Grants Management and Compliance

Successfully writing a funded grant proposal is one part of the entire grant process. Monitoring and managing all grant activities (programmatic and financial) and submitting accurate timely reports, and other deliverables are often challenging. Working closely with your College Grant Office, District Grants Office, and District Grants Accounting Office is paramount to the success of your grant-funded project.

• “Do It Right the First Time”: Setting up grant specific policies and procedures, and reporting systems are often time-consuming. However, designing your processes can impact the efficiency, effectiveness and financial sustainability of your grant.
• Clear program policies and procedures are essential. A policy is a statement of principle, plan or course of action. A procedure is the sequence of steps to be followed to implement the policy.  Policies and procedures are valuable tools for effective grant management and ensuring compliance with applicable regulations and requirements. 
• Know and comply with program requirements listed on the Notice of Award (NOA).  Review the due dates, and how your deliverables will be evaluated using the funder’s evaluation tool, and design your processes to meet these requirements which are intended to ensure that you not only survive but thrive.
• Developing, maintaining and overseeing finances cannot be over-emphasized.  The key is working with your College Grant Office and District Grants Accounting Office to ensure financial controls are being followed.
• Manage the program budget, purchase orders, and personnel contracts.
• Review monthly and mid-year financial reports, and if needed, revise the annual budget and submit your revision to College Grant Office and District Grant Accounting Office. 
• Maintain a common centrally located grant file that contains all of the documentation related to its compliance with grant requirements.
• Mid-Year  and End-of Year grant reviews: PVCC grant program directors must have mid-year and end-of-year reviews with the College grants office staff to discuss their respective grant programs and share best practices.
• The District Office can assist with College, District, State, and Federal rules and statutory program requirements for compliance. You must document that you are managing your business up to standards. This is an area where doing it right the first time is critical.