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After the Grant

This resource offers a comprehensive guide on managing grants for nonprofits, covering topics such as award letters, project management, and building strong relationships with funders. Learn the essential steps to ensure compliance, from reporting dates and required documents to evaluation processes and managing unused funds. Gain insights into best practices, including establishing internal systems, communicating with staff, and monitoring project progress. This guide is your roadmap to effective stewardship and long-term success in grant management.

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After the Grant

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  1. After the Grant Paul Clarke Nonprofit Resource Center 23 @ 4 Series - August 2011

  2. Yippee!

  3. Topics of the Day • Award Letter • Project Management • Relationship with Funder • Evaluation • Grant Report • Thoughts A to Z

  4. Award Letters • Simple – acceptance of check is agreement to terms • Formal – requires acknowledgement letter before check

  5. Grant Agreement • Reporting dates • Documents requested • Form 990 • Audit • Narrative

  6. Agreement Instructions on… • Publicity • Modifications • Extension of grant • Unused funds • Consequences of noncompliance

  7. The Agreement is… Explicit Expectations Of the Grantor

  8. Management Of the Grant Project

  9. Begins with… Immediate phone call and…

  10. Next Steps • Return agreement on time • Photocopy paperwork • Distribute required paperwork to relevant staff/departments

  11. Next Steps continued Start File • Original proposal & budget • Agreement, signed copy • Copies of any notes, emails

  12. …and continued Grant entry & processing forms* * Source: After the Grant 658.15224 AF8

  13. Easy Example 1 • Grant Management Worksheet • Description: ESL Classes • Grant source:ABC Foundation, Inc • Period covered: From: July 1, 2011 to June 30, 2012 • Goal Action(s) Required By Whom & When • 1. 10 new students Contact Burmese CntrMary Smith: 7/22/11 • Grant Management Worksheet – Example 1

  14. Easy Example 2

  15. Moderate Example 3

  16. Large Grants Office • Code the grant • Income Source • Appeal / campaign • Department receiving & spending • Project fund • Restricted or Unrestricted Funds • Recognition of donor

  17. Large or Small • Set up calendar • Report deadlines • Use auto-date reminders to self & others • Several weeks ahead • As date nears

  18. Tracking Database Simple Excel worksheet

  19. Monitor the grant • Check with others • Program staff • Finance department • Review project in process • Observe programs • Review products (evaluations)

  20. Relationship With Funder

  21. Relationship building • Donor recognition • Building enthusiasm • Pique interest • Communication

  22. Proposal drift? Advise the Funder • Change of staff • Change in partners • Change in timeline • Change in budget + or - • Departure from proposal

  23. Evaluation Interim and Final Reports

  24. Evaluation • Establish system immediately • Check with program staff regularly • Ask P.S. for participant feedback • Track outcomes

  25. Report(s) • Solicit program staff for needed documentation • Remind them ahead of time • Give date when needed • Check funder’s requirements

  26. Report(s) continued • Draft narrative • Write cover letter (TY too) • Copy report, letter, etc for file • Deliver ON TIME

  27. After The GrantThe Nonprofit’s Guide to Good Stewardship 658.15224 AF8

  28. Effective Grants Management 361.70681 W21E

  29. From A to Z • Announce to staff • Be appreciative & thank funder • Complete necessary paperwork • Deliver agreement on time

  30. From A to Z • Establish internal systems to… • Fulfill proposal purpose • Gather all players • Highlight each players’ role

  31. From A to Z • Interim updates • Join forces with FIN office • Know what’s expected • Liaison

  32. From A to Z • Monitor project • Noncompliance consequences • Outcome measurements • Provide information

  33. From A to Z • Question players frequently • Relationships • Tell the truth • Understand funder’s view

  34. From A to Z • Visit by funder • Welcome conversation • Xcel keeps budget straight • Yawn when it’s over • Zzzzzz. Breath deep & sleep ;-)

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