The best data regarding sponsored projects at your organization is worthless if you can’t run reports that have meaning and value to you and your organization. One vital report for many organizations is a grant table report. These reports allow grant administrators to easily monitor grant funding for their organization, as well as the associated committed effort.
Since these reports are formatted as a table, they can be sorted by a number of variables within the grants management system. Most commonly these reports are sorted by the principal investigator, status (active, pending, etc.), funding agency, organizational unit or account. A sample of a grant table report sorted by key personnel (in this case, principal investigator) can be viewed here.
The Problems with Using Spreadsheets for Grant Tracking
Many organizations use spreadsheets to track their sponsored project information; however, that process is time-consuming and prone to error. Other problems administrators face when using spreadsheets for grant tracking include:
- Lack of simultaneous data entry capability
- Limited data validation
- Maintaining multiple versions to meet specialized reporting requirements
- Overcoming security issues when data is stored within a single spreadsheet
- Difficulties when non-tabular formats are needed
- Difficulties in managing multiple key personnel on the same grant
- Difficulties in managing or comparing information that spans multiple years
- Maintaining multiple sub-totals when data is re-sorted
- Maintaining consistent internal coding systems to identify funding agencies, etc.
- Ability to easily run reports
Generating a Grant Table Report from a Grant Management System
Generating a grant table report from a grant management system is a much quicker and easier grant tracking method that allows for more flexibility and better functionality, especially when an organization is tracking a large total number of grants.
Information in the grant table report is displayed in a landscape format, in rows and columns for printing or export. The version linked above includes the names of key personnel on each project, their committed effort, the funding agency name and number, the budget and project periods, and project title. It also includes the account and proposal numbers, the organizational unit (such as the department and division) housing the grant, and the direct and total costs for the displayed budget period.
As mentioned above, information in this sample report is grouped and subtotaled by key personnel. Other versions of the grant table report allow for sorting and grouping of the information by status, funding agency, organizational unit, effort commitment/allocation percentage or combinations of these (i.e. Grant Table Report Sorted by Organizational Unit and Key Personnel). They can also include additional columns such as CFDA Number, status, agency type, etc.; as well as display other budget numbers such as direct, indirect and total amounts for the budget and/or project period.
The grant table report assists in monitoring active and pending projects, and allows administrators to:
- Monitor grant funding by investigator, organization unit, etc.
- Track total committed effort for key personnel
- Select multiple criteria and filtering options
- Choose from numerous sorting and grouping options
The grant table report is an important and necessary tool in monitoring overall grant funding for an organization. IT Works’ grant management system makes it quick and easy to produce this report in many formats to satisfy your individual needs. For more information on grant table reports and IT Works’ grant management system, please contact the IT Works team today.