Prospect
What is the first step in Prospecting?
Search GMS to see if it was already created.
A Program team is not interested in pursuing a prospect and does not complete a Go/No-Go. Is this acceptable? Why or why not?
No. A Go/No-Go must still be completed (or formally waived with rationale) to document the decision and maintain tracking.
HIAS Kenya is applying as a sub-recipient to World Vision on a UNICEF-funded opportunity. What name should be used for the Opportunity?
UNICEF 2026 Kenya
An award begins implementation in December 2025 and ends in January 2027. The proposal was submitted in 2026. What year(s) should be used in the Award Name and why?
2025–2027, because Award naming reflects implementation period, not submission year.
Which teams are considered owners of SharePoint folders and therefore have primary responsibility for managing access and structure?
BD, GA, Program Leadership, Finance and Executive Group
When should a name be entered into the Development Focal Points section?
When BD reviews the Go/No-Go and records who conducted the review.
A grant has 7% ICR, no cost share, and strong strategic alignment. How should the ICR criterion be scored and why?
Weak. ICR is assessed independently and does not meet HIAS’ threshold, regardless of other strengths.
The opportunity is for GOS, what should ICR be entered as? BONUS QUESTION!
0
What conditions must be met before an Award status is changed from “Active” to “Completed,” and what additional step is required once those conditions are met?
The Award should remain “Active” until all final reporting and audit requirements are completed. Once all requirements are met, the BD Manager updates the status to “Completed” and deactivates the Award.
How do Program teams currently access GMS documents?
Links need to be created by BD/GA/PLT etc. and shared. Upon first click, they will appear in the “Documents” tab. BD can share these links using “Summary” in Prospect, Coordination Grid in Opportunities and Timeline in Award.
What is the correct sequence for advancing a prospect through review to completion?
BD Qualify → Program Review → Go/No-Go Review → Complete
A Program team completes a Go/No-Go and begins drafting a proposal before BD or GA review. What step in the process was missed? BONUS QUESTION!
BD and GA review/validation of the Go/No-Go before proceeding.
You are working on a Proposal Coordination grid and you notice a grouping of tasks that is not currently included in the list. It is something that should be included. How do you go about adding the grouping?
“Switch to Admin Portal (all Level 4 has access) and add it under Coordination Groups.”
A donor approves a grant and sends the agreement. What are the next steps? BONUS QUESTIONS!
Enter the award into GMS (updating the Approach as approved), Under the Admin tab, enter the date of notification, slide grant agreement to “received”. If BD received the agreement, send to OGC, GA and Program lead for review and remind them to mark their review as done when complete. Send to Beth for signature”.
A regional award includes multiple country offices. One country office requests access to the full SharePoint folder, including budget documents. What is the concern and what should be considered before granting access?
Access may expose sensitive budget information across country offices; access should be carefully controlled and may need to be restricted depending on structure and guidance.
When a country office identifies and enters a new prospect, what information are they responsible for completing at this stage? BONUS QUESTION!
Entering relevant information for their program, while BD completes qualification and adds broader details such as additional eligible countries or approaches.
A Go/No-Go receives a “Review” score and triggers the financial threshold. Can the Program team proceed if they believe the risks are manageable?
No. BD must escalate and coordinate review (including CPO/GA/PLT as needed) before any decision to proceed.
What are the required actions when entering a renewal Opportunity for a privately funded GOS or pooled fund?
Add it into the Opportunity table, change the status to "Forecasted" and then add a Task assigned to Lauren for 45 days before the expected due date.
A donor increases funding to an existing award. What factors determine whether this should be recorded as an Award modification versus creating a new Prospect, Opportunity, and Award?
What is the difference between sharing a link and granting access in SharePoint, and why does it matter?
Sharing a link does not always guarantee access permissions; users must be explicitly granted access to ensure they can open the content.
You receive the following Notices of Funding Opportunity. Based on HIAS naming conventions, how should each prospect be named?
Fake Foundation 2026 Global Legal; Fake Foundation 2026 Global Housing
A Program team has completed the following Go/No-Go matrix in Sandbox and is ready to proceed. As the BD reviewers, what issues or risks would you flag before validating this GNG? Identify at least five of eight.
You are setting up the SharePoint folders for a new Opportunity. Which folders should you create, and where should each document be stored? (can do this written)
You have received the reporting schedule below for a new award in Kenya: An interim programmatic report covering the period from January 1, 2026 through May 31, 2026, due on June 15, 2026. In addition, an interim financial report covering the same reporting period is also due on June 15, 2026. At the close of the award, the donor requires a final report covering the full implementation period from January 1, 2026 through December 31, 2026, which is due on January 31, 2027.
Enter the reports.
Main components: Adding Due dates and Focal Points!
Click into this Award record and share access (without emailing) and share with Camilo and Sivan. BONUS QUESTION!
Manage access, add specific people. "People with this link can edit".