictions.

• Intellectual property provisions.

• Data sharing requirements.

• Publication requirements.

• Branding and communications obligations.

• Required approvals before fund release.

Prepare an Award Summary Sheet

Develop a one-page document containing:

• Project title.

• Funder name.

• Award amount.

• Project duration.

• Budget periods.

• Reporting deadlines.

• Special award conditions.

• Required approvals.

• Internal project lead.

• Expected disbursement timelines.

 

Phase 2 – Administrative and Financial Setup (Weeks 1–4)

Objectives

Establish the administrative, financial, and contractual foundations necessary for implementation.

Activities

a)Review Grant Agreements

Confirm:

• Payment schedules.

• Cost-sharing obligations.

• Allowable costs.

• Procurement requirements.

• Partner obligations.

• Reporting timelines.

• Amendment procedures.

b)Financial Setup

Prepare:

• Project budget tracker.

• Financial reporting templates.

c)Establish Project Files

Create dedicated folders containing:

• Proposal documents.

• Approved proposal.

• Contracts.

• Budgets.

• Reporting templates.

• Procurement documentation.

• Communications materials.

• Ethics documentation.

• Partner agreements.

d)Partner Agreements

Where applicable, finalize:

• Memoranda of Understanding.

• Sub-award agreements.

• Consultancy agreements.

• Collaboration agreements.

• Data-sharing agreements.

Outputs

• Financial management systems established.

• Partner agreements initiated.

• Procurement plans completed.

• Project documentation organized.

Phase 3 – Team and Resource Planning (Weeks 2–8)

Objectives

Ensure the necessary people, tools, and resources are ready before implementation begins.

Activities

Staffing Plan

Determine:

• Required positions.
• Duration of appointments.
• Reporting structures.
• Recruitment timelines.

Potential roles include:

• Project Manager
• Research Fellows
• Data Scientists
• AI Researchers
• Research Assistants
• Policy Analysts
• Monitoring and Evaluation Officers
• Communications Officers
• Consultants
• Administrative support staff

Recruitment Preparation

Prepare:

• Terms of Reference (TORs).
• Job descriptions.
• Interview schedules.
• Selection criteria.
• Consultancy agreements.

Resource Planning

Identify required:

• Software licenses.
• Research tools.
• Survey platforms.
• Computing infrastructure.
• Data storage requirements.
• Workspace requirements.
• Meeting platforms.

For AI projects, consider:

• Cloud computing requirements.
• GPU access requirements.
• Data management infrastructure.
• Responsible AI compliance tools.
• Security requirements.

Outputs

• Staffing plans completed.
• Recruitment packages prepared.
• Resource requirements documented.
• Procurement needs identified.

Phase 4 – Project Infrastructure Development (Weeks 2–6)

Objectives

Build the systems required to manage implementation effectively.

Activities

Develop the Implementation Roadmap

Prepare a detailed project roadmap outlining:

Month 1

• Project kickoff
• Partner meetings
• Recruitment activities
• Procurement initiation

Month 2

• Pilot activities
• Team onboarding
• Tool development
• Stakeholder engagement

Month 3

• Research implementation begins
• Baseline assessments
• Monitoring activities commence

Develop Workplans

Prepare:

• Annual workplans.
• Quarterly plans.
• Monthly activity schedules.
• Deliverables tracker.
• Milestone calendar.

Develop Monitoring Systems

Create:

• KPI trackers.
• Risk registers.
• Activity trackers.
• Budget monitoring tools.
• Reporting calendars.

Outputs

• Implementation roadmap completed.
• Project workplans finalized.
• Monitoring systems established.

Phase 5 – Compliance and Reporting Setup (Weeks 4–8)

Objectives

Ensure all ethical, legal, and reporting requirements are met before implementation.

Activities

a)Ethics and Compliance

Determine whether the project requires:

• Institutional ethics approval.

• Data protection compliance reviews.

• Partner approvals.

• Government permissions.

• Procurement approvals.

• Participant consent procedures.

For AI-related projects, additionally assess:

• Responsible AI requirements.

• Data governance frameworks.

• Bias mitigation strategies.

• Privacy and security measures.

• Transparency requirements.

• Algorithmic accountability considerations.

b)Reporting Framework

Prepare:

• Financial reporting templates.

• Narrative reporting templates.

• Monitoring and evaluation frameworks.

• Communications reporting requirements.

• Risk reporting procedures.

c)Develop a Reporting Calendar

Include:

• Quarterly reports.

• Financial reports.

• Partner reporting deadlines.

• Monitoring activities.

• Dissemination activities.

• Funder meetings and presentations.

Outputs

• Compliance requirements documented.

• Reporting templates completed.

• Reporting calendar established.

 

Phase 6 – Pre-Launch Activities (Final 1–2 Weeks Before Project Start)

Objectives

Confirm implementation readiness across all project functions.

Activities

1. Conduct a Project Readiness Assessment

Confirm that:

a) Administration

• Contracts are signed.

• Budgets are approved.

• Procurement plans are complete.

b) Human Resources

• Recruitment processes are complete.

• Consultants are onboarded.

• Team responsibilities are documented.

c) Operations

• Project tools are operational.

• Communication channels are established.

• Documentation systems are functioning.

d) Compliance

• Ethics approvals are secured.

• Reporting requirements are understood.

• Partner agreements are finalized.

2. Conduct the Project Kickoff Meeting

Agenda items should include:

• Project objectives.

• Deliverables.

• Roles and responsibilities.

• Communication protocols.

• Risk management procedures.

• Reporting expectations.

• Budget considerations.

• Implementation timelines.

Outputs

• Project readiness checklist completed.

• Kickoff meeting conducted.

• Team onboarding completed.