GRANT PROCESSES AND WORKFLOW THROUGH SALESFORCE:

Redesigning information in Salesforce to capture prospects, proposal development, award notification, post award management, and reports

Five Components of Grant Management:

I. “Opportunity” Tab

II. Application/Proposal Development

III. Award Notification

IV. Implementation/Post Award Management

V. Reports

I. “Opportunity” Tab:

Goal: using the “Opportunity” function in Salesforce to capture prospect information and to make available to staff who are looking for updates on grantee or finances

Vetting Prospects - enter prospects in Salesforce as Opportunities and assign Opportunity Team

Opportunity Team - decide to apply or not based on the discussion of the agency’s requirements and the UWBA 70/30 budgetary rule

Fundraising Benefit - list of prospects are used in next fiscal year budget projection

II. Application/Proposal Development:

Goal: Completion date tracking, reminders, shared documentation, defined success measurement plans, comprehensive item-and financial-based budgets

Role clarification - assign opportunity team roles and designate lead for proposal Tasks management and completion date reminders - for narrative, budget, other

proposal sections Centralized location - final materials and attachments are stored on Salesforces Proposal submission (status change, enter award date/expect to hear/decision date

and probability in Salesforce)

III. Award Notification:

Goal: to notify staff that an award has been granted

“Opportunity Owner” notify opportunity team of the awarded grant

Opportunity team review grant agreement, deliverables, and budget

Thank you letter and signed grant agreement are sent to funder

Fully executed documents are stored in Salesforce

Grant team prepare finance envelope and deliver to finance

 

IV. Implementation/Post Award Management:

Goal: Integration with program deliverables and financial tracking

Opportunity Status changed to Implementation Assign implementation tasks to opportunity team in Salesforce Manage program deliverables towards stated goals, objectives, and outcomes Budget monitoring to ensure that the expenses comply with requirements of

funder audits

V. Reports:Goal: Grant and program-specific reporting on budgets, success, and performance; integrated financial management; grant distributions and allocations; tracking of renewals and extensions

Inform opportunity team members upcoming deadline and requirements of the progress reports (45 days prior to due date)

Report owner will do the followings:

- Coordinates among team

- Finalizes report(s) and submits to funder

- Records date of submission in Salesforce