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Grant tracking in Asana

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Grant tracking within non-profit organizations involves managing the complex process of applying for, securing, managing, and reporting on grants. The goal is to streamline the entire grant lifecycle, from discovering grant opportunities to submitting applications and managing post-award compliance. This article guides you through setting up and managing your grant tracking system.

Setting up your grant tracking system

Grant tracking project

  1. Use the grant tracking template from Asana's library or create a new project from scratch or by using Asana AI's Smart projects.

  2. Customize the project to fit your organization’s unique stages, for example, by adding sections for "Discovery," "Application Submitted," "Awarded," and "Compliance Review."

  3. Use timeline view for a visual roadmap of all active grants.

  4. Set start and due dates for each grant application phase. Utilize dependencies to ensure tasks occur in the correct sequence.

Capturing new grant opportunities with forms

  1. Build a custom form to gather all necessary details for potential grants.

  2. Add questions to your form to collect essential grant information like grant name, funding amount, application deadline and required documents.

  3. Share the form link with your team or publish it on your nonprofit's website to have opportunities submitted directly into your Asana project as new tasks.

Organizing and monitoring grant information with custom fields

  1. Create custom fields for important metrics such as "Priority Level," "Funding Amount," and "Approval Status."

  2. These fields allow for sorting and filtering within your project for better focus and management of key details.

  3. Use custom field mapping to connect the answers to your form's questions directly to custom fields within the project.

Monitoring multiple grants with portfolios

  1. Create a portfolio for all grant-related projects.

  2. Add all grant projects to this portfolio to obtain a macro view of your grant pipeline.

  3. Monitor the progress, prioritize effectively, and track key metrics from a centralized dashboard.

  4. Use your portfolio to track overall progress, status updates, key metrics and resource allocation.

Automating grant workflows with rules and Asana AI

  1. Add rules to your project to automate workflows.

  2. Use rules to:
    - Notify team members when deadlines approach
    - Move tasks between sections based on status
    - Send reminders for compliance requirements

  3. Use Smart rule creator to automate complex workflows and save time using Asana AI.

  4. Ask Asana AI questions about your project using Smart chat, this can help optimize team capacity, ensure balanced workloads, and help you to strategically allocate resources.

Managing team workload

  1. Access workload from your portfolio or project. The workload feature can help you balance team resources.

  2. Monitor team capacity and task distribution.

  3. Reassign or reschedule tasks to prevent overload.

  4. Use Smart summaries to quickly understand project health and team capacity.

Reporting and progress updates

  1. Create dashboards to track things like grant application status, upcoming deadlines, success rates and total funding secured.

  2. Utilize Asana’s reporting tools to generate insights on your grant pipeline, ensuring you’re capitalizing on all opportunities effectively.

  3. Use Smart status to generate quick updates on grant progress and regularly share these status updates to keep stakeholders informed.

By implementing these steps, your organization can create an efficient, transparent, and collaborative grant tracking system in Asana. This structured approach helps ensure no opportunities are missed and deadlines are met consistently.

Additional resources

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Master Grant Tracking with Asana: Streamline Your Nonprofit's Workflow