Intelligent data management as the basis for successful grants management
Why use a subsidy management software? Municipalities, public institutions and companies can take advantage of a variety of public funding programs with a wide range of funding priorities. This means that numerous organizational units apply for, manage, control and process funding projects. To ensure the success of funding measures, intelligent data management across organizational boundaries is essential.
With our Grants Manager (PASS FMM), the need for highly flexible (spontaneous) storage, processing and evaluation of data can be met. This increases the quality of data and enables smart decisions. Thus, our grant management software is the crucial building block for successful grant management and controlling.
In addition to the recipient side, PASS FMM also maps the active funding side (issuing of funding).
Are you looking for a solution to map the complex requirements of grants management Grants Management? Then take a look at our PASS Grants Suite.
PASS FMM Controlling Portal
The Controlling Portal is an additional module of PASS FMM, which allows to graphically evaluate the data stored in the system. Each customer can access a variety of reports, which on the one hand always show a representation of the current key date and on the other hand show a progression over time, e.g:
- Number of applications per funding program
- Grants approved, requested and paid out
- Total costs vs. own funds
- Rejection and approval rates at organization level
Each user can also apply filters to the existing reports in order to display them according to his or her own professional requirements. Furthermore, each user can create new reports by combining different object categories (e.g. application, funding program and grant) as desired according to their reporting requirements. The Controlling Portal also has a dashboard that each user can compile individually and export as a PDF.
Dashboard in PASS FMM Controlling Portal
Number of applications per funding program - time course
Number of applications per funding program - deadline
Grant approved, requested and paid (all applications) - deadline
Grants approved, requested, and paid (all applications) - time course
Total costs vs. own funds (all applications) - deadline
Total costs vs. own funds (all applications) - time course
Starting point for own reports
![[Translate to Englisch:] Foerdermittelverwaltungssoftware: Ad-hoc Reporting](/fileadmin/img/pc/1_branchen/behoerden/foerdermittelmanagement/foerdermittelmanager/_ce/foerdermittelmanager-highlight-adhoc-reporting.png "[Translate to Englisch:] Foerdermittelverwaltungssoftware: Ad-hoc Reporting")
A central task in subsidy controlling is the compilation of data based on specific and varying specifications. With the Grants Manager, any list can be created and exported with just a few mouse clicks. The generated search instruction can be stored in the Grants Management software as a standard search for the respective user, shared with other users and made available as a global search.
![[Translate to Englisch:] Fördermittelverwaltungssoftware: Standard Reporting](/fileadmin/img/pc/1_branchen/behoerden/foerdermittelmanagement/foerdermittelmanager/_ce/foerdermittelmanager-highlight-reporting.png "[Translate to Englisch:] Fördermittelverwaltungssoftware: Standard Reporting")
If required, individual reports can be generated in addition to standard reports, e.g. to meet design requirements (graphics, logo, color) and data output (cover page and table of contents). For this purpose PASS FMM offers the so called Word-Reporting. The administration of the templates is intentionally easy to implement: only text markers have to be defined in the corresponding Word document, where data from the application should be transferred when the report is executed. These reports can either be executed directly within the user interface of the Grants Management software or automatically filed at a specific time and sent by mail to a previously defined group of recipients.
![[Translate to Englisch:] Fördermittelverwaltungssoftware: DMS Anbindung](/fileadmin/img/pc/icons/icon-dms2.png "[Translate to Englisch:] Fördermittelverwaltungssoftware: DMS Anbindung"){kind=icon}
The connection to the electronic file (eFile) or to a document management system (DMS) is already included in the standard and can be implemented in different ways:
- Calling up the DMS or eFile with a qualified web link, whereby no files are saved in the Grants Manager itself.
- If a file is stored in the Grants Management software, then a mail with this file attached can be automatically generated and sent directly to the DMS for filing there. In the e-mail, the corresponding file number could also be transmitted so that the DMS can automatically file the file in the correct case.
- All files of a project can, for example, be exported to a ZIP file at the end of the project and then stored in the DMS.
![[Translate to Englisch:] Fördermittelverwaltungssoftware: Flexibilität](/fileadmin/img/pc/1_branchen/behoerden/foerdermittelmanagement/foerdermittelmanager/_ce/foerdermittelmanager-highlight-flexibilitaet.png "[Translate to Englisch:] Fördermittelverwaltungssoftware: Flexibilität")
PASS Grants Manager is fully customizable and changeable. This means that adjustments can be made in the Software as a Service Professional operating model by the customer and in the Software as a Service Standard usage model based on consolidated customer requests:
- Each field can be renamed, moved or deleted.
- New fields can be created at any time.
- Tabs are completely flexible.
- Old data areas can be modified or deleted.
- New data areas can be created.
- All formulas and functions can be changed.
- New formulas can be created at any time.
- All displays and functions can be individualized.
- etc.
From the project outline to the proof of use
Each funding program is based on its own guidelines, which set out the funding objectives and the requirements for specific implementation. The differences between the individual funding programs can be substantial. It is therefore all the more important to document these differences precisely in order to avoid errors that, in the worst case, could lead to the repayment of funding. This is exactly where our grant management software comes in and provides full support for grant management.
Applications
View of the list search in the "Request" template. The list can be extended by any fields and exported as an Excel file if required.
Call for funds
List search of all calls for funds across all approved funding projects. An open incoming payment or reduced funds are displayed graphically accordingly.
Request
For each application, all relevant information and documents can be saved during the course of the project.
Global searches
Searches can be defined as global searches so that all users can use the search statement.
Resource planning
As soon as funds calls are entered, PASS Grants Manager automatically calculates which costs per position are still available in the budget year according to the funds planning.
With PASS Grants Manager you can define your own grant programs and accompany them throughout the entire life cycle of a project.
Support programs
- Definition of cost items
- Definition of total budget Support program
- Status Budget current financial year
- Status Budget over all financial years
Request
- Definition expenses
- Representation financing
- Application review
- Documentation requested and approved funds
Grant notice
- Documentation of the means and the milestones
- Resource planning for the relevant financial years
Call for funds
- Submission of the relevant funds
- Automatic reconciliation with funds planning
Where-used list
- Transfer of the proof of use by the grant recipient via the system
Notification
With Word reporting, you can access the data stored in FMM and automatically output it to Word documents. The creation of notifications is very simple and can be realized by the administrator on the customer side by determining which contents are to be transferred at the appropriate points in the grant management software via text marks.
Budget Support program
For each funding program, the user can define which budget is available. With the receipt of the applications and the calls for funds, an automatic comparison is made with the total budget.
Budget planning Support program
PASS FMM also has a budget planning function, which can be used to distribute the available budget over the budget years.
Parameter definition for report generation
The parameters (e.g. approval notice) for each report can be freely selected. The result is a Word document that automatically displays the contents stored in PASS FMM.
Status funds calls
Both the applicant and the grantor have access to an automatically calculated reconciliation of costs - both in relation to the current budget year and for the overall duration of the project.
