How to choose the right Grants Management Software?

Look for a Grants Management Software that offers the functionalities and features that align with your grant management needs. Consider application management, reporting, compliance tracking, and collaboration tools as a starting point. See our free to download GMS Requirements Gathering Document Template to help you kick off the evaluation process.

Your organisation is unique, and your Grants Management Software should reflect that. Choose one that provides customisation options and flexibility to tailor the system to your specific workflows and processes. A one-size-fits-all solution might not meet your needs.

Think about your organisation’s growth. Will the chosen Grants Management Software scale with your expanding grant programs? Make sure the system can handle increased grant volumes, functional complexity, users, and data without compromising performance or efficiency, or creating unexpected additional costs.

Integration is key to streamlining your operations. Opt for a Grants Management Software that easily integrates with your existing software and systems, such as accounting software, CRM systems, or financial management tools, for example you may need your Grant Management Software to integrate with the Microsoft Dynamics 365 ERP. A seamless connection reduces data silos and enhances efficiency.

A user-friendly Grants Management Software saves time and minimises errors. Assess how intuitive the system is for both your team and grant applicants. Consider the learning curve and the training and support offerings to ensure a smooth transition. Demos are a great way to get a feel for things before you make your choice.

Security is paramount when handling grant information. Ensure the Grants Management Software prioritises data security and compliance with relevant regulations and industry standards. Protecting sensitive data should be a top priority for both you and the software vendor.

Understand what is required to implement the Grants Management Software. Is it DIY? Will you need internal resources to implement the Grants Management Software? Does the vendor implement the Grants Management Software directly? Will you need to engage consultants or accredited partners to implement the Grants Management Software? Ease of implementation will also come down to the complexity of your requirements.

Having easily accessible support when you need it is so important in the long run. Check with the Grant Management Software vendors whether they are well supported here in Australia and New Zealand. Some vendors may not have much in the way of a locally based support team (consider that you may have to deal with different time zones). Some may also rely more on documentation, knowledge base or online chat to provide support. Choose a software vendor that offers the most appropriate level of support to meet your organisations needs.

We all know pricing plays a big part in decision making at the end of the day. Budget will ultimately help you shortlist the most suitable options for you. Realistically smaller organisations may choose to go with a plug and play software option which is simple to configure yourself. Larger organisations will often have more complex needs in terms of integration requirements, larger grant volumes, more users, and data. Pricing scales up as needs get more complex.

Do your research, look for case studies, testimonials or reviews about each software vendor to help gauge reputation. Always ensure you go to reputable sources for most accurate information.