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Need to submit grant reports through the Grantee Portal? This guide includes general guidelines for Grantees to manage grant reporting. Navigate to the relevant section below.
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Overview
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Funders can manage the grants process with Amp Impact. In this user guide, grantmakers will learn how to do the following:
Set up grant reports
Customize emails to send to grantees
Review grant reports
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To learn about how to set up your Digital Experience for grantees to provide grant report data, please refer to the Grantee Reporting Setup Guide. |
Set Up Grant Reports
Create Grant Reporting Periods
A Reporting Period is a period of time during which targets are set, and results are reported within a grant and for each grant indicator, i.e., quarterly or annual.
Funders can create grant reports using the Reporting Period object. Ensure that the Reporting Period is associated with a Project object.
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Add Results, Performance Graphs, Narrative Reporting and Financials pages will not work if you do not create at least one Reporting Period. |
2. To create reporting periods, click the New Reporting Period button from the related list on your Project object, or go to the Reporting Periods object and click New.
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3. Enter a Name for the reporting period.
a. This is the name the Grantees will see on the page where they input their Grant Results. Make this name intuitive - i.e. 2018 Biannual - 2.
b. Ensure your naming convention is consistent with your organization’s standards. For example, are time periods referred to as Q2 2017 or Apr-Jun 2017? Does the fiscal year start in January, April, October? Consistency is important to get the clearest output from the system.
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4. Select the Report Type, from the picklist shown in the screenshot below. This controls which indicators will be reported on in this reporting period.
a. If the report type is quarterly, then all indicators with a quarterly reporting frequency will display for this reporting period.
b. This is the frequency at which reports will be collected for this Grant.
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The report type frequency must match the Reporting Frequency on at least one Indicator in order for the Indicator to appear on the Set Targets/Add Results pages for the Grantee. |
5. Reporting Period Start Date: Enter the start date for this reporting period.
6. Reporting Period End Date: Enter the end date for this reporting period.
7. Result Status: This will default to “Scheduled” to indicate the Reporting Period has been set up, but is not actively reporting yet.
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8. Click Save and New to create other Reporting Periods for this project, or Save to finish creating reporting periods.
Invite Grantees to Report via Email
System admins have configured an email alert to send to grantees the link of a grant report according to the start and end dates. Email alerts are emails generated by an automated process and sent to designated grantees.
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To learn about setting up email alerts, please refer to the Grantee Reporting Setup Guide. |
Customize Email Template
System admins are provided an email template from the Grantee Reporting Setup guide, which can be customized to best suit the organization’s needs.
Navigate to Setup, and use the Quick Find search for Classic Email Templates.
Locate the preexisting custom template.
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🛈 “Remind Grantees to Report” is the suggested Email Template Name provided in the Setup Guide. The naming conventions of each organization may differ.
Click the Edit HTML Version button, as shown below, to edit the HTML version.
In the HTML Body, make the desired changes.
Click Preview before saving if desired to ensure proper formatting and display.
See screenshot below.
Click Save.
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🛈 To ensure consistency, any changes to the email template in the HTML Version should be reflected in the Text Version as well.
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Click Edit Text Version, shown below.
Include the same adjustments from the edited HTML Version to the Text Version by clicking the Copy text from HTML Version button. See below for screenshot.
Click Save.
Complete Grant Reports
Depending on the grant, funders might require grantees to add indicator results, financials, and narrative reports as part of the reporting package. Reporting frequencies are predefined depending on the grant agreement terms.
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The user experience for each Grantee Portal will vary with the configuration and branding for each organization. Reach out to your Grant Coordinator if you have any questions about Grantee Reporting processes. |
Indicator Results Reporting
Grantees may create, update, and upload Indicator Results. Values inputted directly into the Result Entry interface are automatically saved.
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To learn more about how to submit Indicator Results, visit this page. |
Indicator Results can also be added using the Excel download and upload feature. Click on the ‘Download Excel Version’ button to create the Excel version and add or modify results offline.
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To learn more about how to use the Excel Download & Upload feature, visit this page. |
Visualize Results with Performance Graphs
The Performance Graphs Visualforce page allows users to visualize the Targets and Results that have been entered for Project Indicator records over time. The page allows users to select up to nine numerical indicators to visualize data.
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Visit this page to learn more about using Performance Graphs. |
Financial Reporting
On the Financials tab, grantees may review, add, update, and upload financial and budget records pertaining to their reporting. A single reporting period may have multiple budgets. Grantees can enter financials related to one or more budgets within a single reporting period. As grantees add new financials, they may click into the Budget field to search and select from a list of available Budgets.
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To learn more about Budgets & Financials, visit this page. |
Narrative Reporting
Narrative reports allow Grantees to submit details on specific elements of their grant not covered through Indicator reporting. Typically, a narrative report can be divided into sections with their related questions listed below. Questions are displayed according to response type (qualitative, short text, number, multi-select picklist, date, or picklist), as seen below. Click out of an input cell to save any entered answers. Once you click out of the input cell, the information entered is automatically saved.
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To learn more about submitting narrative responses, visit this page. |
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Submit Grant Reports
Once all the reporting inputs have been entered and verified, Grantees can submit the responses for review.
Note that:
All Reporting inputs (Results, Financials, Narrative Reports, Project Plans) will be submitted by clicking one button.
Once inputs are submitted, the content becomes read-only to the Grantees.
To submit inputs:
Click the Submit button at the top of the page.
A pop-up will appear, prompting the user to confirm their submission.
Click ‘Submit’. If the user confirms submission and a required question has been left unanswered, the user will be prevented from submitting and they will be prompted to address the required questions.
4. Once successfully submitted, the submission’s Status is updated to ‘Submitted'.
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