Grant Performance Office
A printable chairing document for portfolio review meetings, escalation discipline, and action ownership.
Resource
Quarterly Grant Review Agenda
Chair
Leadership sponsor with grants, finance, programme, and compliance representation.
Quarterly Grant Review Agenda
Use this agenda to move the conversation away from fragmented updates and toward one decision-ready portfolio truth-set.
1. Portfolio status summary
- Red, amber, and green status by grant
- Main risks that changed since the last review
- Portfolio-wide pressure points requiring shared action
2. Upcoming donor deadlines
- Deadlines due in the next 30, 60, and 90 days
- Internal deadlines already missed or exposed
- Deadlines requiring immediate escalation
3. Budget burn and variance
- Burn rate exceptions
- Variance notes requiring finance and programme reconciliation
- Areas where data quality prevents clear interpretation
4. Programme delivery status
- Milestones off track
- Evidence gaps affecting reporting confidence
- Country or partner delivery issues that may affect donor review
5. Compliance and reporting risks
- Missing annexes or unclear obligations
- Review steps occurring too late in the cycle
- Documentation or audit trail issues requiring action
6. Decisions and actions
- Decisions leadership must make now
- Decisions that can be delegated with named owners
- Actions, owners, due dates, and escalation threshold for next review
Key prompt
Use one pack, one action log, and one visible owner per exposed issue.
The review becomes useful when unresolved questions are converted into named actions with dates and escalation rules, not when the meeting turns into a summary of problems everyone already feels.
Print and annotate this agenda before the meeting so exposed risks and missing inputs become visible earlier.