Grant Management Standard Work

Daily

  • _____ Check program e-mail and voice mail

    _____ Supervise work and workers

    _____ Provide financial oversight

    _____ Document appropriately

    _____ Maintain appropriate and accessible files

    _____ Keep sensitive information encrypted or password protected

As Needed

  • _____ Accept and document gifts

    _____ Collaborate with community

    _____ Collaborate with funder

    _____ Collaborate with SPPS departments

    _____ Contractor payments

    _____ Coordinate fundraising

    _____ Coordinate evaluation

    _____ Coordinate grant-related travel

    _____ Coordinate grant work plan

    _____ Coordinate media interactions

    _____ Document project activities

    _____ Identify problems or concerns

    _____ Monitor contracts and contractors

    _____ Monitor sub-awards

    _____ Oversee data collection

    _____ Oversee reporting

    _____ Professional growth reimbursement

    _____ Purchase supplies and equipment

    _____ Code of conduct

    _____ Property control

    _____ Record revenue in activity tracker

    _____ Report possible fraud

    _____ Submit requisitions to HR for staff

    _____ Submit requisition to purchasing for contractors and consultants

    _____ Transfer or dispose of equipment and portable and attractive supplies

Implementation

  • _____ Attend funder meetings

    _____ Create/convene any advisory committees

    _____ Establish and implement work plan

    _____ Data collection plan

    _____ Report preparation and due dates

    _____ Purchase supplies and equipment

    _____ Code of conduct

    _____ Property control

    _____ Review grant application and award documents

    _____ Review and revise budget

    _____ Sign up for trainings needed

    _____ Submit requisitions to HR for staff

    _____ Submit requisition to purchasing for contractors and consultants

Weekly

  • _____ Prepare deposits for the bank

    _____ Contractor reports (if needed)

    _____ Log project activities in a personal journal

Every Other Week

  • _____ Approve Time and Effort reports

Monthly

  • _____ Create monthly project report

    _____ Contractor reports (if needed)

    _____ Reconcile athletic ticket sales

    _____ Request and receive federal funds

    _____ Review P-Card use

    _____ Submit P-Card documentation

    _____ Submit mileage report

    _____ Monitor and manage budget

Semiannually (Every 6 months)

  • _____ Approve Time and Effort reports

    _____ January

    _____ July

    _____ Conduct inventory

    _____ Semi-annual report

Quarterly

  • _____ Quarterly report

    _____ Meet with grants management coordinator

Annually

  • _____ Annual report

Closeout (0-90 Days after end of project)

  • _____ Close out contracts

    _____ Coordinate evaluation

    _____ Prepare and submit final report

    _____ Work with REA and grants office

    _____ Wrap up final activities

    _____ Work with HR to place staff in new positions or on lay-off

    _____ Transfer or dispose of supplies and equipment

    _____ Make recommendations to SPPS

    _____ Present project outcomes to appropriate audiences

    _____ Place records in storage

After Closeout

  • _____ Implement changes recommended by the project

    _____ Retain records for five years

    _____ Seek funding for projects that add to new knowledge

Last Modified on October 31, 2018