Grant Management

Grant Writing for Community Health: Insights and Strategies for Success

Objective

After presentation you be able to identify strategies to help you manage grants.

Overview Child Crisis Center of El Paso

What I do? CCC Grants What to do when you get a grant. Plan, tracking system, tips Suggestions-What should be in place for

effective grant management Organize and what are some challenges

Child Crisis Center of El Paso Non-profit 501(c) 3 24 hour Emergency shelter Children 0-13 year of age Prevent child abuse and neglect Provide family support services Education and Prevention programs 2100 N. Stevens El Paso TX 79930

Eileen Huereque Family Education & Prevention

Supervisor I have many roles!

No Kidding: Straight Talk from Teen Parents

AMOR Parenting Program STEP Parenting Program Aliviane/ In Home Parenting Services Hippy Program

Grants-Teen Pregnancy Prevention/Youth Development No Kidding: Straight Talk from Teen

Parents Paso del Norte Health Foundation (2006-

current) Workforce Solutions-Upper Rio Grande

(2006-2010) Department of Justice-Juvenile Workforce

Development Programs (2010-current)

Parenting AMOR Parenting Program STEP Parenting Program

Paso del Norte Health Foundation Texas Department of Family and

Protective Services TFTS-Texas Families Together and Safe

RGK Foundation (2010-current) Hunts Foundation (2010-current)

Contracting grants Aliviane-Family Outpatient Program

In-Home Program SAMSA (Substance Abuse and Mental

Health Services Administration) United Way

Texas Hippy (Home Instruction for Parents of Preschool Youngsters) Americorps Texas

Guess What???

Congratulations!You were awarded a grant…..

Now what???

Grant Management Effective management Impact

Project success Reputation

Determine future grant success

Award letter & Contract Read carefully Look for-

Changes in timelines Changes to outcome expectations Changes to funding amounts & categories Immediate reporting requirements Restrictions on subcontracting

Contracts Study the terms and conditions Compare them to approved grant

application Check for mistakes or inappropriate

terms and conditions in the final agreement

It’s important to talk to the designated officials as soon as possible

Document, document, document!

*Task Management Plan* Reasons your may have to refine your

scope Change of staff Project implementation general

Make sure to have a reasonable plan for program managers & staff to carry out

Before your meet with program managers & staff Help with project monitoring and quality

control

Plan Hold project meeting with program

managers and/or staff Everyone understands terms and

conditions Responsibilities for carrying out any

activities set forth in grant application

Plan Plan

List goal and objectives List the steps needed to achieve

goal/objectives Follow your plan weekly Set reminders Send reminders to those from whom you’ll

need information or data

Calendar Set up a calendar (Outlook, Google) List all deadlines for submittal

Required reports (fiscal & programmatic) Name of who will complete report Make sure all reports are submitted on

time Assign someone

Tracking system Review your original evaluation, goals and

objectives Expenses

Include appropriate staff-finance/bookkeeper from the beginning

These people are familiar with grant Spend according to line item/budget Allowable expenditures vs. Unallowable

expenditures

Tracking System Document requests for changes and

approvals Make copies of all quotes, purchase

orders, receipts Save photos, articles, materials related

to project

Plan of contact Develop a plan of contact for funder Most funders like to see and hear about

project Include them in media, events,

newsletters, flyers, use their logos (ask

permission)

Email/call contacts-Share your successes/challenges/updates

Plan of contact Always include your funder-

Read contract/materials carefully for any PR requirements or restrictions

Show your funder you’ve given them publicity

Never pass up an opportunity to make them shine!

More Grant Management tips Use grant awards to encourage other

fundraising efforts Present your project(s) at local and

national conferences/workshops

Good Financial Management System Critical aspect of grant management

Establishment & maintenance of a sound financial management system

3 major components for good financial management1. Meet general accounting principles2. Cost management & controls=proper cost allocation and complies with requirements 3. Reporting system

Good Financial Management System How you decide to allocate, charge and

document costs is very important

Grant, project and financial administrators need a thorough understanding Direct costs Indirect costs

Definitions Direct cost- are “those costs that can be identified

specifically with a particular sponsored project, instructional activity, or any other institutional activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy.

OMB Circular A-122 Attachment A, Section C.1 (Cost Principles for Non profit organizations)

Indirect costs- are “those costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, instructional activity, or any other institutional activity” OMB Circular A-21 Section E.1 (Cost Principles for Educational Institution)

Other things to consider… Maintain a sound purchasing system Follow required personnel practices Follow health & safety procedures

Cell phones Establish audit & resolution processes Follow Ethical principles Quality & Control Keep up with grant administration

trends

Suggestions for Organizing your grants Binders Six Part File folders Electronic files/copies

Organize Section 1

Copy of executed grant agreement Budget-as approved

Section 2 Copy of budget reflecting how it will be

processed through your account system As you spend, revised to show funds

spent Show remaining balances

Organize Section 3

Correspondence from funding source in ascending order, earliest to latest

Section 4 Financial reports you have filed with the

funding source Section 5

Copies of program progress reports

Organize Section 6

Audit and closeout documents Copy of the grant approved proposal

Several grants & program managers Separate managers’ grant status file

4 part file folder

Challenges Program manager staff turn over Not being part of the grant writing

process Getting the grant approval later then

expected (1 year vs. 8 month)

What are some challenges you have experienced?

Thank you! Questions?

References Essentials of Grant Management, www.tgci.com Tips on Grant Management, Denise Denton Child Crisis Center of El Paso Policies and Handbook