to Manage Your Grantseeking Process and Deadlines - - PowerPoint PPT Presentation

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to Manage Your Grantseeking Process and Deadlines - - PowerPoint PPT Presentation

Nov 04, 2023 383 likes •776 views

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

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Processes & Resources to Manage Your Grantseeking Process and Deadlines

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

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

Agenda

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Deadlines Tracking Funders/Grants Remembering Reports Sharing with others Information backed up Collaborating with others Finding Funders Organizing documents And more …

Grant Management Challenges

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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

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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

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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

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Grant Management Techniques

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5 Grant Management Techniques

Create a Grant Calendar Organize your funders, track grant history and keep grant documents

  • rganized

Coordinate your team’s responsibilities to stay on schedule Be ‘Grant-Ready’ Consistently report

  • n pipeline and

progress of grant funding

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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
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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.

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Tip #2 Organize Funders & Grant History

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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?
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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.
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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!

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Tip #3 Coordinate Team & Stay on Schedule

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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.

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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.

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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.

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Tip #4 Assemble Your “Answer Library”

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Tip #5 Effectively Communicate Status

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https://resources.foundant.com/grantseeker-resources/8-grant-reports-metrics-kpis

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5 Grant Management Techniques

Create a Grant Calendar Organize your funders, track grant history and keep grant documents

  • rganized

Coordinate your team’s responsibilities to stay on schedule Be ‘Grant-Ready’ Consistently report

  • n pipeline and

progress of grant funding

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Approaches to Grant Management

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4 Approaches to Grant Management

Use what you have (free tools + duct tape) Leverage Donor Management

  • r Content Management

System (DMS/CMS)

2

Purchase Grant Management Solution

3

Build your own Solution

4 1 01 02 04 03

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  • 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)
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  • 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/

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  • 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

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  • 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

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  • 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)
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  • 4. Build Your Own
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  • 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

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???Questions???

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