grant management grant writing for community health: insights and strategies for success
TRANSCRIPT
Grant Management
Grant Writing for Community Health: Insights and Strategies for Success
Objective
After presentation you be able to identify strategies to help you manage grants.
Overview Child Crisis Center of El Paso
What I do? CCC Grants What to do when you get a grant. Plan, tracking system, tips Suggestions-What should be in place for
effective grant management Organize and what are some challenges
Child Crisis Center of El Paso Non-profit 501(c) 3 24 hour Emergency shelter Children 0-13 year of age Prevent child abuse and neglect Provide family support services Education and Prevention programs 2100 N. Stevens El Paso TX 79930
Eileen Huereque Family Education & Prevention
Supervisor I have many roles!
No Kidding: Straight Talk from Teen Parents
AMOR Parenting Program STEP Parenting Program Aliviane/ In Home Parenting Services Hippy Program
Grants-Teen Pregnancy Prevention/Youth Development No Kidding: Straight Talk from Teen
Parents Paso del Norte Health Foundation (2006-
current) Workforce Solutions-Upper Rio Grande
(2006-2010) Department of Justice-Juvenile Workforce
Development Programs (2010-current)
Parenting AMOR Parenting Program STEP Parenting Program
Paso del Norte Health Foundation Texas Department of Family and
Protective Services TFTS-Texas Families Together and Safe
RGK Foundation (2010-current) Hunts Foundation (2010-current)
Contracting grants Aliviane-Family Outpatient Program
In-Home Program SAMSA (Substance Abuse and Mental
Health Services Administration) United Way
Texas Hippy (Home Instruction for Parents of Preschool Youngsters) Americorps Texas
Guess What???
Congratulations!You were awarded a grant…..
Now what???
Grant Management Effective management Impact
Project success Reputation
Determine future grant success
Award letter & Contract Read carefully Look for-
Changes in timelines Changes to outcome expectations Changes to funding amounts & categories Immediate reporting requirements Restrictions on subcontracting
Contracts Study the terms and conditions Compare them to approved grant
application Check for mistakes or inappropriate
terms and conditions in the final agreement
It’s important to talk to the designated officials as soon as possible
Document, document, document!
*Task Management Plan* Reasons your may have to refine your
scope Change of staff Project implementation general
Make sure to have a reasonable plan for program managers & staff to carry out
Before your meet with program managers & staff Help with project monitoring and quality
control
Plan Hold project meeting with program
managers and/or staff Everyone understands terms and
conditions Responsibilities for carrying out any
activities set forth in grant application
Plan Plan
List goal and objectives List the steps needed to achieve
goal/objectives Follow your plan weekly Set reminders Send reminders to those from whom you’ll
need information or data
Calendar Set up a calendar (Outlook, Google) List all deadlines for submittal
Required reports (fiscal & programmatic) Name of who will complete report Make sure all reports are submitted on
time Assign someone
Tracking system Review your original evaluation, goals and
objectives Expenses
Include appropriate staff-finance/bookkeeper from the beginning
These people are familiar with grant Spend according to line item/budget Allowable expenditures vs. Unallowable
expenditures
Tracking System Document requests for changes and
approvals Make copies of all quotes, purchase
orders, receipts Save photos, articles, materials related
to project
Plan of contact Develop a plan of contact for funder Most funders like to see and hear about
project Include them in media, events,
newsletters, flyers, use their logos (ask
permission)
Email/call contacts-Share your successes/challenges/updates
Plan of contact Always include your funder-
Read contract/materials carefully for any PR requirements or restrictions
Show your funder you’ve given them publicity
Never pass up an opportunity to make them shine!
More Grant Management tips Use grant awards to encourage other
fundraising efforts Present your project(s) at local and
national conferences/workshops
Good Financial Management System Critical aspect of grant management
Establishment & maintenance of a sound financial management system
3 major components for good financial management1. Meet general accounting principles2. Cost management & controls=proper cost allocation and complies with requirements 3. Reporting system
Good Financial Management System How you decide to allocate, charge and
document costs is very important
Grant, project and financial administrators need a thorough understanding Direct costs Indirect costs
Definitions Direct cost- are “those costs that can be identified
specifically with a particular sponsored project, instructional activity, or any other institutional activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy.
OMB Circular A-122 Attachment A, Section C.1 (Cost Principles for Non profit organizations)
Indirect costs- are “those costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, instructional activity, or any other institutional activity” OMB Circular A-21 Section E.1 (Cost Principles for Educational Institution)
Other things to consider… Maintain a sound purchasing system Follow required personnel practices Follow health & safety procedures
Cell phones Establish audit & resolution processes Follow Ethical principles Quality & Control Keep up with grant administration
trends
Suggestions for Organizing your grants Binders Six Part File folders Electronic files/copies
Organize Section 1
Copy of executed grant agreement Budget-as approved
Section 2 Copy of budget reflecting how it will be
processed through your account system As you spend, revised to show funds
spent Show remaining balances
Organize Section 3
Correspondence from funding source in ascending order, earliest to latest
Section 4 Financial reports you have filed with the
funding source Section 5
Copies of program progress reports
Organize Section 6
Audit and closeout documents Copy of the grant approved proposal
Several grants & program managers Separate managers’ grant status file
4 part file folder
Challenges Program manager staff turn over Not being part of the grant writing
process Getting the grant approval later then
expected (1 year vs. 8 month)
What are some challenges you have experienced?
Thank you! Questions?
References Essentials of Grant Management, www.tgci.com Tips on Grant Management, Denise Denton Child Crisis Center of El Paso Policies and Handbook