Mission Messages

Once you have gotten resources, whoever has provided them may want to see how they are being used and if it was worth donating them to your organization. You may already be telling your story by producing an annual report. This report should be shared with everyone who is interested in what you do. But often those people with a vested interest, like resource providers, want to see it for themselves.

As a rule, resource providers and funders set appointments with awardees to go over fiscal activities and see the program in action. Most often, these requests include information listing which sites and what papers will be reviewed. An Executive or Senior Staff person with program knowledge and responsibility should be the point person for these types of visits by the funder. He or she should be the person charged with making sure all award rules are being met, direct all site visit activities and set the site visit agenda and schedule (if not provided by the funder). This staff person should be familiar with most of the information already but you still need to review, plan and be prepared.

During the funder's site visit, the plan is not to wait for the funder to form an opinion. You need to be hands-on in creating that opinion. If you have effectively run the grant up to that point, you ought to be in good shape. However, while your funder is there you want to be helpful, while also providing chances for the funder to see the value of your program and how well their funds are being spent. To keep reviewers happy, the following steps should be helpful:

1) Work out the site visit to-do list, setting the site visit date, time and place; participants, agenda and purpose. Attach a listing of the information requested by the funder. [This should be given to all Program Managers and staff (even to the security post).]

2) Name the meeting site for the site visit/audit. Make it easy for your funder to find and enter.

3) Conduct an update with all needed areas within your agency to set tasks to get ready for the funder's visit.

4) Have all the needed information at the decided location, IN ONE ROOM, so that your funder does not have to spend a lot of time moving from one place to another. If you have a computerized accounting system, let where it is decide the meeting place for the visit.

5) Sort the information to meet the funder's listing. Lay it out and set it up on a conference table in the main meeting room the night before the visit or early the next morning prior to the funder's coming. Make sure the area stays set aside and untouched until the site visit ends.

6) Make sure that fiscal and program representatives are present during the funder's visit, just in case questions arise. You should not waste your funder's time trying to find your agency staff to answer questions during the visit.

7) Have a large car or van to transfer your funder(s) to program sites to see activities (if necessary).

8) Set a one-hour debriefing session on the last day of the site visit with representatives from the funding agency and get feedback on your processes. This also provides the opportunity to talk about future funding.

9) Send to the Unit Manager, within ten days of the funder's visit, a report summarizing the activities, conclusions and recommendations that were a result of the funder(s) visit.

It is very important that the Program Manager be present for the whole visit. He or she can answer detailed questions about your program(s). During a review, the funder may find any number of earlier reported problems. When the Manager is on hand, any questions about the problems can be answered right away and resolved.
Getting Your Gold Star
The funder's program officer/monitor has:
* Gone through and confirmed your information,
*Visited the program place of operation,
* Noted your rules and operational procedures,
* Watched the program's activities,
* Talked with staff and/or participants,
* Thanked you for your assistance and is about to leave...
This is where the step discussed in point eight occurs. You planned, prepared and organized with great care for the visit. It is fitting to ask the question, "How did we do?"

Be clear, this is why the person came. It is his/her job to see how the program is doing so that it is officially noted and confirmed by the funding agent. Keep in mind; it is still not your money. It stands, as an investment by the funding entity and its stakeholders, be they board of directors, commissioners, donors or taxpayers.

But, you also have a duty to your organization, and the people getting the services, to make sure that the services they need will keep being available to them. You have to look out for their well-being. Sometimes funding is stopped due to changes in funding streams, interests or guidelines. You must ask the question, because another source of funding may need to be found to keep the program going, especially if a phase out is at hand. Ask to receive a copy of the report. You want your gold star, for the record.