Program and funder reporting for grant funded organizations
Every funder wants different numbers, in a different format, on a different schedule. So the quarterly report gets rebuilt by hand from a case management export, two workbooks and somebody’s memory, your program director spends the last week of the period checking totals, and the board packet says something slightly different because it came from a different pull.
Blue Peak Data Consulting builds the reporting layer that ends that. A written scope, your data staying in your own Microsoft tenant, and the finished file handed over so your staff can change it without calling us.
What gets built
A first project is usually one or two of these rather than all of them.
Funder ready outcome reporting
Participants served, services delivered and outcomes achieved, calculated once and reported in whatever shape each award requires. One set of numbers, several formats.
Grant compliance and deadline tracking
Every award, its reporting periods, its due dates and what is outstanding, on one page. The report that tells you something is late before the program officer does.
Subgrantee and site rollups
Sites, chapters or subgrantees reporting on their own schedule, rolled into one comparable view, with a missing submission showing as missing rather than as zero.
Board and executive dashboards
One page per meeting: programs, spend against budget, trend, and the two or three things leadership actually asks about, current as of that morning.
Performance measure automation
The recurring calculation that eats a week of somebody’s quarter becomes a scheduled refresh and an export. Same definitions, same day every period, without anyone rebuilding it.
Spend and burn rate against award
Budget, spend and remaining by award, category and period, so an underspend surfaces in month three rather than month eleven.
Where the data comes from
Case management exports
A scheduled export, a CSV, or a reporting view your system already provides is enough. No direct access to your case management system is needed.
Spreadsheets
The workbooks your program staff already maintain are often the fastest source of truth, because they encode counting rules that live nowhere else.
Funder portals
What you already submit upward. Reconciling the submitted number against the local count is usually the first place a definition problem shows itself.
Financial system exports
Budget, spend and encumbrance from your accounting system, joined to the program side so a program number and a finance number sit on the same page.
We will not claim familiarity with a case management system we have not worked in. Instead we read your export, ask about every ambiguous field, and write down what each one means. That data dictionary is what keeps the reporting running when the person who knew everything leaves.
Discovery
We read your export, list the fields, and agree what the first report has to answer, starting with the measures your award obliges you to produce. You get a written scope and a written quote before anything is signed.
Solution design
The measures get defined once: what counts as a participant, what counts as a service, when an outcome is achieved, how a reporting period behaves at the boundaries. Definitions live in the model, not in each report page, which is why the funder report and the board packet stop disagreeing.
Implementation
Report pages get built against your real data and reviewed with you as they go, not presented for the first time at the end.
Optimization and handoff
Two to four weeks of tuning after the first release, then you get the .pbix file, the documentation, and a working session with whoever will maintain it. The model is yours, and if you never call us again everything keeps running.
How your data is handled
Your data stays in your environment
Reports are built and published in your organization’s own Microsoft tenant. Nothing is copied to a Blue Peak server and nothing goes to an outside service.
Row level security
A site lead sees their site, a program director sees their program, the executive director sees everything, and an export bound for a funder carries no participant level detail.
Participant records stay out where they can
Most funder reporting is counts and rates, so most of this work runs on de-identified or aggregate extracts. Where participant records have to be in scope, it runs on your terms: an account your IT issues inside your own tenant, your own confidentiality agreements, and a minimum necessary field list agreed before anything moves.
A monitoring visit leaves you something to hand over
Every measure is documented: the source field, the counting rule, the date range and who agreed to it. When a monitor asks how a number was produced, the answer is a document you already have.
How the work is priced
Every engagement is quoted from a written scope, and each phase is its own purchase.
We do not print a number here, because an honest one depends on how many awards, how many sites and how many contested definitions are in scope. You get a written quote against a written scope, with a delivery date, before anything is signed.
Each phase is its own purchase. You buy the first report, see it working, then decide whether there is a second one. No annual license, no hosting fee, no seat count. If your organization already runs Microsoft 365, Power BI is often already in the tenant.
A first build normally runs three to eight weeks from the day we have your export, and the clock is usually set by how quickly a clean export can be produced.
What your finance office gets
Each phase is its own written scope, its own acceptance and its own invoice, which is what most procurement files want. If you need a quote with a statement of work attached, references, or a signed W-9 before a purchase order can be raised, it is yours. Blue Peak is a SAM.gov active small business that works with public agencies and their grantees, UEI PRPBEM9HEND3, CAGE 15CS5.
Who does the work
Blue Peak’s senior team leads every build, and the consultant who scopes your reporting is the one who builds it. Our lead consultant brings twelve years in production analytics, most of it in Power BI, SQL Server and the Microsoft stack, and eight of those years inside a congressionally chartered national nonprofit.
That consultant led reporting on a $30M multi jurisdictional federal initiative from 2019 to 2022: integrating grantee data across jurisdictions, building the rollups that turned dozens of separate submissions into one comparable view, and producing grant compliance reporting that passed federal funder review. Late grantee data on inconsistent definitions is the problem that record is made of.
That record was earned before Blue Peak, so we describe it as our people’s experience rather than the firm’s past performance, on purpose. What you get is the people who did that work, with no junior handoff.
See the build quality first
There is a working demo on this site, built for exactly this audience: the interactive grant command center. Spend tracking, burn rate and compliance deadlines on synthetic data. Judge the build quality in a minute, and see also the public safety demo on published Olathe, Kansas police data.
Questions grantees ask
We report to five funders who all want different numbers. Can one system serve all of them?
That is usually the whole job. The measures get defined once in the data model, then each funder gets its own view built on the same definitions, in its own format, on its own schedule. Where two funders genuinely define the same word differently, we build both and label them rather than picking one and hoping nobody notices. What ends is the rebuilding, not the difference between funders.
Do you work with our case management system?
We work from its export. We will not claim familiarity with a system we have not worked in, and on a first project we usually do not need access to it at all. A scheduled CSV or a reporting view is enough. In practice the export matters less than the counting rules behind it, and those live in your staff’s heads and your workbooks rather than in the vendor’s documentation.
Where does our data live?
In your environment. Reports are built and published in your organization’s own Microsoft tenant, never copied to a Blue Peak server and never sent to an outside service for processing. Row level security controls who sees what, and the access rules are documented so whoever handles your IT can audit them.
What about participant level data and confidentiality?
Most funder reporting is counts and rates, so most of this work runs on de-identified or aggregate extracts and never touches a name. Where participant records genuinely have to be in scope, it runs on your terms: an account your IT issues inside your own tenant, your own confidentiality agreements, and a minimum necessary field list agreed before anything moves. Exports bound for a funder carry no participant level detail unless the award requires it.
Can you handle subgrantees and multiple sites?
Yes, and it is worth doing early. Sites reporting on their own schedule get rolled into one comparable view, a missing submission shows as missing rather than as zero, and the definition differences between sites become visible instead of averaging quietly into a number nobody can defend. If the sites disagree about what a service is, that surfaces in discovery, which is the cheapest place to find it.
What does it cost and how long does it take?
Every engagement is quoted from a written scope, and each phase is its own purchase. You buy the first report, see it working, then decide whether there is a second one. There is no annual license from us, no hosting fee and no seat count. A first build normally runs three to eight weeks from the day we have your export, and the clock is usually set by how quickly a clean export can be produced.
Who owns the reporting when the work is finished?
You do. Handover includes the .pbix file, the semantic model, the documented measures and a written description of every source field. Your staff can open it, change it and republish it without us. There is no hosted product to keep paying for and no code held back. If you never call again, the reports keep refreshing on the schedule they were built with.
Are you set up to contract with a federally funded organization?
Yes. Blue Peak is a SAM.gov active small business, UEI PRPBEM9HEND3, CAGE 15CS5, and will complete whatever vendor registration your organization or your funder requires. Each phase is its own written scope, acceptance and invoice, so the paperwork fits a procurement file without special handling. Based in Olathe, Kansas, working across Kansas and Missouri and delivering remotely beyond both.
Related pages and working demos
Send one line: the report you hate producing
Email sergei@bluepeakdataconsulting.com and name the funder report that costs your staff the most time. The quarterly performance measures, the subgrantee rollup, the board packet rebuilt from scratch every meeting. One line is enough.
You get an honest read back within one business day: what it would take, roughly what it would cost, and whether it is worth doing at all. If your own staff could build it in an afternoon, we will say so.