Step 4 of the grant development process explains what to do after a grant is awarded.

Grant management ensures that the grant is effectively administered as agreed to by the grantor and grantee and adheres to any grant agreements/contracts. It also ensures a coordinated approach to gather information for grant reporting and funder acknowledgement. The activities involved in grant management include:

  • Receive official notification of grant award.
    • 通常, a written grant award letter is sent to the authorizing agent and/or persons named in the grant application. A check for the full amount of the grant or the first payment is often included with the award letter.
  • Accept the grant award/acknowledge the funder.
    • Promptly, thank the funder for the award either by phone or email.
    • Accept the grant by returning any grant agreements/contracts with signatures as requested. Also, submit any additional documentation requested by the funder. For some foundations, depositing the check can constitute grant acceptance.
    • Accept the grant by having the city council approve in resolution. 查看 model resolution “Authorizing Grant Acceptance” (doc).
    • Prepare and send an acknowledgement letter to the funder, thanking them for the award and acknowledging grant receipt.
  • Announce grant award to internal stakeholders.
    • Inform the grants team and city/organization leadership of the grant award.
  • 将捐赠记录在捐赠数据库中.
    • Grants tracking in a donor database (or spreadsheet) should include basic information such as funder name, 资助者地址, 资助者联系方式, 颁发补助金的日期, 格兰特时期, 资助金额, 授予目的.
  • Plan steps to implement the grant and spend the funds.
    • Convene the grants team to give them a refresher on the plan as described in the grant proposal. Often several months will have passed between the grant application submission and the grant award.
    • Communicate grant expectations and stakeholder roles.
    • Confirm responsibilities and expectations for implementing the project.
    • Determine if any adjustments are needed to the staffing plan or the project timeline. If significant adjustments are needed, contact the funder.
    • Plan how the grant team will collaborate to complete any reports required by the funder. 查看 明尼苏达州通用报告表 to see commonly asked grant report questions.
  • 公布奖助金 to external stakeholders and/or the public (if relevant).
    • Check with the funder and review the grant agreement before announcing the grant award publicly. Funders often have stipulations on how and when they would like to be recognized. 一些资助者更愿意保持匿名.
    • 如果资助者批准, consider announcing the grant award through communication channels as a way to recognize the funder, 告知社区, 并为项目建立动力.
  • Set up the grant in the accounting/finance system.
    • Work with accounting/finance staff to set up the grant in the accounting system. This might include identifying cost center codes and completing other steps as defined by the finance policies and procedures.
  • 确保拨款监督和报告.
    • 确保拨款监察及报告, the staff responsible for implementing the project will work with the grant writer or persons responsible for submitting reports to the funder. Ongoing communication with the funder is helpful to keep the funder informed of project successes and any needed changes to the project scope and budget.
  • 提交最后确认及报告.
    • Within a month after the end of the 格兰特时期, it’s a good practice to thank the funder and share a final grant report, 不管是否需要. This is also the time to confirm that the funder has received all required grant reports.
  • 促进汇报讨论 与内部利益相关者和/或资助者.
    • Debrief grant development processes by considering questions such as:
      • 什么进展顺利??
      • 什么事情没有按计划进行?
      • 可以改进的地方?