What is a Grants Budget Summary Report?

Grants Budget Reports are considered grant management tools and are used by CFOs and Grant Managers to monitor budgets versus current actual expenditures and remaining balances. Some of the main functionality in this type of report is that it is parameter driven and the user can run it for any department, function, program and month. The report will then display all applicable grants with award date, grant amount, actual expenditures period to date, remaining balance and grant expiration date. Each grant is listed down the rows and a total at the bottom. You find an example of this type of report below.

Purpose of Grant Budget Summary Reports

Public Sector organizations use Grant Budget Summary Reports to have real-time, self-service monitoring of grants and available balances. When used as part of good business practices in Accounting and FP&A departments, a government entity can improve its grant strategies and investment planning for various programs and it can reduce the chances that funding for initiatives runs into problems due to lack of visibility into expected grant balances and KPIs.

Example of a Grant Budget Summary with Remaining Balances Report

Here is an example of a Grants Budget Summary Report with funding amounts, expenditures to date and remaining balances.

Example of a Grants Budget Summary Report for Public Sector and Nonprofit Organizations

Example of a Grants Budget Summary Report for Public Sector and Nonprofit Organizations

You can find hundreds of additional examples here

Who Uses This Type of Report?

The typical users of this type of report are: CFOs, controllers, grant managers, program managers.

Other Reports Often Used in Conjunction with Grant Budget Summary Reports

Progressive Accounting and FP&A departments sometimes use several different Grant Budget Summary Reports, along with detailed grants reports, grant budgets, grant dashboards, financial statements, program and initiative reports and other management and control tools.

Where Does the Data for Analysis Originate From?

The Actual (historical transactions) data typically comes from enterprise resource planning (ERP) systems like: Microsoft Dynamics 365 (D365) Finance, Microsoft Dynamics 365 Business Central (D365 BC), Microsoft Dynamics AX, Microsoft Dynamics NAV, Microsoft Dynamics GP, Microsoft Dynamics SL, Sage Intacct, Sage 100, Sage 300, Sage 500, Sage X3, SAP Business One, SAP ByDesign, Acumatica, Netsuite and others.

In analyses where budgets or forecasts are used, the planning data most often originates from in-house Excel spreadsheet models or from professional corporate performance management (CPM/EPM) solutions.

What Tools are Typically used for Reporting, Planning and Dashboards?

Examples of business software used with the data and ERPs mentioned above are:

  • Native ERP report writers and query tools
  • Spreadsheets (for example Microsoft Excel)
  • Corporate Performance Management (CPM) tools (for example Solver)
  • Dashboards (for example Microsoft Power BI and Tableau)

Corporate Performance Management (CPM) Cloud Solutions and More Examples