Kean University SOP 10 – Grant‑Funded Procurement
Table of Contents
- About
- Scope
- Definitions
- Roles & Responsibilities
- Procedure
- Sustainment Planning
- Records & Retention
- Metrics & KPIs
- Related Policies
About
This Standard Operating Procedure (SOP) defines the required process for managing grant‑funded procurements to ensure compliance with sponsor requirements, University procurement rules, cybersecurity and accessibility standards, and long‑term sustainability expectations.
Grant‑funded procurements must satisfy both external sponsor obligations and internal Supplier Risk Management and Procurement Policy requirements.
Scope
This SOP applies to procurements that:
- Use external grant or sponsored program funds
- Are subject to sponsor‑defined procurement or compliance rules
- Introduce IT systems, software, cloud services, or consulting engagements
- Impact University data, cybersecurity, compliance, or operational risk
- Require sustainment beyond the grant funding period
This SOP applies to new purchases, renewals, and supplemental grant‑funded acquisitions.
Definitions
- Grant‑Funded Procurement: An acquisition using external sponsor funds.
- Sponsor Requirements: Procurement and compliance rules defined by the funding entity.
- Sustainment Plan: A documented plan describing post‑grant funding and support.
- Cost Allowability: Verification that costs are allowable, allocable, and reasonable.
- Compliance Restrictions: Data handling or security requirements imposed by sponsors.
Roles & Responsibilities
View roles
- Procurement Lead: Ensures compliance with sponsor and University rules.
- Principal Investigator (PI) / Business Owner: Confirms alignment with grant scope and prepares the Sustainment Plan.
- Risk Manager: Performs supplier risk assessment and scoring.
- IT Security: Reviews cybersecurity and data‑protection requirements.
- Accessibility Reviewer: Evaluates accessibility documentation.
- Finance / Sponsored Programs Office (SPO): Verifies allowability and sponsor compliance.
- CISO: Approves High and Critical‑risk procurements.
Procedure
1. Initiate Grant‑Funded Procurement
The PI or Business Owner submits a Grant‑Funded Procurement request in Freshservice, including the grant number, sponsor requirements, justification, and funding details.
2. Validate Sponsor Requirements
Procurement reviews sponsor rules to determine competitive bidding, documentation, reporting, and data‑protection requirements.
3. Required Reviews
Procurement routes the request for required reviews, including Risk Assessment, IT Security, Accessibility, Legal, and Finance/SPO review.
4. Vendor Assurance & Risk Assessment
Vendor assurance documentation is collected and reviewed. The Risk Manager performs risk scoring in alignment with Supplier Risk Management requirements.
Sustainment Planning
A Sustainment Plan is required for all grant‑funded procurements that extend beyond the grant period. The plan must address post‑grant funding, licensing, staffing, and operational support.
Sustainment risk is reviewed and validated prior to final approval.
Records & Retention
Grant procurement documentation—including sponsor requirements, approvals, risk assessments, sustainment plans, and contracts—must be stored in approved repositories.
Records are retained for seven (7) years or longer if required by the sponsor.
Metrics & KPIs
- Number of grant‑funded procurements completed
- Percentage compliant with sponsor documentation requirements
- Percentage with completed Sustainment Plans
- Number of High‑risk procurements escalated to the CISO
Related Policies
- KU SRM 01 – Supplier Risk Management Policy
- KU SRM 02 – Procurement Policy
- KU SEC 05 – Exception Management Policy
- KU SEC 10 – Policy Precedence & Governance
- KU IT 01 – Asset Management Policy
- Sponsor Procurement Guidelines (as applicable)
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