How do you document and track any changes or amendments to your grant contract?

1 Why document and track changes?

Documenting and tracking changes or amendments to your grant contract is essential for several reasons. First, it helps you avoid misunderstandings, disputes, or penalties with your funder, as you both have a clear record of what was agreed upon and what was modified. Second, it helps you monitor and evaluate your grant performance, as you can compare your actual results with your revised goals and indicators. Third, it helps you report and communicate your progress and challenges to your funder, your team, and your stakeholders, as you can show how you adapted to changing circumstances and maintained your grant integrity.

2 How to document changes?

Documenting changes or amendments to your grant contract is essential for creating and maintaining a written record of the modifications, as well as the approval and signatures of both parties. Depending on the type and size of the change, you may need to use different formats and methods. For major changes that affect the core terms, budget, or deliverables of the grant agreement, a formal amendment letter or contract addendum should be used. This document must include the original and revised provisions, the effective date, and both parties' signatures. For minor changes that do not alter the overall scope or objectives of the grant agreement, a written notification or email should be sent with a brief description of the change, reason, and acknowledgement from both parties. Additionally, a change log or tracker should be used for ongoing changes throughout the grant implementation. This document should include the date, description, reason, impact, status of each change, as well as a reference to the formal amendment or notification.

3 How to track changes?

Tracking changes or amendments to your grant contract requires regularly updating and reviewing your grant documentation and systems, to guarantee they accurately reflect the current status of your agreement. Depending on the type and frequency of the changes, you may need to use different tools and techniques to track them. For instance, a grant management software or platform can be used for automated and centralized tracking. This tool can help store, update, and access grant documents, budget, timeline, and deliverables, as well as generate reports and alerts on any changes or issues. Alternatively, a spreadsheet or database can be utilized for manual and customized tracking. This tool can assist in organizing, analyzing, and visualizing data, as well as creating formulas and charts to monitor and compare original and revised grant parameters. Furthermore, a calendar or task manager can be utilized for timely and efficient tracking. This tool can help schedule, assign, and complete grant tasks, as well as remind you of any deadlines or milestones related to your changes or amendments.

4 What are some best practices?

Documenting and tracking changes or amendments to your grant contract can be challenging and time-consuming, but you can make it easier and more effective by following some best practices. Communicate and negotiate with your funder proactively and transparently to ensure that you both agree on the need, scope, and impact of the changes or amendments, as well as follow the proper procedures and protocols for documenting and approving them. Additionally, you should review and update your grant documentation and systems regularly to ensure that they are consistent with your current and revised grant contract, and capture any changes or issues accurately and timely. Moreover, learn and adapt from your changes or amendments to improve your grant performance, outcomes, skills, and processes. By utilizing your documentation and tracking tools to evaluate the causes, effects, lessons of your changes or amendments you can identify corrective or preventive actions. Documenting and tracking changes or amendments to your grant contract is a vital part of your grant administration role; following these steps will help you manage it effectively while maintaining a positive relationship with your funder.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?