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Evaluation and approval process
In eGRANT, the evaluation, approval, and contracting processes are interconnected.
This means that if you want to generate and send contracts, the applications must first be approved. For applications to be approved, they must first be evaluated.
If you do not evaluate applications according to criteria, you can skip the entire evaluation process and move applications directly to the approval stage.
In the "Applications" tab, select the projects you want to move to the approval stage, and click the "Send selected for approval".
Evaluation process
The evaluation process in the eGRANT system proceeds as follows:
1. Evaluation criteria and evaluation settings
First, in the „Evaluation criteria“ tab in the menu at the programme level, create the criteria according to which submitted applications will be evaluated, and set up the scoring method (sum or average) via the link „Evaluation settings„.
2. Access for evaluators
Applications can only be evaluated by evaluators, so you must first create access for at least one evaluator in the „Evaluator management“ in the menu at the organisation level.
3. Assigning applications to evaluators
You can then distribute applications among evaluators (or assign all applications to one evaluator / all evaluators) in the „Applications“ in the menu at the programme level.
4. Sending applications for evaluation
If all applications you want to evaluate have an assigned evaluator, you can send them for evaluation.
Applicants will receive a notification email that their application has proceeded to evaluation, and evaluators will receive a notification that they need to evaluate the application.
Status of these applications automatically changes to „IN EVALUATION“.
5. Evaluation of applications by evaluators
Evaluators will after logging into their account see a list of applications assigned to them and can begin evaluating.
After evaluation applications automatically appear in the „Approval“ tab sorted by total score.
Approval process
The approval process in the eGRANT system proceeds as follows:
1. Approval / rejection of individual applications
In the „Approval“ tab, you will find all evaluated applications. In the „decision“ column, select for each application whether it will be approved or rejected.
2. Proposed amount for approval
For those applications where you selected „APPROVED“ in the „approved amount“ column, a field for entering the proposed amount for approval will open.
3. Confirmation of approval
If the decision on approved / rejected applications and proposed amounts is final, you can click the „CONFIRM APPROVAL“ button – applicants will receive a notification about the approval / rejection and you will no longer be able to make changes in this tab.
