Before grant-funded work starts, a review of scope, cash, suppliers and controls

A launch review decides whether a funded project is ready to start. It does not re-score the funder's award and it does not review a named grant provider. The review tests whether the recipient can deliver the accepted scope with the agreed money, time, evidence and controls.

What to take away

A launch review tests whether the recipient can deliver the accepted scope with the agreed money, time, evidence and controls.
Mark each review area ready, conditionally ready or not ready, and record the reviewer, evidence, exception, owner and due date.
A project is not ready when it relies on an unapproved facility or immediate reimbursement the agreement does not promise.
Mark a purchase not ready when the required award process was bypassed or ordering is proposed before approval.
Do not convert an unresolved red item to green because a public announcement has been scheduled.

Review method

Use the final application, offer, signed agreement, approved budget, cash flow, work plan, risk register, supplier file and evidence plan. Mark each area ready, conditionally ready or not ready. Record the reviewer, evidence, exception, owner and due date.

No current programmes or suppliers were tested for this article. The method draws on official UK grant-management documents and must be adapted to the live award.

Scope and outcomes

Confirm that the team can state the funded purpose in one clear paragraph. Match activities, milestones, outputs and outcomes to the signed documents. Resolve any difference between the application and offer.

The Cabinet Office Model Grant Funding Agreement illustrates funded activities, payment schedules and outcome measures. It is not evidence of a particular recipient's terms.

Rate the area not ready if a major activity lacks an owner, date or acceptance test.

Budget and cash

Reconcile the approved cost headings, grant share, business contribution and other permitted funding. Test VAT assumptions and the largest monthly cash deficit. Check the no-award commitments have ended and the award conditions needed for first payment are met.

Business.gov.uk funding preparation guidance recommends forecasting when cash enters and leaves the bank. A project is not ready when it relies on an unapproved facility or immediate reimbursement that the agreement does not promise.

Suppliers and procurement

Map each planned purchase to quotation, competition, conflict and approval requirements. Review supplier identity, scope, price, timing, contract and acceptance criteria. Check that delivery falls within the funding period.

Mark a purchase not ready when the process required by the award has already been bypassed or the team proposes to order before approval.

Roles and authority

Name the accountable owner, finance lead, delivery leads, procurement owner, reporting owner and authorised signatory. Confirm deputies and approval limits. Every agreement duty needs a person and evidence route.

The government's grant-agreement guidance expects clear terms for expenditure, reporting, audit, assurance and performance in central government grants. The recipient's team map should cover the duties in its own award.

Evidence and systems

Open the project ledger, evidence register, change log and risk register. Test file permissions, naming and version control. Walk one planned supplier cost from approval to claim and one outcome from activity to report.

Where personal data is involved, record purpose, lawful basis, access, sharing and retention. Use the ICO guidance hub for current UK data-protection guidance.

Reporting and changes

Enter every claim, milestone and report deadline in the operating calendar. Confirm the internal review lead time and funder submission route. Give staff a written process for scope, supplier, cost or timing changes.

A project is conditionally ready when a minor action has a credible owner and date before the affected work. It is not ready when a material agreement question remains unresolved.

Decision record

Summarise red conditions, cash exposure, highest risks and required approvals. The accountable owner signs the launch decision after reading the exceptions. Do not convert an unresolved red item to green because a public announcement has been scheduled.

Repeat the review after a material variation or long mobilisation delay. This draft contains no live internal links and remains on hold for an identifiable reviewer and agreement-specific validation.

Before you act

Use the final application, offer, signed agreement and approved budget.
Reconcile cost headings, grant share and business contribution.
Map each planned purchase to quotation, competition and approval requirements.
Name the accountable owner and authorised signatory.
Enter every claim, milestone and report deadline in the operating calendar.
Repeat the review after a material variation or long mobilisation delay.

Common questions

What documents should a launch review use?

Use the final application, offer, signed agreement, approved budget, cash flow, work plan, risk register, supplier file and evidence plan. Mark each area ready, conditionally ready or not ready, and record the reviewer, evidence, exception, owner and due date.

When is a project conditionally ready rather than not ready?

A project is conditionally ready when a minor action has a credible owner and date before the affected work. It is not ready when a material agreement question remains unresolved, or when a major activity lacks an owner, date or acceptance test.

What should the decision record summarise?