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1. Will eGRANTsm save our organization
a lot of time?
2. Can I track all my grant information over time
with this system?
3. How many applications can we accept via eGRANTsm?
4. Can multiple people from our agency use eGRANTsm
at one time?
5. How much does it cost?
6. What type of annual fees will we have to pay?
7. What does our hosting fee cover?
8. I think we're ready to move forward with
eGRANTsm. What should we do now?
9. How long will it take from start to finish to
put our grant applications online?
10. How do we make sure we've done this right?
11. What if our applications change from year to
year?
12. Can the online application match our website?
Don't see your question? Please feel free to direct any questions to either Brad Stephenson (bstephen@andrew.cmu.edu) or Bennett Schwab (bennett@bromelkamp.com)
1. Will eGRANTsm save our organization a lot of time?
The amount of time eGRANT will save your organization depends on the complexity of your grant applications. Most people find that the largest time saver is not having to "key in" application data into your grants management system once the grant cycle is complete. Time can also be saved by using the "filter" features in eGRANT to mass e-mail large groups of applicants at once. For instance, a few days before your deadline, you can e-mail applicants whose applications are still in "submit" status.
eGRANT doesn't save all organizations time, however. If you do not receive very many applications, it may, in fact, be faster for you to stick to your current process. See the question below about conducting an internal evaluation. During this phase of the process, you should begin to get a sense of how switching to eGRANT will impact your organization.
One main advantage of eGRANT is from the applicant's point of view. Because the system is online, an applicant can start an application, save her work, come back to it at any time from anywhere until she's ready to click "submit." Also, if your applications have long lists of information that your applicants typically have to fill in on a form (like a budget, board list, staff list, etc.), this information can be saved from year-to-year and will be there the next time the applicant logs into the system.
2. Can I track all my grant information over time with this system?
No, eGRANTsm is a data collection tool, not a data management tool. We recommend that you download the data into your locally hosted grants management system to run reports, track applicant information, etc.
3. How many applications can we accept via eGRANTsm?
As many as you'd like. Unlike many online grant application systems, eGRANT does not charge by the application, and does not place a limit on the number of applications you can receive through the system.
4. Can multiple people from our agency use eGRANTsm at one time?
Yes, there is no limit to how many "Administrators" can access the system. In fact, it is even possible to allow different levels of access, by grant type or functionality. For example, each of your program officers might be allowed only to view their grant and the applications for that grant. At the same time, a program director could be allowed access to all grants and applications.
5. How much does it cost?
The price of eGRANTsm varies widely based on the complexity of your application and needs. Contact Bennett Schwab at Bromelkamp Company for a demonstration and customized proposal.
6. What type of annual fees will we have to pay?
When you begin working with Bromelkamp Company you will determine a service contract that best meets your needs. Your annual service fees will relate to this.
There is also a annual $900 hosting fee that goes directly to the Center for Arts Management and Technology.
7. What does our hosting fee cover?
CAMT hosts eGRANTsm on its state-of-the-art servers at Carnegie Mellon. Your hosting fee includes:
- Updated server software including virus protection
- Data security, including mirroring redundant servers, power backup supplies, climate controlled environments,
- 24-hour support on server-related issues
For a full list of services included in the hosting fees, please visit our eGRANT Technical Support and Hosting Requirements.
8. I think we're ready to move forward with eGRANTsm. What should we do now?
We recommend that you do an internal evaluation before you decide to purchase eGRANT. It is important for you to document the way your grant process works in advance, so we can help you design an eGRANT system that will meet your needs in the best way possible. Because the price of putting your grant applications online depends on the length, complexity, and number of applications you put up, many organizations have taken the opportunity to use the "going online" process as a catalyst to simplifying their processes. Sometimes there are very few differences between two or more different applications, and these can be consolidated into one. Simplifying your applications will save you time and money, and tends to be a popular choice with applicants.
Here are ten questions you should consider in the course of your internal evaluation:
- What are the steps involved in each one of our organization's grant processes?
- Which people are involved and what do they do?
- What type of grant information does each staff member need to access?
- What are our timelines?
- Are there any ways we could consolidate grant processes? For example, by using the same application form for several grant categories?
- What information should carry over from year to year? (ex: budget, board or staff information; contact information like address and phone number; mission statement)
- What information should the applicants always have to fill in fresh? (ex: project description)
- Which phases of our grant process do we want to put online? The whole thing? (application; contract/grant award agreement; interim report; final report) Just the application? Or something in the middle?
- Which applications do we want to put online? Do we want to start with a smaller grant type and "phase in" the online grant application process, using each year's knowledge to inform the next year's decision?
- Do we have any special financial constraints?
9. How long will it take from start to finish to put our grant applications online?
The implementation time will depend on the complexity of your grant applications, but three to six months is usually a good ballpark. Two time-consuming elements of the process are the internal evaluation and beta testing (which we strongly recommend—see the next question).
10. How do we make sure we've done this right?
CAMT strongly recommends going through one or more cycles of "beta testing" once programming is complete on your applications. To do this, you will identify a small group of constituents—usually a cross section of applicants, trustees and staff—to test the application. To test, they will go through the application process from start to finish, and make sure everything works. Many times there are "bugs" in the software that become evident during these tests (for example, a link doesn't work, or a certain set of actions return an error message). Doing beta testing to identify these bugs will save a lot of headache later on, when you have 300 applicants finding the same error at the same time (and calling your office!).
Often times, when beta testing is included in the process of putting your applications online, there are things you hadn't thought of during your internal evaluation that you'd like to incorporate into the application. Substantial changes often require new estimates, but it is well worth it in the long-run to make sure your process is smooth for applicants.
11. What if our applications change from year to year?
eGRANTsm can always be updated to meet your needs. However, all changes need to be well-documented and decided upon in advance. We recommend requesting your changes at least five weeks before you'd like programming to begin.
12. Can the online application match my Web site?
Absolutely. There are some aspects of eGRANTsm that cannot be changed, like the actions the applicants take in the "grant menu." However, the functionality of eGRANT can be "wrapped" in your organization's graphics.
**Please note that graphic customization is an optional feature to eGRANTsm and incurs additional costs. Please be sure to specify that you want graphic customization when you speak with your eGRANTsm sales representative.