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Richard to run through the grant management lifecycle. Michelle to run through evaluation. Both to cover support we can offer.
Establish contract and agree signatories, start date and seek verification of bank details. Agree budget for year one.
Monitoring calls – six monthly or quarterly – overview on progress on outcomes, activities and indicators, how the project is being promoted/marketed, budget update, staffing information, any changes to the organisation’s legal status, signatories or contacts – a chance for grant holders to raise concerns or ask questions/seek advice. End of year reports/end of grant reports – more formal approach to updating us on progress made and confirming expenditure to date. Also an opportunity to send us evidence of branding. The compliance review process involves establishing eligible expenditure, performance against outcomes and agreeing action in the event of variations. Monitoring requirements linked to payment release: Financial accounts and end of year reports.
Measuring targets: Considerations Aimed at specific groups. Example – Clients or volunteers Gained from most appropriate source – Client or qualified person. Sample range and proportional representation. Variations: Changes to targets may be revised with justification but the BIG Lottery Fund will always discuss alternative strategies first such as marketing, publicity or partnership links. Approval of moving underspends forward must be based on a good business case. Any changes should be discussed and agreed with Funding Officer. Significant changes should be presented in a Changes to your Grant form. Retrospective variations identified at the end of year reporting stage may not be approved and result in potential grant reduction.
Introduced in recognition of impact of recession on funding cuts and those successfully delivered projects that have a continued demand and need for services. Expectations – Expansion and longer term impact
Evaluation is the process of monitoring your work against the goals that you have set. Targets and partnerships should be reviewed on a regular basis It is important that you review your targets and partnerships as you go along, rather than at the end of a project, campaign or event to highlight any areas that may become problematic so that these can be addressed.
It is important to use a range of methods to capture the evidence to support the fact that your project is making a difference and having a real positive impact on the lives of those most in need. How you do this is up to you – you need to work out what best fits your project and your target audience – consider their needs when devising mechanisms to track their progress and ensure that you check the ‘distance travelled’ at regular intervals so that you can demonstrate an improvement and that your project is effectively meeting the needs of your beneficiaries. Give samples of monitoring forms to look at?
There are many different ways that you can collect information from people. Remember that some people may have difficulty with reading or writing, so for any method that you use, also have an alternative method for people to respond and feedback. Make sure you abide by data protection laws when collecting any information. Be realistic about what you can achieve.
A clear planned evaluation strategy will enable projects to ensure that they make a difference and can evidence the difference made.
Planning cycle of sustainability – Continuation funding – demonstrating that the project is making a difference is key to this – we have to be convinced that the project is successful and addressing an identified need. It should also evolve to meet changing needs of the beneficiary group.
In summary – your named Funding Officer is your first point of contact – their role is to guide and support you through the grant management lifecycle. Any queries use them as a resource for guidance. Happy to help.
Grant management 2012
Grant ManagementSupportReaching Communities25 September 2012Richard Drape & Michelle DrummondFunding Officers
Grant Management SupportPurpose of presentation• To take you through the grant management lifecycle• Identify key monitoring requirements of our terms and conditions of grant• Provide support on how to measure and evaluate the impact of your project to enable longer-term sustainability
Grant Management LifecycleGrant set-up stageTelephone introduction•Grant offer letter• Setting up your grant form• Bank or Building society account details form• Starting your grant form• Bank details verification• Agree a formal start date• Arrange Induction call
Grant Management LifecycleInduction CallDuration – 15 to 60 minutes• Additional funding• Awards pack – Terms and conditions, additional, grant offer pack CDand URN.• Review targets – activities, indicators and outcomes• Monitoring – Risk level, grant management process – telephonemonitoring, end of year/grant reports and accounts, recruitmentrequirements.• Payments – Lead in, start date, payment schedule, revenue/capital• Publicity – Embargo, logo and materials
Activities/indicators/outcomesTargets based on need and demand from initialconsultation at application stage.• Current success rate – 96%Measuring targets:•Simple but effectively linked to targets•See exampleVariations:•Reporting changes and approval
Continuation fundingIntroduced last year and has a success rateapproximately 10%•Timelines – Application process takes 11 months.Mandatory evaluation report:•Evidence how the existing project is making a difference•Demonstrate that there is still a need for it to provideevidence of changing needs•Show what worked well and what could be done betterwith further funding
Benefits of Evaluation•Evaluation can:-help you to make strong relationships with your beneficiaries-ensure you know where improvements to your service or activitiescan be made- provide evidence about the effectiveness of your work for currentfunders and future funding applications- provide you with information that my help you to promote yourservice- let you know if you have reached your goals- help you to develop new partnerships
How will you MEASURE andEVALUATE your activities?Decide on the data you will collect and how you willcollect itExample• The number of people taking part using sign-up sheets• The feedback from beneficiaries on their experience of thesession, after they have participated• Feedback from people who didn’t take part to find out why• Feedback from partners/external agencies on how the activitywas delivered, what worked well and any issues that arose.
Monitoring Methods Advantages DisadvantagesInformal chats Allows people to Can be difficult to open up capture informationQuestionnaires Easy way to collect Response rate may be lots of data poorComments cards Quick and easy to May only get a low organise level of responseInterviews Can reveal honest Very time consuming feedback to organiseDiscussion groups Good for insight, One person may especially at the dominate/lead the beginning of a discussion project
Evaluation ChecklistChecklistWhat is your goal? OutcomesHow will you measure your success? Monitoring methodsWhat were the outcomes? ResultsWere the aims and objectives Analysisachieved?Were there any unexpected Evolution of project to meetoutcomes? changing needs