PhilanTech's first "Ugliest" Grant Tracking Spreadsheet Contest received an amazing response, both in terms of the number of truly impressive "ugly" spreadsheets and grant tracking processes submitted, and the general reactions to the contest. Entries were judged based on a number of criteria that make grant tracking spreadsheets difficult to work with, including their complexity, susceptibility to error, duplication of information, and reliance on one person’s specific knowledge to navigate.
Without further ado, the winner is… Web of Benefit! Web of Benefit is a nonprofit that helps support survivors of domestic violence while breaking the intergenerational cycle of domestic abuse.
Web of Benefit will receive one year of free access to the PhilanTrack online grants management system to replace their "ugly" grant tracking spreadsheets with an online system that will help Web of Benefit streamline all of its grant-related activities.
We've written previously on this blog about why Friends Shouldn't Let Friends Use Excel to Manage Grants, and wanted to share some examples of what can result from tracking grants in spreadsheets or with other offline systems and processes, drawn from submissions to the "Ugliest" Grant Tracking Spreadsheet Contest (note: some images have been modified slightly to minimize any identifying information):
In addition to some very illustrative visuals of challenging spreadsheets, several nonprofits submitted descriptions of the challenges of their grantseeking processes, such as:
- "If our grant spreadsheet were a dog, it would be a shaggy one, just in from rolling around in some delicious mud puddles. Now, we love our shaggy dog. It's got a heart of gold, and is chock-a-block full of wonderful stuff. Underneath alllllll that mess is some beautiful information. Another way in which the information in our grant spreadsheet is like a shaggy dog: sometimes its hard to get our hands on it. We've worked hard collecting information about well-aligned grant opportunities, only to have them slip through our hands for lack of a useful project management system. Boy could we use your help!"
- "We currently use one Excel workbook with multiple tabs to keep track of grants by status (Planned, Submitted, Approved, Denied), with multiple colors on the Planned tab to denote the degree of imminency of deadline. We also track grants on a separate workbook for board review, which includes a tab each for Grants tracked by Status and Grants tracked by Purpose, with a master sheet summarizing the data. I have to update each of these workbooks, in addition to our fundraising software, when the status of a grant changes. It's all very exhausting. Help!"
- " have six columns listing funder, request, amount, deadline, sent and notes . . which is three columns too shorts, as I also need actual amount received, reason for delay, when I can resubmit. Then, there are seven color coding (this really is very ugly): green for actively received without decision; blue for available to resubmit now; tan for received in 2011 or 2012; purple for received in 2013; peach for erroneous information, beige for available next year; and white for who knows what. You really want to see this bad boy, don't you?"
Is your organization using an "ugly" grant tracking spreadsheet? Request a free online demonstration to learn how PhilanTrack can replace the spreadsheet and help your organization streamline its grantseeking efforts.