Navigating the Partner Grant Management System (2024)

First Things First’s partner grant management system (PGMS) is a secure extranet environment through which most FTF reporting is submitted.

Please review the following videos for instruction on how to complete program narrative reports, requests for reimbursement, data reporting and other common functions related to your grant award such as a budget modification or a staff change notification.

Logging In and Navigating the Partner Grant Management System (PGMS)

This tutorial provides an overview of the partner grant management system and explains how to log into PGMS.

Reimbursement Reports: Part 1

In order to be paid for services rendered on behalf of First Things First, you must detail all grant-related expenses on the Reimbursement Request Report, which you then submit to First Things First for payment. We explain the reimbursement report in four separate tutorials.

This first tutorial explains what the reimbursement report is and how to access it in PGMS. You will also learn about the various statuses of reimbursement reports.

Reimbursement Reports: Part 2

To get started with your reimbursement, this tutorial explains how to create a new reimbursement report. We also describe each section of the reimbursement report.

Reimbursement Reports: Part 3

The most important part of the reimbursement report is the expense ledger where you will record all your billable charges. This tutorial shows you how to enter the expenses into the expense ledger.

Reimbursement Reports: Part 4

All billed expenses must be explained in some way. One way to explain your billed expenses is through existing documents such as mileage reports or receipts. This final tutorial shows you how to add such documentation to the reimbursement report.

Reimbursement Report Special Procedures and Common Errors

Reimbursement reports aren’t that complicated but you should be aware of some special procedures related to wages, mileage, and out-of-state travel. Learn how to avoid some of the most common errors that result in reimbursement reports being returned. This tutorial references the State of Arizona Travel Policies and First Things First’s Meal and Lodging Reimbursement Form (located in the bottom right corner of the web page). You should bookmark these resources for your reference as they change from time to time.

Meal and Lodging Reimbursement Form: Part 1

Arizona’s travel policies are pretty complicated so we try to spell things out in part one and two of the Meal and Lodging Reimbursement Form tutorial. The Meal and Lodging Reimbursement Form is how you will record travel expenses for reimbursement for both in-state and out-of-state travel involving lodging and meals. This tutorial shows you where to find the form and explains the form’s different sections.

Meal and Lodging Reimbursement Form: Part 2

Part 2 of the Meal and Lodging Reimbursement Form tutorial explains how to complete and submit the form and provides some guidance on travel-related costs. Expenses for multiple travelers can be entered on the same form by utilizing a separate worksheet for each traveler. The separate worksheets can be accessed by clicking on the tabs at the bottom of the form.

You will definitely want to familiarize yourself with Arizona’s various travel policies and the state’s Maximum Mileage, Lodging, Meal, Parking and Incidental Expense Reimbursement Rates. Refer to these documents on the State of Arizona Accounting Manual (SAAM) page as the documents are subject to change.

Budget Modifications: Part 1

Sometimes the needs and costs of a program change. First Things First recognizes these eventualities and provides a way to modify your program budget. This tutorial gives you an overview of the budget modification process and the circumstances in which a budget modification is needed. A budget modification request with proper justification for cost changes must be approved before goods and services are purchased. The Budget Modification Request Form can be found under Grant Implementation Resources on the partner grant management system (PGMS) dashboard.

Budget Modifications: Part 2

This tutorial gives step-by-step instructions for completing the budget modification request form and submitting the form through the partner grant management system. The Budget Modification Request Form can be found under Grant Implementation Resources on the PGMS dashboard.

Reporting Staff Changes: Part 1

Most programs will experience changes in personnel over the course of their grant. First Things First carefully monitors staffing patterns and wages so these changes in personnel must be reported to First Things First in a timely way. This tutorial explains when staff changes need to be reported to First Things First and introduces you to the Staff Change Notification Form and Personnel Table found under Grant Implementation Resources on the partner grant management system (PGMS) dashboard. This form will also be used whenever a PGMS contact is changed, regardless if that person is paid out of the contract.

Reporting Staff Changes: Part 2

This tutorial gives step-by-step instructions on how to complete the Staff Change Notification Form and program Personnel Table when there is a change in staffing. The Staff Change Notification Form and Personnel Table can be found under Grant Implementation Resources on the PGMS dashboard. While the staff change notification form only includes those staff that are being added and removed from the contract, the Personnel Table needs to include all staff and positions being paid out of the contract.

Submitting Program Narrative and Data Submission Reports

All grants and agreements funded by First Things First are required to report on a variety of program-related indicators. This tutorial will show you how to submit program narrative reports and data submission reports via the partner grant management system (PGMS).

Navigating the Partner Grant Management System (2024)

FAQs

Is grant management hard? ›

Ensuring that your staff and partners adhere to grant compliance requirements can be a significant challenge. This is especially true when it comes to larger or more complex projects, or for more well-established funders who have strict reporting requirements.

What are some critical steps in the grant management process? ›

How to Manage Grants: 7 Core Steps
  • Identify resources and clearly define roles. ...
  • Create documentation for tracking grants. ...
  • Review all relevant grant requirements. ...
  • Lay out a comprehensive schedule for your grant. ...
  • Understand how to record grant funds. ...
  • Report on your progress internally.

What is the workflow of grant management? ›

Grants Management is the comprehensive process of overseeing all activities related to a grant. * The process includes managing the major steps of a grant lifecycle: Pre-Award | Award | Post-Award. Grants managers oversee various components of a grant lifecycle in varying detail.

How to be an effective grant manager? ›

6 Grant Management Best Practices
  1. Keep Your Grants Organized. ...
  2. Create a Grant Tracking Calendar. ...
  3. Assign Tasks to a Well-Trained Team. ...
  4. Monitor Your Spending. ...
  5. Recognize the Legality of the Agreement. ...
  6. Invest in the Right Tools for Managing Grants and Their Data.

How much do grant managers make in the US? ›

Grants Manager Salary
Annual SalaryHourly Wage
Top Earners$103,500$50
75th Percentile$86,000$41
Average$76,020$37
25th Percentile$62,000$30

How much do grants managers make at Harvard? ›

The average Grants Manager base salary at Harvard University is $78K per year.

What is the common rule in grants management? ›

The uniform administrative requirements for grants and cooperative agreements to State and local units of government (also known as the Grants Management Common Rule for State and Local Units of Government) for the Department of Justice (DOJ) are codified at Title 28 CFR Part 66 [PDF - 222 Kb].

Is grant management a skill? ›

A grant manager needs a range of hard skills to excel in their role. These include proficiency in grants management, preparation of financial reports, and oversight of projects. They should also be familiar with project management, research administration, and the intricacies of working with principal investigators.

What is the full cycle of grant management? ›

The grant management life cycle consists of three phases: pre-award, award and post-award. Each phase consists of multiple steps that must be completed before a grant is closed out.

What does a grants management system do? ›

Grant management software helps to keep all activities related to grants organized so that your nonprofit can present itself in a professional manner when applying for and managing grant money once it has been awarded.

What is the difference between grant administration and grant management? ›

While the Grant Manager is responsible for overseeing the day-to-day operations of the grant, managing the budget, and approving expenditures, the Grant Administrator is responsible for connecting with the Grant Manager and confirming that the grant is progressing as planned.

What is the difference between a grant manager and a project manager? ›

While grant management focuses specifically on the use of grant funds, project management involves managing all aspects of the project to ensure its success.

What is the hardest part of grant writing? ›

The most common dilemma all grant writers face is time. You think you'll have enough time to get the proposal done, and then time flew by with all the other priorities, projects, meetings, tasks, and other activities that pop up.

Is grant writing a hard job? ›

If you start from scratch with every grant proposal, the work of grant writing can become incredibly hard. Luckily, there is an easier way to write your grants throughout the year: start with a boilerplate grant proposal.

How hard is it to learn grant writing? ›

Well, it's not quite that easy. There is no such thing as free money, and grant writing is a lot of hard work. However, it is very learnable and an incredible skill set to have in your quiver. Even newcomers succeed with the right guidance and training under their belt.

How stressful is grant writing? ›

Whether you're a freelance grant writer or work for a specific organization, you're under pressure to find the funding for programs. Being a grant writer can be stressful. There are deadlines. Funders can be specific about what they expect from applicants.

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