Grant Management Techniques€¦ · Five Grant Management Techniques 1. Create a grant calendar 2. Organize your funders, track grant history and keep grant documents organized 3

Jeri BucyMembership Director,

Montana Nonprofit Association

Tammy TilzeyGrantHub Team

Foundant Technologies

Becky Franks

Executive Director,Cancer Support Community Montana

Grant Management Techniques

http://cancersupportmontana.org/

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Option 2

• Foundant Overview

• 5 Grant Management

Techniques

• Grant Management:

Cancer Support

Community Montana

• Q&A

3

Agenda

Locations

• Headquartered in Bozeman, MT

Remote team members in Minneapolis, Boise, Philadelphia, Seattle and Chicago

4

Clients• 1005 Grant Lifecycle Manager (Grantmakers)

• 203 GrantHub clients (Grantseekers)

5

Clients in 50 states and 5 provinces

Client Map

6

Grantseeker

Client Map

8

The Benefits of Grant Management

Retain Institutional KnowledgePeace of Mind

Save Time Never Miss a Deadline

Grant Management Techniques

Using effective grant

management in your

organization is like putting

oil into your car – it keeps

everything running

smoothly!

Five Grant Management Techniques

1. Create a grant calendar

2. Organize your funders, track grant history and keep

grant documents organized

3. Coordinate your team’s responsibilities to stay on

schedule

4. Be ‘Grant-Ready’

5. Consistently report on pipeline and progress of grant

funding

Consulting Connections, Inc. 11

Grant Calendar – What do you use today?

• white board• wall calendar• spreadsheets• shared email calendar• project or tasks management system• colored pens / colored sticky notes• binders• file cabinets• shared files / folders on network• google drive / documents• grant management solution• Consultant• other…

Grant Calendar

Score your solution against this checklist:

Everyone has visibility to upcoming deadlines.

Owners receive regular reminders when items are due.

You are continually adding new opportunities to your calendar.

Recurring funding opportunities are scheduled in advance.

Communication of grant plan, progress, and results is

facilitated.






schedule



funding


Organize Funders & Grant History

Elements to Track for Each Funder

• Board Members

• Deadlines

• Decision Process

• EIN

• 990s

• Website

• Funding History

• Others?

• Funder Name

• Areas of Interest

• Min/Max Funding

• Geographical Focus

• Key Contacts

• Address

• Social Media Sites

Grant Tracking

• Deadlines

• Submitted Date

• Decision Date

• Grant Term

• Restrictions

• Submission Link/Login

• Award details - reports due, etc.

• Funder Name

• Grant Name

• Status (Pending, Awarded,

Denied)

• Amount Requested

• Amount Awarded

• Amount Received

Organize Grant Documents

Don’t waste time searching for misplaced items, recreating the same plan, and trying to

rebuild funder relationships.

Have we applied to this funder before?

What did the funder request from us?

What was outlined in our award letter?

What should we do differently next time?

Where is a record of the LOI we sent? Where’s the proposal?

Did we navigate the funder relationships successfully? If so, how?

What reports did we turn in?

What were our program outcomes?

Did we back up our files before the laptop crashed?

The average employment period for a development director is 18 months!






schedule



funding


Coordinate your grant team responsibilities while staying

on schedule.


Send email notifications and reminders.


• Some grant management solutions can be configured to

send notifications to team members when they are

assigned a task and also send reminders of deadlines

when they are approaching.



2. Organize your funders, track grant history and

keep grant documents organized


schedule


5. Consistently report on pipeline and progress of

grant funding


Be “Grant Ready”

• Prepare solid answer templates for a quick first draft.

• Track answers with different character counts.

• Tag answers by program name so you can quickly find the

appropriate one to use.

• Accumulate stories of how your organization has impacted the

population you serve.

• Track statistics that show the need for your service and

programs.

Create a grant ‘tool kit’ to streamline proposal

creation.

You can complete up to 80% of the effort to create a

grant proposal before you start searching for funding

opportunities.


Assemble Your “Answer Library”






schedule


5. Consistently report on pipeline and progress of

grant funding


Effectively Communicate Status






schedule



funding

BONUS: GMAP – Grant Management Assessment

and Planning worksheet


Use the Grant Management Assessment and Planning worksheet (GMAP)

to develop your organization’s grant capacity.


• Assess what you are doing well, and identify areas where you

can improve.

• Develop a checklist of responsibilities that could be part of

someone's job requirements.

• Use to investigate and compare potential grant management

solutions (just add elements such as pricing, training, and

support to the list.)



Grant Management Tips & Techniques

Becky Franks

Executive Director,

Cancer Support Community Montana

Agenda:

• Background

• Challenges

• Grant Management

• Tips / Advice

http://cancersupportmontana.org/

Background

• Cancer Support Community Montana is a small 501c3 providing

support, education and hope for people affected by cancer.

• 5 FTE, volunteers and interns

• Becky Franks is the Executive Director and in charge of grants

• Grant team includes Becky, Development Director, Program

person and college interns.

• 29 grants/sponsorships each year

• Foundations, Corporations

Challenges

1. Finding grants that fit our organization

2. Keeping track of what is due when

3. Keeping all of the information accessible

4. Keeping the supporting information and

documents consistent across the team

5. Keeping track of our sponsorships that

are not on a regular basis

Addressing the Challenges –Set up Opportunities at the Beginning of the Year

Addressing the Challenges –Fill Answer Library & Add the Consistent Documents

Tips and Advice

1. Get Your Team in the

System

2. Set up Notification

Timing

Tips and Advice -Use Reports to present Funding Status to Board

Tips and Advice (cont)

4. Use University Students to Research Grants

– They have the time

– University has memberships to foundation databases

5. Set up Your Search for Success – get a high “win” rate:

– Match your demographic and geography

– Match your funding size

– If not a match, toss it right away – don’t push it too hard

– Get to know the human in charge of the grantor – build that relationship

Questions?

Becky Franks

Executive Director,

Cancer Support Community Montana

[email protected]

Tammy Tilzey

GrantHub Team, Foundant Technologies

www.granthub.com | [email protected]

mailto:[email protected]

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