BENEFITS OF GAI

GAI provides grant tracking, education, and impact analysis to nonprofits. Each nonprofit has its own password-protected area on their own website or GAI’s to access chart data at any time. As illustrated below, GAI can track operational expenses, fundraising, grants, and community impact, plus create custom apps to meet additional needs. 

Other GAI benefits include:

• Economical solution: No need for new hires or to purchase tracking software/training
• Supplied data research, maps, and needs assessment charts/graphs for grants, capital campaigns, websites, social media and annual reports
• Conversion of Excel spreadsheets into easy-to-read graphics
• Capital Campaign progress dashboards
• Tracking services all for grants both individually and collectively
• Community impact measures and charts
• A second layer of review for contract compliance
• TSheets app for tracking employee project hours—integrates with QuickBooks and ADP
• Personalized calendars and countdown timers—stay on track; manage due dates
• Password-protected page on GAI’s website to store grants, attachments, budgets, and other uploaded files
• Educational opportunities for staff and grant writers
• Schedules of upcoming grant

GAI can streamline your grant and reporting process so your staff has more time to focus on what it does best—fulfill its mission.

You can also upload your Board list, IRS letter, and other grant components for storage. When a grant is awarded, simply upload it to your private file. GAI will review the contract and the grant and extract all budgeted items. Since not all grants are fully funded, GAI can offer suggestions on the renegotiation of these contracts.

In recent years, various federal agencies have recognized the need for grant recipients to have within their organization, a dedicated person, in-house or outsourced, to track grant-funded projects. Thus, grant tracking is now a budget line item on many federal grant applications. Such changes in government policies have filtered down to community levels.

To meet these demands, nonprofits can hire a new employee, purchase tracking software, and train the staff on its use…all expensive options. Or, they can outsource their grant-tracking to Grant And Impact Tracking (GAI) on an as-needed-basis.

This additional oversight by a tracker would generate data quantifying progress toward goal achievement and record and/or monitor grant compliant issues. It would also measure the project’s demands and relationships with other projects within their grant program.

BENEFITS OF GAI

GAI provides grant tracking, education, and impact analysis to nonprofits. Each nonprofit has its own password-protected area on GAI’s website to access chart data at any time. You can also upload your Board list, IRS letter, and other grant components for storage. When a grant is awarded, simply upload it to your private file. GAI will review the contract and the grant and extract all budgeted items. Since not all grants are fully funded, GAI can offer suggestions on the renegotiation of these contracts.

GAI can streamline your grant and reporting process so your staff has more time to focus on what it does best—fulfill its mission.

Other GAI benefits include:

• Economical solution: No need for new hires or to purchase tracking software/training
• Supplied data research, maps, and needs assessment charts/graphs for grants, capital campaigns, websites, social media and annual reports
• Conversion of Excel spreadsheets into easy-to-read graphics
• Capital Campaign progress dashboards
• Tracking services all for grants both individually and collectively
• Community impact measures and charts
• A second layer of review for contract compliance
• TSheets app for tracking employee project hours—integrates with QuickBooks and ADP
• Personalized calendars and countdown timers—stay on track; manage due dates
• Password-protected page on GAI’s website to store grants, attachments, budgets, and other uploaded files
• Educational opportunities for staff and grant writers
• Schedules of upcoming grants

REPORTS

Grant funders now require more detailed reports, some twice per year. If your nonprofit has five or more grants, the burden of increased duties falls on your staff. Reports are a time-consuming task. Its narrative explains the drawdowns of the project budget for restricted activities; thus, it requires new budgets and timetables for the completion of the grant. Grants are a wonderful revenue source, but their requirements can negatively impact staff time, risking the mismanagement of one or more grants. Any breach of a grant contract may result in the return of funds to the donor or possibly legal action.

Having to simultaneously track 10 different small businesses with dozens of variables can be a logistic nightmare!

Every funder wants to know:

• What did you do with the money?
• When did you spend it and how much?
• Do you have receipts or logs for proof of purchase?
• What was your ROI (return on investment) and community impact?
• What were the lessons learned and how did you adjust for pop-up problems?
• How many people’s lives changed?
• In what ways did the people’s lives change and for how long?
• How will you sustain this project if granting funds are not available?

Program Tracking

Operational Expenses

Donor Tracking

Needs Assesment – Before

Needs Assesment – After

Grantees – Data Tracking Step-By-Step

1) Grantee

• Uploads grants, attachments, and award letters to their individual, password-protected, URL address, connected to GAI’s website
• Uploads volunteer, donor, patient, or client lists and contact data to their private GAI URL address; patient names are coded for HIPAA compliance
• Uploads budgets, board lists, demographics, and/or other documents to the grantee’s private GAI URL address

2) GAI

• Reviews awarded grants for budget accuracy and modification needs (At times you receive less money than requested, which requires budget modifications to reflect the new total)
• Adds grant budget activities (restricted, unrestricted, in-kind, matching, and/or other partner’s funds) to GAI’s QuickBooks
• Exports GAI QuickBooks’ grant entries to grantee’s QuickBooks or other accounting system (OAS)
• Uses the grantee’s data to create BI charts, calendars, and dashboards, and houses them on the grantee’s private GAI URL address

3) Grantee

• Reviews transfers of grant data from GAI’s QuickBooks to the grantee’s QuickBooks/OAS
• Becomes an affiliate of GAI’s QuickBooks Time account
• Retransfers their QuickBooks/OAS grant data, in one click, to QuickBooks Time
• Accesses business intelligence charts created by GMI; housed at the grantee’s private GAI URL address. Grantees can download charts and documents for use in Board meetings, annual reports, grants, grant reports, strategic planning or analysis of current position

4) TSheets

• QuickBooks Time’s cloud-based system receives grant activity data from the grantee’s QuickBooks/OAS and notifies GAI of the transfer
• GAI makes needed adjustments in QuickBooks Time to assign grant activities to each person, in compliance with the grant contract
• The grantee’s employees, contractors, and/or volunteers perform the grant activities, and log their time and expenses in TSheets

5) GAI and Grantee

• GAI accesses the grantee’s QuickBooks Time account, extracts the activity data for each grant, and creates progress reports, showing the grantee’s drawdowns and remaining funds that they must spend prior to the end of each grant contract
• GAI posts the progress reports on pages at the grantee’s private GAI URL address
• QuickBooks Time interfaces with the grantee’s QuickBooks/OAS, so in one click, their bookkeeper can pull all employee’s time and expense data from QuickBooks Time into their QuickBooks, which streamlines payroll activities

All services are based on individual client needs. Please contact us for a price quote.

843-790-9060    /    LA@GAItracking.com