Grant Lifecycle Management Software

The Vendor is required to provide grant lifecycle management software in accordance with the following:
•    Centralize all grant-related data and documents and provide flexible, searchable access across the organization to support collective work.
•    Streamline workflows across pre-award and post-award functions.
•    Support compliance and reporting for federal, state, local, corporate, and foundation grants.
•    Provide visibility into pipeline development, proposal status, financial performance, and outcomes that can be adapted to account for institution-specific benchmarks.
•    Reduce administrative burden and manual data entry.
•    Enable long-term institutional knowledge management.
- Project Objectives
•    Centralize all grant-related data and documents and provide flexible, searchable access across the organization to support collective work.
•    Streamline workflows across pre-award and post-award functions.
•    Support compliance and reporting for federal, state, local, corporate, and foundation grants.
•    Provide visibility into pipeline development, proposal status, financial performance, and outcomes that can be adapted to account for institution-specific benchmarks.
•    Reduce administrative burden and manual data entry.
•    Enable long-term institutional knowledge management.
- Lead Capture and Pipeline Tracking
•    Track prospects, cultivation activities, deadlines, and multi-year engagement histories.
•    Allow customizable pipeline stages (e.g., identify → contacted → under development → submitted → funded → closed).
•    Enable assignment of owners, collaborators, and automated alerts.
•    Searchable by multiple fields such as funder, due date, funding priorities, and application guidelines.
•    Forecast upcoming workloads and generate lists of opportunities by anticipated submission date.
•    Export capabilities including pipeline reports, RFPS, and in a way that is sharable and collaborative
•    Provide note-taking functionality tied to prospects and internal decision-making.
•    Store contact information for funders, program officers, and institutional partners.
•    Allow upload and storage of documents related to cultivation, communications, and agency interactions.
•    Integration with Donor Research software such as candid and blackbaud.
- Opportunity Management
•    Store and integrate opportunity guidelines, RFP documents, and key sponsor requirements.
•    Track funding source type (federal, state, pass-through, private foundation, corporate).
•    Capture key opportunity data including deadlines, award ranges, matching requirements, indirect cost limitations, and renewal eligibility.
•    Support go/no-go workflows and internal decision memoranda.
•    Generate a centralized grants calendar with filtering by department, funder type, and stage.
•    Track sub recipients and partner organizations, including letters of commitment and supporting documentation where applicable.
- Proposal Development Support
•    Facilitate collaborative narrative drafting, budgeting, and document uploads.
•    Provide version control and audit trails for multiple users.
•    Offer configurable workflows for internal approvals (leadership, finance, legal, compliance).
•    Include a materials repository for institutional boilerplate language, demographic data, rate tables, testimonials, photos, and supporting documentation.
•    Maintain a searchable funder profile repository with giving history and prior submissions.
•    Generate task lists by user role and permission level.
•    Support in-portal messaging or internal communication tied to specific proposals.
- Budget Development and Financial Controls
•    Support development of grant budgets using adaptable templates, standardized cost categories, and institutional rate tables (including fringe and indirect cost rates).
•    Enable cross-checking of narrative elements with corresponding budget lines.
•    Validate budget calculations and flag errors.
•    Track cost share or matching commitments (cash and in-kind).
•    Store documentation supporting budget assumptions.
•    Record indirect cost rates applied and identify deviations from institutional standards.
- Document Management and Compliance
•    Store proposals, award letters, agreements, negotiated budgets, reports, and other relevant grant documents.
•    Capture grantor terms, conditions, compliance requirements, and allowable cost rules for easy tracking.
•    Ensure capacity to meet federal, state, and local government requirements for document retention (three to seven years from final report date).
•    Provide audit-ready documentation, and logs.