Application system

A well-developed application system can significantly simplify the administrative work with grant management. 3D offers application systems for research foundations and other grant financiers. As it is a system with a common base that is used by a large number of users, we can offer a solution at a fixed cost that is reasonable even for small foundations.

Support throughout the application process

Registration

The applicant registers with his or her name and personal information and receives a user name and password from the system.

Application

The application is entered by the applicant in the order of his or her choosing. It can be supplemented at any time during the application period. A clear and easy-to-understand interface helps the applicant. Grades, recommendation letters, certificates, etc. can be attached to the application. Every grant type/application type can have its own customised form in the system.

Application submission

When the application is ready, the applicant chooses to send it in. The system checks that all of the necessary information is correctly entered – compulsory details, maximum length of texts, etc.

Assessment process

Reviewers (experts, committees, scientific advisory boards, preparatory committees, etc.) can view and print out assigned applications and issue statements. The form for statements is customised for the grant awarding body and can, for example, include rating for an optional number of criteria, opinions in text, information on conflicts of interest and the reviewer’s own notes. By the reviewer him or herself being able to print out current applications, the work of copying and distribution is avoided. Which applications are accessible to the respective reviewer is either controlled automatically (e.g. based on subject area) or allocated manually by an administrator. To simplify the allocation work, reviewers can be linked to groups that are given access to their selection of applications.

Communication of decisions

Decisions (with e.g. amount granted, possible decision motivation, reservations, etc.) can be easily communicated to the applicants through the system. As a complement or alternative, decisions can be sent as e-mail from the system or name/address information can be exported to make an associated printout with a word processing program.

Requisition

The system supports both electronic requisitions or paper requisitions if signatures are needed from an applicant/department head/institution. The system supports one-time requisition of the entire amount or requisitions as funds are used; in the latter case, a summary and balance can be shown to the grant recipient.

Reporting/accounting

Applicants/project managers can report granted funds in the system. The system supports multiple reports per approved application, such as an annual report (progress report) every year and a scientific and financial report after the end of the project. The administrator can easily check that reporting is done. The system can automatically remind project managers by e-mail that a report should be made.
Export of data
Data can be easily exported for e.g. customised reports, associated letters, other systems, etc. We have extensive experience of connecting the application system to other systems, such as Hogia, Visma and Navision.

A flexible system

There are very good possibilities of customising the system to the requirements of the grant awarding body. The system supports several application rounds per year and an optional number of grant types. Every grant type can have its own selection of questions in the application form.

An easy system

The system can be reached from anywhere in the world and all that is needed is a web browser. No programs/utilities need to be downloaded to the computer. Today, security aspects set limits on what can be run in the web browser. Extra programs and customised settings are perceived as troublesome by the user.

Administration

The system is administered by an administrator. He or she can easily control the system with a web browser and administer applicants, reviewers, calls for proposals, applications, editable help texts, export data from the system, and so on.

We offer the system in a subscription form where operations are included. Accordingly, a transition to an electronic application system does not require the grant awarding body to bear the cost of computer systems, operations and support.