Improved Process Map for: Managing the Municipal Alliance Grant

1. Map last updated: May 23, 2012 Improved Process Map for: Managing the Municipal Alliance Grant GRANT APPLICATION GRANT REPORTING For first quarter only - County sends Quarterly report forms for the entire year (including pre-filled budget) in April Programs run Bob receives electronic grant application from the County Bob updates checklist to include all the data, forms, and info that he will need from each program for each reporting quarter Programs send program data to Bob (ongoing, email or paper) Programs send program bills to Bob (ongoing, email or paper) Draft a resolution of support for the grant application for Town Council Print out blank application (like to have a paper copy to refer to) Save electronic copies of these reporting forms to Municipal Alliance grant files folder on computer Bob sticks the checklist for each quarter to the manila folder that will hold that quarter’s paperwork Bob enters bill data into the finance system and authorizes payment Review application from last year to see what can be updated rather than rewritten – write & edit on a copy of last year’s application rather than handwriting everything from scratch Bob mails or delivers PO to program Bob calls / emails Finance with the list of employee names and date ranges for which he needs the payroll register (but not for police - gives average salary) Get the resolution on the council’s meeting agenda Financial sends files to Bob Once Bob has reviewed each section, he updates the template text (from last year’s application) and copy/pastes into the new application form on the computer Programs get paid Bob reviews checklist on the outside of the folder for this grant reporting quarter Bob places data, bills, and info received into the manila folder for the relevant grant quarter and marks the checklist on the outside of the folder Attend the council meeting to ensure resolution passes Save electronic copies of each section of the application to serve as a template in future (in Word, to allow copy/pasting into next year’s application) Bob copy/pastes template message into email, updates the message to request the items that the program hasn’t yet submitted (based on checklist), and sends email to the program. When sending multiple emails, copy and update the message from the first email, rather than retyping. Program sends requested items to Bob (email or paper) Print hardcopies of all POs, hourly time reports, bills, HO time and payroll register, with names / hourly rates / hours worked Bob reviews and updates template reporting text (from previous years / quarters) Print 3 copies of the application Fill in budget forms by hand, then on the computer (and save an electronic copy of the file) Verify program logic models are accurate Update program narratives & service data as appropriate Verify evidence based practice text is accurate Bob walks the application copies around Town Hall for signatures / approvals (Hard copy needed because state requires original signatures – Bob uses yellow post-its to show where to sign, have to sign 3 copies) Email completed budget forms to each program & the finance officer for signature Save electronic copies of all sections as templates for future reports Collect signed budget forms from programs and finance officer Bob mails 3 signed hard-copy originals of the application to the county Mail hard copy of all reporting forms and backup info to County Copy/paste all reporting sections into the appropriate reporting forms from the County and save an electronic copy of the report Print a hardcopy of the report Bob saves an electronic copy of the application