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  3. GrantHub Pro - Opportunities

Grant Opportunities

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Opportunities are the individual pieces that build the foundation of your organization's fund development strategy. The Grant Management functionality allows your organization to manage grant opportunities for which your nonprofit has applied. Within a grant opportunity, you can add notes and tasks, associate funders, assign users and profiles, and view the associated revenue and expenses. You can also track a grant's status, due date, and target amount.

Once you have created your opportunities, they can be edited and copied. Custom fields and grant opportunity tasks can also be added.

On the Grant Opportunities page, click My Opportunities to view only the grant opportunities on which you are listed as a user. Click All Opportunities to view all grant opportunities in the site.

All Opportunities or My Opportunities buttons

  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click Add Opportunity.Add Opportunity button
  4. Enter the applicable Create Grantseeking Opportunity information. In-system asterisks indicate a required field.
    • Name
    • Select Funder - Profiles with a designation of Funder will display in the Funder drop-down list.
      • Multiple funders can be selected.
      • Use the Quick Add feature to add funders that are not already in the site.
    • Description
    • Type and Status - View the information further below for more details on types and statuses.
    • Award ID
    • Application Type - Includes email, online, paper, and other.
    • Award Details - Details that pertain to the grant.
    • Application Submission Details - Details that pertain to the application submission process.
    • Amount Requested
    • Amount Expected
    • Amount Awarded
    • Due Date - This is the deadline date for applying to the grant.
    • Decision Date
    • Date Submitted - Date the application was submitted.
    • Award Term Start Date
    • Award Term End Datecreate grant opportuntiy

  5. Attach profiles if applicable, and then click Create.
    • Use the Quick Add feature to attach profiles that are not already in the site.create button
  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity you want to edit.opportunity name

    • The status of the opportunity can be toggled from Active to Inactive at the top of the page.
      • The Grant Opportunities list can be filtered to view only active or only inactive opportunities.active toggle

  4. Click Edit.edit button

  5. Make applicable edits to the opportunity, and then click Update.update button
  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity you want to copy.
    opportunity name

  4. Click the More drop-down menu, and then click Copy Opportunity.copy opportunity option
  5. Enter an Opportunity Name, check the boxes next to copy tasks, profiles, or users, and then click Copy Opportunity.copy opportunity button

Once a grant opportunity is created, users can be added. This indicates individuals at your organization who are involved with the grant opportunity. 

A user with the GrantHub Pro Writer Limited role must be added as a user on a grant opportunity in order to access the opportunity.
  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity.opportunity name

  4. Enter the user's name in the Attach Users field, select the user from the drop-down list, and then click Add.
    Add button

The spend down report for a grant opportunity displays the revenue and expenses related to that opportunity. 

  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity.opportunity name

  4. Click the More drop-down menu, and then click Spend Down Report.spend down report option

  5. Enter a Start Date and End Date or select a Date Filter Preset, and then click Apply Dates.Apply Dates button

From the Actions button, the report can be printed or copied to the user's clipboard.actions button

Revenue and expenses for a grant opportunity can be added and accessed directly from the grant opportunity page.

An Auto Post feature can be enabled, which automatically posts revenue entries and expenses as soon as they are created. This allows revenue and expenses added from a grant opportunity to be viewed from the opportunity immediately and allows the revenue or expenses to be deleted from the opportunity as well. Contact Support to enable auto post.

 

  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity.opportunity name

  4. Click Add on the Revenue Summary card.add button

  5. Complete the applicable Add Revenue fields, and then click Save. 
    • Details on completing these fields are available in Revenue.save button

The system automatically returns to the grant opportunity. Once the revenue entry is posted, it will appear on the Revenue Summary card. 

  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity.opportunity name

  4. Click the label of the revenue entry to be viewed. 
    • Click the arrow next to an entry to expand the details, or click Expand All to expand details for all entries.revenue entry label

  5. When viewing a revenue entry, the options to edit or delete the entry are also available.
    • If auto post is not enabled, the option to delete the revenue entry is only available if the entry is unposted.edit and delete buttons

  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity.opportunity name

  4. Click Add on the Expense Summary card.add button

  5. Complete the applicable Add Expense fields, and then click Add Expense.

The system automatically returns to the grant opportunity. Once the expense is posted, it will appear on the Expense Summary card. 

  1. Navigate to Fundraising.
  2. Click Grant Management on the navigation bar, and then click Opportunities.
  3. Click the name of the opportunity.opportunity name

  4. Click the label of the expense to be viewed. 
    • Click the arrow next to an expense to expand the details, or click Expand All to expand details for all expenses.expense label

  5. When viewing an expense, the options to edit or delete the expense are also available.
    • If auto post is not enabled, the option to delete the expense is only available if the expense is unposted.edit and delete buttons

Grants that have been awarded and are restricted to a specific program/service or opportunity can be tracked. When a grant is awarded and all tasks have been completed, change the status to Awarded-Closed. When adding the revenue from the grant into Accounting, check the Restricted box and then select the service/program within the accounting details.restricted box and service on revenue

To associate awarded grants with grant opportunities, follow the details from above but include the opportunity on the Add Revenue page when recording the grant. Alternatively, the grant can be entered as revenue directly from the grant opportunity by following the instructions in the Add Revenue and Expenses section of this article.

Expenses and revenue associated with grant opportunities can be found on the grant opportunity profile displayed within the respective areas. opportunity on revenue

Grants that have been submitted and need feedback from a funder can be tracked. On the Opportunities page within Grant Management, filter the list of opportunities by status. For this example, filter by In-Progress status. Once the list is filtered, select a grant opportunity, and then reach out to the funder or contact listed on the opportunity.

Utilize tasks and task notifications within grant opportunities to help keep track of follow-ups with funders. This practice prevents having to manually filter through a list of opportunities and then individually communicating with funders.opportunity status

If Office 365 or Google Docs is used for collaborating on a grant application, the shared document link may be stored within the site. Create a custom field for the grant opportunity and then paste the document link within the custom field on the opportunity profile.

Types specify the type of opportunity created. There are several default grant opportunity types. A few examples include Capital Campaign Support, General Operating Support, and Program Funds. A full list can be found on the Grant Management Configurations page.grant management opportunity types

The existing types can be edited and additional types can be created. Click the Edit button to add or edit grant opportunity types. edit button

The are a number of grant opportunity status options. Two examples include Application-Draft and In-Progress. A complete list can be found on the Grant Management Configurations page.grant management opportunity statuses

The status field within a grant opportunity can be used to manage the grant process and ensure tasks are being completed on time.

Status options are system-default; therefore, additional statuses cannot be added. To add additional statuses, create a custom field and then add the status within the field.
 

When a multi-year grant is awarded, it can be tracked to show when a certain amount will be received on a certain date. 

  1. Create one grant opportunity for the entire multi-year grant that has been awarded.
    • Enter the total amount awarded within the grant opportunity information.amount awarded

  2. Add three receivable revenue transactions with different due dates in Accounting. Due dates can be selected based on when portions of the grant will be received.
    • Associate each receivable revenue entry with the multi-year grant opportunity.receivable revenue transactions

    • When the grant money is received and posted, add it as remittance revenue for the receivable revenue entry initially created.

 

 

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