At Archstone Foundation, we recognize that the most important part of our work is the connection we have with our grantees and grant seekers. That’s one of the main reasons we’re so excited about our recent move to a modern, cloud-based grants management system.
Our new online system is not just more user friendly for those applying for grants. It frees up more time for Foundation staff to focus on programmatic work and provides more opportunities for staff to get out of the office and into the community. And that means more time to hold meaningful conversations about program goals and strategies.
Our intention is always to approach our work in ways that move the Foundation toward greater efficiency.
Admittedly, implementing a new online grants management system after 15 years of using a manual, paper-driven process for application submissions, tracking grant requests, and managing awarded projects was a little scary. After all, we were accustomed to a specific workflow—we were confident in the way things worked, and staff could navigate the system with little to no assistance.
But it is also very exciting and rewarding to embark on a journey of building something new and, we believe, better. For one thing, it created the opportunity to review our funding applications and prompt deeper data collection questions. We have updated funding request applications to add clarity and added questions to capture such specific data as:
- Whether a proposed program will target a low-income population;
- What counties will be directly served by the program; and
- Detailed information on the targeted population’s demographics.
Getting Started
As the decision to shift to a cloud-based system was being made, we gave much consideration to what it would mean, not only for us, but for our grantees and applicants.
We did our homework and explored numerous online systems. We also strategically reached out to our peers to learn from others who had already made the switch. Feedback from other funders was instrumental in making our final decisions. Most importantly, we discussed other systems that our colleagues chose, what was working well, what other foundations wished would work better, how they would have approached things differently, and how the transition process went.
The cloud-based system we selected gives users access to information at any time of the day, while reducing the need for data entry through the use of pre-populated fields. It also makes it hard to forget a critical step in the process with automated reminders and workflows that guide users from one step to the next.
Archstone Foundation launched its new system in two phases. We began with a soft launch, involving all current grantees and then opened the system up for new applications. We’re happy to report that there have been minimal issues which have mainly focused on getting into the portal. Practice makes perfect, and we have no doubt it will become easier.
Let Us Know What You Think
Two-way communication is a key part of any transition. We want to hear from you! We value input from those of you who will use the system and welcome your feedback. Our vision of a successful transition will be a product that not only benefits us, but also the nonprofits we fund.
As always, if you have a question regarding the portal, need assistance logging in, or help submitting a report or an application, I am here to help. Just email me at: tdavis@archstone.org.
