Choosing the best grant management system is a critical decision for organisations that want to streamline their funding programs, from the application review process to post award management.
A software demo provides the opportunity to evaluate whether a prospective solution meets your needs - and to make the most of this session, it’s essential to ask the right questions.
In this article, we’ll go over the top questions to guide your assessment.
1. How Customisable Is the Software?
Every organisation has unique grant management processes, so flexibility and customisation are key. Not all users will need the same features, and the best grant tracking software will account for that. So, during the demo, ask the vendor:
- Can the software be tailored to reflect our specific workflows, such as application review stages or approval hierarchies?
- Does it allow us to create custom fields, forms, or reports?
- Can we modify the software without external support or is technical assistance required for changes?
Exploring the available customisation options helps ensure that the software aligns seamlessly with your existing workflows and goals.
2. What Features Simplify the Grant Application Process?
Streamlining the application process benefits both applicants and grant administrators. Explore features that make the process intuitive and efficient by asking:
- Is there an online portal for applicants to submit and track their applications?
- Are there built-in tools to guide applicants, such as templates, FAQs, or video tutorials?
- How does the software streamline task management across multiple grant applications?
- Does the system support bulk uploads for documents or batch processing of applications?
- Are templates available for drafting text such as emails and offer letters?
User-friendly features combined with application guidance make it easier to attract quality applicants.
3. What Features Simplify Financial Management?
Online grant application software should ensure that no matter how many grant programmes are running, it’s always easy to manage finances. Consider the following:
- How does the system help with budgeting and managing grant funds?
- Is it easy to make budget adjustments?
- How can it help us manage payment schedules?
- What financial reporting options are there?
- Can it integrate with accounting software?
4. How Does the Funding Management Software Support Compliance?
Of course, compliance with regulatory and reporting requirements is critical in grant management. Ask the vendor:
- How does the software ensure adherence to specific regulations or industry standards?
- Does it generate detailed reports for internal stakeholders and external funders?
- Can it track and document grant usage to demonstrate accountability?
A robust compliance and reporting system is essential for maintaining transparency and satisfying stakeholder expectations.
5. How Does the Grant Management System Manage Data Security?
Given the sensitive nature of grants data, security is a top concern. During the demo, ask:
- What encryption standards does the software use to protect data?
- Are there access controls to limit data visibility based on user roles?
- How does the system handle data backups and disaster recovery?
- Does the software comply with data protection regulations, such as GDPR?
6. Can It Handle Large Volumes of Data?
As your organisation grows, the ability to manage increasing data volumes is crucial. Ask about scalability:
- How does the system perform when managing large numbers of applications or datasets?
- Is there a limit to the number of users, applications, or records it can handle?
- Can it support multiple grant programmes with different criteria and workflows?
7. What Integration Capabilities Does It Have?
According to Gartner, 39% of organisations have cited integration as the most important aspect when selecting a software provider - and for good reason.
Grant management software doesn’t operate in isolation. The ability to integrate it with existing systems improves efficiency, reduces the risk of manual and data transfer errors, and reduces duplication of effort. Questions to ask include:
- Can the software integrate with our current systems, such as financial management software or CRM tools?
- Are there APIs available for custom integrations?
- Does it support exporting and importing data in common formats?
8. How User-Friendly Is It?
Ease of use is critical for adoption. Evaluate usability by asking:
- Is the interface intuitive and easy to navigate?
- Can users complete common tasks quickly and without extensive training?
- Does it have data visualisation tools?
- How does it create a positive experience for grant seekers?
During the demo, observe how easily tasks are completed and whether the design supports efficient workflows.
9. What Collaboration Tools Are There?
Of course, you want the software to not only help users in isolation but to ensure that teams can work together cohesively. Ask:
- How does the software support real-time collaboration?
- How does it streamline communication?
- Does it provide notifications and reminders?
- How does it support approval processes across different team members and departments?
10. How Do Your Grant Management Tools Support Continuous Improvement?
Tracking grant performance and the efficiency of grant processes is essential. Consider these questions:
- What other reporting capabilities does it have - beyond what's needed for compliance?
- How does the software assist with final reporting?
- What insights does it help us gain from our grants data?
- How can it help us refine our processes in the long run?
11. What Support and Training Is Provided?
Support during implementation and beyond are vital for the success of any software solution. Ask the vendor:
- What onboarding and training resources are available for new users?
- Is support included in the pricing, or does it come at an additional cost?
- Are there multiple support channels, such as phone and email?
- How quickly does the support team respond to issues?
- What is your approach to customer success?
Strong support and training options can make all the difference between a smooth implementation and prolonged challenges.
12. What Costs Are Involved?
Transparent pricing ensures there are no surprises, and you should ensure that any vendor you consider is clear about the total cost of ownership up-front. Seek answers to the following questions:
- What is the pricing model (e.g., subscription, one-time fee)?
- Are there additional costs for customisation, integrations or storage?
- Does the pricing include updates or are they charged separately?
- Are there any hidden fees we should be aware of?
13. Can You Provide References?
Current users can offer valuable insights into the software’s performance and reliability. Ask the vendor:
- Can you provide references from organisations with needs similar to ours?
- Are there any case studies or testimonials available?
- Can we speak directly with current users to understand their experiences?
Even though the demo will let you observe a range of features in use, it’s not necessarily going to give you all the information you need in order to truly understand the user experience and make a final decision. References provide real-world validation of the vendor’s claims and help you gauge the software’s effectiveness in practice.
Conclusion
A software demo is a key step in selecting the right grant management solution. To make a well-informed decision, ask targeted questions about customisation, streamlining, compliance, security, scalability, integrations, usability, support, costs, references, and specific features that are important to you.
Flexigrant has been serving funding organisations for decades, from government agencies to nonprofit organisations, and we’ve continued to develop our software throughout this time. This has resulted in a vast range of features to solve all kinds of challenges that occur throughout the grant lifecycle. To learn more about how it can assist with your unique needs, contact us today.