 Good afternoon. I'm just waiting a few more minutes to see if we can get a few more folks signed on and then we'll kick it off In just a few more moments. Thank you. Okay Welcome everyone We are here today to discuss Night Foundation's grants administration department and how the GA team grants admin Supports you and your grant making as grantees. I understand that this session has been open to both active grantees and past grantees For those who have not engaged with our system in the past I hope this information is very relevant to you and it can help you in any future Ask that you're looking to to bring to the foundation and for those of you who have received grants from us and are active or Past grantees of ours. I hope This information is not only refreshing but also might give you a different perspective or or some more insight into Into your grant making and and how you can be a more active participant in that out with us So with that I will start to share my screen and we'll kick off with this deck Any questions, please feel free to add to the chat box I'll be monitoring on my own. So I I thank you in advance for your patience as I get to those questions And here we go. So the grants administration team We have our logo that we we want to share with everybody Internally everyone is already aware of it, but it's something that we're very proud of guided by integrity We turn big ideas into smart investments. We're the behind-the-scenes organization Entity of the foundation that that really carries the grant through the through the entire grant making process and and Intervenes and supports wherever we can to ensure that both Your the grantees experience and the internal staff's experience is smooth and we'll go through it through these slides So what is the grants administration team do the g18? We support the entire grant making process as mentioned from registration to grant closures We're really the architects of the workflow process the process in which the grant flows from from again Our registration to the actual approved granted status to then closed out once it's ready to be closed We oversee and guide all of our grants from start to finish. We managed a variety actively manage a variety of different Points and touch bases including profile management. We ensure that our database makes sense It's relevant and it's active and and is is easy to use for everyone So database administration database design we schedule your reports We schedule your payments and we process them. We do grant compliance trainings technical support, so if there's really a That's variety of items that we can support you in Hi Marcus Okay, I just noticed you went on view perfect So really we touch base on a bunch of different points in the workflow both internally and externally The final point that I really want to highlight is we do offer technical assistance and technical support so any time there's any Questions or issues or just some guidance that anyone would like to have in terms of how to interact with our flux systems or With any other parts of the foundation in general Everyone can always email our intake email called Grants at kf.org and of course you'll hear it about 50 more times during this presentation But we'll make sure that we triage your question Appropriately and and this sent to the right person to make sure that we're able to get you the correct answer Who forms the grants administration department? So we have our fearless leader Rochelle Rinkins Hallie Atkins our officer myself Vicki Chaco as an officer We also have Nicole Queller who just joined our team and we're super excited about and we also have Olga Rodriguez Who is our associate on top of this information? So I actually pulled these photos and and this page from our website Many folks don't know but our entire staff page is available on the night foundation website If ever there's any questions as to who's part of Any program team or who's who's part of the foundation in general any contact information? You can always find it on our staff page Now that you know who we are Let's talk about how the grants administration helps support you and your work So as a team we're an integral part in the grant making process We work behind the scenes to make sure that your experience is seamless effective and response responsive Again any questions any concerns or just general check-ins can always be sent to grants at kf.org If there's a situation where you might have a new relationship manager grants at kf.org There's a question about you submitting any reports grants at kf.org And really what you have on the right side. It's just a little pizza Breakup of all the other pieces in which we we touch point with your grant behind the scenes. So That's a kf. We have our letter of inquiries flux access as the architects We manage all of that due diligence grant agreements payments and reporting You just see if we have any questions no questions so far We also support your grants by ensuring that the information is accurate as the architects of the flux system We want to make sure that all of our data is complete and it's relevant So part of that is to ensure that our organizational documents are up to date and uploaded in the appropriate places That we have the correct banking and information Banking and payment information for our grantees as we start to move towards a fully EFT process We also want to make sure that the flux access and the user management is up to date Especially as we start to talk about Institutions and long-standing institutions. There's turnover. It's bound to happen We want to make sure that the outgoing members of your team We that were able to sunset their access and we're able to keep active the folks that are that are actually working on your grants To ensure a level of confidentiality, but also to make sure that that it's only your team working on your grants And part of how we do that is to open the lines of communication with our grantees to make sure that they feel comfortable enough And and know that we want to know this information and they're able to share it with us when there is any change in the staff or Change in priorities or if just someone else needs to have access it to the portal to see what the organization is doing with night We also We develop documents and we track them and that can range from grant agreements to amendments Just in general, we we try to make sure that our flux system houses all of the relevant information So that way we can provide the best service to you as a grantee and also ensure that the foundation is in an Is in a position to really capture its learnings And again, we offer technical assistance Again for the maybe 10th 11th 12th 13th time today grants at kf.org And that's what I'm going to do is I'm going to pull up our grantee portal So we'll be seeing we'll be walking through what you see as a grantee And as I'm pulling that up feel free to add any questions on the chat now So this is our grantee portal our grantee portal is Very specific and tailored to your organization and your level of access We do understand that there are cases especially with grant writers who might Who might interact with a variety of different grantees? The way that our system works right now is one person can have access to one organization So once you're able to log on to your flux system You'll see at the top the name of your organization. Um, oh, yeah chico enterprises is a is a personal kind of dummy one that I've made within the system Very miami in terms of its name. Um, it's not a real organization to preserve the confidentiality of all of our grantees We chose not to use an active grant or just any of our grantees So what you'll see on the left hand side Is and we'll go section by section. We have the information apply for funding This will be the page that you'll go to if you want to submit a new letter of inquiry to the foundation So you'll click on this page. It'll show this landing page to you And then you'll click on this green button click here to submit a new letter of inquiry Once you hit that it'll open up Once it's loading it'll open you up to our letter of inquiry. You'll be able to go in section by section And make your edits appropriately If there's a fiscal agent or fiscal sponsor What will you be doing with these funds? And what results do you expect to achieve? Once your letter of inquiry is submitted and we want to make sure that this portion is also completed the more information you can give us the better Once it's submitted And you'll hit down here save and close You'll be able to review it And then submit it finally You can add some additional notes for a specific Relationship manager that you're hoping will read this And then it'll be it'll be um, excuse me Send to the relationship manager to review your letter of inquiry if they'd like to learn more about your project or Give you an opportunity to explain a little bit more They will invite you for a full proposal in the immediate during the letter of inquiry phase There are only two questions that are being asked those that we just looked at What will you do with the funds and what are the outcomes you expect to achieve? And that's submitting your letter of inquiry within the flux process You also have underneath the reporting templates And here you can download our budget templates to help you with your submission and the preparation of your proposal Once you click on this it will open up a box link and allow you to download The excel form that you'll be using for your budget If anyone again has any issues accessing this form while in the portal Always and feel free to email grants at kf.org and we'll be we'll be sure to troubleshoot in the immediate As long as it's within office hours So we have our year one year two and year three All of our excel all of our um budgetary documents like this one comes pre kind of preset with the three years And also a tab for the total organization tab For the instructions that you'll see in the beginning under best practices Organizational budgets are required for any grant that's above $250,000 We do accept a budget that has been approved by your board in whatever Format you have it in scroll this over any format that you have it in So if you already happen to have it in a pdf format, we will accept that if you don't have it You can always utilize this form as a as a guide Through that same vein If your grants is more than three years and you need to add additional tabs You can always right click it once it's in the excel form. You can right click it and copy and duplicate those tabs Accordingly to the term of your grant if it's a five-year grant You want to make sure to add two extra tabs and copy all of this information Once you're filling this out Well information would you be entering so you'll enter your organizational name your grant ID number And the reporting period from start to finish This should follow the reporting period that you are using to not take your own expenses For the purposes of this grant. So the grant is supposed to go from january to december And it's a three-year grant We want to see reporting period from january of such year to december of such year and the following Tab two would be january from the following year to january of the ending following year Just so we're able to to make sure that it's aligned with the information that we currently have in flux You also want to focus on just the proposed if you're talking about an active proposal something that's not yet granted We want to focus on the proposed column only And you'll be listing your individual contributions your foundation grants foundation grants Which is already highlighted is where you would put the night foundation portion And on the bottom is where you'll enter your expenses You'll notice per the instructions on the the best practices tab That we do not allow for any expenses of overhead That total more than 10 of the overall total of your grant So what we would want to see it's not that overhead expenses are not allowed But we do cap them at 10 and we also want to make sure that we know what is getting involved What is what what is your overhead expenses covering for your organization? So there are a few lines down here that would allow you to explain you can also do the same for the other section Ideally what we're looking for every year and what I look for during the due diligence process while i'm overseeing and reviewing your documents um I want to make sure that the annual payout that we're seeing in in the example of Of a 250 000 grant say it's a three-year grant year one year two is 100 000 year three is 50 000 We want to see year one the totals of 100 000 what you will do with that year two the next payment of 100 000 What you will do with that year three 50 000 and what you will do with that So it should align with the payment structure that's expressed to you by your relationship manager Assuming that you've gone beyond the point of of an LOI now you're in the full proposal process Doing a quick check for chats No question so far. Okay And so that is our budget document I'm gonna close out of here and go back to the portal and we'll keep going down the uh task bar After reporting reporting templates, we have our FAQ section With some frequently asked questions that we've put together based on the questions that we get through our zendesk Or any questions that we've just heard often in the in across the foundation Again, if there's any questions that you have that are not reflected here always always And I hope you do uh take advantage of the grants at kf.org Um Resource and we'll make sure that we get you the correct answer in a timely manner You can also email your relationship manager directly Going down the list now we're looking at people What you'll see with people is we want to make sure that your information is correct Folks leave folks change your contact information might change even within the same organization Your building might move your phone number might adjust your email might be different depending on on how your your database works So we want to make sure we have the appropriate information especially because As an active grantee will be sending you requirements for uh reporting requirements for your payments We want to make sure that we're reaching you at the best At the best area possible to make sure that our communication is efficient and and really quickly What we would hate to have is is outdated information And we're trying to contact someone for say a payment and a payment gets delayed because there's a disconnect in what we have in our systems Versus the information that you're operating with So again, open lines of communication in terms of of who's working where and what's the best way to contact that person To be able to continue the operations of your grant is ideal Moving down from the people section we have our organization section. This is another one We always want to make sure we have the updated information for your organization We want to ensure that we have your correct address your correct phone number your correct email address. Uh, we We want to know who we're working with Just as much as we want to make sure that our grantees know who is who's working with them. So it's it's It's good practice that we found we just want to make sure that we know We know everything that we need to know about you and and we're not misrepresenting you within our systems Scrolling down you'll see requests. So this is anything that's within the system that is not active or not yet granted And what we're seeing here, these are all dummy grants. They're not real ones So pending request is anything that is still pending and then decline request self-explanatory is anything that has been declined So you'll be able to really see the differentiations between the two and you'll it'll It's a way for our grantees To engage with our our relationship managers in an organized way So what you'll see during pending requests are the three active requests that all your chico enterprises has With the night foundation You'll be able to see the grant ID number Which is something that we always ask from our grantees to share with us in any communications to make sure that we're Speaking about the same thing The amount that has been recommended by the foundation to the grantee so that we know what number we're working with The grant title and a brief summary or explanation Again, similar to the loi process, you'll be able to drop down and open up to see all the other sections of your Request And then we also have the documents and information section. This section was not made available during the loi process This section opens up once we already know that your grant is going going to be going through the workflow process And here is where we we gather all of your organizational documents We gather if you're a nonprofit we gather your Board of directors your 990s your audits after a certain amount Your tax IDs if you're a for-profit organization your w9's your verification of Corporation status with your with your respective state. So this is where we'll save all of the information including your proposed budget and any relevant documents that would become necessary for The evaluation of your grant or just the overall documentation of what's happening To make sure that we are we're all aware of the great work that's being done by our grantees And again, you can go through each one If there is something that is currently within your queue as the grantee to complete You'll notice that the edit button becomes available to you If it's within a workflow step that is now Relying on an internal staff to take care of something For example, this one You will not see an edit button I just want to make that clear again anything that's within your queue You will see an edit button and anything that's not the edit button will disappear It's really organized in a way to share the division of labor throughout our workflow process To reiterate if I did not if I was not clear before our workflow process is the process by which our grant moves through So it it goes from the LOI process to the approval to the A full proposal process to an approval process to like the final threads and then once it becomes granted we release it From the LOI process to the granted process. There's a lot of conversations that happens in between obviously There's a lot of back and forth a lot of ideation And a lot of ironing out of details So really the workflow is is intended to help organize that process and to again Um Raise up the clarity in the division of labor who is responsible for what and when it is your turn to take care of an item Within the proposal process the edit button will appear decline requests Becomes very helpful. I would say for for anyone who has submitted something and and you just want to see What's your history with the foundation? What have I submitted to the foundation? What was accepted? What wasn't accepted? Um, who submitted this if if if you're coming in new To this portal, you'll be able to see everything that was submitted by your organization and to see what went through what didn't Uh, and this is the request phase once something becomes granted active We're going to pay it out and we're going to engage in this work It moves towards the grant phase So we have again our active and our closed Once the grant becomes active you cannot make any edits everything is locked in flux And you'll be able to see the entire proposal that was submitted for approval Taking a moment to check the chat okay Moving on we have a requirement section and this is broken down by reports due and reports submitted With these two sections what you'll notice is It's all of the requirements across all of your grants in one place It will not separate if you have multiple grants that are active Which is where your grant ID is very very important to make sure that you're responding to the appropriate grant You'll notice for this one. These are all the same grant IDs. So we know that it's for the same grant And there is a variety of different Requirements that you will have these requirements will also be laid out to you in your grant agreement that gets sent out We a doc you sign for your signature that grant agreement should let you know What is expected of you and when it's expected to be submitted? And we'll also give you the link and guidelines for you to sign up for your flux account and to access your flux account So you can submit these through this portal Again anything that's within your queue will show as new And once you submit it, it'll show review Under review by the relationship manager if your relationship manager has additional questions for you They will send it back to you for more answers And that status will no longer say new it will show pending grantee response Which means it's your turn the grantee to log back into flux And to answer any questions that the relationship manager has posed for you in their evaluation of their evaluation of your submitted reports So we have our agreement Which at this point it's pretty straightforward. We send you the agreement and we upload the signed version into this card And once your grant becomes active every year as a default We assign we schedule an interim summary and a financial report. So interim summary and a financial report These will accompany each other Prior to every single payment unless your relationship manager has asked for Different type of report or if we're asking for additional information And this is where your agreement comes in handy because they'll let you know what is dependent on what Which payments are dependent on which reports and which outstanding reports are still there This will also let you know if there's any overdue reports. Our system does send you Um emails automatic emails to let you know if a report has been marked as overdue 30 60 90 days And once you log in here, you'll be able to access it and submit it Again edit button save and close A really cool feature that I want to highlight is save and continue If you're not ready to submit your report if you're still looking for for data pieces if you are Are working on it in the meantime while you're working on something else And you're not ready to to save a final final version But you want to save where you are at that point you can hit save and continue It will stay exactly the same You'll notice that the buttons have not moved anywhere But it'll allow you to To document what you have already written in there Save and close will completely close the form And the submit button will appear once you submit you can send the note It okay And now your report was submitted And it'll be locked for you And is now under review for your relationship manager In the same vein of what we're seeing in the other sections We have reports do anything that's outstanding. We also have reports submitted So you can always see what was submitted in the past by your organization This becomes very helpful as we start to talk about endowment reports for those of you that have endowments with night We do ask for annual endowment reports and that one report kind of and then start with the next one And there's some consistency If you are a new member of your organization and you have to submit an endowment report This becomes very helpful for you to see what has been submitted in the past So you can build on those reports moving forward For those that are not specific to endowments and and are coming in fresh and need to submit some new reporting Especially if you have multiple years Looking at your reports submitted can help you understand better where you left off on your prior report And where you need to move on for your next report coming up And then the final section is our payment section. We have our scheduled payments And you also have your paid payments Scheduled payments self-explanatory anything that's scheduled out in the future And you'll also be able to see the status And then we also have our paid payments This can also be very helpful for those of you who are undergoing an audit And would need to see what has been paid out within a specific year Or what has been paid out throughout the course of your relationship with night And this concludes the the training And i'm going to close out the grantee portal right now I see we have a lot more members who have signed on welcome. Hi, I hope everyone was able to See the slides and the information that we shared before If there's a specific question that you have i'm happy to go over anything again Please feel free to add it to the chat We have about 30 more minutes in this session So we ended a little bit early, but I will be here until 3 p.m Are you? Hey Are you um Are you just sort of waiting for office houry kind of a thing? Yeah Um, I don't know if well, I see a couple folks are still on but I don't know if you've got to talk a little bit about the financial documents so I did go over the budget template and the proposal section what what we're looking for that the um I should reflect the annual payout that each year should should reflect the The amount that they're expected to get that year also that the start and they should reflect that as well I went over overhead expenses and explaining those overhead expenses Are there any other pieces you think I should review? I'll prompt if there anyone has any questions around the financial reports Because I know oftentimes in the back and forth. Um, it's almost like how to how to how to actually When it gets to like maybe biannual reporting like how to properly submit like What you've done so far and sometimes there's questions around like the time period and how much you got How does that then add up? So I don't know if anybody has questions around that or um, that's just one thing. I thought maybe Sure Um, but if no one has I mean, it's your session here your open Lillian quick question Oh, sorry one sec Okay, well Lillian is uh, uh responding to that I can definitely go back and pull up the financial document um So again as mentioned the financial documents should reflect And will will be coincided in in terms of um, how it's scheduled it will accompany an interim statement So you'll have an opportunity to explain the the narrative portion the actual activities that were done through the the interim statement and in terms of um Any write-ups that you'd like to accompany with the financial document the financial document should show the expenses that you incurred Or any expenditures that happened throughout that time frame So if it's an annual report if it's a bi annual report you want to make sure that you indicate Excuse me the start and the end date of your expenditures on the top during reporting period so we're looking at uh, uh, July 1st to june 30th or january to december or um, If you happen to get your grant during an off cycle as we do rolling rolling grants throughout the year We want to make sure that that you know, there is a place where you can explain that. Um, I do know also as a former grantee Ex explicitly writing out your start and end dates for expenditures become very helpful during the audit process um, so If there's any questions as um in terms of what you should be reporting on Or where you can start to see where the start and end dates would coincide I would highly recommend you look at the start and end dates on your grant agreement A pdf of your grant agreement to see, uh, um, when can you start documenting those when when can you start document? When can you start to document those expenses? On your books and also on these financial documents. So essentially it should be a mirror of the same And again, you um, you have the opportunity to add additional tabs If you need more tabs than just the three that are made available here Hi, uh, I'm just looking at the questions coming in from julia Hi, julia No, no, that's totally fine. That's totally fine. Please ask away. I actually didn't realize my mic was on the entire time So i'm glad I you know Um, you know, I figured I was just like Yeah So what's up? Okay. So you have questions through about your fiscal sponsorship work. Okay. Who is your fiscal sponsor? the Miami foundation It definitely If if we're gonna redo it, I would prefer it to be a little bit more streamlined just because it's two Systems and then like going through them ask questions to you and the You know That's totally understandable. So The fiscal sponsorship situation is a little bit more delicate Because you are officially the grantee of the Miami foundation By way of the night foundation. So you wouldn't have access to our flux systems directly as the grantee You would have to coordinate through the Miami foundation It works But I was thinking like I was just like if I were going to do Like if we were going to restructure it if we were going to do it in another community I was wondering When you work with another fiscal sponsor, do you always work? Have that fiscal sponsor have their own like is it is it a case of the system in terms of fiscal sponsorship? is there like a A different way that you've worked before in the past Does that make sense? Yeah, I've seen it happen both ways. I have seen organizations use a fiscal sponsor on a one-time project And it might be a one-time project that has a bunch of different components Which is why they set up the fiscal sponsorship And then I've also seen where it's an entity that Just decided they're going to operate under a fiscal sponsorship Because the fiscal sponsorship offers so many offers a lot of support in terms of like Housekeeping back and admin hr things like that So it's really up to the organization if they want to maintain that relationship as part of their structure Or if they're going to use the convenience of a fiscal sponsor for a specific project I've seen it happen both ways That's helpful It's this fiscal sponsors decision, you know, sometimes A lot of our fiscal sponsors have been just passed through so we give them a percentage for just running the grant or whatever and then It usually then we're responsible for all the reporting and things like that, which is fine It's actually that when we do it through two systems, that's when it starts to add up in terms of our Administration and accounting and all that stuff Totally. I do know the Miami foundation works on a national scale So if there's an event that you're doing outside of the city that you're originally working in And you would have to talk to them about it But I believe they are able to extend your relationship to the new location So you don't have to create a new relationship with a different fiscal sponsor And then there are other fiscal sponsors That that I've seen That if that's your structure that's built within your structure, you'll just Kind of submit all of your your grants via that same fiscal sponsorship. So it'll be like more of an organizational Component as opposed to like a programmatic component That's helpful So, yeah Just running more than more So most of our work is made and that is might be fun We can't run more than Yeah, and then that can also Help in terms of negotiations It might just be cleaner for you to use one fiscal sponsor throughout all of your projects Yeah, I definitely think that that's really helpful. Yeah Good I'm glad and that's a question. I didn't have prepared on my on my deck. So that's okay. Yeah I mean, well, what it would I would ended up happening to be honest though is that because Getting set up and running stuff through them was was a lot more work than we had done in the past with other fiscal sponsors It required us to like double up on the accounting budgeted originally and so that's something You know just when you're running fiscal sponsor projects and it's a more formal like more arduous accounting reporting back thing It's helpful to know like to bump up that liner because it's a lot Totally and also, um, we have worked with organizations who have had long-standing fiscal sponsorships with other Organizations that were not the Miami foundation So if it's a situation where the fiscal sponsorship is an organizational component Like this is how we do our work. We process all of our grants through this organization What we would request is uh an mou Any active mou that the grantee would have with that fiscal sponsor and we'll just evaluate it with With what we are able to offer by way of the Miami foundation. So it's not impossible to come in with a different partner Especially if it's a long-standing relationship Hmm Yeah, yeah, great And it's very helpful and yeah, I would definitely love that presentation Since I'm yes, I really missed out and you know, I have that Yeah, uh, the joy of missing out as well. Um, Of missing out on too too many great presentations. Great. Well, I hope the comms presentation was really good I know roshni was leading it. She's very engaging Yeah See how night is thinking through You know a little a little less of the black curtain kind of in terms of like how they're structuring their cons Figure in Uh, you can reach out to me directly and I'll I'll get more info. Uh, I believe they will also be available Once all of this gets kind of wrapped up in a bow once the sessions are over and the conference is over It should all become public. Okay But I will double check specifically for this session Um, because I know it wasn't originally intended for active grantees, but now it's been open to everybody. So, um, I will look back to you My name is uh, grantekf.org. I'm grantekf. I have it here checko at kf.org check out Okay, awesome. Thanks so much. You're welcome. Have a good day and join the conference