Fundamentals of Grants Management SLARI Training Workshop

LEARNING OBJECTIVES You will get better understanding on  Grant and Grants Management  Grants Management Cycle  Overview of Grants Management Cycle  Grantee’s Roles and Responsibilities  Project Manager’s Responsibilities  Common Issues in Grants Management  Risk Indicators in Grants Management  Best Practices in Grants Management  Key Success Factors

GRANTS Grant & Grants Management

WHAT IS A GRANT Financial/Monetary award given by a government agency, foundation, corporation or other entity to fund a particular project. It is usually sought by the grantee through a proposal or application It could be received from a funding/donor agency for a set of mutually agreeable goals/deliverables

GRANT MANAGEMENT A process (or result) of adequate overall oversight and monitoring of project funds that includes:  Plan, budget, identify and record all funding related to projects  Adhere strictly to all terms of the Grant  Have proper financial control  Adhere to technical standards  Meet the needs of the beneficiaries

GRANT MANAGEMENT Grants Management Cycle & Overview

GRANT MANAGEMENT CYCLE

OVER VIEW MANAGEMENT CYCLE  Proposal Development  Funding/donor agency opportunity announcement  Funding/donor agency requests for proposal (RFP)  Proposal preparation  Internal review and submission of proposal  Proposal review and approval by the funding/donor agency  Award Receipt  Project Start-Up and Award Management  Contract negotiation, signing, invoicing, etc.  Setting up of new project no(s) and budget codes in line with internal procedures  Technical and financial reporting  Maintaining effective communication with stakeholders  Management of project records/database

OVERVIEW MANAGEMENT CYCLE  Project Start-Up and Award Management (contd.)  Monitoring of partner’s project execution/activities  Budget monitoring in relation to planned budget/activities  Financial, programmatic and on-site monitoring  Detect early warning signs of trouble and non-compliance and act accordingly  Application for budget reallocation and no-cost-extensions (if applicable)  Award Close-out  Submit final technical and financial reports  Review close- out terms of agreements  Request for final tranche of funds  Disposal of project assets/equipment (as applicable)  Review and document lessons learned  Retain project records

Project Manager & Grantee Project Manager & Grantee Roles and Responsibilities

GRANTEE’S ROLES & RESPONSIBILITIES  Ensure compliance with rules and reporting requirements  Maintain adequate financial and technical records  Perform periodical check on the scope of project  Monitor budget against activities  Communicate regularly with all stakeholders  Maintain transparency and credibility with all stakeholders  Maintain and update project records  Attend to and advise on queries  Ask for a “No-Cost Extension (NCE), where necessary  Ensure effective cash management  Conduct due diligence on credibility of collaborators

PROJECT MANAGER’S RESPONSIBILITIES  Has overall responsibility and oversight for the grant  Understand and ensure compliance with the terms and conditions of the grant  Ensure successful achievement of the project’s goals and objectives  Has oversight on submission of quality programmatic and financial reports, within stipulated deadlines  Facilitate effective communication among all stakeholders  Ensure that all expenditures are allowable  Maintain all project records for audit purposes  Responsible for monitoring and managing contracted services

GRANT MANAGEMENT ISSUES Grants Management Issues, Risk Indicators, Best Practices, & Key Success factors

ISSUES IN GRANT MANAGEMENT  Lack of proper documentation  Inadequate/untimely submission of reports  Inadequate award monitoring  Lack of effective communication with stakeholders  Incompetent project staff  Lack of effective internal control and audit  Lack of credible and competent partners  Conflicts of interest  No internal policies and/or procedures

ISSUES IN GRANT MANAGEMENT  Inadequate procurement standards  Delay in project start-up  Over/Under spending of funds  Discrepancies between narrative and financial reports  Expenditures in unauthorized budget categories in reports

RISK INDICATOR IN GRANT MANAGEMENT Please do NOT:  Misuse project funds  Fail to comply with agreed rules and guidelines  Tolerate misconduct or violation of grant conditions  Spend in wrong budget category  Allow ongoing minor problems to be left unresolved  Compromise meeting project goals  Give false certification of requirements

BEST PRACTICE IN GRANT MANAGEMENT  Organize for receipt and management of grants  Upon award, convene meeting of all stakeholders  Build consensus through effective communication  Regular team building efforts  Develop a Grants Management Plan/strategy  Facilitate strict adherence to reporting obligations  Develop internal guidelines and rules for managing grants  Develop system of quality review and control  Continuous building of team and stakeholders’ capacity  Maintain accountability & transparency  Maintain effective feedback mechanism  Ensure compliance to signed agreements

KEY SUCCESS FACTORS

THE END Presented by: SLARI FINANCE PROJECT DEPAETMENT

DISCUSSIONS QUESTIONS ?