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Grants Management

Grants Management

How to best process the essential elements of application, assessment, awarding, payment, monitoring, and acquittal with a controlled and manageable workload.
  • Finding that you are getting swamped with process?
  • Are you going around in circles and hitting the same roadblocks?
  • How can you process your grants program in the most efficient and effective way?
It takes a combination of sound process design, strong personnel management and the right systems. Sometimes one of these elements is missing, so I can work with you to put the right combination in place.
How I Can Help… 
1. Process
Once you have designed your grants program, it’s time to put ideas into practice and I can help you to build your internal capacity in the following ways:
  • Drafting the application form that asks the right questions
  • Designing the assessment form and building the assessment team to ensure you select the best projects
  • Creating the awards process so that you set up the right monitoring and support
  • Monitoring finances and performance to ensure good financial accountability
  • Creating a smooth acquittals process to capture project effectiveness
  • Evaluating program effectiveness in a systematic and effective manner
  • Incorporating lessons learned into the next planning cycle so that your program is constantly improving
  • Developing policies and the procedures to support each stage of the process to ensure best practices


2. Personnel Management
Different phases of a grant program require different skill sets. Your Program Officers should be efficient, skilled and professional grantmakers who are passionate about your organisation’s mission. I can help you to recruit the right person based upon a good job description. If you haven’t employed a grants manager or grants administrator, I can help you draft your job description and guide you through the interview process.
3. Right System
Grantmakers often make do with inadequate or outdated data systems either because of a lack of money, desire or just plain habit. You need a grants management system that liberates you from time-consuming data entry and photocopying. Streamlining your process allows you and your grantees to focus on carrying out improved projects and having the most impact. I can help you to identify your requirements and document your system needs.


See how your grant program stacks up. Together we'll review your grant program, how SmartyGrants can benefit your organisation, and how your program is performing.



Learn the 7 steps to build a stronger and better program evaluation. In this special Guide Kate Caldecott takes you step-by-step through the process to ensure that your Program Evaluation hits the mark.



  • Kate Caldecott worked with me on Australia Post’s Our Neighbourhood Community Grants program. She assisted with the grant process design and SmartyGrants grant management implementation.

    In working with Kate, I would describe her as being: passionate, knowledgeable, dedicated to community with a willingness to going the extra mile, above and beyond. It is always a pleasure to work with Kate.

    - Erin McKenzie, Community Events and Partnerships Advisor, Community Relations Australia Post
  • This is the perfect opportunity for me to thank you, in particular, ….. for the outstanding customer service you have all provided. You have not only helped us use SG effectively, but kept the panic at bay. There is lots more to learn about what SG can do and I’m sure we will be in regular contact …….

    Thanks to you all – you are fabulous!

    - Debra Slater-Lee, Programs Manager State NRM Office (WA)
  • Being a complete newbie on all aspects of Smartygrants I was daunted by the task of being completely responsible for the outcome of a major grant funding round at the Shire. I did the training and it still did not make much sense to me until I had my first session with Kate. The way in which Kate was able to clarify, explain and help me understand the rationale and functions of the system was brilliant, her manner always patient and professional, and her willingness to transfer knowledge and information commendable. Thanks to Kate I am now a confident user of Smartygrants

    - Marilyn A Gippsland VIC
  • Kate’s involvement in the final stages of the major review of two of Sunshine Coast Council’s funding programs added significant value to our work. As well as identifying additional sources of information for analysis, and suggesting enhancements to data presentation, Kate provided a professional critique of the review, validating our analysis of the review findings and the options identified in our report to Council.

    - Margaret Cattanach Team Leader Community Connections Community Services Sunshine Coast Council