Introduction
Everyone is always thrilled when they are notified that they received grant funding. You worked hard on your proposal and hoped for the best. The post-award period can be both an opportunity and a challenge. It demands diligence, strategic planning, compliance, and an ongoing commitment to communication and documentation with the team that you relied on to gather the information needed to write a successful grant proposal. This is the grant management phase of the project where the team members need to remain engaged, communicate and keep the project moving to completion.
This article provides practical advice and best practices to help grant recipients not only meet funder requirements but also achieve the greatest possible impact with their grant funding.
Establish A Team
After receiving the award letter, gather all team members needed for the project, including those responsible for key tasks.
- Procurement,
- Data management,
- Reporting (Financial and Performance) and
- Closeout of grants
The folks that may be needed the most are the least experienced in the world of grants. It can be intimidating and nerve-racking for some. Provide as much information as possible about expectations of their involvement in the process. This will avoid miscommunication and encourage collaboration for the best final product.
Understanding Post-Award Management
The post-award phase is the crucial stage encompasses a wide array of activities, including that includes: financial oversight, project implementation, reporting, compliance checks, and closeout. Effective post-award management ensures that the project fulfills its objectives, complies with funder regulations, and maintains transparency and accountability.
Key Objectives of Post-Award Management
- Ensuring Compliance: Adhering to the terms and conditions set by the sponsor.
- Financial Stewardship: Managing the budget, expenditures, and financial reporting.
- Project Implementation: Executing the project as proposed, with timely adjustments as needed.
- Timely Reporting: Submitting required technical and financial reports to funders.
- Sustainability and Closeout: Planning for project continuation or proper closure when the grant ends.
Getting Started: Setting the Foundation
Upon receiving notification of an award, the first steps set the tone for the entire post-award process.
Review the Award Agreement Thoroughly (Read it -I’m serious)
Grant users should carefully review the award letter, terms and conditions, grant agreement and any associated documents. Key steps include:
- Make notes and share them with the team
- Identify allowable and unallowable costs
- Make calendar alerts key for milestones and deadlines
- Know the reporting requirements and deadlines-financial, performance, and final reports
If any aspects are unclear, contact the funder’s grants management office for clarification before proceeding.
2. Establish Communication Channels
Communicate. Make sure everyone knows what they need to do and when they need to do it. Establishing timelines is critical. Designate a primary point of contact and ensure that all team members understand their roles and responsibilities.
3. Set Up Internal Controls and Systems
Be Organized. Organize data, create a checklist and policies to help non-grant employees to be efficient and engaged. Develop a data sharing and back up procedure so everyone has access to data, documents and information to efficiently respond if timelines are tight.
Financial Management and Oversight
Budget management is at the heart of post-award activities. Mishandling funds can lead to disallowed costs, audit findings, and reputational damage.
1. Develop a Detailed Spending Plan – Start with the Grant Budget
Map out your budget year by year, aligning expenditures with project goals and timelines. Track personnel costs, equipment, travel, supplies, and indirect costs or overhead.
2. Monitor Expenditures Regularly – Monthly or Quarterly
Use financial management systems to track spending in real time. Reconcile actual expenses against the budget monthly, and flag any variances for prompt investigation.
3. Document Everything – Set up a shared database
Retain all receipts, invoices, and documentation for each expenditure. Good documentation protects your project during audits and supports transparency.
4. Manage Rebudgeting and Changes – Do this before you spend funds
If your project requires a reallocation of funds, follow the procedures outlined in your award agreement. Some changes may require prior approval from the funder.
5. Understand and Meet Regulatory Requirements
Stay current with local, institutional, and funder-specific laws and policies. These may include human subjects protections, animal welfare, environmental regulations, and data privacy requirements.
6. Implement Conflict of Interest Policies
Many funders require disclosures of financial or personal interests that could affect the integrity of the project.
7. Prepare for Audits and Site Visits
Have your documentation in order and ensure that all staff are familiar with policies and procedures. Conduct internal reviews to identify and correct potential issues before an external audit.
Project Implementation, Performance and Financial Monitoring
Executing the project as proposed is a critical component of post-award management.
1. Track Progress Toward Goals
Schedule regular meetings to review progress and address challenges.
2. Reports
- Programmatic reports detail progress toward objectives, challenges encountered, and plans for the next period. Adhere to the reporting format and schedule provided by the funder.
- Financial Reports report actual expenditures in line with the budget, explaining significant variances. Submit receipts and supporting documentation as required.
- Final Reports ensure all objectives, deliverables, and financial obligations are fulfilled.
3. Retain Records
Keep all project records, reports, and supporting documents for the period required by the funder or your institution—often 3-7 years after closeout.
Best Practices and Common Pitfalls
- Give Grace. If you are the team leader, recognize that not everyone on the team is comfortable working on grants. Give grace and be supportive of each other.
- Establishing relationships with grant agencies helps in communicating problems and complications early for programmatic and budget adjustments. Be proactive in identifying and managing risks.
- Celebrate the Achievement. Take every opportunity along the road to completing the project to celebrate the milestones. Each success is important and should be shared and applauded, because grants can be hard.
- Start early and stay organized.
Conclusion
Post-award management is hard. But it leads to project completion and reimbursement. With careful planning, transparent communication, and rigorous financial oversight, the post-award phase can be a period of meaningful accomplishment and lasting benefit.