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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul
MN
55102

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Grant Management Standard Work

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

_____ Request certificate of liability insurance

_____ 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

See the Grant Management Standard Work Grid for more complete details.