Strategies for streamlining the grant management process

Convey to your team that minimizing manual data collection is an investment and will lead to numerous advantages that everyone in your organization will benefit from. Advantages may include faster forms processing, reduced human error, enhanced employee value, and lower operational costs. Once you reestablish your mission, you should ensure everyone is aware of your mission, including your staff members, grant applicants, and the community you’re serving. Incorporate your mission into your meetings, marketing materials, website, and interactions with community members.

  1. In the pre-award phase, customer relationship management systems can help track applications and manage the process throughout its life cycle.
  2. As a whole, the group should reflect the community your organization is serving and should be diverse in gender, race, sexuality, socioeconomic background, disability, and geographical location.
  3. Grant management is a process that you need to follow concisely from start to finish.

This can be a one-time payment or staged payments based on project milestones, as outlined in the grant agreement. Once recipients are selected, grantmakers follow up with both successful and unsuccessful candidates. For the recipients, communication includes information on the next steps, which includes the agreement and actual award payment. Grantseekers can be understood as those seeking funding for projects via grants.

Why You Need Grant Management

This involves evaluation of the business management capability of applicants based on information contained in the application, additional information as requested, and a review of prior performance as a recipient. If necessary, a pre-award business management review is conducted (usually on-site). This step also involves reviewing the application to ensure it complies with the applicable regulatory or statutory requirements (e.g., to ensure all required assurances have been provided).

Post-award grant proposal process

With our support, your nonprofit can develop a reliable pipeline of grant opportunities and grow your relationships with funders so that you can approach grant management with confidence. Grantors are planning for programs they will fund, based on their own mission; announcing and promoting their own grants; and alerting organizations they have worked with in the past for upcoming grants. They will also review proposals, screen applications, and keep applicants updated on the progress of their proposals.

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In addition, the chart of accounts is not the appropriate place to track grants. Often organizations utilize the general ledger to track grants; this can lead to exponential growth in the chart, making it difficult to manage and report on financial data. Grants are the lifeblood of many nonprofit organizations, providing the funding requirements necessary for an organization to deliver on its mission. Before getting started with grant management, it’s helpful to review the broader context of how nonprofits seek, secure, and use grant funding. Different types of grants and their requirements that you encounter at earlier stages will impact how you ultimately manage them later.

Consider software automation to streamline the application process and remove manual work. By automating the process, you can set and shift due dates, hand work off to the right team member, and increase cross-functional visibility. To get the most out of your calendar, look for communication functionality so your team can collaborate directly in the calendar.

This is done typically through an online submission platform on the grant maker’s website. Throughout an application period, the grant candidates submit their proposals, which are then managed and categorized using document management systems or grantmaking software. Before diving into an grant management process overview of how grant management works, it’s important to understand the general grantmaking process. Juggling the requirements of all stakeholders, while also keeping track of key milestones and reporting dates—and potentially running multiple grants at the same time—can be daunting.

By designing and implementing strong processes across these three categories, organizations will benefit from increased efficiency as well as improved intelligence about current and future grants. During the implementation phase, the bulk of the work is passed from the grant writer to the nonprofit organization’s program and finance team. A good-fit funder is one whose mission, vision, and past giving trends align with the needs of your nonprofit’s project or program.

Although the grant management process technically kicks off when you’re awarded a grant, you should ideally prepare as much as possible in advance. Recruiting a grant programming and management team, outlining their individual responsibilities, and auditing your documentation and technology for readiness are all steps that you can (and should) take early. In this article, you’ll learn the keys to succeeding in grant management, complete with best practices you can put to work today. You’ll also find advice on choosing software systems to automate your process and resources to help your entire grant management team — even if it’s a team of one. Using work management software can help you oversee and streamline the grant proposal process.

Use these reports to keep your organization and board members updated on the current status of the grant and funding. Reporting doesn’t have to be time-consuming when implementing an efficient tracking solution. Base your progress on grant status, top funders, upcoming deadlines, or whatever metric is right for your organization. For example, if you want to base your progress on grant status, grants could be considered in progress, pending, or awarded. For very large organizations, these roles are often part of a grant management office, a dedicated department that focuses on grant strategy, operations and compliance. Smaller organizations can optimize their grant processes without a dedicated department by ensuring that roles and responsibilities are clearly outlined and defined across the life cycle of a grant.

Nonprofit grant management consists of all the steps and processes organizations must follow to satisfy the requirements of grant funding that they’ve been awarded. It typically involves tasks related to documentation, financial tracking, project management, and more. It can be challenging to prioritize the many moving pieces of the grant management process simultaneously. Once a grant has been awarded, software can be integrated with accounting programs to release funds and track expenditures. However, grant management is more than simply ensuring that the terms of any grant are met on time and on budget.

Trade in spreadsheets and calculations for a few clicks, labels, and imports. You can view your data in visuals and graphs that show your impact and help you identify areas for improvement. Unfortunately, grant management is often an afterthought or additional process that gets imposed upon, rather than integrated into, other responsibilities that come with running a nonprofit organization. Yet often there is no unifying group overseeing this crucial business function. This can lead to frustrating and inefficient processes that take away time spent on activities directly related to the organizational mission.

Accounting software, project management and/or time tracking tools, and a central database or CRM are recommended, along with well-defined protocols for staying organized and delegating tasks. Grant management, which some funders call a management plan, first and foremost includes all the administrative responsibilities you must complete during the time frame of the grant. This role creates and monitors application and review processes, provides initial and ongoing communication with applicants, and ensures consistent grant processing, tracking, and compliance. This involves confirming that all grant terms have been met, all funds have been appropriately used, and all required reports have been submitted. This legal agreement outlines the terms and conditions of the grant, including funding amount, project timeline, reporting requirements, and expected outcomes.

A strong foundation for grant management relies on grant accounting systems and resources, program delivery metrics, and a core staff for grants and program delivery. Learn about the nine best practices for building and maintaining strong, long-term relationships with grant funders. Discover strategies to enhance your funder outreach efforts and secure ongoing funding opportunities for your nonprofit. Sometimes this reporting process will include an on-site visit or in-person interview so that the funder can see the impact of the grant firsthand.

It encompasses every part of a grant’s lifecycle, from pre-award research through post-award grant closeout. The process is always evolving and includes various lifecycle tasks through its unique award phases. These two steps help execute and close out the grant process, which is a recurring cycle for most nonprofits. You’ll repeat these steps for all new grant applications in order to receive federal funding. Grant management is a process that helps nonprofits administer grant proposals by organizing, prioritizing, and finalizing applications. From understanding the grant process to improving workflows, find out how to create an efficient plan.

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