improved process map for: managing the municipal alliance grant map last updated: may 23, 2012 bob...

Improved Process Map for: Managing the Municipal Alliance Grant Map last updated: May 23, 2012

Bob saves an electronic copy of the application

Bob copy/pastes template message into email, updates the message to request the items that the program hasn’t yet submitted (based on checklist),

and sends email to the program. When sending multiple emails, copy and update the message

from the first email, rather than retyping.Bob reviews and updates

template reporting text (from previous years / quarters)

Save electronic copies of all sections as templates for future reports

Bob places data, bills, and info received into the manila folder for the relevant grant quarter and marks the checklist

on the outside of the folder

For first quarter only - County sends Quarterly

report forms for the entire year (including pre-filled

budget) in April

Bob calls / emails Finance with the list of employee names and date ranges for

which he needs the payroll register (but not for police - gives average salary)

Copy/paste all reporting sections into the appropriate reporting forms from the County

and save an electronic copy of the report

Mail hard copy of all reporting forms and

backup info to County

Bob receives electronic grant application from the County

Print out blank application (like to have a paper copy to refer to)

Once Bob has reviewed each section, he updates the template text (from last year’s application)

and copy/pastes into the new application form on the computer

Print 3 copies of the application

Bob walks the application copies around Town Hall for signatures / approvals (Hard copy needed because state requires original signatures – Bob uses yellow post-its to

show where to sign, have to sign 3 copies)

Bob mails 3 signed hard-copy originals of the application to the county

Programs send program data to

Bob (ongoing, email or paper)

Bob enters bill data into the finance system and

authorizes payment

Programs send program bills to Bob (ongoing,

email or paper)

Print hardcopies of all POs, hourly time reports, bills, HO time and payroll register, with names / hourly rates / hours worked

GRANT APPLICATION GRANT REPORTING

Program sends requested items to

Bob (email or paper)

Financial sends files to Bob

Draft a resolution of support for the grant application for Town Council

Get the resolution on the council’s meeting

agenda

Attend the council meeting

to ensure resolution passes

Bob mails or delivers PO to program

Programs get paid

Collect signed budget forms from programs and finance officer

Verify program logic models are accurate

Update program narratives &

service data as appropriate

Fill in budget forms by hand, then on the computer (and save

an electronic copy of the file)Verify evidence based practice text is accurate

Review application from last year to see what can be updated rather

than rewritten – write & edit on a copy of last year’s application rather

than handwriting everything from scratch

Save electronic copies of each section of the application to serve as

a template in future (in Word, to allow copy/pasting into next year’s

application)

Bob updates checklist to include all the data, forms, and info that he will need

from each program for each reporting quarter

Bob sticks the checklist for each quarter to the manila

folder that will hold that quarter’s paperwork

Bob reviews checklist on the outside of the folder for this grant reporting quarter

Save electronic copies of these reporting forms to

Municipal Alliance grant files folder on computer

Programs run

Print a hardcopy of the report

Email completed budget forms to each program & the finance

officer for signature