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Overview of processes you can handle in eGRANT
In the eGRANT system, you can work with grant/subsidy applications from their receipt, through evaluation, approval and contracting all the way to settlement.
Receiving applications
To be able to receive applications in eGRANT, you need to open a programme (or multiple programmes) and create an application form.
After opening the programme, applicants can register on the landing page and start filling in their application. You can view each registered applicant in the list of applicants. Their applications (whether in draft or completed and submitted) can in turn be viewed in the list of applications.
Checking received applications
Directly in eGRANT, you also have the option to verify the applicants’ obligations in multiple registers (this feature is subject to a fee; if you are interested, please contact us).
If you need to carry out a formal check of applications based on a specific checklist, you can use custom forms and create this checklist in the form of a form designed for managers. If you issue any opinion or record regarding this check, you can use the templates feature, which enables automatic generation and sending of documents.
If needed, you also have the option to reopen an already submitted application and return it to the applicant for correction.
Evaluation and approval
In the eGRANT system, you can create access accounts for evaluators, to whom you assign applications to evaluate. After logging into their account, the evaluator will find a list of all applications to evaluate.
For evaluators, you create evaluation criteria, based on which they will evaluate the assigned applications. These criteria take the form of a mini form that is displayed to the evaluator on the right side of the screen after opening the application being evaluated. You have the option to return evaluations to evaluators for correction.
After all evaluators have submitted all their evaluations, the scores are totalled and the applications are displayed sorted by score in the „Approval “. Here you have the option to manually enter the proposed amounts for approval for individual applications. If the approved amounts match the requested amounts, you have the option of automatic approval of projects (up to the budget allocated for grants).
Contracting
For all approved applications, you can automatically generate a contract based on a template document that you upload to eGRANT. The generated contracts with data loaded from the application can then be sent automatically to the applicants’ email addresses.
Settlement
In the settlement process, you can use final reports, as well as interim reports. You create both in the form of a form that the applicant fills in similarly to the grant/subsidy application form.
In the final and interim report forms, you can pull data from other forms (e.g. from the grant/subsidy application form).
You can either accept (approve) or return the submitted final and interim report to the applicant for correction.
Participatory budget
In the eGRANT system, you can also manage the participatory budget – from receiving ideas, through assessment, public voting, approval and contracting all the way to settlement, in the same way as when managing grants.
The processes of receiving ideas/projects, their checking, assessment, contracting and settlement are the same as for grant management in eGRANT and you will find them explained in this manual, divided into categories.
The process of public voting and any other specificities related to the participatory budget can be found under the separate category „Participatory budget“.