After the Grant

After the GrantPaul Clarke Nonprofit Resource Center23 @ 4 Series - August 2011 1 Affects success of your project(s) Affects future fundability If things go well, funders likely to make future grants Multi-year grants depend on reports from previous years Government grants have strict requirements

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Yippee!2Topics of the DayAward LetterProject ManagementRelationship with FunderEvaluationGrant ReportThoughts A to Z

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Award LettersSimple acceptance of check is agreement to terms

Formal requires acknowledgement letter before check44Grant AgreementReporting dates

Documents requestedForm 990AuditNarrative

55AgreementInstructions on PublicityModificationsExtension of grantUnused fundsConsequences of noncompliance

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Must DoCarefully read the award letter & grant agreement. Responsibility of development dir or CEO in sm orgNote steps to take (compliance w/ contract)Identify who in org you need to work withDue dates of interim & final reports

Check signature page & return date noted. Also if additional documentation requestedShare award letter & agreement with project director or staff responsible for funded work. Make all requirements known to them.Provide copy of award letter & agreement with FIN office. Note with CFO how $ must be spent and if it must be kept separate from other funds. Alert program & finance managers aware of Due dates for reports. Allow long lead times to gather info

6The Agreement isExplicit Expectations Of the Grantor77ManagementOf theGrant Project

8Good management helps you maintain a successful & growing relationship w/ your funder

Build it into the proposal. Be sure all staff critical to carrying out the project are involved - they must be bought-in

Good book is Effective Grants Management by Deborah Ward. 8Begins withImmediate phone call and9

9Next StepsReturn agreement on time

Photocopy paperwork

Distribute required paperwork to relevant staff/departments

10After the Grant pg 51 provides a Cast of Characters Chart with roles, responsibilities.10Next Steps continued11

Start FileOriginal proposal & budget

Agreement, signed copy

Copies of any notes, emailsEither print out pertinent emails or archive them

Examples of grant entry & processing form is in After the Grant. These documents should be used as a cover sheet for distributing official paperwork. Easier said than done when you are the newest member of the team11and continuedGrant entry & processing forms*12* Source: After the Grant 658.15224 AF8Examples of grant entry & processing form are in After the Grant. These documents should be used as a cover sheet for distributing official paperwork. Easier said than done when you are the newest member of the team12Easy Example 1Grant Management Worksheet Description: ESL ClassesGrant source:ABC Foundation, Inc Period covered: From: July 1, 2011 to June 30, 2012 Goal Action(s) Required By Whom & When1. 10 new students Contact Burmese Cntr Mary Smith: 7/22/11Grant Management Worksheet Example 113This is a very simple grant management worksheet to designate specific grant goals, responsible individual & when task needs to be done.13Easy Example 214

Another very simple worksheet14Moderate Example 315

This example records more specific financial information 1516

16Large Grants OfficeCode the grant Income SourceAppeal / campaign Department receiving & spendingProject fund

Restricted or Unrestricted Funds

Recognition of donor17Code the grant Income Source: Fdn, Corp Fdn, GovernmentAppeal / campaign: Annual, Capital, Special project, Program Department receiving & spending: General fund, OtherProject fund: Conference, Professional development, Other

Restricted or Unrestricted FundsVitally important to distinguish between the twoGrant manager/writer job to remind others in org which is which & monitor funds

Recognition of donorMay be specified in award letterFollow as requestedGrant manager / writer is liaison between donor & org

17Large or SmallSet up calendarReport deadlines

Use auto-date reminders to self & othersSeveral weeks aheadAs date nears18Missing deadlines damages your reputation with your funder & possibly within larger community of funders18Tracking Database19

Simple Excel worksheetSimple excel doc for at-a-glance dates may want to record applications too19Monitor the grantCheck with others Program staffFinance department

Review project in processObserve programsReview products (evaluations)20Make sure grant funds are being spent in timely manner & according to the proposal budget.

Collect material related to the grant (programs, etc) be sure donor recognition is being handled correctly

Invite funder to event / activities that are products of the grant20RelationshipWith Funder21Communication is important and starts with the thank you.

Always include the grant ID #, thank them for the amount awarded and offer to meet with the program officer any time to update them on your progress.

21Relationship buildingDonor recognition

Building enthusiasm

Pique interest

Communication

221. Donor recognition give funder an opportunity to approve the recognition youre considering. Dont send a TY gift2. Enthusiasm already established when award given. Foundation has a keen interest in what your org is doing to meet community needs. Your organization is furthering a mutual cause through the benefit of the funders generosity. 3. Piqued interest relay indicators of success. Such as:Significant outcomes of people servedCredible recognition from outside your org to your staff or programQuantitative recorded dataEvidence of project/work becoming a model to emulate4. Knowledge learned that can be shared with other grantees (trends in target pop; eval outcomes)5. Indicators that org is becoming more respected6. Org building capacity to attract other funds Communicate but LESS is MOREPersonal phone call (not too often)Notes, lettersInvites to event (specific to award outcomes)E-communication? Only if you have access to the address through public means. BE CAREFULDVD or CD? Only if already discussed & officer requestsMeetingsEvents if related to funded project (such as opening reception or media event) Dont add program officer to your orgs mailing list especially if your send lots of emails. Such as weekly updates.

22Proposal drift?Advise the FunderChange of staffChange in partnersChange in timelineChange in budget + or -Departure from proposal23As grant manager YOU must ensure $$ is spent according to agreement

Dont wait to phone funder to tell them about any of these changes

Money left over??? Advance permission is needed to carry $$ over beyond grant period.

Remember, local funders communicate with one another23EvaluationInterim and Final Reports24Develop comprehensive data collection plan that identifies and links both operational performance measures, which are leading or predictive indicators that monitor the delivery of the program and outcome measures. Here is where the Logic Model becomes most useful, whether or not you are required to submit one with your proposal.

24DELIVERY

OUTCOME

QUALITATIVEQUANTITATIVEProgram deliveryClient satisfactionDirect observationOrganizational records# of interactionsDuration of interactionsCost-benefit analysisClient activity logClient storiesPre-program to post-program storiesDirect observation of clientsAmount, degree of individual successBenchmark comparison25After the Grant pg 105Pg 107 figure 6-2 screenshot of wkly & mnthly summary of data25EvaluationEstablish system immediately

Check with program staff regularly

Ask P.S. for participant feedback

Track outcomes26After the Grant pg 105 examples26Report(s)Solicit program staff for needed documentationRemind them ahead of timeGive date when neededCheck funders requirements

2727Report(s) continuedDraft narrative

Write cover letter (TY too)

Copy report, letter, etc for file

Deliver ON TIME2828After The GrantThe Nonprofits Guide to Good Stewardship29658.15224 AF8

29Effective Grants Management30

361.70681 W21E30From A to ZAnnounce to staff Be appreciative & thank funderComplete necessary paperworkDeliver agreement on time3131http://blog.newscloud.com/2010/07/the-grant-application-and-document-lifecycle-managing-your-grant-project-series.htmlFrom A to ZEstablish internal systems toFulfill proposal purposeGather all playersHighlight each players role3232http://blog.newscloud.com/2010/07/the-grant-application-and-document-lifecycle-managing-your-grant-project-series.htmlFrom A to ZInterim updatesJoin forces with FIN officeKnow whats expectedLiaison3333http://blog.newscloud.com/2010/07/the-grant-application-and-document-lifecycle-managing-your-grant-project-series.htmlFrom A to ZMonitor projectNoncompliance consequencesOutcome measurementsProvide information3434http://blog.newscloud.com/2010/07/the-grant-application-and-document-lifecycle-managing-your-grant-project-series.htmlFrom A to ZQuestion players frequentlyRelationshipsTell the truthUnderstand funders view3535http://blog.newscloud.com/2010/07/the-grant-application-and-document-lifecycle-managing-your-grant-project-series.htmlFrom A to ZVisit by funderWelcome conversationXcel keeps budget straight Yawn when its overZzzzzz. Breath deep & sleep ;-)3636http://blog.newscloud.com/2010/07/the-grant-application-and-document-lifecycle-managing-your-grant-project-series.html