NCAR Budget & Planning

Office Overview and Proposal Process

Caron ChambersManager, Budget Operations

DirectorRena Brasher-Alleva

ManagerBudget Operations

Caron Chambers

Budget Analyst III, Base Operations

Elizabeth Chapin

Budget Analyst III, Base Operations

Bob Tan

Budget Analyst III, Proposal Coordinator

Valerie Koch

Budget Analyst II, Proposal Coordinator

Rebecca Greenberg

Administrative Assistant

Amy Stephens

Budget Specialist(Part-time Casual)

Janet Evans

NCAR Budget & Planning Office

NCAR FY2009 Total Funds$171.3M

NSF Base Budget

55%

NSF Special Expenditures

8%

Non-NSF Expendi-

tures37%

Budget and Planning Functional Areas

Base Budget Operations

• Detailed operating budget development

• Funding Allocations• NCAR Indirect Cost Rate• NCAR Facility

User/Recharge Ctr. Rates

•Funding/staffing trends

• Budget/overspending monitoring

• Review of Base subcontracts over $250K for Director approval.

Non-Base Programs

• Proposal Review and Approvals

• Pre-spending and over-spending monitoring

• Coordination of Fastlane Reports

• Non-Base proposal and funding statistics and trend analysis

• Review of non-Base subcontracts over $250K for NCAR Director approval.

Program Planning

• Strategic Plan Long-Range budget planning

•Annual Budget Review• Long-range

forecasting/ “what ifs” analysis

• Program Operating Plan (POP)

•POP Progress Report

NCAR B&P Web Page http://www.ncar.ucar.edu/planning/

NCAR Proposal Page

A web based system that guides the internal review of proposals from PI to the NCAR Director

NCAR is required to “notify” NSF of all outside funded activities◦ NSF has access to the Advance Notice and may review

proposals at any time◦ Includes all zero dollar collaborations and MOUs

Assures NSF that activities outside of base funds:◦ Fall within the mission of NCAR◦ Do not compete unfairly with the University community◦ Use NSF/NCAR resources appropriately

PACUR conducts semi-annual retrospective review:◦ Provides assurance to universities that there is no unfair

competition◦ Mechanism to encourage collaboration between NCAR and

University community

Advance Notice

◦ A committee of individuals from our member universities, developed in response to university concerns about unfair competition.

◦ Conduct a semi-annual retrospective review of Non-NSF and NSF Competed proposals over $100k Select a representative sample of proposals across all divisions/labs &

collaboration levels Perform an “audit” of how well proposals follow the agreed to criteria

◦ Provided budgets, Advance Notice, cover pages, and collaboration letters

◦ Draft report summarizing compliance of proposals & any recommendations

◦ NCAR has opportunity to respond to report◦ Final report is presented to UCAR President and entire PACUR committee

http://www.ucar.edu/governance/committees/urc/subcom.shtml

PACUR’s Role in Proposal Process

B&P Manager B&P Director NCAR Director

• Joint Univ. Proposals > $1M

• < $1M with Univ. sub-award < 20% of budget

• < $1M with University Collaboration but no funding

• NSF Non-Competed Proposals

• Joint Univ. Proposals < $1M

• < $1M with Univ. Sub-Award > 20% of budget

• No University Collaboration

• > $1M where Univ. sub-award is < 20% of budget

• > $1M with University Collaboration but no funding

• Proposals with exceptions to policy /procedures or concerns

Final Proposal Review/Approval > $100K

NCAR University Collaboration Trends

Over the last six years, NCAR has maintained a high level of university collaboration . On average, 76% of all Non-NSF and NSF grant proposals include university collaboration.

2004 2005 2006 2007 2008 20090

20

40

60

80

100

120

140

160

180

105

85

119

48

46

3620

2537

3526

35

62 7874

3433 18

Non-NSF & NSF Grant Proposals Over $100KUniv Collaboration vs. Non Univ Collaboration

FY 2004 - FY 2009

No Univ Collaboration Univ Collaboration Collaborative with No FundingCollaborative with Funding Joint Collaboration

Fiscal Year

# o

f P

rop

os

als

69% Univ Col-laboration

66% Univ Col-laboration

77% Univ Col-laboration

87% Univ Col-laboration

Note: Only includes proposals submitted wheredollar amount requested was more than $100K .

84% UnivCollaboration

Note: Numbers reflect the # of proposals that did or did not include university participation. Some proposals may

have included more than one university partner.

64% Collab

64% Collab

Univ Col 77%-laboration

66% Collab

Web Page: ◦ http//ncar.ucar.edu/planning

Phone Contacts:◦ Operations Questions:

Caron Chambers x 1114 Bob Tan x 1105 Elizabeth Chapin x 1106

◦ Proposal Questions: Valerie Koch x 1113 Rebecca Greenberg x 1119

Proposal Email: ◦ ncarprop@ucar.edu

Questions & Contacts