Getting Going with Grants: Core Concept: Grant Overview - Core Basic Customers

38 STEPS

1. Welcome to the Euna Grants Core Concept video, providing a Grants Overview.

2. In Euna Grants, you can track grants at all stages, including those you plan to apply for, those you passed on, those you've completed an application for, and grants you've been awarded or denied.

3. In Euna Grants, you can link grants to pre- and post-award performance and budget plans, view analytics at both grant and portfolio levels, track trends, assess historical performance, plan ahead, and generate insightful reports.

4. Before entering a grant in Euna Grants, you will need to enter your master data into the system. Including the organization or funder, related staff records, subject fields if tagging grants, and any applicable departments.

5. Let’s get into Euna Grants to enter our first grant and then we’ll dive deep into each data field and the functionality. After logging into Euna Grants, we land on the homepage. I’m going to navigate to Grant Management, then Grants.

6. To add my first grant, I’m going to click on the plus icon in the top right icon tool bar.

7. This takes you to the Create Grant screen. Let’s dive into the details of how you create a grant record. First, you’ll enter the Name of your grant.

8. Then you'll select the Grantor from the drop-down list. This list pulls from your list of organizations that you have entered as master data. If you have not yet done so, go back to the Organizations section and complete the steps to add the funder.

9. The next field is Award Type, which is defaulted to Grant. The drop down has other options such as Contract or Loan. While there is no functional difference in the types, you can use these to filter and sort, once you have multiple records entered.

10. You can then add Fund Activity Categories to your grant. Fund Activity Categories are high-level categories that pertain to opportunities. Euna Grants pre-populates this based on what is typically included in Federal Funding Opportunities.

11. Next, you can enter the Department(s). You can select multiple Departments from the drop-down menu. Keep in mind, that if a Department is assigned to a grant, every user assigned to that Department will have access to that grant.

12. You can also add Subjects to the grant. Subjects are any tags you want to add to your grant. You can add as many Subjects as needed, using the Subject(s) drop-down menu.

13. Finally, the Award Status. There are several options to accommodate all phases of the grant lifecycle and support grant tracking. I am going to select To Be Submitted. The fields on the Grant Details page will change according to the selected status.

14. Next, we'll go to the Pre-Award Information section. This section contains numerous optional fields such as RFP ID Number. Selecting Yes from the Letter of Intent Required drop-down will populate a required Letter of Intent Due Date field below.

15. Populating the Letter of Intent Due Date will make this requirement appear on your Euna Grants calendar. Below, you can also enter the optional Proposal Open Date and Proposal Close Date, which will then also appear on your calendar.

16. The next required field is the Projected Receipt Date. The Projected Receipt Date is the date that you expect to receive a decision stating either the award has been accepted or denied.

17. Scrolling down, you'll see the next required field is the Proposed Length Of Award. We’ll say this grant is for 1 year. You'll note that if I don’t enter a number of months, the Proposed Length of Award is Required message appears below the field.

18. Since this grant is 1 year in length, I’ll enter 0 in the months field. This entry will then make the red error message disappear.

19. Next, add the Grant Writers. This drop-down pulls from your staff list and allows multiple selections. Grant Writers can view grant details, performance plans, and budgets, but cannot create, edit, delete, or run reports.

20. The next entry option is Project(s). Projects are used to link multiple grants or break up programs within a grant. You can use this field to link to projects you’ve already created.

21. Next you have options to add different descriptions or details about the grant, these are all optional fields but you can add as much or as little information as your organization desires.

22. The next section is for our Pre-Award Budget information. These fields are all optional but can be useful for tracking and reporting. As you enter information the Total Projected Budget will auto-calculate.

23. Going further, the Requested Amount is the amount you’re asking of the funder. Cash Match Requirement is your organization’s contribution. In-Kind Match covers the match for goods or services. You may also include an Other Funding Requirement.

24. Next is Post- Award Information. Managers have full access to create, edit, and delete grant details and all grant related items. They can also assign goals and line items to other users. Please note that there can only be one Manager per grant.

25. In the Additional Users field, add anyone from your list of staff, who should also have the same access to the grant as the Manager. We’ll come back and enter a post award grant in just a moment. Then we will dive into these fields deeper.

26. At this point I have all my pre-award information populated so I’ll select the Create button and create our first grant.

27. Now, let’s say we submitted our application and we’ve now been awarded the grant. I’ll come back to this page and click the pencil icon to edit the grant. This allows us to view the Post Award fields and convert the grant to a post-award status.

28. First I’m going to change the Award Status to Approved.

As I scroll through the grant details, if for any reason I need to change any of the fields I filled out during the pre-award status, I can update them as needed.

29. Scrolling to Post-Award Information, you'll see more required fields. Enter the Awarded Date and the grant Start Date. The Start Date auto-fills from the Projected Receipt Date, and the End Date is based on the 1-year grant duration we entered.

30. The Grant Year 1 End Date field is useful for grants that begin mid-year. If dates changed during the award process, you can edit them now. You can also enter an optional Close Out Date for when final reporting is due.

31. As we continue to scroll down you can see additional optional fields you may want to use.

32. Next is the Post-Award Budget section. While these are optional fields, they will feed into and validate against your budget tracking. Enter your total Awarded Amount and any Cash or In-Kind Match.

33. If you have other funding, you can enter that amount in the Other Funding Requirement field. Other funding can be funds that you have received from other sources that are not from the grant you applied to.

34. The Total Budget at the bottom will automatically update as you enter values in each field.

35. Finally, I’ll hit the Save button to update our grant record.

36. This takes me back to the Grant Details page, where if I need to edit, I can hit the pencil icon in the top right icon tool bar.

37. Items in blue are clickable and link to that record in Euna Grants. Also on the Grant Details page, dynamic fields such as Expenses To Date and Match Contributions To Date update automatically but are not editable in the grants section.

38. Through this Core Concept video, we’ve learned a basic overview of grants and how to enter a pre- or post-award grant record. For additional information on grant records please visit our support site. Thank you!