Project management for grant-funded organizations

Project management built for federal grant teams

Run your awards like programs — tasks, milestones, timelines and status reports. Kharazm turns that everyday work into the audit record 2 CFR 200 requires, built as you go instead of rebuilt the week before your Single Audit.

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Tasks, milestones and timelines Reporting deadlines on the timeline Subrecipient monitoring built in Workspace content stored in the US

Recorded in Kharazm: an admin signs in, creates a program, adds two teammates with roles, then adds tasks and assigns them. Silent, 27 seconds.

How it works

Four steps, about thirty minutes to set up

If you have used any project tool, this will be familiar. The difference is what comes out the other end.

Set up the award

Funder, award number, Assistance Listing, period of performance — copied straight off your Notice of Award. Mark whether you pass money through to subrecipients.
Plan and assign the work

Tasks with owners and due dates, milestones on a timeline, a board and a list view. Enter your reporting deadlines as milestones and they sit on the same timeline as the work, so nobody discovers a due date the week it lands.
Publish your status report

Draft the period report from what actually happened, then publish it. On publication it is fixed and versioned — and you can give a funder or auditor read-only access limited to that award, with an end date.
Export the audit pack

One printable document (save it as a PDF) plus a CSV: the award, subrecipient risk assessments and monitoring history, the evidence index, decisions with written resolutions, and the register of published reports. Assembled, not reconstructed.

Why it matters

What you get that a generic project tool cannot give you

Generic task trackers hold none of these in a form that survives scrutiny, because everything in them can be changed after the fact by anyone with edit rights.

Performance reports that stay as published

You draft a period report, then publish it. On publication it becomes a fixed, versioned snapshot with the evidence that justified it frozen alongside — attributed to a named person at a recorded time. The application will not let anyone edit or delete it afterwards. A correction becomes a new version; the original still stands.

Subrecipient monitoring file

Each subrecipient carries a written risk determination and the basis for it, a monitoring plan proportionate to that risk, and a dated log of monitoring events with findings and corrective action. Built as you go, not reconstructed the week before the audit.

Decisions with written resolution

Risks, assumptions, issues and decisions each carry an owner, a due date and a written resolution. When a monitor asks why you rebudgeted in March or why a milestone moved, the answer is a record with a name on it — not a search through somebody's mailbox.

Scoped external access

A funder or an auditor can be given a read-only view limited to the awards you choose, with an end date after which access stops. The server cuts the data down before it reaches the browser — no tasks, drafts, comments or team roster — so a scoped viewer cannot reach another award by editing a link.

The moment this pays for itself

Your auditor asks what you reported in Q2, and what you knew when you reported it

This is the question that separates a record from a workspace. In a spreadsheet or a generic task tracker, last quarter's status is a live object. Anyone with edit rights can change it, and usually somebody has — to fix a typo, to update a number, to reflect what happened since. The revision history exists, but nobody can read it under pressure, and it does not show what evidence supported the statement at the time.

In Kharazm, the Q2 report is a published snapshot. It says what it said on the day it was published, it names who published it, and it carries the evidence index as it stood then. You do not reconstruct it. You open it.

That property is worth very little to a marketing team. It is the entire point for an organization spending money it will have to account for.

See each requirement and how it is satisfied

Compliance doesn't shrink when budgets do

Do more with less, without losing the record

Funding is tighter and monitoring is not getting lighter. When a grants team loses a position, the first thing that stops happening is the contemporaneous documentation — and that is precisely what gets written up as a finding.

Kharazm is built so that keeping the record is a by-product of running the program rather than a separate quarterly scramble. The report you publish for your own board is the report your funder receives and the artifact your auditor reads.

No methodology to learn, no certification required, and no configuration project before the first award is set up.

Uniform Guidance

What the regulation asks for, and where it lives in Kharazm

Kharazm does not interpret the Uniform Guidance for you and is not legal or audit advice. It gives each obligation a place to live so the record exists when somebody asks for it.

Uniform Guidance obligations mapped to the Kharazm record
Citation	What is required	Where it lives
2 CFR 200.329	Monitoring and reporting program performance for the period.	Published performance report, fixed on publication and versioned.
2 CFR 200.332	Pass-through entities must risk-assess and monitor subrecipients, and follow up on findings.	Subrecipient record with written risk basis, monitoring plan and dated monitoring log.
2 CFR 200.303	Effective internal control over the award, with evidence that it operated.	Server-enforced roles and an append-only audit log of every change, with before and after values.
2 CFR 200.334	Records retained three years from submission of the final expenditure report.	Awards, monitoring history and published reports cannot be deleted piecemeal, and nothing is hidden or deleted for non-payment. No configurable retention schedule or legal hold.
2 CFR 200.337	Awarding agencies and auditors must have access to records.	Viewer access limited to chosen awards with an end date, and the audit pack.

Citations are provided so you can check our work. Confirm your own obligations with your awarding agency and your auditor.

A separate, narrower product

Single Audit in a Box

If your audit is weeks away and the documentation is scattered, you do not need a platform. You need the file assembled.

Single Audit in a Box is the same software, set up with us on a call around one job: enter the award, list your subrecipients, link the evidence where it already lives, and generate one printable audit pack. It is a flat fee, not a subscription, and the entry takes about thirty minutes.

Get audit-ready Compare with the full platform

Which one do I need?

Single Audit in a Box — your audit is 4 to 8 weeks out and you need the file now.
The full platform — you want the record to build itself over the year so next year's audit is not an event.

The audit product converts to the platform later, and what you entered comes with you.

Scope, stated plainly

What Kharazm is not

A tool that claims everything is harder to trust on the things that matter. These are deliberate exclusions, not a roadmap.

Not a grants accounting system

Kharazm holds no general ledger, no budget-versus-actual engine, no drawdowns and no indirect cost calculation. Your accounting system knows where the money went. Kharazm records what the program did, who decided it, and what evidence supports it — and will not become an accounting system later.

Not a document store

Kharazm links to evidence where you already keep it and records what it is, who added it and when. It does not host a second copy of your files. That keeps your documents under your own retention policy and keeps Kharazm out of the business of guarding them.

Not a pre-award tool

No prospect research, no proposal assembly, no submission workflow. Kharazm begins at the Notice of Award and covers the period you are accountable for afterwards.

Not a blank canvas

Kharazm is a project management tool — but one where the grant work is already modelled. Awards, reporting deadlines, subrecipients and evidence are built in, not custom fields you configure for a fortnight. If you want a general-purpose tool to shape however you like, buy one of those instead.

Who uses it

Built for the organizations that carry the obligation

Federal grant recipients

Nonprofits, tribal organizations and research groups running several concurrent awards with quarterly narrative reporting and a Single Audit at year end.

Fiscal sponsors and pass-throughs

Organizations that move money onward and therefore carry subrecipient risk assessment and monitoring duties for every project under their EIN.

Foundation grantees

Teams reporting to program officers who increasingly want the same evidence discipline federal funders ask for, without the federal paperwork.

Try it on a real award for 14 days

Set up a real award, publish one report, and see whether the record holds up. The trial is the full product with no card; after it, adding or changing records needs a plan, and nothing you entered is deleted. External viewers — funders, auditors, subrecipients — are always free.

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