When managing grant awards that span multiple years in Grant Lifecycle Manager (GLM), there are two main workflow options. The recommended option depends upon the type of multi-year grants that you are managing.
- True Multi-Year Grant - A grant in which multiple years of funding are awarded at the initial decision date.
- Renewal Grant - A grant in which one year of funding is initially awarded. The grantee then has the opportunity to receive additional funding, but will be evaluated in some way to determine approval or denial of the additional funds at that time.
True Multi-Year Grant Workflow
A true multi-year grant exists as a single request in GLM. Below are the two key components upon approving the request.
- Use installment forms to set up each annual payment.
- Add Installments to an Approved Request contains instructions.
- Installments can also be auto configured in the process to save time.
- Use follow up forms to check in with the grantee as needed.
- For example, if an annual progress report is required for a five year award, build five progress report follow up forms so that one can be assigned each year.
- When configuring follow up forms, attach them to specific installments as needed.
- Use a consistent naming convention for follow up forms to avoid confusion.
- For example, (Process Name) Year 1 Report, (Process Name) Year 2 Report, etc.
Renewal Grant Workflow
Renewal grants that could be approved or denied are best tracked as additional requests, separate from the original award. This allows the evaluation and decision stages to be used for each renewal request.
Depending upon license level and specific needs, there are several options for structuring this workflow in GLM. Two common recommendations are listed below.
- In many cases, the Copy Functionality can be useful, as it allows applicants and/or administrators to copy the original request into a renewal process.
- If you will accept applications from both new and renewing applicants at the same time, it is often advisable to create two separate processes: one for new applicants and one for renewals.
- The renewal process can also be made restricted so that it is not accessible by new applicants.
To ensure that your due diligence and reporting requirements are best met, contact the Client Success Team to discuss renewal grant workflow options in more detail.
Additional Information
Before setting up a workflow for multi-year grants, it is also important to consider the following:
- Your GLM license level determines the number of processes that can be active at one time.
- Contact the Client Success Team with any questions regarding your license level.
- Copying processes is recommended when setting up these workflows.