Your Proposal is Funded!Your Proposal is Funded!

Think you’re done?Think you’re done?Think you re done?Think you re done?

Think again! Think again!

Managing the GrantManaging the GrantManaging the GrantManaging the Grant

Presented by Presented by L GL GLarry GreenLarry Green

Director of Sponsored ProgramsDirector of Sponsored Programs

Grant ManagementGrant ManagementGrant ManagementGrant Management

In many respects, getting In many respects, getting f nded is the easie pa t of f nded is the easie pa t of funded is the easier part of funded is the easier part of

the relationship with a funder. the relationship with a funder.

Grant ManagementGrant ManagementGrant ManagementGrant Management

Once you are funded, you must Once you are funded, you must follow through with the terms of follow through with the terms of follow through with the terms of follow through with the terms of

the grant. the grant.

Grant ManagementGrant ManagementGrant ManagementGrant Management

You must undertake the activities you You must undertake the activities you committed to in order to achieve the committed to in order to achieve the

deliverables and outcomes you deliverables and outcomes you promised with the funds provided.promised with the funds provided.

W t t k f d h ?W t t k f d h ?Want to keep your funder happy?Want to keep your funder happy?

COMMUNICATECOMMUNICATE

Grant ManagementGrant ManagementGrant ManagementGrant Management

K f th t li ti K f th t li ti Keep a copy of the grant application Keep a copy of the grant application and award handy. and award handy.

Grant ManagementGrant ManagementGrant ManagementGrant Management

Mark down dates that program Mark down dates that program and/or budget reports are due and/or budget reports are due and/or budget reports are due. and/or budget reports are due.

Grant ManagementGrant ManagementGrant ManagementGrant Management

Review this with the Director of Review this with the Director of Sponsored Programs, who will Sponsored Programs, who will p g ,p g ,provide advance eprovide advance e--mail reminders to mail reminders to help you keep track and stay on help you keep track and stay on p y p yp y p ytarget.target.

The grantThe grant--funded activities funded activities i lli llare going well. are going well.

Collect data to document this such as Collect data to document this such as activity photos testimonials from activity photos testimonials from activity photos, testimonials from activity photos, testimonials from participants, publicity, published participants, publicity, published articles or papers or anything else articles or papers or anything else articles or papers, or anything else articles or papers, or anything else that is tangible and compelling. This that is tangible and compelling. This can be a powerful supplement to a can be a powerful supplement to a can be a powerful supplement to a can be a powerful supplement to a typical report. typical report.

The grantThe grant--funded activities funded activities i lli llare going well.are going well.

Keep the Director of Sponsored Keep the Director of Sponsored Keep the Director of Sponsored Keep the Director of Sponsored Programs apprised of any positive Programs apprised of any positive extraordinary occurrences that take extraordinary occurrences that take extraordinary occurrences that take extraordinary occurrences that take place. Sometimes, things of impact place. Sometimes, things of impact happen that provide an opportunity happen that provide an opportunity happen that provide an opportunity happen that provide an opportunity for the Director of Sponsored for the Director of Sponsored Programs to contact the Program Programs to contact the Program Programs to contact the Program Programs to contact the Program Officer in order to share good news Officer in order to share good news on an ad hoc basis on an ad hoc basis on an ad hoc basis. on an ad hoc basis.

ExampleExampleExampleExampleYou are being funded to have math You are being funded to have math ou a e be g u ded to a e atou a e be g u ded to a e atmajors mentor elementary school majors mentor elementary school students to encourage African American students to encourage African American youngsters to pursue math One of your youngsters to pursue math One of your youngsters to pursue math. One of your youngsters to pursue math. One of your students is so successful and wellstudents is so successful and well--liked liked that the school offers her a summer job to that the school offers her a summer job to jjhelp with remedial instruction. help with remedial instruction.

Have the student put this in writing and Have the student put this in writing and send it to the funder, even if no report is send it to the funder, even if no report is due Attach a brief “Good News!” cover due Attach a brief “Good News!” cover due. Attach a brief Good News! cover due. Attach a brief Good News! cover note.note.

Grant Management Tip!Grant Management Tip!Grant Management Tip!Grant Management Tip!

Share every success with your Share every success with your funder and they will want to maintain funder and they will want to maintain funder and they will want to maintain funder and they will want to maintain the relationship.the relationship.

Things aren’t going as plannedThings aren’t going as plannedThings aren t going as planned. Things aren t going as planned.

The worst thing to do The worst thing to do is to avoid the issue is to avoid the issue is to avoid the issue. is to avoid the issue.

Things aren’t going as plannedThings aren’t going as plannedThings aren t going as planned.Things aren t going as planned.

Issues typically come to the fore Issues typically come to the fore when a report is due This is when when a report is due This is when when a report is due. This is when when a report is due. This is when lack of progress, lack of spending the lack of progress, lack of spending the grant money and/or other obstacles grant money and/or other obstacles grant money, and/or other obstacles grant money, and/or other obstacles become apparent.become apparent.

What is the worst thing What is the worst thing d ?d ?you can do?you can do?

Avoid sending the report because Avoid sending the report because you do not want to look bad you do not want to look bad you do not want to look bad. you do not want to look bad.

Honesty is still the best policy.Honesty is still the best policy.

Remember!Remember!Remember!Remember!

You and your funder are partners in You and your funder are partners in your funded proposal They want your funded proposal They want your funded proposal. They want your funded proposal. They want you to succeed so that they, your you to succeed so that they, your funder also succeed funder also succeed funder, also succeed. funder, also succeed.

Grant Management Tip!Grant Management Tip!Grant Management Tip!Grant Management Tip!

Funders have their own Funders have their own accountability with respect to how accountability with respect to how accountability with respect to how accountability with respect to how they give out funds. they give out funds.

They have a stake in your success.They have a stake in your success.

Grant ManagementGrant ManagementIf you are having a problem in If you are having a problem in

Grant ManagementGrant ManagementIf you are having a problem in If you are having a problem in implementing the grant that you did implementing the grant that you did not anticipate let the Director of not anticipate let the Director of not anticipate, let the Director of not anticipate, let the Director of Sponsored Programs facilitate a Sponsored Programs facilitate a discussion with the funder The discussion with the funder The discussion with the funder. The discussion with the funder. The funder may very well have resources funder may very well have resources at their disposal which can help you at their disposal which can help you at their disposal which can help you. at their disposal which can help you.

ExampleExampleExampleExampleYou receive funding to collaborate You receive funding to collaborate You receive funding to collaborate You receive funding to collaborate with a consortia of communitywith a consortia of community--based based health organizations to address health organizations to address ggobesity. During the course of the obesity. During the course of the grant, the lead organization shuts grant, the lead organization shuts d Y l ft ith h d Y l ft ith h down. You are now left with a huge down. You are now left with a huge hole in your program and in your hole in your program and in your deliverables None of the other deliverables None of the other deliverables. None of the other deliverables. None of the other participants know of a substitute of participants know of a substitute of appropriate size and scopeappropriate size and scopeappropriate size and scope.appropriate size and scope.

ExampleExampleExampleExampleFoundations and government Foundations and government Foundations and government Foundations and government agencies have professional staff who agencies have professional staff who are wellare well--versed in their program versed in their program are wellare well versed in their program versed in their program areas and have extensive contacts. areas and have extensive contacts. They can help you find a substitute They can help you find a substitute They can help you find a substitute They can help you find a substitute replacement or, if necessary, help replacement or, if necessary, help you reyou re--shape the program and shape the program and you reyou re shape the program and shape the program and provide authorization to do so.provide authorization to do so.

Reporting to FundersReporting to FundersReporting to FundersReporting to Funders

At the time of your award, you will At the time of your award, you will be provided the reporting be provided the reporting requirements.requirements.

Follow the reporting guidelinesFollow the reporting guidelinesFollow the reporting guidelines.Follow the reporting guidelines.

Reporting to FundersReporting to FundersReporting to FundersReporting to FundersAccumulate your information as you Accumulate your information as you Accumulate your information as you Accumulate your information as you progress with the grant so that progress with the grant so that preparing the report will be easier:preparing the report will be easier:p p g pp p g p––Activities logActivities log––Participants logParticipants log––Meeting minutesMeeting minutes––OutcomesOutcomes––General ledger for expensesGeneral ledger for expenses––ReceiptsReceipts

Reporting to FundersReporting to FundersReporting to FundersReporting to FundersSubmit your report at least one week Submit your report at least one week Submit your report at least one week Submit your report at least one week in advance of when the report is due in advance of when the report is due to the Director of Sponsored to the Director of Sponsored to the Director of Sponsored to the Director of Sponsored Programs so that you have an Programs so that you have an impartial internal reviewer and time impartial internal reviewer and time impartial internal reviewer and time impartial internal reviewer and time for revision if needed.for revision if needed.

W t t k f d h ?W t t k f d h ?Want to keep your funder happy?Want to keep your funder happy?

Monitor your budget. Monitor your budget.

Spend the money!Spend the money!

Grant ManagementGrant ManagementGrant ManagementGrant Management

Avoid coming to the end of the grant Avoid coming to the end of the grant d fi di h b i l d fi di h b i l and finding you have a substantial and finding you have a substantial

amount of money to spend. It amount of money to spend. It d fid i th d f d fid i th d f erodes confidence in the need for erodes confidence in the need for

financial support and in project financial support and in project t t management. management.

W t t k f d h ?W t t k f d h ?Want to keep your funder happy?Want to keep your funder happy?

If you get additional funders to If you get additional funders to support the activity you want the support the activity you want the support the activity, you want the support the activity, you want the funder to know this. They will feel funder to know this. They will feel valued as the catalyst and will see valued as the catalyst and will see valued as the catalyst and will see valued as the catalyst and will see that there will be life after their that there will be life after their supportsupportsupport.support.

The Final ReportThe Final ReportThe Final ReportThe Final Report

Provide as much documentation as Provide as much documentation as well as testimonial and anecdotal well as testimonial and anecdotal well as testimonial and anecdotal well as testimonial and anecdotal support that together demonstrate support that together demonstrate the value of the activity the value of the activity the value of the activity. the value of the activity.

The Site VisitThe Site VisitThe Site VisitThe Site Visit

Funders often request a site visit to Funders often request a site visit to see firsthand how their funded see firsthand how their funded see firsthand how their funded see firsthand how their funded programs are being managed.programs are being managed.

The Site VisitThe Site VisitThe Site VisitThe Site VisitIf you receive a call or a written If you receive a call or a written If you receive a call or a written If you receive a call or a written communication informing you of a communication informing you of a site visit:site visit:site visit:site visit:

DO NOT PANIC!DO NOT PANIC!DO NOT PANIC!DO NOT PANIC!

The Site VisitThe Site VisitThe Site VisitThe Site VisitWhen planned properly a site visit When planned properly a site visit When planned properly, a site visit When planned properly, a site visit can be used to great advantage, can be used to great advantage, even if there are problems with the even if there are problems with the even if there are problems with the even if there are problems with the administration of the grant.administration of the grant.

The Site VisitThe Site VisitQ:Q: What should you do when you find What should you do when you find

The Site VisitThe Site VisitQ:Q: What should you do when you find What should you do when you find

out you will be visited? out you will be visited?

A:A: Call the Director of Sponsored Call the Director of Sponsored P !P !Programs!Programs!

The Site VisitThe Site VisitImmediately conduct an internal Immediately conduct an internal

The Site VisitThe Site VisitImmediately conduct an internal Immediately conduct an internal review of the program. Involve all review of the program. Involve all key individuals in a meeting to key individuals in a meeting to key individuals in a meeting to key individuals in a meeting to dissect what is going well, what dissect what is going well, what isn’t going well proposed vs actual isn’t going well proposed vs actual isn t going well, proposed vs. actual isn t going well, proposed vs. actual timetable of activities and budget. timetable of activities and budget.

The Site VisitThe Site VisitThe Site VisitThe Site VisitIdentify the strengths you want Identify the strengths you want to to Identify the strengths you want Identify the strengths you want to to showcase:showcase:

Activity leadersActivity leadersActivity leadersActivity leadersProgram participantsProgram participantsService recipientsService recipientsThe grantThe grant--funded program “in funded program “in gg p gp gaction”action”Documented impact and results Documented impact and results Documented impact and results Documented impact and results

The Site VisitThe Site VisitThe Site VisitThe Site Visit

This is a chance to put a human face This is a chance to put a human face on the funded activities It is a way on the funded activities It is a way on the funded activities. It is a way on the funded activities. It is a way to connect the funder with students, to connect the funder with students, faculty and the campus in ways that faculty and the campus in ways that faculty and the campus in ways that faculty and the campus in ways that a written grant can never do.a written grant can never do.

The Site visitThe Site visitThe Site visitThe Site visit

The site visit provides the occasion The site visit provides the occasion to begin strategic discussions about to begin strategic discussions about to begin strategic discussions about to begin strategic discussions about any difficulties with the execution of any difficulties with the execution of the grant the grant the grant. the grant.

The Site VisitThe Site VisitThe Site VisitThe Site Visit

The Site Visit offers a chance to learn The Site Visit offers a chance to learn whether continued support of the whether continued support of the grant might be possible or to get a grant might be possible or to get a sense of what other programs might sense of what other programs might be appropriate for funding.be appropriate for funding.

The Site VisitThe Site VisitThe Site VisitThe Site VisitThe site visit enables you to become The site visit enables you to become The site visit enables you to become The site visit enables you to become known as a key informant that the known as a key informant that the funder could rely upon in the future funder could rely upon in the future funder could rely upon in the future funder could rely upon in the future when they are considering changes when they are considering changes in program funding and want in program funding and want in program funding and want in program funding and want external input before reexternal input before re--shaping shaping their policytheir policytheir policy.their policy.

The Site VisitThe Site VisitThe Site VisitThe Site VisitThe Director of Sponsored Programs The Director of Sponsored Programs The Director of Sponsored Programs The Director of Sponsored Programs will facilitate a Site Vast rehearsal in will facilitate a Site Vast rehearsal in advance of the actual visit The advance of the actual visit The advance of the actual visit. The advance of the actual visit. The purpose of this is to decide “who purpose of this is to decide “who shall say what ” the points to stress shall say what ” the points to stress shall say what, the points to stress, shall say what, the points to stress, topics to avoid, which students or topics to avoid, which students or faculty they should meet what they faculty they should meet what they faculty they should meet, what they faculty they should meet, what they should see and what documents to should see and what documents to provide the visitors provide the visitors provide the visitors. provide the visitors.

The Site VisitThe Site VisitThe Site VisitThe Site VisitWhen you are prepared and When you are prepared and When you are prepared and When you are prepared and rehearsed, the site visit can truly rehearsed, the site visit can truly take you to the next level in your take you to the next level in your take you to the next level in your take you to the next level in your relationship with your funder. The relationship with your funder. The funder and you will each be better funder and you will each be better funder and you will each be better funder and you will each be better informed about the other and will informed about the other and will now have a facenow have a face--toto--face face now have a facenow have a face toto face face interpersonal relationship that you interpersonal relationship that you can build uponcan build uponcan build upon.can build upon.

The Site VisitThe Site VisitThe Site VisitThe Site VisitOne person’s threat is another One person’s threat is another One person s threat is another One person s threat is another person’s opportunity.person’s opportunity.

The Site Visit is an OPPORTUNITYThe Site Visit is an OPPORTUNITY..

The Director of Sponsored programs The Director of Sponsored programs p p gp p gwill help you to maximize this will help you to maximize this opportunity to the fullest!opportunity to the fullest!pp ypp y

Wrapping Up the GrantWrapping Up the GrantWrapping Up the GrantWrapping Up the Grant

If there is any kind of wrapIf there is any kind of wrap--up event, up event, invite them and even make them a invite them and even make them a invite them and even make them a invite them and even make them a part of the program (such as the part of the program (such as the Program Officer providing a synopsis Program Officer providing a synopsis Program Officer providing a synopsis Program Officer providing a synopsis of the value from their perspective). of the value from their perspective).

Wrapping Up the GrantWrapping Up the GrantWrapping Up the GrantWrapping Up the Grant

Pat yourself on the back for a job Pat yourself on the back for a job well done!well done!

Take a deep breath!Take a deep breath!

Move on to the next proposal! Move on to the next proposal!

Final WordsFinal WordsFinal WordsFinal WordsWhat you do What you do ––What you do What you do or don’t do or don’t do ––

ff t d ll ff t d ll affects you and your colleagues. affects you and your colleagues.

No final report = nonNo final report = non--compliancecomplianceNonNon--compliance = automatic rejection compliance = automatic rejection NonNon compliance = automatic rejection compliance = automatic rejection

of future proposals submitted by of future proposals submitted by anyone at Cheyney!anyone at Cheyney!anyone at Cheyney!anyone at Cheyney!

Final WordsFinal WordsFinal WordsFinal WordsThe Director of Sponsored Programs The Director of Sponsored Programs The Director of Sponsored Programs The Director of Sponsored Programs is ALWAYS available for consultation.is ALWAYS available for consultation.

Keep the Director of Sponsored Keep the Director of Sponsored P i th l th t h i P i th l th t h i Programs in the loop so that he is Programs in the loop so that he is able to keep the funder in the loop able to keep the funder in the loop

d i bl t k dditi l f di d i bl t k dditi l f di and is able to seek additional funding and is able to seek additional funding opportunities.opportunities.

TEAM WORK = SUCCESSTEAM WORK = SUCCESSThank you for your time and Thank you for your time and

interest!interest!

Larry GreenLarry GreenDirector of Sponsored ProgramsDirector of Sponsored Programs

(610) 399(610) 399--21372137(610) 399(610) 399 21372137LGreen@cheyney.eduLGreen@cheyney.edu