Increasing the Capacity of Individuals, Families and Communities

Sub-Award Management

Step 4: Reporting on Sub-Awards | Summary

Implementation

Developing a Workplan
If you have followed the steps in this guidebook, you have identified most, if not all, of the key elements and processes for your sub-award plan. The next step is to put all the components together in a written plan as well as develop a workplan and schedule to operationalize your sub-award plan. The workplan can include the key activities that need to be accomplished as well as tasks and sub-tasks under each activity.

In addition, for each activity and task, list the person responsible for that activity and/or task as well as a start and end time for that activity to be accomplished. To make sure that the plan proceeds as intended, you may want to designate a person in your organization with the skills and experience to oversee the plan’s implementation.

Setting a Schedule
As a part of the workplan, you will need to determine a schedule for all key activities and tasks. First, identify any deadlines required by the Federal Awarding Agency regarding the sub-award plan. Must all sub-award funds be distributed by a certain date? Are sub-awardees required to expend all grant funds by a designated time? If so, be sure to develop your schedule to meet these key dates. A partial sample workplan is provided as an example. The workplan’s schedule was based on the goal of closing the receipt of applications on April 1, 2004 so that they could be reviewed for selection by May 1, 2004. This date was set so all awards would be distributed by May 15, 2004, and sub-awardees would expend all sub-awards no later than the end of the fiscal year (September 30, 2004).

Designing a Sub-Award Plan Workplan and Schedule Key Activities, Tasks, & Sub-Tasks Person Responsible Date Started Date Completed I. Solicit Applications M. James, sub-award manager 11/1/03 4/1/04 I.A. Develop RFP M. James 11/1/03 1/2/04 I.B. Distribute RFP M. James 1/2/04 4/1/04 I.C. Receive Letters of Intent/Calls of Interest S. Vaughn, admin asst 1/2/04 4/1/04 I.D. Provide support for applicants Awardees T. Taylor, training director 1/2/04 4/1/04 II. Selecting Awardees M. James 2/1/04 5/1/04 II.A. Design Selection Process M. James 12/1/03 2/1/04 II.B. Determine Recruitment and Training T. Taylor 2/1/04 3/15/04 II.C. Make Selections M. James 4/1/04 5/1/04 II.D. Make Announcements M. James 5/1/04 5/15/04 III. Distribute and Monitor Sub-Awards M. James 5/15/04 9/30/04

For more information on developing a workplan, see the Managing Public Grants guidebook, part of the National Resource Center’s Intermediary Development Series. Additional information on developing a project operational plan is provided in the Resources and References sections of the Appendix.

Step 4: Reporting on Sub-Awards | Summary