CAPTURE APRIL 2016 Q2 ISSUE 02 | Page 21

FAILED AUDITS

MISSED DEADLINES

EXPENSES

FRUSTRATION

MISCONCEPTION

MISCOMMUNICATION

RETURNED FUNDS

THE UNKNOWN

EFFICIENCY

GRANT DOLLARS

WIN RATE

CAPABILITY

FUND DIVERSITY

PROJECTS

EFFECTIVENESS

CAPACITY

As processes move down each level the overall effectiveness decreases. Deadlines are missed, expenses are unaccounted for and failed audits are more frequent. Misconceptions become an increasing challenge as well. Staff begin to view grants as impossible to manage and ‘not worth the money’. This leads to important projects that could have been funded by grants to be ignored or missed.

Here are some key concepts that you should consider as you determine your structure and evaluate your grants process maturity.

Grants Structure and Grants Maturity are NOT the same

Having a decentralized or centralized structure is not a measure of your grants process maturity. Process maturity is defined by having well-defined, repeatable processes that are understood, practiced, and optimized throughout an organization. That can happen in all three structures – Decentralized, Centralized Reporting, or Centralized. Having a centralized structure does not mean you have mature grants processes.

Grants Structure and Grants Maturity are NOT independent

Process maturity must be a focus in each structure. To effectively manage grants in state and local governments, processes must be in place. Structure and maturity are interdependent.

Understand the organization, then build maturity

Local governments must understand their structure before defining processes. Certain grants processes that work in centralized structures will not work in a decentralized structure. Know your structure so you can develop a realistic plan.

5

4

3

2

1

MEASURED

MANAGED

ESTABLISHED

DEFINED

UNDEFINED

ECIVIS - GRANTS MANAGEMENT

2016 Q2 ISSUE COSTTREE CAPTURE. 21

TEN TIPS TO IMPROVE YOUR GRANTS PROCESS MATURITY

1. Training. Training. Training.

2. Collaborate and share information by meeting regularly.

3. Measure your grants performance – simply by measuring it, you will improve.

4. Standardize your process to avoid institutional knowledge leaving with your grants manager.

5. Don’t ignore the expense side or cash requirements for reimbursement grants when managing your pre-award process.

6. Determine the true cost of the grant, including support services, before you apply.

7. Fund actual projects or programs; avoid "shot-gunning", or pursuing grants you think you can win and then creating a project for it.

8. Talk to the Program Officers or use examples of previously funded applications for programs you are unfamiliar with to avoid wasted time.

9. Communicate success internally and externally to create a transparent, positive culture.

10. Leverage resources like NGMA to identify best practice.

KEY CONCEPTS