Application and Grant Management

Application and Grant Management

Lessons shared by previous grantees

• Be prepared and organized before you start your project. Define your departments, document types, categories, and associated DANs.
• Watch all webinars, use all the information on the website, and talk to the Archives staff. They are extremely helpful and patient.
• Communicate with the vendor so they know what documentation is needed for reimbursement.
• The grant's project manager needs to stay in communication with everyone involved above, below, and around the project.

Preparing Your Application

Data You’ll Need for the Application

• Point of Contact / Project Manager contact information
• Agency Head (Signatory for the Service Level Agreement) contact information
• Your agency’s EIN. This can be found at OFM’s Statewide Vendor Number Lookup
• State Legislative District(s) served by your agency
• Number of FTEs for your entire organization. This means the city, county, district, or agency your department or office belongs to. For example, if a county planning department is applying, enter FTEs for the entire county. If a city clerk’s office is applying, enter FTEs for the entire city. Your HR department or most recent annual report may have this data.

Notification of Project Approval 

1. Applicants receive notification approximately three months after the application period closes.
2. Grantees sign a Service Level Agreement with Office of the Secretary of State.
3. Once the agreement is final, grantees begin purchases or signing vendor agreements. We cannot reimburse purchases and vendor agreements made before Step 2.

Managing and Closing Your Grant