Use Note custom fields and pledges to track grants. You can also use tasks to manage grants and interactions to record more details.

Database Setup

Set up a few things in your database before you start tracking grants.

Grant Organizations

Create an Organization constituent for each organization from whom are you seeking a grant.

Note Custom Fields

To get to note custom fields, click Gear icon, Note.

Create a category named "Grants." Then create these custom fields in it:

  • Grant Status: Where the grant is in the process
    • Type: Text Pick One Value
    • Values: Create a value for each possible status that occurs during the grant process. The more detailed your status options are, the easier it is to keep track of the grant's progress. Suggested statuses are:
      • Research
      • Letter of Inquiry
      • Application
      • Pending Decision
      • Awarded
      • Declined
  • Grant Application Submission Date: When you submitted the application
    • Type: Date Type It In
  • Grant Ask Amount: How much you are requesting
    • Type: Currency Type It In
  • Grant Amount Awarded: How much you were awarded
    • Type: Currency Type It In
  • Progress Report Deadline: Optional. When a progress report is due
    • Type: Date Type It In
  • Progress Report Submission Date: Optional. When you submitted a progress report
    • Type: Date Type It In

Appeal

Optional. If you want to track awarded grants as a pledge from the organization, create an appeal named "Grant." You could create an appeal for each year, such as Grants 2016, Grants 2017.

Grant Tracking Workflow

Add a note for each grant that you are applying for at a particular organization. Then complete these fields:

  • Date: When the grant application is due.
  • Note: Type a brief description of the grant.
  • Grant Status
  • Ask Amount: If known.
  • Attachments: Upload files or add links to helpful information.

At each stage of the application process, open the grant's note and update it. For example, after you submitted the application, you would:

  1. Change Grant Status to Pending Decision.
  2. Complete the Application Submission Date field.
  3. Update Grant Ask Amount.

When you receive an award letter for a grant, update the note again:

  1. Change Grant Status to Awarded.
  2. Complete the Grant Amount Awarded field.
  3. Complete the Progress Report Deadline field.

If the grant is declined:

  1. Change Grant Status to Declined.
  2. Set Grant Amount Awarded to 0.

Use Tasks and Interactions

Use tasks to remind you of important deadlines for grants, such as the application deadline or when progress reports are due. Create interactions to track communications with the awarding organization or when you sent in your grant materials.

Note: If you choose to use tasks and interactions, still update the original note to show the deadlines and dates that items were submitted. This makes reporting easier since Bloomerang cannot currently pull together note, interaction, and task date. 

Track Grant Money in Bloomerang

When an organization awards you a grant, add it as a pledge to the organization. This records the amount awarded and its expected installments. Use the Grants appeal.

Grant Reporting

Create several reports to track your grants and grant payments.

Open Grant Report

The Open Grant report shows all grants that are currently open, grouped together by their current status.

  1. Create a new report.
  2. Click Build a Report from Scratch and then Notes.
  3. In the Include area, click Add Filter.
  4. Click Grant Status.
  5. Select all statuses for open grants. Click OK.
  6. In the Include section, click And.
  7. Click Date
  8. Set the filter to read "Date is During This Year." Click OK.
  9. Add these columns:
    • Grant Status
    • Grant Application Submission Date
    • Grant Ask Amount
  10. Click Grant Status and then Group By This Column. Click OK.
  11. Save the report and name it "Open Grants."

Grants by Date (Application Deadline) Report

The Grants by Application Deadline report shows open grants with application deadlines in a specified date range.

  1. Create a new report.
  2. Click Build a Report from Scratch and then Notes.
  3. In the Include area, click Add Filter.
  4. Click Grant Status.
  5. Select all statuses for open grants. Click OK.
  6. In the Include section, click And.
  7. Click Date
  8. Set the filter to the date range you want. Click OK.
  9. Add these columns:
    • Grant Status
    • Grant Application Submission Date
    • Grant Ask Amount
  10. On the Date column, click the double arrow. This sorts the column.
  11. Save the report and name it "Grants by Application Deadline."

Grant Payments Report

The Grant Payments report shows all grant pledges and what has been paid on them so far.

  1. Create a new report.
  2. Click Build a Report from Scratch and then Transactions.
  3. In the Include area, click Add Filter.
  4. Click Appeal.
  5. Select your grant appeals. Click OK.
  6. Remove the Type, Fund, and Campaign columns if desired.
  7. Add these columns, which are under Pledges and Pledge Payments:
    • Amount in Arrears
    • Amount Paid
    • Pledge Balance
    • Days in Arrears
    • Pledge Status
  8. Click Pledge Status, and click Group By This Column.
  9. Save the report and name it "Grant Payments."

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