TOOLS FOR GRANT MANAGEMENT
To effectively and efficiently perform grant management, here are some tools that can
help the organization:
- Grant Management Planner – helps you keep track of the schedule of activities, monitor different deadlines, and identify and plan for critical points. An example is shown in Annex A.
- Funding Grid Tool and Budget Worksheet (also called “Grant Schedule or Budget Allocation Grid”) – a tool for managing the grant and a number of different sources of funding or income to the corresponding expenses or project activities. This also tracks the proposed budget compared with the actual. See Annex B.
- A Sample Grant Narrative Report Content and Sample Grant Financial Report are presented as Annex C and D, respectively.
ANNEX A – GRANT MANAGEMENT PLANNER
The table below lists the key tasks in grant management with recommendations for who should take the lead responsibility and provide additional support when required. The practice in your own organization may be different and you might like to go over the list and assign roles accordingly, including when will the task be performed (e.g., monthly, quarterly, annually, others). Make sure that every task is assigned to someone and that the timeline is clear so that nothing slips through the net.
Refer Original Resource for Table
(Found in the PDF Document Available in each of the WAGGGS Official Languages)
ANNEX B – FUNDING GRID TOOL AND BUDGET WORKSHEET
Below is a budget depicting the sources of funds and related costs of a project which was submitted as part of a grant proposal. A detailed breakdown or computation of the expenses may also be requested to support the budget. The
actual amount received and incurred were also presented compared with the budget and a variance analysis/explanation was prepared. The format may vary depending on the requirement of a Grantor or format of the organization requesting the grant.
Refer Original Resource for Sample Budget
(Found in the PDF Document Available in each of the WAGGGS Official Languages)
ANNEX C – SAMPLE GRANT NARRATIVE REPORT CONTENT
This is not an all exhaustive and may vary depending on the format or preferred reporting type or information required by the grantor or the Organization.
[Name of] Organization
Grant Report
A. LETTER TO GRANTOR / FUNDER
B. GENERAL INFORMATION ON GRANT ACTIVITIES
1. Name of the Project
2. Description of the Project
3. Project Implementor
4. Total Duration of the Project
5. Reporting Period
6. Budget of Project
C. OUTCOMES AND IMPACT
1. Number of Participants and Other Details (with pictures if possible)
2. Summary of the Project Outcomes/Impact to organization and to girls.
3. Attainment of Objectives
4. Observations
5. Challenges and Steps Taken to Address the Challenges
6. Learning
7. Any Changes Made
D. TIMETABLE AND FINANCIAL SUMMARY
1. Planned vs Actual Time
2. Budget vs Actual Grant and Expenses or Statement of Income and Expenses
(Please see separate Financial Report)
E. SUSTAINABILITY AND PLANS
1. Future Plans and Sustainability
2. Feedback and Suggestions
F. PERSON SUBMITTING THE REPORT
1. Name and Designation
2. Contact Details
3. Date Submitted
ANNEX D – SAMPLE GRANT FINANCIAL REPORT
a. Budget vs Actual
b. Statement of Income and Expenses
Refer Original Resource for Sample Financial Reports
(Found in the PDF Document Available in each of the WAGGGS Official Languages)
WAGGGS
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