Subaward Extraction Workflow
Workflow Description
Comprehensive extraction workflow designed for subaward agreements and FDP (Federal Demonstration Partnership) subawards. Uses six parallel extraction tasks to pull every important detail from these complex documents—from basic award information and contact details to financial terms, reporting requirements, and compliance obligations. Built to handle large, multi-attachment subaward packages with high accuracy.
Document Processing Capabilities
- Format Support: PDF subaward agreements, FDP subaward templates, and multi-attachment packages
- Document Complexity: Handles large subaward packages with multiple attachments (Attachment A, B, etc.)
Extracts the basic identifying information that tells you who's involved and what award this subaward is tied to. Gets the exact names, numbers, and titles exactly as they appear in the document.
What Gets Extracted:
- Pass-Through Entity (PTE) name—the institution issuing the subaward
- Subrecipient name—who's receiving the subaward
- Federal Award Number (FAIN) from the prime award
- Subaward number assigned to this agreement
- Project title
- Federal agency that originally funded the prime award
Pulls contact details for key people on both sides of the subaward—the pass-through entity and the subrecipient. Focuses on getting email addresses and phone numbers character-perfect since typos here cause real problems.
Contacts Extracted (for both PTE and Subrecipient):
- Principal Investigator: name, email, phone
- Administrative Contact: name, email, phone
- Financial Contact: name, email, phone
- Authorized Official: name, email, phone
Search Locations: Attachment A (PTE contacts) and Attachment B (Subrecipient contacts)
Extracts all the dates and dollar amounts with extreme precision. Monetary values get verified against multiple locations in the document because errors here are unacceptable—a misplaced comma or wrong digit can cause serious compliance issues.
Dates Extracted:
- Subaward budget period start and end dates
- Prime award period (if specified)
Monetary Values (verified in multiple locations):
- Amount funded this action
- Estimated total (if incremental funding)
- Total direct costs
- Total indirect costs
- Cost type (cost-reimbursement, fixed-price, etc.)
Finds the financial rules that govern how the subaward operates—how often to invoice, what the indirect cost rate is, whether cost sharing is required, and policies about carrying funds forward.
Financial Policies Extracted:
- How often invoices should be submitted
- When the final invoice is due after the project ends
- What information must be included on invoices
- Indirect cost (F&A) rate and what it's calculated on
- Cost sharing requirements (if any)
- Whether unused funds can carry forward to the next period
Identifies only the reports that are actually required—not just mentioned as possibilities. Looks for explicit language like "shall submit" or checked boxes, and ignores unchecked options or general references.
Report Types Identified:
- Technical reports (progress reports, final technical report)
- Financial reports (invoices, final financial statement)
- Invention/IP reports (disclosure requirements, final invention report)
For Each Report:
- Frequency or type (monthly, quarterly, annual, final)
- Due date or timing requirement
- Who receives it
Searches through all the terms, conditions, and referenced documents to find compliance obligations. Captures everything from which regulations apply to how termination works to how long records must be kept.
Compliance Areas Covered:
- Which regulations govern the subaward (2 CFR 200, agency terms, etc.)
- How to handle prior approvals (who to contact, what needs approval)
- Conflict of interest policy requirements
- Data rights and sharing terms
- Copyright and intellectual property terms
- Required certifications
- Audit requirements
- Termination notice and conditions
- Record retention requirements
Takes all six extraction outputs and combines them into a single, well-organized subaward summary. Formats contact information into clean tables, verifies monetary amounts one more time, and organizes everything into logical sections that match how subaward administrators actually use this information.
Consolidation Process:
Accuracy Verification:
- Cross-checks all monetary values against the source document
- Verifies contact information character-by-character
- Confirms all dates are correctly extracted
Formatting Improvements:
- Contact tables for PTE and Subrecipient with consistent phone formatting
- Complete financial breakdown with direct/indirect cost detail
- Reporting requirements organized by type (technical, financial, invention)
- Prior approvals section with specific requirements listed
Final Structure:
- Scannable format with clear section headers
- Related information grouped logically
- Tables where they improve readability
Final Output Structure
The formatted output creates a complete subaward summary document with all the information a subaward administrator needs in one place:
| Section |
Purpose |
Content Organization |
| BASIC AWARD INFORMATION |
Quick identification |
PTE, subrecipient, award numbers, project title, federal agency |
| PROJECT PERIODS |
Timeline reference |
Subaward period and prime award period dates |
| PTE CONTACTS TABLE |
Pass-through entity directory |
PI, administrative, financial, and authorized official contacts |
| SUBRECIPIENT CONTACTS TABLE |
Subrecipient directory |
PI, administrative, financial, and authorized official contacts |
| FINANCIAL SUMMARY |
Money at a glance |
Total amount, direct costs, indirect costs, cost type |
| FINANCIAL POLICIES |
Invoicing and cost rules |
Invoice frequency, F&A rate, cost sharing, carryforward |
| REPORTING REQUIREMENTS |
What's due and when |
Technical, financial, and invention reports with deadlines |
| PRIOR APPROVAL REQUIREMENTS |
What needs permission |
General rule plus specific requirements (extensions, personnel, etc.) |
| KEY COMPLIANCE REQUIREMENTS |
Regulatory obligations |
Governing regs, COI policy, data rights, termination, records |
Technical Implementation
Document Processing Capabilities
- Input Formats: PDF subaward agreements, FDP templates, and multi-attachment subaward packages
- Parallel Extraction: Six focused extraction tasks run simultaneously for thorough coverage
- Verification Protocol: Monetary values verified in multiple document locations before output
- Attachment Awareness: Searches specific attachments (A, B, 4, etc.) for targeted information
×
Task 1: Core Award Information Prompt
TASK:
Extract core identifying information and party details from this Subaward Agreement document with 100% accuracy.
CRITICAL INSTRUCTION:
Extract information exactly as written in the document. Do not modify, abbreviate, or interpret any text.
EXTRACTION TARGETS:
- Pass-Through Entity (PTE) Name
- Subrecipient Name
- PTE Federal Award Number (FAIN)
- Subaward Number
- Project Title
- Federal Awarding Agency
VERIFICATION REQUIREMENT:
After extraction, verify each item appears exactly as shown in the source document before finalizing.
OUTPUT FORMAT:
**Pass-Through Entity (PTE) Name:** [exact text]
**Subrecipient Name:** [exact text]
**PTE Federal Award Number:** [exact number]
**Subaward Number:** [exact number]
**Project Title:** [exact title]
**Federal Awarding Agency:** [exact agency name]
×
Task 2: Contact Information Prompt
TASK:
Extract personnel contact information for both PTE and Subrecipient with character-perfect accuracy for emails and phone numbers.
CRITICAL REQUIREMENTS:
1. Transcribe email addresses exactly character-for-character
2. Transcribe phone numbers exactly as shown
3. Extract information from contact sections/attachments
4. Map phone numbers only to explicitly stated roles
SEARCH LOCATIONS:
Focus on Attachment A (PTE contacts) and Attachment B (Subrecipient contacts)
EXTRACTION TARGETS:
For both PTE and Subrecipient:
- Principal Investigator (PI) Name, Email, Phone
- Administrative Contact Name, Email, Phone
- Financial Contact Name, Email, Phone
- Authorized Official Name(s), Email, Phone
OUTPUT FORMAT:
**PASS-THROUGH ENTITY CONTACTS:**
- **Principal Investigator Name:** [name]
- **Principal Investigator Email:** [exact email or "Not specified"]
- **Principal Investigator Phone:** [exact phone or "Not specified"]
[Continue for all contact types]
**SUBRECIPIENT CONTACTS:**
[Same format as above]
VERIFICATION STEP:
Double-check all email addresses and phone numbers against source document before finalizing.
×
Task 3: Dates & Monetary Values Prompt
TASK:
Extract dates and monetary values with absolute precision. Any error in monetary amounts is unacceptable.
CRITICAL MONETARY EXTRACTION:
1. Extract monetary values exactly as written including currency symbols and decimals
2. Verify extracted amounts against multiple locations in document
3. Do not add extra digits or modify any numbers
4. Cross-reference budget sections for accuracy
EXTRACTION TARGETS:
- Subaward Budget Period Start Date
- Subaward Budget Period End Date
- Prime Award Period Start/End (if specified)
- Amount Funded This Action (VERIFY CAREFULLY)
- Incrementally Estimated Total (if specified)
- Total Direct Costs (if specified)
- Total Indirect Costs (if specified)
- Cost Type
VERIFICATION PROTOCOL:
After extracting monetary values, locate them in at least 2 places in the document to confirm accuracy.
OUTPUT FORMAT:
**Subaward Budget Period Start Date:** [MM/DD/YYYY]
**Subaward Budget Period End Date:** [MM/DD/YYYY]
**Amount Funded This Action:** [exact amount with currency]
[Continue for all items]
×
Task 4: Financial Policies Prompt
TASK:
Extract financial policies, rates, and requirements from the subaward agreement and referenced documents.
SEARCH STRATEGY:
1. Review main terms and conditions
2. Check special conditions sections
3. Examine referenced attachments
4. Look for flow-down requirements from prime award
EXTRACTION TARGETS:
- Invoicing Frequency
- Final Invoice Due Date
- Required Invoice Elements
- Indirect Cost (F&A) Rate and Base
- Cost Sharing Requirements
- Carryforward Policy
- Unrecovered Indirect Cost Allowance
RATE EXTRACTION PRECISION:
For F&A rates: Extract exact percentage and specify calculation base (MTDC, TDC, etc.)
OUTPUT FORMAT:
**Invoicing Frequency:** [frequency requirement]
**Final Invoice Due Date:** [specific timeframe]
**Indirect Cost (F&A) Rate Applied:** [exact percentage]
**Indirect Cost (F&A) Base:** [calculation base]
[Continue for all policies]
×
Task 5: Reporting Requirements Prompt
TASK:
Extract ONLY explicitly required reports as mandated by this specific subaward agreement.
INCLUSION CRITERIA:
Only include reports that are:
- Explicitly stated as required
- Marked with checkboxes or selection indicators
- Listed in "required reports" sections
- Specified with "Subrecipient shall submit" language
EXCLUSION CRITERIA:
Do NOT include:
- Reports mentioned as possibilities
- Unchecked options
- General references without specific requirements
SEARCH LOCATIONS:
- Attachment 4 (Reporting and Prior Approval Terms)
- Main terms and conditions
- Special terms sections
OUTPUT FORMAT:
**TECHNICAL REPORTS:**
- **Type/Frequency:** [specific requirement]
- **Due Date/Timing:** [exact deadline]
- **Recipient Contact:** [who receives it]
**FINANCIAL REPORTS:**
[Same format]
**INVENTION REPORTING:**
[Same format]
×
Task 6: Compliance Requirements Prompt
TASK:
Extract compliance requirements, regulations, and special terms from all sections of the subaward agreement.
SEARCH COMPREHENSIVELY:
1. General terms and conditions
2. Special conditions
3. Certifications and assurances
4. Referenced/incorporated documents
5. Flow-down requirements from prime award
EXTRACTION TARGETS:
- Governing Regulations/Terms
- Prior Approval Handling
- Specific Prior Approval Requirements
- COI Policy Application
- Data Rights/Sharing Terms
- Copyright Terms
- Certification Requirements
- Audit Requirements
- Termination Clauses
- Record Retention
SOURCE ATTRIBUTION:
For each requirement, note the source (e.g., "per 2 CFR 200", "flowed down from prime award")
OUTPUT FORMAT:
**Governing Regulations/Terms:** [list with sources]
**Prior Approval Handling:** [general policy]
**Specific Prior Approval Requirements:** [detailed list]
[Continue for all compliance areas]