Grants Management System

Transcription

1 wizehive Grants Management System A walk-through of the most customizable full lifecycle solution 2016 WizeHive, Inc., All rights reserved. 1 of 26

2 Introduction The WizeHive grants management system is built to automate the process of collecting, reviewing and managing applications for grants as well as managing the ongoing lifecycle needs for certain programs. The system works by allowing you to build and deploy a form, collect the data, review that data, make a decision, and then continue to interact with applicants and reviewers throughout your full grants management lifecycle. The goal of the system is to enable online interaction with your applicants and reviewers through an automated process; thereby eliminating a huge amount of paperwork and manual tasks. Our system runs in the cloud and does not require the installation of any hardware or software. The system is highly dependable and scalable with 40,000 activities per day flowing through our many secure servers hosted by Amazon (more servers automatically come online as volume increases). This document provides an overview of our system WizeHive, Inc., All rights reserved. 2 of 26

3 Simple to start, difficult to outgrow The WizeHive grants management solution includes all of the features that are needed to run a typical grants management program; but we know that many organizations have unique needs, so our system has been built to easily accommodate different levels of customization. Track your own data - Our grants management system is built on top of our award winning Zengine database system. Because of this, you can add tables and forms to our system to track as many different types of data as you want. For example, if you have a unique way of managing payments or quarterly reporting, you can easily add data tables to capture this information. Custom screens, features or workflows - Our base grants management system lets you configure forms, reports, dashboards and much more to make the system work for your organization rather than the other way around. Yet, some organizations have very specialized or unique needs. You can use our Plugin system to add (or have us build for you) completely custom and unique features. This may include a completely new screen, an integration to display data 2016 WizeHive, Inc., All rights reserved. 3 of 26

4 from another system, or a workflow feature to automatically move applications into different folders based on different criteria. This can be done by anyone with an understanding of simple development and does not have to be done by our development team. Integrations - We integrate with over 500 other popular systems such as Gmail, MailChimp, Salesforce, Quickbooks and more right out of the box with no programming required. If you want to integrate with a custom system, or one that is not on the list, we can add an integration using our our powerful API (programming interface). Terminology Before we get started, let s define a few of the core elements used in our full lifecycle grants management system: Workspaces - A workspace is a set of information (collected by forms) that is shared with a specific group of people for a common task. For instance, you might have a workspace that you share with one group of people that holds information about your grants programs and 2016 WizeHive, Inc., All rights reserved. 4 of 26

5 another workspace that you share with a different group of people that holds information about scholarships. EXHIBIT A Data Grid All forms and records are easily accessible from the data grid Forms - Within a workspace you collect and manage data through forms. A form is created to collect specific information for a designated purpose and is stored as records. For instance you might have an Applications form that holds applicant records, a Reviews form 2016 WizeHive, Inc., All rights reserved. 5 of 26

6 that holds reviewer records, and an Awards form that holds awardee records. Each form contains different fields of data. Records - Forms are comprised of records, that is, a line of data. Think of a row of data in a traditional spreadsheet, but much more powerful including a third dimension and relational linkage to other records. For example, records can store applicant information, applications, reviewer information, reviews, awardee data, and so on. Building your forms The first step in deploying a new application process is to use our form builder to build a form that will collect and store your data. The form builder allows you to collect a variety of data using text fields, dropdown fields, essay type fields, date fields and more. You can also add as many file upload fields as you want to a form. In Exhibit B, you can see an example of the fields that could be included on an Application form. In this case, our form is for collecting applicant data and 2016 WizeHive, Inc., All rights reserved. 6 of 26

7 includes fields for Organization Name, Organization Tax ID, Organization URL, First Name, and Last Name. EXHIBIT B Form Builder The drag and drop form builder allows a user to build or edit a form in minutes Once a form is created, it is easy to reorder fields and set advanced features such as whether the field is required, a default value for it, what help text the applicant sees, and more. Setting up folders We provide many ways to retrieve and organize your data. One of these is through the use of folders. Folders can serve many purposes, but most often track the progress of an application through your process. For example, 2016 WizeHive, Inc., All rights reserved. 7 of 26

8 folders in an Application form may include: Drafts, New Submissions, Internal Review, Committee Review, Awarded, and Declined. EXHIBIT C Folder Structure Creating folders is an easy way to keep track of the stages an application is in You can configure folders for a form from the form builder screen once that form has been created WizeHive, Inc., All rights reserved. 8 of 26

9 Viewing your form Once you have created your form, you can review it, and how it works inside of our system. You can see both the core form (on the left side) and any related data (on the right side). EXHIBIT D Form View See a detailed view and take other actions by selecting a record from the data grid In Exhibit D, you can see a record from the Applications form that includes Organization Name, Organization Tax ID, Organization URL, and so on WizeHive, Inc., All rights reserved. 9 of 26

10 Deploying your form online Once you are ready to collect applications, you can deploy your form online. To deploy your form, you will fill in a number of items including choosing a web address (URL), setting start/end dates (as seen in Exhibit E), and styling with your logo. EXHIBIT E Deploy Forms Customize the look and feel of your application form with settings and styling 2016 WizeHive, Inc., All rights reserved. 10 of 26

11 You will also define which folder drafts and completed applications are automatically added to, what instructions display on the login screen, and if there are any fields from your form that you do not want to display publicly. The applicant experience Once your application is built, the form can live on a stand-alone web page that we deploy (a microsite), or it can be embedded onto your organization s website. This initial page of your application form can include any login text you wish to show your applicants. Most organizations include instructional text about the application here, and some decide to include relevant links (i.e. to a blank version of the form to be printed). Your organization s logo or another image associated with your program can be included in the header at the top of the page when using it as a standalone form, although most organizations omit this if embedding into their own website WizeHive, Inc., All rights reserved. 11 of 26

12 EXHIBIT F Application Form The login screen of your application form can display helpful text for applicants Most importantly, this screen is where your applicants will be able to sign-up, and later login, to complete your application. After logging-in, applicants can view and complete your form. Since login credentials have been created, they can also save their application as a draft to later log back in and complete. From here, they also have the option to print a copy of their application WizeHive, Inc., All rights reserved. 12 of 26

13 When an applicant s form is saved as a draft, you can still see a record of their unfinished submission internally. When the applicant logs back into the portal, completes, and submits their application, they will be shown a similar screen that lets them know that their application has been submitted. This will automatically update the draft record in the system and sort to the appropriate folder. Data management As submissions are made for your grants, data will populate into the data grid where you can easily generate reports to view the data in different ways. For instance, you could see just drafts, final submissions or both. You do this by adjusting the settings on the screen, including: Which data should show (by adjusting filters) How data should be grouped or sorted Which columns you want to display How wide you want each column 2016 WizeHive, Inc., All rights reserved. 13 of 26

14 EXHIBIT G Saved Views Create custom views with filters for repeat viewing in the data grid Once you have what you want, you can view your data. You can also save this combination of properties as a view, so that if you come back at a later time, you can easily retrieve this view without having to set it up all over again. Build a number of saved views to easily jump back and forth between reports. By clicking on one line (record), you can see data for that specific application in the left panel, and other related data in the Action Panel to the right (see Exhibit H) WizeHive, Inc., All rights reserved. 14 of 26

15 In the Action Panel, you ll find anything in our system that links back to this record. For example, you can see a list of reviews or awards associated with this application. From the action panel you can also see: Activities - a full audit trail of every change that has been made to this record Task management - tasks for this record EXHIBIT H Action Panel Guidestar CC is just one example of the many plugins that can be created 2016 WizeHive, Inc., All rights reserved. 15 of 26

16 Calendar - events along with task due dates for this record Uploads - a list of any uploaded documents for this record We also have an optional GuideStar Charity check (Exhibit H) that can be deployed within the Action Panel so that when someone is viewing an applicant they can do a lookup and view data contained in the GuideStar system. Internal review Once you have collected your application data, the next step is usually an internal review. The first step in this process is to build out your review form, which you can do using the same drag and drop form builder you used to build your application form. You can then use it internally to review applications. You can also use one of several screens to easily move applications between folders; for instance moving some to Rejected and others to Board Review WizeHive, Inc., All rights reserved. 16 of 26

17 One of our more popular screens for this is what is called our Kanban Board, based on the idea of having columns which represent folders, and cards that represent applications. Using this screen, you can easily pick a card, review it, and then drag it over to the appropriate folder for the next action. EXHIBIT I Kanban View The kanban card view gives an easy way to visualize the stages of your program 2016 WizeHive, Inc., All rights reserved. 17 of 26

18 Building the reviewer portal Once completing a round of internal review, most organizations then go through one or more rounds of review by external people: experts, friends, board members, and so on. EXHIBIT J Reviewer Portal Similar to building an application form, customize your reviewer portal We can handle an unlimited number of rounds of review, each with it s own scoring system. Deploying a reviewer portal is similar to how you deployed 2016 WizeHive, Inc., All rights reserved. 18 of 26

19 your application form. You indicate a URL, start/end dates, instructional text, a logo, and which fields to display. When you are ready, you then share that URL out with your reviewers. The reviewer experience When your reviewers come to this screen, they see a login page similar to that of your application form. Once logged into the portal, your reviewers will see a listing of the applications they have been assigned to review. EXHIBIT K Making Reviews Score applications with a review form side-view for easy reviewing 2016 WizeHive, Inc., All rights reserved. 19 of 26

20 By clicking on an application, the reviewer can see the application (including only the fields that have been made available to them) and any attachments. They can also be given the option to print applications for offline review. To enter a review, they will click on the + Review Application button to see the review form that you included in this portal. EXHIBIT L View / Sort Results Create custom reports to see aggregated results for reviews 2016 WizeHive, Inc., All rights reserved. 20 of 26

21 When the review has been submitted, it will be entered into the database. From here, you will be able to view the reviews and see aggregated results based on how the system is configured (see Exhibit L). Bulk At any point during the process, you can groups of applicants, reviewers, or anyone else in your system. For instance, many administrators those that are in a draft stage a week before the application deadline closes. Or, you can those that have been awarded a grant, or those that have been declined. Our bulk system makes this easy by allowing you to pick who you want to , and then providing a system where you can easily build letters and insert fields (like their first name or last name) directly into the WizeHive, Inc., All rights reserved. 21 of 26

22 EXHIBIT M Bulk Send messages to your applicants with advanced filters to reach subsets Organic CRM As applicants, reviewers and others are being captured by our system, you are building up a database of contacts. You can use our system to add additional contacts and track conversations and activities with each. You can take advantage of this and our system flexibility in a number of ways: 2016 WizeHive, Inc., All rights reserved. 22 of 26

23 Add events to the system, and track which people are attending or volunteering for different events. Add donation tracking to the system to track who is donating and how much. Add progress reports to the system to check in with awardees postaward Dashboards and reporting You can do a lot of reporting from our data screens just by customizing your views (picking which data to display, which columns to see, how data is sorted, and so on). In addition, we have a powerful dashboard system that allows you to create different dashboards which can include text, graphs, totals, and other elements. You can have different dashboards, one for applications, one for reviews, another for outcomes measurement, and another for awards. Easily add widgets, move items around, and customize reports WizeHive, Inc., All rights reserved. 23 of 26

24 EXHIBIT N Dashboard Reports Create custom reports for applications, awards, and other outcomes Post-award management and reporting As a full-lifecycle grants management system, the platform excels at postaward management with the following preconfigured (and customizable) forms. The Funding Sources form shows groups providing funds, the original fund amount, and how much has been awarded. The Awards form shows when an award is actually made to an organization, the award amount, 2016 WizeHive, Inc., All rights reserved. 24 of 26

25 payments (tracked by fiscal year), includes a youth survey system, and tracks progress reports on a quarterly or annual basis. The Payments form includes details about the organization, linked award decisions, schedule dates, and paid dates. Settings The system also includes other administrative level settings you can utilize to protect your data and streamline your workflow, including: Permissions - Create roles for internal users to access, add, view, edit, or delete records. Notifications - Receive internal notifications, opt-in for notifications, or subscribe to activity for specific records. People - Manage the internal users in your workspace, invite new users, and choose roles WizeHive, Inc., All rights reserved. 25 of 26

26 Getting started We ve only scratched the surface of what WizeHive can do for your program! We d love to chat more about your program specifically. Let s schedule some time so we can: Show you a personalized demonstration of our system Define your program s requirements Build out a prototype specifically suited to your grants program Call us at or sales@wizehive.com today! 2016 WizeHive, Inc., All rights reserved. 26 of 26