Stages and Tasks
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 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.
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.
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.
The following are just some examples of how you might choose to use Stages and Tasks throughout your grant cycle process.
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
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
Assessor 1 might be assigned applications 1-10
Assessor 2 might be assigned applications 11-20
Assessor 3 might be assigned applications 21-30
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: