Partnership Request Discernment and Critical Phases of the GPFT

Project Administrator Role:

Project administrator begins an extensive high-level internal exploration and review of resources, personnel, and support for the potential partnership. This phase is used to gauge interest and available investment from both University of Pittsburgh colleagues and the potential partner(s). These conversations are non-binding but critical prior to committing time and resources.

Senior Leadership Role:

No needs at this time

Project Administrator Role:

Once the internal exploration and research process has concluded, the PA should begin meeting and discussing the partnership with key administrators to confirm secured faculty support and interest to request approval for contract submission to begin.

Senior Leadership Role:

At this time, senior leadership should raise any concerns before the PA continues to move this process forward.

Senior leaders should consider:

• Does this project advance the school's or university's global goals?
• Is there faculty commitment, financial support, and other available resources to move this project forward?
• Do you have any reservations about working with this particular partner and/or on this particular subject matter?
• Has the PA considered or created SMART goals to ensure specific, measurable, achievable, relevant, and time-bound results?
• Does your school have the capacity to support this initiative beyond a simple MOU?

If senior leadership has any concerns regarding the partnership or resources needed to carry out this partnership, they should bring them to the attention to the PA before proceeding to Phase 3.

Project Administrator Role:

Once formal exploration is concluded by both entities and it has been determined that the partnership is worth exploring, the contract proposal submission can begin. The PA will work with the Global Operations Support Manager to submit the formal partnership request form.

Senior Leadership Role:

Senior leaders will be required to review and formally approve the agreement request via the online Contraxx system. Leaders will receive a DocuSign request to review and sign the letter of intent. Before the proposal is reviewed by the University Center for International Studies (UCIS) and University Counsel, you will receive an e-mail message requesting your approval. Your prompt attention to this request is greatly appreciated. To electronically sign the request, please click the “Review Document” button on the e-mail message; select “Continue;” drag the “Signature” icon from the top left-hand side of the screen and drop it next to your name; click “Finish” on the bottom right-hand side of the screen. 

In addition to the initial review in Step 2, senior leaders should once again consider: 

• Does this project advance the school's or university's global goals?
• Is there faculty commitment, financial support, and other available resources to move this project forward?
• Do you have any reservations about working with this particular partner and/or on this particular subject matter?
• Has the PA considered or created SMART goals to ensure specific, measurable, achievable, relevant, and time-bound results?
• Does your school have the capacity to support this initiative beyond a simple MOU?

Project Administrator Role:

Numerous discussions will occur between the PA and Pitt stakeholders as well as the PA and the potential partner. This phase is the process by which all details of the arrangements are presented and agreed upon. If specification cannot be agreed upon or if the collaboration changes in scope, it may be necessary to return to the earlier phases.

Senior Leadership Role:

At this time, senior leaders should be made aware of any major changes that have occurred regarding the contract terms or project scope since the initial review in Phase 2. Senior leaders should raise any concerns with revisions before moving to Phase 5.

Project Administrator Role:

The partnership agreement is sent through the Contraxx signature workflow, which is primarily handled by the Global Partnerships & Partner Engagement Team. Once the agreement has been sent through the workflow and the final executed agreement is prepared, the PA can begin implementation of the agreement.

Senior Leadership Role:

At this time, senior leaders should be well aware of the contract and its goals. All items listed in the previous phases should be complete BEFORE this agreement reaches senior leadership. If the appropriate steps have not been followed and/or this is the first time you are seeing this as a senior leader, DO NOT SIGN the agreement and return to Phase 2 for discussions with the PA.

The dean is the first of up to five signatories on all partnership agreements. By signing this agreement all parties are indicating that they have read, understood, and fully support the agreement as written. This signals to all other signatories that the agreement has been properly vetted and is fully supported by the relevant school.