Improved Process Map for: Managing the Municipal Alliance Grant Map last updated: May 23, 2012 Bob saves an electronic copy of the application Bob copy/pastes template message into , updates the message to request the items that the program hasn’t yet submitted (based on checklist), and sends to the program. When sending multiple s, copy and update the message from the first , rather than retyping. Bob reviews and updates template reporting text (from previous years / quarters) Save electronic copies of all sections as templates for future reports Bob places data, bills, and info received into the manila folder for the relevant grant quarter and marks the checklist on the outside of the folder For first quarter only - County sends Quarterly report forms for the entire year (including pre-filled budget) in April Bob calls / s Finance with the list of employee names and date ranges for which he needs the payroll register (but not for police - gives average salary) Copy/paste all reporting sections into the appropriate reporting forms from the County and save an electronic copy of the report Mail hard copy of all reporting forms and backup info to County Bob receives electronic grant application from the County Print out blank application (like to have a paper copy to refer to) Once Bob has reviewed each section, he updates the template text (from last year’s application) and copy/pastes into the new application form on the computer Print 3 copies of the application Bob walks the application copies around Town Hall for signatures / approvals (Hard copy needed because state requires original signatures – Bob uses yellow post-its to show where to sign, have to sign 3 copies) Bob mails 3 signed hard-copy originals of the application to the county Programs send program data to Bob (ongoing, or paper) Bob enters bill data into the finance system and authorizes payment Programs send program bills to Bob (ongoing, or paper) Print hardcopies of all POs, hourly time reports, bills, HO time and payroll register, with names / hourly rates / hours worked GRANT APPLICATIONGRANT REPORTING Program sends requested items to Bob ( or paper) Financial sends files to Bob Draft a resolution of support for the grant application for Town Council Get the resolution on the council’s meeting agenda Attend the council meeting to ensure resolution passes Bob mails or delivers PO to program Programs get paid Collect signed budget forms from programs and finance officer Verify program logic models are accurate Update program narratives & service data as appropriate Fill in budget forms by hand, then on the computer (and save an electronic copy of the file) Verify evidence based practice text is accurate Review application from last year to see what can be updated rather than rewritten – write & edit on a copy of last year’s application rather than handwriting everything from scratch Save electronic copies of each section of the application to serve as a template in future (in Word, to allow copy/pasting into next year’s application) Bob updates checklist to include all the data, forms, and info that he will need from each program for each reporting quarter Bob sticks the checklist for each quarter to the manila folder that will hold that quarter’s paperwork Bob reviews checklist on the outside of the folder for this grant reporting quarter Save electronic copies of these reporting forms to Municipal Alliance grant files folder on computer Programs run Print a hardcopy of the report completed budget forms to each program & the finance officer for signature