Documentation Index

Fetch the complete documentation index at: https://grantmaster.dev/llms.txt

Use this file to discover all available pages before exploring further.

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Feature Guide: Compliance & Audit

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Overview

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Key Capabilities

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Compliance Dashboard

• Overall Score — aggregated compliance percentage across all active grants and projects
• Trend Chart — monthly compliance score history
• By Category — breakdown by financial, operational, reporting, and HR compliance
• Alerts — active compliance violations requiring attention
• Upcoming Deadlines — reporting and compliance deadlines across all grants

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Policy Engine

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Creating Policies

1. Click New Policy
2. Define the policy:
   • Name and description
   • Category: Financial, Operational, HR, Reporting, Procurement
   • Rules: Specific conditions that trigger violations (e.g., “Single expense above $5,000 requires 2 approvals”)
   • Scope: Apply to all projects, specific grants, or specific project types
3. Activate the policy to begin enforcement

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AI-Assisted Policy Extraction

• Identify compliance requirements from the document
• Suggest policy rules matching those requirements
• Create draft policies ready for review and activation

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Use Cases

• Procurement Policy: “All purchases above $10,000 require three written quotes”
• Travel Policy: “Daily per-diem for international travel must not exceed $250”
• Reporting Policy: “Quarterly financial reports must be submitted within 30 days of quarter end”

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Audit Logs

• Entity Changes — create, update, delete operations on projects, expenses, journals, documents
• Approval Workflows — expense approvals, journal submissions, document reviews
• User Actions — login, role changes, team member additions
• System Events — automated processes, AI operations, integration syncs

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Filtering

• Date range
• User (who performed the action)
• Entity type (project, expense, journal, etc.)
• Action type (create, update, delete, approve)
• Severity (info, warning, critical)

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Auditor Access

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Granting Access

1. Go to Compliance > Auditor Access
2. Click Grant Access
3. Configure:
   • Auditor email — the external auditor’s account
   • Access window — start and end dates (time-boxed)
   • Scope — which modules and data the auditor can view
4. The auditor receives an email invitation and can log in during the access window

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What Auditors Can Access

• Compliance dashboard (read-only)
• Audit logs (full access with filtering and export)
• Financial reports and expense records (read-only)
• Journal/journal submissions (read-only)
• Organization settings (read-only)
• Team information (read-only)

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What Auditors Cannot Do

• Create, edit, or delete any records
• Approve or reject workflows
• Access billing or subscription information
• View data outside their granted time window

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Best Practices

• Activate policies before grant activity begins — retroactive compliance checks are less effective
• Use AI extraction for every new grant agreement to ensure all donor requirements are captured as policies
• Review the compliance dashboard weekly — address violations when they are small
• Grant auditor access with minimal scope — only enable the modules the auditor needs
• Export audit logs quarterly — maintain offline records for regulatory requirements
• Document policy exceptions — if a policy is overridden, note the reason in the audit log

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Limitations

• The Policy Engine supports rule-based compliance only — complex conditional logic (e.g., “if Category A exceeds $X AND Category B exceeds$Y”) requires multiple policies
• AI policy extraction accuracy depends on the clarity of the grant agreement — poorly formatted documents may need manual review
• Audit logs are retained for 7 years by default — the retention period is configurable by SuperAdmins
• Auditor access is time-boxed and cannot be extended after expiry — a new access grant must be created
• Compliance scores are calculated from tracked data only — activities not recorded in GrantMaster are not reflected