Embedding Data Questions in Grant Applications: A Strategic Guide

By Abby Rolland

As I’ve worked on harp-weaver LLC client projects over the years, I've become particularly interested in embedding data-related questions within grant applications and follow-up reports.

We’ve published a number of blog posts about data, measurement, and evaluation on the harp-weaver blog, including this recent one by Dr. Samantha Matlin on how data informs philanthropy. But as we consider the more theoretical aspects of these ideas and how they apply, we’re also examining their practicality. In other words, how do they actually appear in grant management tools?

I attended a webinar hosted by PEAK Grantmaking that discussed why embedding data-related questions into applications and reports matters, when to do so, how to integrate them, and how many to include. Below, I flesh out each of those questions and relevant points to consider.

WHY: Numerous reasons abound that could address the question of “why embed data.” The answers may be complex and detailed, but ultimately, they come down to asking questions that help you as a funder determine whether a nonprofit’s work matches your priorities. In other words, is there a mission match? What are your goals? Use data queries to translate your goals into focused learning questions that guide data collection and inform action.

Three related points to consider:

1. How cumbersome will the data-related questions make your application? One of the trade-offs I’ve seen from asking for data is the likelihood that the application will become longer and thus less streamlined. It can make the application process for grantee partners more burdensome and time-intensive.

2. Will the data collected be used?  This question is important to answer. If information is collected and not used, there's no point in asking for it. It just adds more burden to the organization. Design questions that generate insight.

3. Does collecting specific data points create awkward situations or legal risks for your grantee partners? Recent state and national-level actions have aroused fear around sharing specific information. Carefully check with legal resources to determine if a query is permissible under the law. Know that while certain actions have been threatened, there are legal protections for both funders and their partners. Remember, though, to be respectful of grantee partners and their potential hesitancy around sharing certain information. Check in with them to better understand current concerns and limitations.

WHEN: After you determine your “why,” consider when to include data questions. Do you manage multiple grantmaking areas, and what are the schedules for those applications? Think about how many grant cycles you have, whether you accept applications on a rolling basis or at fixed times, and when those applications occur. It might make sense to introduce data questions at the start of your fiscal year as you restart your grantmaking. If you have rolling cycles, identify a specific point in the year to add the questions (and inform your partners that you did and why).

HOW: Once you understand your “why” and “when,” focus on the “how.” While it may seem quite simple (write the question/s in the grants management portal or on the document you distribute), there are some considerations. Depending on whether you use a grants management platform and which one it is, you can incorporate questions that nonprofit resource provider Candid uses within its own system. Instead of creating your own measurements, you can adopt their well-researched ones. Additionally, if an organization has completed their Candid profile, those questions will automatically pull their answers. As a result, there is less work for them to fill out, and you, as the funder, receive the information you need.

HOW MANY: Then, you need to determine "how many” of these questions to include. Review the questions above – what information do you need? Will you use this information? Is there a different way to obtain it besides through the grant application? Ask the questions necessary to guide your goals, but also keep an eye on the extra time your grantee partners might need to spend on the application. While there is a great deal of time spent before it comes to even asking the data questions, there is more to do after your partners have submitted the applications.

As the PEAK presenters explained, it’s then time to 1) Make sense of the data by analyzing what you’ve gathered to uncover patterns/ gaps, and opportunities; 2) Take action by using what you’ve learned to inform decisions, shift strategy, and strengthen impact; and importantly 3) Be accountable by sharing what you’ve learned and how it shaped decisions. Data doesn’t exist in a vacuum. If you’re asking grantees (prospective and current) to submit data, especially for the first time, make sure you share why you’re asking for it, along with what you learned and how it has informed your process.

This post scratches the surface of data collection. I'm grateful to PEAK Grantmaking for hosting a thought-provoking webinar that encourages learning in an ever-evolving field.