Government Grant Administration Software

Application portal for grant applicants with eligibility pre-screening questions that identify ineligible applicants before they invest time in a full application -- saving programme officer time reviewing applications that should never have been submitted. Structured application form covering the programme's assessment criteria -- the project description, the outputs and outcomes, the project team, the budget, and any other information the programme requires -- with conditional sections that only appear when relevant to the applicant's project type. Document upload for supporting evidence -- accounts, CVs, match funding letters, planning permissions -- with the required documents for each programme configured and the applicant notified at submission if any required document is missing. Save and return so applicants can work on their application over multiple sessions rather than completing it in a single sitting. Application reference number and confirmation email generated at submission, with the applicant able to track the status of their application through the portal without contacting the programme team.

Assessment workflow configured to the programme's assessment process -- individual officer assessment followed by panel moderation, or direct panel assessment, or a multi-stage process with initial sift, detailed assessment, and final panel. Scoring framework built into the assessment form with the criteria, the maximum score for each criterion, and any minimum score thresholds configured to the programme's scoring methodology. Assessor assignment with conflict of interest declaration required before an assessor can access an application -- the assessor confirms they have no conflict of interest, and any declared conflict is recorded and the application reassigned. Assessor feedback entered through a structured form so the rationale for each score is documented in the system rather than in a separate note or email. Panel review view showing the scores and feedback from all assessors alongside each other, with the panel moderating scores and documenting the rationale for any moderation. Funding recommendation generated from the panel outcome, routed to the decision-maker for approval.

Award decision recorded in the system with the award amount, any conditions attached to the award, and the decision rationale. Decision letter generated from a template with the applicant's details, the award amount, the conditions, and the required next steps populated from the system record. Rejection letter generated with the scoring rationale and any right of appeal documented, produced from the system record rather than drafted individually for each applicant. Waitlist management for programmes where applications are ranked and funded to the available budget, with waitlisted applicants notified of their position and promoted to funded status when budget becomes available through withdrawal or underspend. Applicant query management for applicants who contact the programme team with questions about their application or the decision -- the response recorded in the application record so the programme team has a complete record of every communication with each applicant.

Grant award record covering the full award lifecycle from offer letter through project delivery to final claim and closure. Grant conditions recorded at the point of award -- the specific conditions attached to this award, not just the standard programme conditions -- with the condition type, the evidence required to demonstrate compliance, and the due date for each condition. Milestone schedule for projects with phased delivery -- the outputs, the spend, or the evidence required at each milestone, with the due dates visible to both the grantee and the programme manager. Variation management for awards where the project scope, budget, or timeline changes during delivery -- the variation request submitted by the grantee, assessed by the programme officer, and approved or rejected with the decision and rationale recorded. Clawback recording for awards where conditions are not met and full or partial recovery of the grant is required, with the recovery amount, the reason, and the outcome of the recovery process documented.

Grantee portal where funded organisations submit their progress reports, claim forms, and evidence at the configured intervals -- quarterly progress reports, milestone claim submissions, or interim and final reports depending on the programme structure. Progress report template configured to the programme's monitoring framework -- the outputs to be reported, the spend to be reconciled against the budget, the evidence to be uploaded, and any qualitative update required. Automatic reminder sent to grantees approaching a reporting deadline, with escalation to the programme manager if the report is not submitted by the deadline. Programme officer review workflow for assessing submitted reports and claims -- the officer records their assessment, flags any issues, and approves or queries the submission. Payment authorisation triggered by approval of a claim submission, with the payment amount, the payment date, and the authorising officer recorded for the audit trail.

Complete audit trail for every application, assessment, decision, award, and compliance interaction -- every action recorded with the user, the timestamp, and the content of the action. FOI readiness report for a specific application showing the complete record of every assessment score, every assessor comment, every panel decision, and every communication -- the report that satisfies an FOI request without requiring manual email archaeology. Programme performance report showing total applications received, total assessed, total funded, total committed, total paid, and total grant spend against programme budget -- for programme managers, senior leaders, and the funder or government department overseeing the programme. Subsidy control recording for programmes subject to UK subsidy control or EU State Aid rules -- the award amount, the applicable scheme, the cumulative subsidy to the recipient, and the recording required under the programme's subsidy basis. Data export in standard formats for programmes that report to central government funders or are subject to external audit.