Often, organizations are so focused on crafting and submitting grant proposals that they don’t think about what happens when the grant is awarded. Post-award work, also known as grant management, are all the activities after the grant is awarded. It includes successful project delivery and compliance with funder and internal policies, procedures, and regulations.
4 KEY POST-AWARD RESPONSIBILTIES
- Project Implementation
Project implementation involves carrying out all the activities you proposed in your grant application. It also means tracking and documenting all your work.
- Financial Management
Financial Management means tracking all expenditures related to the grant carefully. Steps include setting up your accounting system to segregate grant funds, maintaining detailed records of all transactions, and ensuring that expenses are allowable under the grant terms.
Implementing financial reporting best practices will ensure successful grant management. Record grant expenditures as they occur rather than waiting until the end of the reporting period. Compare your internal records with bank statements, invoices, and other documentation to ensure everything matches. Every expense should be reasonable, necessary, and directly related to the grant project.
- Reporting (Programmatic & Financial)
Programmatic reports describe your progress toward the goals and objectives outlined in your proposal. Financial reports, on the other hand, provide a detailed account of how grant funds were spent.
Most funders give you templates to complete for both programmatic and financial reports. In addition, you might need to include supporting documentation.
For programmatic reports, that could include sign-in sheets to show attendance at events, pictures of work and/or programs in progress, or articles in the local newspaper about your project. It’s important to use both the narrative space in the report and your backup documentation to tell your story with data and anecdotes. Take this opportunity to share both successes and challenges.
Funders typically request copies of invoices, receipts, checks paid, and other documentation to provide grant funds were spent appropriately.
No matter what is going on during the grant period, be honest and proactive in your reporting, but on terms of programmatic and financial activities.
- Communication with Funder
Communication is required to keep your funder informed throughout the grant period. Do not simply rely on your reports as the only means of communication. If there are issues, do not wait until the next report. Notify your funder immediately. Chances are they will have suggestions for getting your project back on track. Building relationships with your funder increases your program’s success and your chances for future funding.
GRANT MANAGEMENT SUCCESS
Tools for successful grant management include spreadsheets and calendars, project management software, and reporting templates. Use these tools to:
- List all reporting requirements
- Track due dates and submissions
- Monitor progress and follow-up
Pitfalls you want to avoid include missing deadlines, incomplete documentation, and lack of communication. Grant management is not done once a month when reports are due, but requires a daily check-in. This is why setting up useful tools and continued follow-up are vital to your grant management success.
Written by: Amanda Day, GPC
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