Seven crucial steps for delivering successful grant management schemes
Design: To define the requirement for the grant’s use
Key questions for self-assessment:
- Why is the scheme needed?
- How should it be delivered?
- How will it deliver value for money?
- How will you identify and mitigate any risks, and prevent fraud?
- How are you going to reach the target audience?
- What is the target audience’s motivation for applying for the grant?
Ensure that a general grant is the right instrument for meeting policy objective, by analysing demand, opportunities, constraints and general risks, and agree the desired outcomes. The scheme needs to be robust and proportionate, deliver value for money and stimulate competition for reward.
Market engagement: To create an active pool of appropriate applicants for the grant.
Key questions for self-assessment:
- Is there a large enough pool of appropriate applicants?
- How will the grant be publicised to intended recipients?
- What is the grant’s probable format?
- Is there a risk of breaching the rules on state aid?
Application: To identify the right recipients for the grant, and to reduce inefficiency and fraud
Key questions for self-assessment:
- Have you identified the appropriate recipients?
- Do you offer pre-qualification eligibility checks to potential applicants?
- Are you gathering applications from relevant parties?
- Do you ensure a transparent and engaging process for applicants?
- Do you give applicants information about their application’s status?
- Do you assess applications fairly by seeking further information / evidence?
Ensure that a general grant is the right instrument for meeting policy objective, by analysing demand, opportunities, constraints and general risks, and agree the desired outcomes. The scheme needs to be robust and proportionate, deliver value for money and stimulate competition for reward.
Assessment: To give funds to applications that are successful.
Key questions for self-assessment:
- Are you reviewing applications?
- Do you carry out due diligence checks?
- Do you detect and prevent fraud?
- Do you tell applicants whether they’ve been successful, and provide feedback on their applications?
Finalise the grant agreement, including performance metrics and supporting documents such as a grant management plan and performance management record.
Activation: To set up payment mechanisms / agreements and provide funds.
Key questions for self-assessment:
- How will you award funding to successful applicants?
- Have you drawn up a confirmation / grant agreement?
- Do you give applicants specific instructions about how payments will be made and the evidence they must provide, for impact reporting?
- Have you set up a payment mechanism?
- Have you provided funds?
- How do you inform unsuccessful applicants? Can you help them to be successful?
Assurance: To monitor grant scheme performance
Key questions for self-assessment:
- How are funds performing?
- Are targets being met?
- Does the scheme need adjusting to meet its objectives?
- Are there any concerns?
Regularly review activity, risk and expenditure, and take action to address any issues or concerns. Securely store data and documentation.
Analyse: To establish that value for money and delivery objectives have been achieved.
Key questions for self-assessment:
- Have the policy objectives been met in the long term?
- Has the funding been used for its intended purpose and managed appropriately?
