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 24

2 System overview 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 5 to 10 secure servers hosted by Amazon (more servers automatically come online as volume increases) WizeHive, Inc., All rights reserved. 2 of 24

3 This document provides an overview of our system. Our feature matrix and plan breakdown is as follows: EXHIBIT A Features Matrix Our four plans are designed to meet the needs of any sized organization 2016 WizeHive, Inc., All rights reserved. 3 of 24

4 Introduction 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 another workspace that you share with a different group of people that holds information about scholarships. Forms A form is created to collect specific information for a designated purpose (made up of records). For instance you might have an Applications form that holds applicant data, a Reviews form that holds reviewer data, an Awards form that holds awardee data, a Payments entry form that may hold payment entries, and so on. Each form contains different fields of data, and all workspaces have at least one form WizeHive, Inc., All rights reserved. 4 of 24

5 EXHIBIT B Data Grid All forms and records are easily accessible from the data grid 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 WizeHive, Inc., All rights reserved. 5 of 24

6 Now that we have an understanding of the core elements that are used in our grants management system workspaces, forms, and records let s learn more about forms, how they are used to collect data, and how they can be easily built and configured. Building your forms When a workspace is created to manage your grants, the first step is to build a form that will collect and store your data. The easiest way to get started is with our form builder. The form builder includes many different input field types including: Text, Text Box, Dropdown, Checkbox, Radio Button, File Upload, Date, State, Country, Year, Calculations, and more. In Exhibit D, you can see the fields that are included on the Applications form. In this case, our form is for collecting applicant data and includes fields for Organization Name, Organization Tax ID, Organization URL, First Name, and Last Name, among other fields, headings, and presentation text WizeHive, Inc., All rights reserved. 6 of 24

7 EXHIBIT D 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 edit or reorder fields. Click on a field to see advanced settings, including the ability to set: A field as required A default value Any instructional help text Validation options Duplicates as acceptable Form settings Additionally, there are separate configurations you can make to your form outside of the form builder. General form settings include definitions for 2016 WizeHive, Inc., All rights reserved. 7 of 24

8 your application record identifier. You have the opportunity to ID a record through a combination of up to two fields. This way, it will be easy to identify a given record anywhere throughout your application. EXHIBIT D Folder Structure Creating folders is an easy way to keep track of the stages an application is in Folder settings are also configured here. In our full lifecycle grants management system, folders can be used to categorize data in any way that you choose as an administrator, but most use folders to track the status of 2016 WizeHive, Inc., All rights reserved. 8 of 24

9 applications in predefined stages. For example, folders in an Applications form are set up for Drafts, Internal Review, Committee Review, Awarded, and Declined stages an application can be placed in post submission. Viewing your internal form By selecting a record from the Data Grid, you will see a detailed view of the information collected in that form. The record overlay displays this information in the same order that your form builder has been configured. EXHIBIT E Record Overlay See a detailed view and take other actions by selecting a record from the data grid 2016 WizeHive, Inc., All rights reserved. 9 of 24

10 In Exhibit E, you can see a record from the Applications form that includes Organization Name, Organization Tax ID, Organization URL, and so on. Customize your application form Within each Workspace, you can have multiple application forms that talk to a core underlying form. To create your first application form, simply start by choosing the primary form that contains the data the application will use. Then you can configure your application by choosing a web address (URL), setting start/end dates, and styling with your logo. EXHIBIT F Custom Application Customize the look and feel of your application form with settings and styling 2016 WizeHive, Inc., All rights reserved. 10 of 24

11 Further customization allows you to define which folder completed applications are automatically sorted to. Additionally, you can add instructions or other text for display on the login screen, choose which fields are shown on the application (assuming you do not want to show your entire internal form), and configure confirmation messaging an applicant will see upon completion. Viewing your application form Once your application is built and configured to your requirements, the form can live on a standalone microsite or 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 embedding the application on your own website, most organizations choose to omit this WizeHive, Inc., All rights reserved. 11 of 24

12 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. Here, they also have the option to print a copy of their application. EXHIBIT G Application Form The login screen of your application form can display helpful text for applicants 2016 WizeHive, Inc., All rights reserved. 12 of 24

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 or export to share. You can manipulate the data to see only the data that is important for your specific goals. Group data and collapse Pick the columns to display Change field order and width Filter your data Once a combinations of factors have been set, save your grid as a view. Come back at a later time, and you can easily pull this data set for repeat 2016 WizeHive, Inc., All rights reserved. 13 of 24

14 EXHIBIT H Saved Views Create custom views with filters for repeat viewing in the data grid viewing. Build a number of saved views to easily jump back and forth between reports. By clicking on a record, you can see data from a specific application that has been submitted with the form itself in the left panel, and other related data in the Action panel to the right. In the Action panel, you ll find linked groups of other sets of data that relate back to a particular record. For example, see a list of reviews or awards 2016 WizeHive, Inc., All rights reserved. 14 of 24

15 associated with this applicant. Click on a linked record to jump directly to the full review or award form. The Action panel is also where you can see: Activities a full audit trail of every change that s been made Task management add tasks for a particular record Calendar display events along with task due dates Uploads view / download any files uploaded EXHIBIT I Linked Records Display data and a link to other records associated with the one you are viewing 2016 WizeHive, Inc., All rights reserved. 15 of 24

16 Additional functionality with plugins Additional features or functionality can be added to the Action panel for your specific use case - these are called plugins. For example, our Guidestar Charity Check plugin performs a lookup from any field that you indicate on your form against the Guidestar API, embedding data into the form. EXHIBIT J Custom Plugins Guidestar CC is just one example of the many plugins that can be created 2016 WizeHive, Inc., All rights reserved. 16 of 24

17 Plugins do not always live in the Action panel. For example, our Letter Generator plugin which performs a field merge to PDF (with the option to print) is found on the left side of the record overlay. In our Kanban plugin (based on the methodology of creating columns and stages for data management), folders become columns and applications become cards. Click on one to look at it, grab, and drag and drop. EXHIBIT K 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 24

18 Dashboard reporting within the system allows you to create different dashboards using text, graphs, totals, and other elements. You can have different dashboards, one for applications, reviews, outcomes measurement, awards. Easily add widgets, move items around, and customize reports. EXHIBIT L Dashboard Reports Create custom reports for applications, awards, and other outcomes Bulk ing capabilities have been modeled after some of the most popular systems, and to guarantee a high deliverability rate, s are 2016 WizeHive, Inc., All rights reserved. 18 of 24

19 being delivered via our integrated best-in-class service. Create an using merge fields and determine who should receive it using our filtering tool. Internal stages of review The Kanban plugin is a great resource for managing any internal stages of review. It looks like stacks of cards, where you can literally move applicants between folders with drag-and-drop functionality. You can also move applicants between folders directly from the record overlay. Additionally, workflow rules can be set-up so that if an application comes in that meets certain criteria, it is automatically sorted to a specific folder. EXHIBIT M Internal Review Easily change the folder an application is in with just a few clicks 2016 WizeHive, Inc., All rights reserved. 19 of 24

20 Building your review portal The review portal is deployed as a tool for external reviewers to use for submitting their feedback. Similar to the application form, a URL is set, and start/end dates and a logo can be added. Listing style (list or grid), listing pages, data details, and other data configurations can be set. Viewing your portal A login page similar to that of your application form is available for your reviewers to use to access the portal. Once logged into the portal, your reviewers will see the applications they have been assigned to review. 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 WizeHive, Inc., All rights reserved. 20 of 24

21 EXHIBIT N Review Portal Reviewers login to see the status of all their assigned applications To make a review, they will complete the form you designate to collect their feedback and add any comments they may have about a particular application. When this is submitted, it will be made available to you in the back-end of the system, where you will be able to accumulate scores for each 2016 WizeHive, Inc., All rights reserved. 21 of 24

22 application and easily make decisions as to who the best candidate is, based on multiple reviews. If you have a complicated review process with many stages, don t worry. You can create as many different portals for one application as you want, and each portal can have its own review form and unique URL. 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, 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 date WizeHive, Inc., All rights reserved. 22 of 24

23 Other integrations Our Open, RESTful API provides you with access to easily link your grants management system with other software used by your organization. Through our partnership with Zapier, your grants management system can integrate with 500+ other software applications including popular accounting packages like Quickbooks, Freshbooks, and Xero out of the box, no coding required. Custom plugins can also be created to talk in real-time with your accounting system (or other third party applications) to provide real time data lookup and display. Settings The system also includes other admin level settings you can utilize to protect your data and streamline your workflow: 2016 WizeHive, Inc., All rights reserved. 23 of 24

24 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. 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. 24 of 24