The key steps in the grant application process:
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Contracting
Proposal design including supporting applicants with project proposal writing
Screening of applications
Outreach to disseminate CfP and attract interest in the Voice grant facility from rightsholders group
TOOLS AND RESOURCES Our grants management practices are in most cases communicated effectively to external and internal stakeholders and structured so that opportunities for grantee partners to achieve success are maximised. Voice has developed several tools and resources to help support the programme establish a strong grants management strategy. Below are a list of tools and resources developed and adapted based on gained experiences and insights:
Digitized system
Digitalised systems where Voice has put efforts in shifting applications and reporting requirements to existing digital platforms. Voice is maximising use of Smartsheet in generating various reports and documentation needed from applicants/grantee partners and Voice teams. Initially, Smartsheet was only used in receiving grant applications. Gradually, the Voice team is using this in receiving annual reports and end of project reports from grantee partners.
The Voice Grant Manual and the Process Manual are presently the key instruments we use to facilitate the uniformity of processes, and the consistency of interpretation of programme guidelines and other financial requirements. They are ‘living’ documents that are periodically reviewed to adapt to the changing contexts and to obstacles encountered. To us they represent the required uniformity, but we acknowledge that we can make some efficiency gains. We do this as part of co-creation processes that provide space for internal reflections and learnings. Mainly the monthly virtual team meetings as well as the physical annual meetings, which has lately not been possible due to COVID-19.
The Voice system also uses PowerBI, an online system used for grant portfolio analysis and real-time data visualisation on grant-making performance against certain benchmarks. This tool allows for the monitoring against targets on impact themes, rightsholders groups, grant types, approval statuses, reporting year, and enables countries to develop targeted Calls for Proposals (CfPs) in case a theme or a group is underrepresented.
Voice Grant Manual
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