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