The Universal Grants Management Solution
Any organization that gives away grant money or any organization that receives grant money can benefit from the WebGrants solution. If you are having a hard time keeping up with the notifications, alerts and financials of running your grant giving or receiving organization then WebGrants can help. If you are like most of our typical customers then you probably have data residing in multiple spreadsheets, Access databases, outdated home-grow systems or paper. Our staff will collect all of your current data repositories and migrate them to the new system. Once centrally located, your staff will have access to instantaneous and up to date information at any time even from home. The automated email alerts and dashboard features will notify all staff of all upcoming and pending work.
Data -Like most of our typical customers, you probably have data residing in multiple spreadsheets, Access databases, outdated home-grow systems or paper. Our staff will collect all of your current data repositories and migrate them to the new system. Once centrally located, your staff will have access to instantaneous and up to date information at any time even from home.
Spreadsheets - Our customers typically struggle with dozens of spreadsheets spread across their organization that must be meticulously updated and maintained. Our staff will transform and import this data into WebGrants and entirely eliminate the need for spreadsheets. WebGrants will encapsulate all the data and functionality currently maintained in the spreadsheets, in an elegant and always available online solution.
Documents - Grant applications, review panel feedback, contracts, progress reports, payments, site visits and other documents are typically maintained in Word documents or PDF documents or maybe even paper. With WebGrants all of these documents will become web forms. These forms will be completed online, viewed online and easily printed or converted to PDF if needed. All data is centrally located and easily accessible and reported upon.
Reports - Summary reports and management reports are typically created by hand in large spreadsheets that must be maintained by staff. This process is highly labor intensive and requires expensive staff time to produce and maintain. This will all be a thing of the past with WebGrants. WebGrants allows staff to quickly and easily run financial reports, progress reports, and your own custom reports via the ad-hoc report creator. Data can be exported in a variety of formats including Excel, Word, PDF, HTML and CSV.
Forms - Our customers typically have dozens of forms that might change from year to year. These forms include the: grant solicitation announcements, applications, review score sheets, contracts, progress reports, payments, reimbursements, contract amendments, site visits, and other oversight forms. These forms are typically Word or PDF documents that are difficult and labor intensive to change. The WebGrants solution eliminates the work of updating these documents. All of these forms will become online forms that can be easily edited and adjusted by your staff via the built-in form creator. The form creator requires no programming knowledge and is easy to use with a minimal amount of training.
Annotations - In a paper or semi-electronic process staff typically makes comments and notes on sticky notes or in a spreadsheet. With WebGrants, staff can add comments and annotations to any document; these notes are instantly available to all other staff. Security can be set to show only for internal staff or only for reviewers. Staff can add email reminders to themselves and others and they can attach any number of electronic documents to any form in the system.
Workflow - The workflow in your organization is dependent upon people and their ability to accurately route work to the correct person. WebGrants eliminates this dependency. Using built-in grants management workflows, processes are automated eliminating the need for staff to consciously route information. Once a staff member is done with their work the system automatically routes the document to the next person, the previous person does not need to take any further action, all routing is automated based on pre-established rules. The automated email alerts and dashboard features will notify all staff of all upcoming and pending work.
Benefits of Using WebGrants
Up to Date Information - Any query into the WebGrants system will always return the most current and up to date information. Your staff can search for applications, grants, reports and any other documents and always see the most current version and all financial reports will reflect all up to date transactions.
Collaboration - All internal staff can view all submitted materials simultaneously. Multiple applicants can work on one application at the same time. Both internal and external users can view the status of all documents in the system for which they have access.
Access Control - Security access is created and granted by your administrator. Your admin can create new security roles based on over 60 different access privileges. The admin can combine these privileges into any number of roles and then assign these roles to users. These privileges control all system access including access to a module, a specific form, and even specific fields. Privileges also control who has approval, create, edit, delete and other rights.
Security - The WebGrants software is highly secure. WebGrants uses the highest level encryption possible and authenticates all access with a user id and password combination. Each client's data is stored in a separate database located on a dedicated server housed in secure buildings. All data is backed up nightly to different servers that are housed in a geographically remote location.
Traceable Actions - WebGrants tracks who and when certain data is changed in the system. This information is available to staff so that you can tell who the last person to edit data was. Also, user actions including login time and all system actions including add, edit and delete of data is logged to the server. These logs provide the ability to research who did what and when.