Services · Foundational

Grant Set-Up, Coding and Financial Tracking Procedures

GMM03

Documents grant set-up in finance systems, project codes, donor restrictions, budget uploads, coding structures and grant-level financial monitoring. Includes manual coding guides, minimum mandatory grant-monitoring reports and offline tracking tools for National Societies without integrated systems.

What changes

Improved grant tracking, reduced miscoding, stronger alignment between donor budgets and accounting records, and viable monitoring even where ERP support is limited.

What you get

Grant set-up and coding form GMM010
Simplified manual coding guide and chart-of-accounts mapping GMM011
Offline grant financial tracking tool GMM012
Minimum mandatory grant-monitoring report pack GMM013

What has to come first

GMM01Grant Lifecycle and Compliance Manual Recommended

Grant lifecycle and compliance manual sets the framework grant set-up and coding sit within
GMM02Grant Budgeting and Budget Revision Procedures Recommended

Approved grant budget defines the budget lines that coding and tracking report against
CMB or HNS chart of accounts Recommended

A defined chart of accounts and cost-centre structure is needed to code grants consistently

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns grant coding integrity and grant-level financial tracking
Grants and fundraising team	Provide donor restrictions and grant agreements for set-up
Programme managers	Use the tracking reports to manage delivery against budget
Finance officers	Set up codes, post transactions and maintain the tracker
GFDC delivery team	Drafts the form, coding guide and tracking tools and advises
Internal and external auditors	Rely on grant coding and tracking records during audit

How it is measured

Indicator	Target	Evidence
New grants set up with a project code and donor restrictions mapped before the first transaction	100% of new grants	Grant set-up and coding forms (GMM010)
Grant transactions coded using the simplified coding guide and chart-of-accounts mapping	100% of grant transactions correctly coded	Ledger and coding review (GMM011)
Active grants tracked against budget, including where the finance system has no grant module	100% of active grants	Grant financial tracking tool (GMM012)
Minimum mandatory grant-monitoring reports produced on schedule	All grants reporting at the required frequency	Grant monitoring report pack (GMM013)

Tools

4 of 4 ready to download.

GMM010 Grant set-up and coding form Template DOCX
GMM011 Simplified manual coding guide and chart-of-accounts mapping Guidance DOCX
GMM012 Offline grant financial tracking tool Tool DOCX
GMM013 Minimum mandatory grant-monitoring report pack Template DOCX

Standards

COSO Internal Control - Integrated Framework
Donor agreements and reporting requirements
HNS budgeting policy and budget vs actual reporting procedures
HNS chart of accounts and cost centre structure

Request this service

The form arrives with GMM03 filled in. You can change it, and you do not have to be sure.

Request GMM03

Code: GMM03
Tier: Foundational
Outcome area: 3 · Internal controls, policies, procedures and process effectiveness
Deliverables: 4
Tools: 4 of 4

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