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Processes & Resources to Manage Your Grantseeking Process and Deadlines
Debbie DiVirgilio, Faith Based Nonprofit
Resource Center
(443)406-7520
Tyler Kern, Foundant Product
Specialist
(406)922-5206
https://www.biblegateway.com/passage/?search=Romans+5%3A1–2%2C+12%3B+1+John+1%3A6%3B+4%3A20&version=NIV&interface=print
The importance of grant calendars
Post-award steps for success
Resources to manage the process
Agenda
Deadlines
Tracking Funders/Grants
Remembering Reports
Sharing with others
Information backed up
Collaborating with others
Finding Funders
Organizing documents
And more …
Grant Management Challenges
Funder Search (FDO, GrantStation, grants.gov)
Funder Details (990’s focus, history)
Funder Contacts / Board Members
Grant Eligibility Requirements
Grant Application Forms & Instructions
LOI’s
Grant Proposals – Drafts & Final
Attachments
General Communications
Site Visit Presentation
Challenge:Researching Funders & Applying
501(c)3 Letter of Determination
Audited Financials
Mission Statement
Organization History
Statement of Need
Staff & Board Details
Letters of Support
Stories
Program Description(s)
Case Statements
Impact
Evaluation Methodology
Challenge:Assembling Application Elements/Documents
Grant Award Documents and Agreements
Grant Requirements
Reports and Evaluations
Closed Grant Summaries
Project Results
Fiscal Notes
Budget & Actual Results
Expenses
General Communications
Programs Adjustments
Future Recommendations
Impact
Challenge:
Tracking & Delivering Grant Requirements
Grant Management Techniques
5 Grant Management Techniques
Create a Grant
Calendar
Organize your
funders, track grant
history and keep
grant documents
organized
Coordinate your
team’s
responsibilities to
stay on schedule
Be ‘Grant-Ready’ Consistently report
on pipeline and
progress of grant
funding
Tip #1
Grant Calendar- What do you use today?
• White board / Wall calendar• Colored pens • Post-it Notes• String on your finger• Spreadsheet(s)• Shared email calendar• Project or tasks management system• Binders• File cabinets• Shared files / folders on network• Google drive / documents• Grant management solution
Tip #1
Grant Calendar
❑ 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.
Tip #2
Organize Funders & Grant History
Tip #2
Elements to Track for Each Funder• Funder Name• Areas of Interest• Min/Max Funding• Geographical Focus• Key Contacts• Address• Social Media Sites
• Board Members
• Deadlines
• Decision Process
• EIN
• 990s
• Website
• Funding History
• Others?
Tip #2
Grant Tracking• Funder Name• Grant Name• Status (Pending, Awarded,
Denied)• Amount Requested• Amount Awarded • Amount Received
• Deadlines
• Submitted Date
• Decision Date
• Grant Term
• Restrictions
• Submission Link/Login
• Award Details- reports due, etc.
Tip #2
Organize Grant Documents
❑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?
Don’t waste time searching for misplaced items, recreating the same response, and trying to rebuild funder relationships.
The average employment period for a development director is 18 months!
Tip #3
Coordinate Team & Stay on Schedule
Tip #3
Send Email Notifications & RemindersSome 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.
Tip #4
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.
Tip #4
Create a grant ‘tool kit’
You can complete up to 80% of the effort to
create a grant proposal before you start searching
for funding opportunities.
Tip #4
Assemble Your “Answer Library”
Tip #5
Effectively Communicate Status
https://resources.foundant.com/grantseeker-resources/8-grant-reports-metrics-kpis
5 Grant Management Techniques
Create a Grant
Calendar
Organize your
funders, track grant
history and keep
grant documents
organized
Coordinate your
team’s
responsibilities to
stay on schedule
Be ‘Grant-Ready’ Consistently report
on pipeline and
progress of grant
funding
Approaches to Grant Management
4 Approaches to Grant Management
Use what you have
(free tools + duct tape)
Leverage Donor Management
or Content Management
System (DMS/CMS)
2
Purchase Grant
Management Solution
3
Build your own Solution
4
1
01
02
04
03
1. Piecemeal Solution
Tools + Time + Duct Tape:
• Microsoft Excel Spreadsheets / Smartsheet
• Email and Calendar System
• Task Manager (Asante / Trello)
• Document Management Solution (DropBox, etc.)
• Donor or Contact Management System (see next slide)
2. Leverage Your DMS/CMS
• Donor Management • Solutions (DMS)
• Donor Perfect• Raiser’s Edge• Bloomerang
• Contact Relationship Management / Systems (CRM / CMS)
• Salesforce
Idealware report: http://www.idealware.org/reports/consumers-guide-low-cost-donor-management-systems/
3. Purchase a Grant Management Solution
https://www.softwareadvice.com/nonprofit/grant-management-comparison/?deployment_id=&market_products_sort_order=&market_products_sortby=nb_reviews&more=true&price_ranges=1&stars=&segment_id=&platforms=&int_site_code=&subsize1_id=#buyers-guide
3. Purchase a Grant Management Solution-Examples
• Online Grant Management– Altum’s PhilanTrack– GrantHub by Foundant Technologies
• Add More Grant Spending/Financial Tracking:
– StreamLink’s Amplifund
– GrantVantage
– Grant Maximizer
– eCivis
3. NOTE: Potential Confusion with Grant Management Solutions for Funders
Beware – They are NOT for Grantseekeers.
• Foundant Grant Lifecycle Manager (GLM)
• MicroEdge / BlackBaud
• WizeHive
• FLUXX
• FluidReview
• ZoomGrants
• SurveyMonkey Apply
• Submittable
• SmartSelect
• ….. (lots)
4. Build Your Own
• Number of grants you apply for
• Number of grants you are awarded
• Number of funders (New & Past)
• Type of funders (Corporate, Foundations, Government)
• Collaboration with your ‘grant team’
• Use of outside grant professionals
• Reporting requirements
• Financial & Grant expense tracking
• Integration with other systems
• Budget, Time, Resources
• Support for solution internally
How to Choose Between the Options
???Questions???
Tyler Kern, Foundant Product Specialist
(406)922-5206
Debbie DiVirgilio,Faith Based Nonprofit Resource Center
[email protected](443) 406-7520