Grant Management Miniseries Part III

Managing the Grant Reporting Process

Grant reporting is an important part of the grant management process as it shows the funders that the organization has used the funds given to them in the manner intended. As we discussed in Parts I & II of this miniseries, nonprofits are challenged with trying to determine what the reporting requirements are, how to gather that information efficiently and effectively, and then actually submitting the information.

Requirements

Many grant funders are increasing their reporting requirements. Organizations should review these requirements during the pre-award and grant set-up stages to establish their understanding of all reporting requirements. Each grantor typically has a different set of information they require. Some of the common requirements we see nonprofits having to report on include:

• Financial report on use of funds
• Progress reports
• Project activities
• Narrative describing the impact and milestones

When nonprofits think of reporting requirements, they should not only assess the external reporting requirements but should also consider any internal processes to assist in monitoring grants appropriately. This could include budget vs. actual reports on cash flow projections on use of funds.

Gathering Information

As noted in Part II Post Award Monitoring, a key step is to initially have the proper development and design of systems and to use technology to gather information to help once it comes time to do the reporting. The more the organization can gather information in an automated format, the more efficient the process.

If the required information is financial, involving finance on the front end is key. This way, they can help determine the information is being tracked correctly within the system and create reports. If project activities or information on impact and milestones are needed, getting program managers involved can make this portion much easier since they are in the day-to-day process of running the program.

An important part of gathering the information is also making sure a timeline with due dates is known by all parties. This helps get all information within the applicable system before final information is gathered for the reports.

Submission of Reports

Now that all the requirements are known and the information has been gathered, the information needs to be submitted to the appropriate places or individuals. Here are a few things to keep in mind during this phase of the reporting process:

• Each funder may have its own templates or format
• Set up reminders for various due dates (internal and external)
• Reports should be reviewed by a knowledgeable individual who knows and understands the grant
• Documentation of report submission and the support should be retained for the organization’s records

CLA regularly works with clients on all areas of operations to help improve efficiencies. Please reach out to learn more.