Using IBISResearch

IBISResearch is UM’s centralized system for managing sponsored research proposals and awards. It is used by faculty, department administrators, and ORA to prepare, route, review, and submit proposals in compliance with university and sponsor requirements.

Key functions include:

• Proposal initiation and tracking
• PI and key personnel identification
• Budget development and cost sharing documentation
• Internal approvals and electronic routing
• Coordination with ORA for sponsor submission
• Record retention for proposals and awards

💡 IBISResearch is required even when a sponsor uses an external submission system (e.g., NIH ASSIST, NASA NSPIRES).

IBISResearch is used by multiple stakeholders involved in proposal development, including:

• Principal Investigators (PIs) – Provide project details, scientific components, and certifications
• Department Administrators / Research Staff – Initiate proposals, prepare budgets, upload documents, and manage routing
• ORA Pre‑Award Staff – Review proposals for compliance, accuracy, and institutional requirements before submission
• Other Institutional Review Units – As needed for compliance approvals (e.g., cost sharing, compliance reviews, award setup and review)

Proposals should be initiated in IBISResearch as early as possible during the proposal planning phase and in accordance with the Application Deadline Policy. 

You should initiate a proposal when:

• You intend to submit to an external sponsor
• You are developing a proposal budget
• You anticipate subcontracting or cost sharing
• The proposal requires internal or sponsor‑specific approvals

To create a proposal in IBISResearch, users will:

• Select the appropriate proposal type
• Identify the PI and key personnel
• Enter sponsor and funding opportunity information
• Upload required scientific and administrative documents
• Build or upload the proposal budget and budget justification
• Identify subawards, cost sharing, or special review requirements

Once initiated, proposals move through an electronic routing process for department, school/college, and ORA review.

💡 Ensure all required fields and attachments are completed before routing to avoid delays.

All proposals must be routed through IBISResearch for internal approvals prior to submission.

During routing:

• ORA reviews proposals for compliance with sponsor and institutional requirements
• Budgets are reviewed for accuracy and allowability
• Required certifications and approvals are confirmed
• Sponsor‑specific submission requirements are verified

ORA will work with the department and PI to resolve issues identified during review before submission.

At the University of Miami, most sponsor submissions are coordinated through IBISResearch.

Depending on the sponsor and submission method:

• ORA may submit the proposal on behalf of the PI, or
• ORA may support the PI during sponsor submission

ORA will confirm the appropriate submission system and method for each proposal.

💡 If submitted via the PI/Department, PI and Department must provide ORA with a complete submission packet

After submission:

• IBISResearch retains the official institutional record of the proposal
• ORA monitors sponsor acknowledgments and requests
• If funded, the proposal transitions to award setup and post‑award management workflows

Users should retain copies of all final submitted materials and remain responsive to ORA follow‑up requests.