to Manage Your Grantseeking Process and Deadlines - PowerPoint PPT Presentation

Processes & Resources to Manage Your Grantseeking Process and Deadlines

https://www.biblegateway.com/ passage/?search=Romans+5%3A1 – 2%2C+12%3B+1+John+1%3A6%3B+4%3A20&version=NIV&interface=print Debbie DiVirgilio, Faith Based Nonprofit Tyler Kern, Foundant Product Resource Center Specialist Debbie@non-profitconsultant.com Tyler.Kern@foundant.com (443)406-7520 (406)922-5206

Agenda The importance of grant calendars Post-award steps for success Resources to manage the process

Grant Management Challenges Deadlines Tracking Funders/Grants Remembering Reports Sharing with others Information backed up Collaborating with others Finding Funders Organizing documents A nd more …

Challenge: Researching Funders & Applying 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: Assembling Application Elements/Documents 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: Tracking & Delivering Grant Requirements 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

Grant Management Techniques

5 Grant Management Techniques Create a Grant Organize your Coordinate your Be ‘Grant - Ready’ Consistently report Calendar funders, track grant team’s on pipeline and history and keep responsibilities to progress of grant grant documents stay on schedule funding organized

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 • Board Members • Areas of Interest • Deadlines • Min/Max Funding • Decision Process • Geographical Focus • EIN • Key Contacts • Address 990s • • Social Media Sites • Website • Funding History • Others? •

Tip #2 Grant Tracking Funder Name Deadlines • • Grant Name • Submitted Date • Status (Pending, Awarded, • Decision Date • Denied) Grant Term • Amount Requested • Restrictions Amount Awarded • • Amount Received • Submission Link/Login • Award Details- reports due, etc. •

Tip #2 Organize Grant Documents Don’t waste time searching for misplaced items, recreating the same response, 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!

Tip #3 Coordinate Team & Stay on Schedule

Tip #3 Send Email Notifications & 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.

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 Organize your Coordinate your Be ‘Grant - Ready’ Consistently report Calendar funders, track grant team’s on pipeline and history and keep responsibilities to progress of grant grant documents stay on schedule funding organized

Approaches to Grant Management

4 Approaches to Grant Management 2 1 Use what you have Leverage Donor Management (free tools + duct tape) or Content Management 04 01 System (DMS/CMS) 4 3 Purchase Grant Build your own Solution 03 02 Management Solution

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_prod ucts_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

How to Choose Between the Options • 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

???Questions??? Debbie DiVirgilio, Tyler Kern, Foundant Product Specialist Faith Based Nonprofit Resource Center Tyler.Kern@foundant.com Debbie@non-profitconsultant.com (406)922-5206 (443) 406-7520