Stages and Tasks

Stages and Tasks are designed to assist you with your workflow throughout your grant process.

Stages are key events in the lifecycle of a grant round.  Each grantmaker uses a different process; therefore, there are several possible scenarios when it comes to creating your Stages and Tasks.

Stages and Tasks can be particularly helpful if you are running your assessment process within SmartyGrants, as it can help you track how your assessors are traveling. An External Assessor's user account is restricted so that they only see applications assigned to the particular Stage (or Stages) you specify.

Stages

Stages are key events in the lifecycle of a grant round. They are often scheduled events like meetings, or immovable deadlines like Council reports. For example, an organisation with the following timeline might have three Stages:

  • Grant round closes - 1 July 2012

  • Eligibility screening/check - 22 July 2012 - Stage 1: Pre-Eligibility Check

  • Grants assessment meeting - 2 August 2012 - Stage 2: Assessment

  • Notify applicants - 10 August 2012 - Stage 3: Decision Management

  • Process payments - 30 August 2012

  • Acquit grants - 30 May 2013  - Stage 4: Acquittal Management & Closure

  • Final Board/Council report - 30 June 2013

Each application is assigned to one Stage at any point in time.  The account administrator moves each application to the relevant stage as required.

Stage Tasks

Tasks are what needs to be done in order to complete a given Stage. For example, the Tasks leading up to the 'Grants assessment meeting' described above may be:

  • Conduct eligibility pre-assessment
  • Advise external assessors to commence assessment
  • Book meeting room
  • Finally - conduct the meeting itself


SmartyGrants distinguishes between two types of tasks:

1. Application Tasks

Application Tasks are those which need to be completed for every application that moves to the particular stage.

For example, if you perform a pre-eligibility check for every application, 'Conduct eligibility pre-assessment' is an Application Task. If you have 25 applications, you will need to tick off the 'Conduct eligibility pre-assessment' task 25 times.

Example

At the close of your grant round you have received 25 applications for funding. The following day, you go through the first 10 applications and complete an Eligibility Form. After completing each form, you tick off the 'Conduct eligibility pre-assessment' task for that application.

The next day, your colleague logs in to continue eligibility assessments. She can see that you have ticked off the first 10 applications, and so knows at a glance which applications remain to be assessed.

2. General Tasks

General Tasks are those which need to be completed only once, regardless of the number of applications you have received.

For example, you only need to book a meeting room once, so 'Book meeting room' is a General Task. Whether you receive one, 100 or 1000 applications, you will need only to tick off the 'Book meeting room' task once.

Examples

The following are just some examples of how you might choose to use Stages and Tasks throughout your grant cycle process.

Single Assessment

Example 1

  • No external assessors

  • Decision is made by a group at a meeting

  • Decision is marked in SmartyGrants by administrator

  • Acquittals are sent through SmartyGrants


External Panel Assessments

Example 2

  • Each panel specialises in a different area

  • Each application can be assigned to its relevant assessment Stage

  • Each external assessor can tick off their task when complete so you as a grant maker can keep an eye on progress

  • Unsuccessful applications that don’t make it past initial assessment can be assigned to the ‘Unsuccessful’ Stage (This can be set-up in any scenario)


Another example of how an external panel assessment may look is outlined here:

Each External Assessor Assesses a Different set of Applications

Example 3

  • Assessor 1 might be assigned applications 1-10

  • Assessor 2 might be assigned applications 11-20

  • Assessor 3 might be assigned applications 21-30


Task Management

Example 4

  • It is possible to add an individual task against just one application

  • Note the blue tasks below ‘Added Individual Task’

  • You know that for application 006, for example, cannot go any further until you receive the bank details for payment


To learn more on stages and tasks you may visit the following specific topics:

The Stages tab

Create a Stage

Create Tasks

How do I assign an application to a Stage?

Reviewing, completing and deleting Tasks

Calendar of Rounds, Stages and Tasks