Grant Fulfillment Tracking for Higher Ed

Grant Fulfillment Tracking for Higher Ed

Template Set Getting Started Guide

With the Grant Fulfillment Tracking template set, you can manage the grant project, deliverables, and budget while seamlessly report on the grant's performance progress to key stakeholders.

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Last Updated: August 31, 2019

Grant Fulfillment Tracking for Higher Ed

Template Set Getting Started Guide

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REQUIREMENTS: This template set has been designed to utilize the full suite of functionality available in Smartsheet. Select plans do not have access to all premium features like Dashboards, Automated Actions, and Activity Log. If you are on a limited plan you can still use the template set however not all premium functionality will be available. Click here to see a list of discontinued plans.

Download

The data will be download in the Sheets folder - look on the left hand side under sheets.

Grant Fulfillment Tracking for Higher Ed Template Set

How it works

With the Grant Fulfillment Tracking Template Set, you can manage the grant project, deliverables, and budget while seamlessly report on the grant's performance progress to key stakeholders.

Grant Project Deliverables Report (x2) Is a live filter that displays the deliverables you want to share on your dashboard.

Grant Project Sheet (x2) Track tasks, deadlines, and budget for your deliverables.

Grant Budget Roll-Up Sheet Track budget across multiple grants awarded by one agency.

Grant Fulfillment Tracking for Higher Ed Dashboard Summarizes key information you want to report for your grant performance progress report to stakeholders.

Grant Fulfillment Tracking for Higher Ed

Template Set Getting Started Guide

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Set Up

Using a workspace is a best practice when building a collaborative process. Workspaces allow you to centralize your work and control sharing with different stakeholders.

Step 1: Create a New Workspace

Open Home. From the home menu, click the Create button in the upper right hand corner. From the drop-down menu, select Workspace. Name the workspace.

Learn more: Workspaces Overview, Workspace Sharing, Home Tab

Step 2: Drag the Files into Workspace Select the template set folder under your Sheets folder. Drag and drop the folder down to the workspace you just created.

Learn more: Manage Items in a Workspace (Add, Move, Remove)

Grant Fulfillment Tracking for Higher Ed

Template Set Getting Started Guide

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Customize

Step 3:

Grant Fulfillment Status Dashboard

The "Grant Fulfillment Status" dashboard summarizes the key information you want to report on your grant performance progress report. Dashboards are easily customized and are made of different widgets that pull in live information from your other sheets and reports.

A. Replace the logo placeholder with your university's logo in the Image widget. B. Edit the dashboard name in the Title widget. C. Add your project information in the "About the Project" Rich Text widget. D. Replace the key contact profile image and contact information with your department's grant contact

info in the Image widget and Rich Text widget, respectively. E. Update the "Last Update Date" Rich Text widget to note when the dashboard data was last updated. F. To add another section for additional grants, clone each widget in either the green or blue section,

drag it to the bottom of "Key Contacts", and customize the colors.

F A

B

C

D E

Learn more: Make Changes to an Existing Dashboard, Viewing and Sharing a Dashboard, Widget Types for Smartsheet Dashboards

Grant Fulfillment Tracking for Higher Ed

Template Set Getting Started Guide

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Step 4:

Grant Budget Roll-Up Sheet

The "Grant Budget Roll-Up" sheet is made up of hierarchy, summary and cross-sheet formulas to create a central sheet that tracks your grant budget across the grants awarded by an agency.

A. Replace the placeholder text with your internal grant ID numbers, names, and total amount awarded in the "Grant ID #", "Budget Item", and "Total Grant Funds" columns.

B. Row 1 of the "Total Grant Funds" and "Actual Spend of Grants" columns have summary formulas that calculate the sum of the indented rows below.

C. The actual spend for each grant project, rows in the "Actual Spend of Grants" column, is calculated in other project sheets and pulled into the "Grant Budget Roll-Up" sheet via cell links. These cell links, in the "Grant Budget Roll-Up" sheet, are destination cells which is designated by a light blue arrow on the right side of the cell.

D. Conditional formatting allows you to set rules on your sheet whereby the formatting of your sheet will change when certain criteria are met. The "Grant Budget Roll-Up" has conditional formatting set on the "Remaining Grant Fund" column, so that when the "Actual Spend of Grants" is greater than the "Total Grant Funds", the cell will turn red.

E. The "Grant Spend" column is operated by a formula that references the "% of Grant Funds Used" column. If the "% of Grant Funds Used" is less than 25%, then the bar is empty. If the "% of Grant Funds Used" is between 25%-50%, then fill the bar one quarter. If "% of Grant Funds Used" is between 50%-75%, fill the bar one half. If "% of Grant Funds Used" is more than 75% but less than 100%, then fill the bar three quarters. If "% of Grant Funds Used" is none of the options above, either equal to or is greater than 100%, then fill the bar completely full.

F. The "Actual Spend of Grants", "Remaining Grant Fund", "% of Grant Funds Used", and "Grant Spend" columns are locked so that editors cannot change the cell links or formula.

F

D

E

B

A

C

Learn more:

Reference Children, Parents, and Ancestors with Hierarchy Functions, Formulas: Reference Data from Other Sheets, Formulas and Functions, Cell Links: Consolidate or Maintain Consistency of Data, Apply Formatting Automatically with Conditional Formatting Rules, Create and Edit Formulas in Smartsheet, Lock or Unlock Columns and Rows

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