Evaluating grants management software options for your grantmaking organization can be a daunting task. Not only are there many different software solutions to choose from with different features, benefits, and price points, but you also need to have an understanding of your organization’s processes, people, and needs to try to align them with whatever system you ultimately select.
Keeping the big picture in mind can be hard when there are so many details and moving pieces to manage. Here are some tips:
- Talk to similar grantmaking organizations to see what grants management software they’re using and whether or not they like it. The more people you speak with the better chance you have of understanding the trends within your specific sector. Some solutions are a better fit for organizations with specific types of funding processes and needs.
- Reach out to your applicants and reviewers to see if they have any recommendations or needs to keep in mind. Your goal should be to find a solution that benefits your users as much as your organization. Not only will this improve adoption and use after implementation, but it will help you sell your recommendation to the decision makers in your organization.
- Make sure you understand the difference between your “must haves” and “nice to haves”. Of course you want a system that does everything, but keep in mind that no system has everything that everybody wants. And, the more custom a solution is, the higher the price tag. Understanding what you absolutely must have versus what you can live without will be crucial when narrowing the product list.
- Engage both the decision makers and those who will use the system throughout the process. If everyone is on board in the beginning, you can prevent problems that may arise if a key player feels their voice hasn’t been heard when researching and selecting your proposed solution.
- Keep an open mind regarding functions that are outside your existing process. Changing systems can present an opportunity to explore new and potentially better ways of doing things. A new system can have some features that might be able to remove steps from the process to save time, or make other improvements. Often times, an organization can get caught up in existing processes and miss those opportunities.
- When evaluating cost, keep in mind the time it takes for setup, implementation, and support. One of the goals of a grants management system is to allow you to reallocate the time you would have spent on clerical tasks to more meaningful, mission-related work. If you are going to spend a lot of time managing and supporting your users (i.e., colleagues, applicants, reviewers, and grantees), you may not be saving as much time, and therefore money, as you thought. Ease of use and good vendor support are key.
What are your best tips? Please use the comments section to add the tips you heard, or wish you had heard, when looking for a new grants management system.