ESF Grant Management System

Online administration system from grant applications to the billing of European Social Fund subsidies to the European Commission

Software for Grant Management between EU and federal or state governments

Media interruption-free fulfillment of your requirements, barrier-free, and pursuant to E-Cohesion

Through the European Social Fund (ESF), the EU offers its members grants with seven-year programming periods for the implementation of operational programs. These programs may focus on reducing unemployment, combating poverty, improving the level of education or supporting disadvantaged persons. The funds are distributed in shared responsibility between the Member State and the EU Commission. This too often results in comparatively high demands on the processing of grant requests, grant management, reporting and the extensive accounting processes. The requirements for the solution used in subsidy management are correspondingly complex and multifaceted.

ESF Grant Management Software by PASS for managing public funds in multi-level governance

Every day, our Grant Management System currently ensures that the distribution of funds meets the needs of our customers. The modular Grant Management Software provides you with an intuitive and straightforward frontend, comprehensive reporting functionalities, and a system for managing funds. Taking into account your IT security and data protection requirements, the solution can be connected to your existing backend systems.

The ESF Grant Management System enables the handling of all the process steps regarding a funding case – from the application to approval and commitment up to the request of funds and the proof of use. In doing so, potential changes, contradictions, as well as all relevant and individual aspects of your grant management are taken into account. Communication between the approving authorities and the grant beneficiaries takes place without media discontinuity and in a revision-proof manner. With Authega, a qualified electronic signature is currently already connected in the system configuration, which replaces the written form requirement in ESF funding. The integration of additional signature and eID-procedures will of course be possible in the future. Furthermore, interfaces to national systems as well as the EU SFC interface (e.g. declarations of expenditure and applications for payment, implementation reports and notifications according to Article 112 of the CPR). Our online system for the processing of grant requests thus fulfills all requirements resulting from e-cohesion.

Highlights of the Grant Management System

E-Cohesion

E-Cohesion

Fulfillment of all EU requirements for completely media interruption-free communication

Digital Signature

Digital Signature

Qualified electronic signature as a substitute for the written form requirement

Reporting

Reporting

Standard reports in the national and European context (according to GDPR) and configurable reports, e.g. for inquiries from the political sphere

Roles and authorization system

Roles and authorization system

Creation and assignment of complex roles at different levels of administration and management of authorizations

Flat Rates

Flat Rates

Optionally display of the real cost accounting or the different flat rate types

YOUR IT INFRASTRUCTURE

YOUR IT INFRASTRUCTURE

Seamless integration of the software solution into your existing system architecture

Transaction of all process steps of ESF funding

ESF Grant Management from application to completion

The PASS Grant Management System is an online system that fulfills all process steps from project proposal to proof of use in accordance with national and European law as well as all regulatory requirements including reporting.

It allows you to collect and report all the data of your funding cases, including the budgetary allocation to budget titles or indicative budget items. Our grant management software can also be used to manage, for example, all voucher data relating to disbursements and receipts or unstructured data in documents in a clear manner for the respective procedure in a file for each grant case. In addition to real cost accounting, the system supports you in the implementation of three types of flat rates: flat rate, unit costs and lump sum. Award procedures can also be taken into account.

Application

Application

Request for project funding

Approval

Approval

Approval or rejection of a project proposal, incl. approval notice

Payment flows

Payment flows

Management of all financial transactions including commitment, disbursement, and acceptance

WHERE-USED LIST

WHERE-USED LIST

Intermediate and total use – depending on the duration of the funding case

NO REQUIREMENT OF WRITTEN FORM

NO REQUIREMENT OF WRITTEN FORM

Handling of funding cases without (additional) correspondence directly through the system

Integrated DMS

Integrated DMS

Connection to document management, information and notification system

Conclusion

Conclusion

Audit-proof conclusion of the granted project funds

Historization & Versioning

Historization & Versioning

Traceability of the processing of funding data

Individual system for the price of standard systems

The PASS Grant Management System provides you with an individually customizable solution. Reusing modular components allows to offer tailor-made solution for the price of standard software, combining the benefits of both models.

Screenshots of our Grant Management System

Optional hosting at our data center

PASS offers you the entire infrastructure of its own tier-3.5 data center, including the following services:

  • Monitoring via suitable systems
  • Data security measures
  • Troubleshooting
  • Health check measures

  • Security updates
  • Identification and classification of errors
  • IMAC for operating components at the data center

In addition, we offer IT service management consisting of:

  • Optimization measures
  • IT emergency management
  • Acceptance tests and release for production
  • Reporting

  • User administration
  • Compliance controlling
  • Documentation

Frequently asked questions by our customers