• Provides a comprehensive overview of all applications, including information such as:
    • What application was registered
    • Who created the application and who it was escalated to for resolution
    • Deadlines and response times for working with filings/applications
    • Track the history and changes to filings/applications
    • Search based on key parameters
    • Categorisation/filtering of filings/applications
  • A web application accessible from any location and device
    • Responsive design
  • Centralisation of filings and applications in one common place
  • Electronicisation - replacing paper form, ensuring the electronicisation of the entire life cycle - receiving, evaluating, processing applications up to the conclusion of the grant agreement
  • Notifications – sending automatic notification for selected changes to filings/applications
  • Automated creation of documents
  • Use of document templates, into which selected information specific to the given document is dynamically added
  • This contributes to the transparent processing of grant applications and audits all changes in application statuses during the processing process

Basic parts of the system

The system works with two portals, front office and back office. Each of the portals has its own specific characteristics:

  • Front office – portal part for grant applicants, which mainly provides functionality for:
    • Creating a new application
    • The applicant can select which request for proposals (RFP) to which they want to apply. A new application drawn up in response to an RFP is saved in My applications.
    • My applications
    • Contains all the applications created by an applicant. An application can be easily edited and sent electronically once the form is completed and the necessary attachments are attached. The applicant can then monitor its status and amend the application when prompted by the grant provider.
  • Back office - the part of the portal for the internal processing of grant applications which facilitates:

    • the work of processors on the side of the grant provider. Tasks are divided into multiple areas and between different roles. In general, they can be divided into the following parts:

    • Pairing of applications submitted electronically through the Grant portal with applications delivered through the official channel (paper mail, inbox via the Central Public Administration Portal)
    • It facilitates electronic communication regarding the given application between the grant provider and the applicant
    • Formal verification of the accuracy of data in applications
    • Evaluation of applications - adding a numerical as well as a verbal evaluation score to a given application. Based on the obtained score (from the evaluation), the provider's board decides to award the grant or not.
    • Grant provider board - decisions from the provider’s board as to whom to award grants.
    • Submission of documents for the grant agreement - the provider invites successful applicants to submit documents to draw up the agreement
    • Checking documents to draw up the agreement
    • Drawing up the agreement between the applicant and the grant provider
    • Grant disbursement - import and control of documents for disbursement that serve as the basis for disbursing a grant to the applicant's account
  • DMS
    • It is used to store electronic (scan) documents uploaded with Grant IS by the applicant/provider, display the contents of the storage and versioning of documents
  • Management of users, roles
    • Allows creation and editing of users involved in the grant application preparation process. This functionality is accessible to the administrator of the entire system.
  • Activity management
    • This console is accessible to the administrator and application manager of the application. It is used to define and edit requests for applications issued by a grant provider. Each activity contains packets of forms that are needed in the grant application process, as well as basic information about the request for proposals (RFP).
  • Administrator console
    • Includes creating and editing users (applicants, roles on the side of the grant provider)
    • Provides tools for creating and editing templates for emails (email notifications sent by the system)
    • Enables user account password changes and recovery.