After the Grant

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

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

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

19. Tracking Database Simple Excel worksheet

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

21. Relationship With Funder

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

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

24. Evaluation Interim and Final Reports

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

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

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

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

30. Effective Grants Management 361.70681 W21E

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

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

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

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

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

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