CAPTURE OCTOBER 2016 Q4 ISSUE 04 | Page 25

2016 Q4 ISSUE COSTTREE CAPTURE 25

SEVEN KEYS

Key Grants Management System Selection Criteria

Based on the requirements of these local governments and the input from dozens more across the country, we’ve compiled seven keys to selecting the right grants management system.

Simplicity. Don’t look for a grants management system that requires excessive data entry, or is overly feature-rich. These systems will require you to enter too much data and decrease the chances of user adoption. You’ll also pay for features that your end users will likely never use. Look for intuitive systems that integrate with your existing system of record (SoR). A grants management system that integrates with your financial system allows you to manage both programmatic and financial grant data and eliminates opportunities for duplication of effort.

Experience with Local Governments. One of the most important aspects of the local government procurement process is ensuring that vendors have the necessary experience. When purchasing a grants management system, make sure the vendor has good references and a history of successful implementations among local governments. A well-established grants management system provider ensures reliability and experience.

User Adoption. The best grants management systems focus on effective implementations that lead to high user adoption. These systems dramatically improve a local government’s time to value (TTV). The faster a grants management system can achieve TTV, the faster users are able to find highly relevant grant funding. Experienced grants management vendors will support the migration of existing grants data and files into their system to achieve maximum results.

Customer Support. Ask your vendor about their customer support. How do they provide technical support and training and address ongoing questions? Is the cost of support included, or is there an additional cost? Do they include onsite training? The best grants management systems will provide dedicated support so your department(s) and users deal with someone who knows your organization and is experienced working with grants management in local government.

Grant-Seeking Support. Most local governments interested in a grants management system are committed to increasing the amount of grant funding being pursued. A complete grants management system will include features that allow you to easily find relevant grant opportunities for your local government as well as manage tasks, create approval workflows, and provide grant-writing support.

End-to-End Grants Lifecycle Support. Some local governments act as both a grantor and grantee, and small local governments have opportunities to work with community-based organizations. A comprehensive grants management system will allow local governments to manage both grantor and grantee activities in both the pre-award and post-award phases of a grant. Also, look for a grants management system that can map to your internal policies and procedures, or even help you create them.

Continuous Improvement. The top grants management systems will respond quickly to customer needs and adapt to changing federal requirements. Look for grants management systems that have a history of system improvements and experience dealing with changes in federal requirements over the past several years. Such systems will have a demonstrated track record of dealing with ARRA grants and incorporating the recent FAIN requirements from the Data Act. Ask local government references how often changes and improvements are made to the system.