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Using Excel to track Grants - Microsoft Excel

I am trying to find a means to track the different grants we get for our research that also provides a means for our Executive Director to quickly view them for their status. I found a workbook at a non-profit website that has 3 sheets: (1) Expenses - this is ...

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  1. #1

    Using Excel to track Grants

    I am trying to find a means to track the different grants we get for our
    research that also provides a means for our Executive Director to quickly
    view them for their status. I found a workbook at a non-profit website that
    has 3 sheets:

    (1) Expenses - this is an expense report form, essentially. We can add and
    subtract money to indicate when we spend or receive money.
    (2) Balance over Time - This is an X-Y line graph to depict money remaining
    versus money spent over the life of the grant.
    (3) Notes - Just a place with 2 columns - date and text, to write notes
    about the grant over time to help with writing the technical and financial
    reports required by the grantor.

    My initial idea was to use one workbook per grant and have the person in
    charge of that grant share it so the Executive Director could review it
    easily. Not bad, but I think it can be done smarter. Also thought of using
    Access to create a form to tie them together, but I am still a newbie at
    Access and it'd throw the staff for a loop unless it was very user friendly.

    Is there some way to tie together workbooks in one place for administrative
    review, and to add as we get new grants and retire those that are completed?

    TIA!!
    --
    Mike Webb
    Platte River Whooping Crane Maintenance Trust, Inc.
    a 501 (c)(3) organization


    Mike
  2. #2

    Re: Using Excel to track Grants

    There's probably accounting software that you can purchase specifically
    for non-profit organizations. Do a Google search and you should find
    some suggestions.

    Mike Webb wrote: 


    --
    Debra Dalgleish
    Excel FAQ, Tips & Book List
    http://www.contextures.com/tiptech.html

    Debra
  3. #3

    Re: Using Excel to track Grants

    Hi Mike.........

    Yes, multiple workbooks can be linked to a master Executive Abstract
    Workbook. There's a zillion ways to present the data, depending on how many
    Grants you're dealing with........if it's a few, charts might be best, if
    many, then just probably Conditional Formatting (Green=Under budget,
    Red=Over budget) etc, with links to Charts and Data of interest.........it's
    a bit of a project to set up, but really nice when it's done. One problem
    is, you need a relatively stable MIS dept, that don't like to rename servers
    and paths, etc........this has a tendency to play havoc with
    links............

    hth
    Vaya con Dios,
    Chuck, CABGx3




    "Mike Webb" <org> wrote in message
    newshx.gbl... 
    that 
    and 
    remaining 
    using 
    friendly. 
    administrative 
    completed? 


    CLR
  4. #4

    Re: Using Excel to track Grants

    You're right, there is, but I need a no-cost solution now until funding
    becomes available.


    "Debra Dalgleish" <com> wrote in message
    news:com... 


    Mike
  5. #5

    Re: Using Excel to track Grants

    Sounds like a good idea, but what is an Executive Abstract Workbook? Looked
    through Excel's help and in Google, but didn't find it or something related.

    Mike

    "CLR" <rr.com> wrote in message
    newshx.gbl... 


    Mike
  6. #6

    Re: Using Excel to track Grants

    Hi Mike.....

    "Executive Abstract Workbook" is not an Official name for anything......it's
    just what I call those Workbooks that I create that do this sort of thing.
    Sorry for the confusion and any inconvienience.

    Vaya con Dios,
    Chuck, CABGx3



    "Mike Webb" wrote:
     
    CLR
  7. #7

    Re: Using Excel to track Grants

    Okay, no problem. One last question ..... will the Help file in Excel tell
    me anything about this type of workbook? If not, are there any good Excel
    websites that might?

    TIA,
    Mike

    "CLR" <microsoft.com> wrote in message
    news:com... 


    Mike
  8. #8

    Re: Using Excel to track Grants

    Hi Mike......

    Although the Excel HELP files are good for some things, I don't think this
    is one of them. They provide very specific information, mainly about things
    that you know how to ask for in the Excel lingo. An Executive Abstract
    Workbook (EAB), is just like any other Excel Workbook, except that it has
    links to other workbooks to bring in the main cells that the Boss might be
    interested in comparing between all the like workbooks.....like the Name of
    the Grant, the initial amount, the current months expenditures, and the total
    expenditure, and how much is left, and remarks......those sorts of things.....

    A typical "link" would be just a formula put in a cell in the EAB, for
    example,
    =[Grant1book.xls]Sheet'1!A1 put in Cell A1 would bring in whatever value
    exists in
    the file called "Grant1book.xls, from Cell A1 of Sheet1. This formula can
    be copied and pasted and/or adapted to bring in any cells you want. Then the
    layout and formatting of the EAB sheet depends a lot on the nature of how
    your data presents itself, but there are no rules, whatever looks good and is
    easy to read is ok......keeping in mind that the idea is to present to the
    reader as much info as possible with as little effort on their part as is
    necessary. Holler back if you have more questions.....

    hth
    Vaya con Dios,
    Chuck, CABGx3


    "Mike Webb" wrote:
     
    CLR
  9. #9

    Re: Using Excel to track Grants

    Excellent! Thanks for the help. I'll holler again if I need advice.

    Mike
    "CLR" <microsoft.com> wrote in message
    news:com... 


    Mike

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