Documentation Index
Fetch the complete documentation index at: https://grantmaster.dev/llms.txt
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Feature Guide: Project Management
Overview
The Projects module is the operational backbone of GrantMaster. It manages the full lifecycle of organizational activities — from project creation and planning through execution and closure. Projects link to grants (funding sources), track budgets, milestones, deliverables, and team assignments.Key Capabilities
| Feature | Description |
|---|---|
| Project Lifecycle | Phase-gated workflow: Initiation → Planning → Execution → Closing |
| Budget Management | Multi-currency budget with line-item tracking per project |
| Milestone Tracking | Define milestones with target dates and completion status |
| Task Management | Tasks with assignees, deadlines, and dependency tracking |
| Deliverables | Track deliverables linked to grant requirements |
| Compliance Tab | Project-level compliance scoring and requirement tracking |
| Project Templates | Save and reuse project configurations for similar programs |
| Stakeholder Portal | External-facing project views for donors and partners |
| Deadline Management | Automated reminders for approaching deadlines |
| Project Comparison | Benchmarking tools across projects |
Creating a Project
Who: Admins, ManagersSteps
- Navigate to Projects > New Project
- Complete the project wizard:
- Basic Info: Name, description, sector tags, date range
- Team: Assign a project manager and team members
- Budget: Set budget line items with amounts and categories
- Grant Linkage: Connect to one or more active grants
- Milestones: Define key deliverables and target dates
- The project starts in the Initiation phase
Using Templates
If your organization has saved project templates:- Click New from Template instead of New Project
- Select a template — it pre-fills budget categories, milestones, and team structure
- Customize as needed for the specific project
Project Phases
Projects follow a structured phase workflow with validation gates:| Phase | Purpose | Gate Requirement |
|---|---|---|
| Initiation | Define scope, team, and objectives | Budget approved, team assigned |
| Planning | Detail work plan, schedule, and resource allocation | Work plan documented, milestones set |
| Execution | Active project delivery | Ongoing monitoring |
| Closing | Final reporting, evaluation, and archival | All deliverables submitted, final report approved |
Budget Management
Setting Up
Each project budget consists of line items categorized by type:- Personnel, Travel, Equipment, Supplies, Consultants, Overhead, Other
- Each line item has a budgeted amount and tracks actual expenditure in real time
Monitoring
The Project Budget tab shows:- Budget vs. Actual — bar charts comparing planned and spent amounts per category
- Burn Rate — monthly spending velocity and projected end date
- Alerts — warnings at 80%, 90%, and 100% budget thresholds
- Grant Allocation — how budget is distributed across funding sources
Stakeholder Portal
Who: Admins (configuration), External users (viewing) Projects can expose a read-only external portal for donors and partners:- Go to Project > Stakeholder Portal tab
- Enable portal access and configure visible sections (overview, milestones, budget summary)
- Generate a secure portal token link to share with external stakeholders
- Stakeholders can view project progress without a GrantMaster account
Use Cases
- Program Launch: An NGO creates a new maternal health project funded by two grants, sets up milestones aligned with donor reporting schedules, and assigns field staff
- Multi-Grant Coordination: A project funded by three donors uses the budget allocation view to ensure spending is reported to the correct funder
- Quarterly Review: A Manager uses the project comparison tool to benchmark output across similar projects in different regions
- Donor Reporting: The Stakeholder Portal provides real-time project status to a funder without email-based report exchanges
Best Practices
- Link grants at creation — this enables automated budget tracking and compliance reporting from day one
- Use milestones for donor deadlines — they integrate with the reminder system
- Update project phases promptly — stale phases create confusion in portfolio views
- Use templates for recurring programs — saves time and ensures consistency
- Review budget alerts weekly — catching overspend early is easier than explaining it later
Limitations
- Projects cannot be deleted after the Planning phase — they can only be archived
- Budget line items cannot be retroactively re-categorized after expenses are allocated
- The Stakeholder Portal is read-only — external users cannot leave comments or upload files
- Phase gate validation is advisory — Admins can override gates but this is logged in the audit trail
- Project comparison works best with projects that share the same budget categories and sector tags