Grant applications & reporting | monday.com webinars

Introduction

In this section, the speaker introduces themselves and their role at monday.com. They also provide an overview of what will be covered in the webinar.

Speaker Introduction

• The speaker's name is Eran Rosen.

• Eran works on building solutions for non-profits as part of monday.com's Equal Impact initiative.

• The Equal Impact initiative aims to help non-profits solve their biggest challenges through technology.

• Eran has over 10 years of experience in technology and non-profits.

Webinar Overview

• The webinar will cover how to manage grants from start to finish using monday.com.

• Attendees will learn how to centralize grant workflows, create, assign, and track tasks, gain actionable insights, collaborate with team members, generate reports, and customize the solution to fit their needs.

Equal Impact Initiative

In this section, the speaker provides more information about monday.com's Equal Impact initiative and its mission.

Mission Statement

• The mission of the Equal Impact initiative is to work with non-profits and help them solve their biggest challenges through technology.

• They offer special pricing solutions and training programs for non-profit organizations.

• They also have a philanthropic foundation that provides additional resources to help non-profits succeed.

Website Information

• To learn more about the services offered by the Equal Impact initiative, visit their website at www.equalimpact.org.

Agenda

In this section, the speaker outlines what will be covered during the webinar.

Webinar Agenda

1. Successfully managing grants

2. Walkthrough of monday.com's grants management solution

3. Q&A session

Housekeeping

• Attendees will receive an email with a recording of the webinar after it ends.

• Questions can be asked during the webinar using the Q&A box.

• The social impact team members will be available to answer questions during and after the webinar.

Managing Grants

In this section, the speaker discusses what is needed to successfully manage grants and introduces monday.com's grants management solution.

Requirements for Successful Grant Management

• Centralized grant workflows

• Ability to create, assign, and track tasks

• Holistic view for actionable insights

• Collaboration with team members

• Time-saving report generation

• Customizable solution

Introduction to monday.com's Grants Management Solution

• To install the grants management solution, go to "Add" > "Choose from Templates" > "Non-profits" in your monday.com account.

• The solution includes one board and two dashboards.

• The board is divided into different groups based on each grant's phase (opportunities, in process, submitted, awarded, received or declined).

Grant Management Solution Overview

In this section, the speaker provides an overview of the grant management solution and its different dashboards.

Features of the Grant Management Solution

• The solution helps to efficiently manage tasks for each grant.

• It allows customization of information such as foundation providing the grant, amount requested and received, awarded date, payment date, and designation of the grant.

• The solution has a main mode that is used to create different views such as task lists and timelines.

• There are different dashboards available including grants dashboard which shows performance metrics, team member performance, projections on expected revenue from grants per month, and a calendar view.

Learning Center

• The learning center provides videos and knowledge-based articles to help users learn how to use the grant management solution effectively.

• Users can submit feedback which helps in improving the solutions provided by the platform.

Creating a New Grant

In this section, the speaker demonstrates how to create a new grant using the platform.

Setting Up a New Grant

• To set up a new grant on the platform:

• Give it a name

• Set it as an opportunity

• Choose priority level

• Assign ownership to team members

Task Creation Automation

• Once you have created your new grant opportunity with all relevant details such as priority level and ownership assignment, tasks will be automatically created.

• The platform provides a list of generic tasks such as starting work on the grant, sending a letter of intent, submitting an application, and sending financial reports.

• Users can collaborate with other team members to ensure that all tasks are completed on time.

Setting Deadlines

• To ensure timely completion of tasks, users can set deadlines for each task based on the submission due date of the grant.

Money Work Doc

In this section, the speaker explains how to use a money work doc to collaborate and create a ground graph together. They also explain how to tag team members and add links.

Creating a Money Work Doc

• A money work doc can be used to collaborate and create a ground graph together.

• The file can be used for different purposes such as a grand draft or letter of intent.

• Links can be added to the document, making it easy for team members to access information.

• The document can be exported into PDF format.

Assigning Tasks

• Tasks can be assigned to team members with deadlines set for each task.

• New tasks can easily be added into the timeline.

• Automation features are available, such as creating sub-items when an item is created.

Working with Foundations

In this section, the speaker explains how to choose which foundations you want to work with and how to track grant submissions.

Choosing Foundations

• You can choose which foundations you want to work with in your money work doc.

• You can specify the amount requested from each foundation.

Tracking Grant Submissions

• The status of grant submissions can be tracked in the money work doc.

• Once you start working on a grant submission, it will move into the processing stage in the document.

Calendar Integration

In this section, the speaker explains how tasks assigned in the money work doc are integrated into a calendar.

Task Integration

• Tasks assigned in the money work doc can be viewed in a calendar.

• The calendar provides an overview of all tasks and their deadlines.

Managing Grants with a Shared Calendar

In this section, the speaker explains how to manage grants using a shared calendar and task management system.

Using a Shared Calendar for Task Management

• A shared calendar allows teams to collaborate on tasks and deadlines.

• Tasks can be assigned to specific team members and have due dates.

• The status of each task can be updated as it progresses through the grant process.

Communicating Within the Context of a Grant

• Team members can communicate within the context of a specific grant by tagging each other in comments.

• This saves time and keeps all communication related to the grant in one place.

Different Views for Managing Grants

• The table view provides an overview of all grants and their current status.

• The calendar view automatically populates tasks and due dates for grants.

• The gun chart shows timelines for each grant, which team member is responsible, and what priority level it has.

Overall, using a shared calendar and task management system allows teams to effectively manage multiple grants by collaborating on tasks, communicating within the context of specific grants, and utilizing different views for managing their workload.

Grants Management Solution

In this section, the speaker introduces a grants management solution that can be used to manage grants in different phases. The solution includes a dashboard for generating reports and a learning center with knowledge base articles and videos.

Grants Management Board

• The grants management board is used to manage grants in different phases.

• Filtering and sorting can be used to create views that help stay focused and efficient.

Grants Dashboard

• The dashboard provides automatic updates on reports and grant pipeline status.

• Reports can be customized based on specific queries or data needed.

• Additional reporting tools can be added to track team member performance and grant progress.

Grants Learning Center

• The learning center provides access to knowledge base articles and videos for successfully implementing the grants management solution.

Using the Grants Management Solution

• To use the solution, go to ads, choose from templates, select non-profits category, then click on "use template" for the grants management solution.

Setting up Grants Management

In this section, the speaker explains how to set up grants management in the dashboard and learning center.

Adding Data to Grants Management

• To start, delete all the items that are already in the dashboard and add your own grant data.

• You can add data manually or import it from Excel.

Customizing Foundations and Purposes

• Customize foundations by creating a list of actual foundations you're working with.

• Change purposes by designating grants with real program names and department names.

Automating Tasks

• Edit automation to change sub-items to actual recurring tasks for each grant.

• Create new automation and add as many recurring tasks for each grant as needed.

Glance Learning Center

• The Glance Learning Center helps users successfully implement this solution.

Live Q&A Session

In this section, the speaker answers questions from viewers about grants management.

Tracking Deliverables and Reporting Requirements

• Grant deliverables can be tracked under "Grants Received" sub-tasks by adding or creating any deliverables per grant.

• Reporting requirements can also be added as reporting tasks in "Grants Received" sub-tasks or created as a new custom-made task or recurring task in automation center presented earlier.

Splitting Grant Rewards into Programs

• Two options: create two separate items for each program or add an additional board regarding payment dates and which programs they belong to depending on complexity of grants management system.

Changing Years to Fiscal Year

• Add another status column or labeling system to change years to fiscal year.

Managing Grants and Reporting

In this section, the speaker discusses different options for managing grants and tracking grant requirements. They also provide recommendations for managing the reporting process after a grant has been awarded.

Options for Managing Grants

• Two options for managing grants are discussed: creating a formula based on fiscal year or assigning grants to specific fiscal years.

• A solution to track grant performance and impact is in progress.

• Recommendations for managing the reporting process include adding reporting tasks as subtasks in the board or creating a separate board specifically for reporting.

Tracking Grant Requirements

• The speaker mentions that they are working on a solution to track grant requirements such as signups needed or increase in confidence.

• This solution is still in early phases but will be released soon.

Moving Grants Between Boards

• An automation can be created to move a grant from one group to another between boards when its status changes.

• This ensures that all related items are synced.

Filtering Charts by Specific Dates

In this section, the speaker explains how to filter charts based on specific dates rather than just by year or last month.

Filtering Charts

• To filter charts based on specific dates, click on the filters arrow and set conditions such as payment date is between certain dates.

• This allows you to create a timeline of filters that you want to apply.

Using Maps View to Sum Up Grants per Country

In this section, the speaker explains how to use maps view to sum up grants per country.

Summing Up Grants Per Country

• If you have data about which country each grant was received from stored in a country column, you can use maps view to see all grants in each country.

• The speaker asks for clarification on where the data is stored and confirms that it is in the country column.

• An example is shown to demonstrate how to use maps view to sum up grants per country.

Creating Reports and Dashboards for Grants

In this section, the speaker demonstrates how to create a chart widget in the grants dashboard to show the number of grants received from different countries. They also explain how to add a location column to populate data on a map view.

Creating a Chart Widget

• The speaker adds a new column to their grants dashboard and creates a chart widget.

• They choose "country" for the x-axis and "count items" for the y-axis.

• The speaker applies filters to only show awarded and received grants.

• They demonstrate that Canada has received the most grants.

Adding Location Column for Map View

• The speaker explains that in order to populate data on a map view, you need to add a location column with addresses.

• They demonstrate how adding addresses populates data on the map view.

• The speaker notes that using the country column may not be accurate for showing data on a map view.

Archiving Past Grants

• A question is asked about archiving past grants that have closed.

• The speaker suggests creating an "archived" group or board where items can be moved into when they are no longer active.

• Another option suggested is creating another board of archived grants and setting up an automation that creates an item in archive every time a grant is received.

Managing Grants with Outstanding Deliverables

• A question is asked about managing awarded grants with outstanding deliverables like reports.

• The speaker suggests adding another column for status, such as "in progress" or "completed," to segment the data without changing the structure of the dashboard.

Filtering Grants for Reporting

In this section, the speaker explains how to filter grants that need reporting and create a view for them.

Creating a Filter

• To see which grants need reporting, create a filter by clicking on the "Filter" button.

• Select "Show me only grants that need reporting."

Creating a View

• After creating the filter, click on "Save as new view."

• Name the new view "Grants for Reporting."

• The new view will show only the grants that need reporting.

Customizing Country Column to Counties or States

In this section, the speaker explains how to customize the country column to counties or states.

Adding a Drop-down Column

• To segment data on a county level, add a drop-down column.

• Populate it with counties or states.

• This way, you can see data also on accounting level.

Avoid Using Text Columns

• Avoid using text columns because it's impossible to show accurate data on them.

• Use status columns or drop-down columns instead to create more smart segmentations and data reporting.

Consolidating Foundation Data in One Place

In this section, the speaker explains how to consolidate foundation data in one place.

Creating a Foundations Board

• Open a new board called "Foundations Board."

• Connect each item related to foundations into this board.

• This way, you have everything consolidated in one place.

Setting Up Task Sub-items by Category

In this section, the speaker explains how to set up task sub-items by category.

Changing Trigger for Creating Tasks

• Currently, the trigger for creating tasks is the creation of a new item.

• To segment different tasks to different kinds of foundations or grant types, change the trigger for this.

• For example, create another status column called "Grant Type."

Conclusion

In this section, the speaker concludes the video and emphasizes that the solution can be easily customized for non-profit needs.

Turning off Automation and Connecting Boards

In this section, the speaker explains how to turn off automation and create recurring tasks. They also demonstrate how to connect two boards using an example.

Turning Off Automation and Creating Recurring Tasks

• To turn off automation, go to the board's settings and disable it.

• Create a new automation for recurring tasks that you want to perform.

Connecting Two Boards

• To connect two boards, select "Connect Boards" column in both boards.

• Choose the board you want to connect with from the dropdown menu.

• You can create a two-way or one-way connection between the boards.

• After connecting both items, you can see all connected grants in the foundations board.

Conclusion and Invitation

The speaker concludes the session by thanking everyone for attending and inviting them to visit their website for more information on their services.

Thanking Attendees and Inviting Them to Visit Website

• The speaker thanks everyone for attending from around the world.

• They invite attendees to provide feedback on how they can improve their services.

• The speaker invites attendees to visit their website at www.equalimpact.org for more information on their services.