Grants Management Process: From Pre‑Award to Closeout
Plus: A fully adaptable project management template for MS 365, Asana, Monday.com & more
Whether you're applying for federal, state, or foundation funding, managing a grant takes more than just submitting a proposal. From identifying the right opportunity to closing out the grant, the process spans planning, reporting, compliance, and strategy. This post walks you through every step of the grant lifecycle—plus a plug-and-play project template you can adapt in your preferred platform.
🔑 What Is the Grant Lifecycle?
Grants typically follow five stages, regardless of the funder:
Pre-Award – Funding discovery, planning, proposal development
Award – Acceptance, setup, and kickoff
Post-Award – Execution, compliance, reporting
Closeout – Final reports, audits, and wrap-up
Retention – Archiving and internal review
✅ Federal Registration Requirements
Before applying for federal grants in the U.S., your organization must:
Register on SAM.gov (System for Award Management)
Obtain a Unique Entity Identifier (UEI) through SAM.gov (this replaces the old DUNS number)
Create a Grants.gov account with an active organization profile
For Department of Justice or Health & Human Services grants, you may also need a JustGrants or NIH eRA Commons account.
🗂️ Grant Management Lifecycle Template
Use this structure in Asana, Microsoft Teams, Monday.com, Trello, or your own internal system.
📂 Section 1: Pre‑Award
Opportunity Identification & Planning
Define project objectives
Assess eligibility and strategic fit
Monitor active NOFO/NOFA listings on funder websites
Assemble internal grant team
Develop proposal calendar and milestones
Key NOFO/NOFA Sources to Monitor:
Proposal Development
Draft narrative (goals, objectives, methodology)
Develop detailed budget + justification
Create staffing/equipment/resource plan
Collect required assurances and certifications
Internal Review & Submission
Conduct internal review for accuracy and alignment
Finalize all attachments, forms, and narratives
Obtain executive or board sign-off
Submit application via Grants.gov or required portal
📂 Section 2: Award
Notice of Award
Monitor submission status
Review award documents for terms, conditions, and period of performance
Identify special conditions or match requirements
Award Setup
Negotiate or revise budget, if requested
Execute award agreement and certifications
Set up program and fund accounting codes
Hold internal kickoff with finance, program, and leadership teams
📂 Section 3: Post‑Award (Implementation & Monitoring)
Kickoff & Administration
Define internal roles and responsibilities
Communicate expectations and deliverables
Setup documentation and file-sharing system
Financial & Administrative Setup
Implement time and effort tracking
Initiate procurement following federal/state policy
Set up subrecipient agreements (if applicable)
Program Execution
Launch project activities according to approved timeline
Maintain compliance with scope of work
Document performance milestones
Monitoring & Reporting
Submit required financial reports (e.g., SF-425)
Submit quarterly/annual programmatic updates
Communicate with funder regarding changes or issues
Compliance & Audit Readiness
Maintain detailed records
Respond to site visits or desk audits
Implement internal reviews
📂 Section 4: Closeout
Closeout Preparation (90 days before period ends)
Review spending and reconcile budget
Finalize pending obligations and invoices
Notify subrecipients and vendors
Final Reporting
Submit Final Performance Report
Submit Final Federal Financial Report (SF-425)
Complete any property, patent, or invention disclosures
Return any unspent funds
Retention & Lessons Learned
Archive grant documentation (retain for 3–7 years per policy)
Host a debrief meeting to identify improvements
Update internal grant process or SOPs
📚 Useful Grant Resources & Sites
Here are the best federal and state resources for grantseekers:
Resource Description
SAM.gov Federal registration and UEI management
Grants.gov All federal NOFOs/NOFAs
OJP Resource Guide DOJ grant application overview
HUD Grants Housing and community development
SAMHSA Grants Forecast Behavioral health and substance use
USDA Rural Development Rural infrastructure and housing
DOE Tribal Energy Office Tribal energy development
CA HCD NOFA Calendar California housing and infrastructure NOFAs
⚙️ Want Help Setting This Up?
This framework is flexible—you can adapt it easily for:
Asana (as sections and tasks)
Microsoft Teams / Planner (as buckets and checklist items)
Monday.com (as boards with groups and sub-items)
Or even Notion or Smartsheet
If you'd like a preformatted version for any of these platforms—or help tailoring it to your organization—just drop a comment.