Situation:

Large agency supported, in part, with over $5 million in annual grants lacked accountability to both grantors and agency’s executives. Quarterly reports to grantors were sporadic and incomplete, with lack of progress in meeting individual grant tasks and deliverables evident agency-wide. Divisions within the agency unknowingly competed for the same limited state and federal funds. Moreover, compliance with state and federal regulations was in jeopardy.

Challenge:

Implement agency-wide protocols for grant applications, reporting and compliance.

Solution:

• Workshops emphasizing the consequences of non-compliance were offered to executives and project administrators.
• Workshops and presentations were offered to group and individual project managers to explain the new forms designed to track grant progress and ensure compliance.
• New forms implemented agency-wide.

Outcome:

Initially, agency culture was not conducive to change, primarily due to lack of support from executive level. Lack of understanding of the project administrator’s role in reporting and compliance was a major challenge. Position of grants manager transitioned from an in-house position to an external consultant, reporting to executives. Compliance continues to be a challenge, which is addressed by continuing workshops and presentations.