Take advantage of these paperless grant-seeking tools

Great news! You can now add the word “eGrants” to your ever-burgeoning list of eWords. For several years, software programs have been available that allow you to search for funding sources. But now, technology is being incorporated into both the writing and the application process as well, making grant-seeking easier than ever.

In this column, I will discuss the eGrants system currently being used in Pennsylvania, the e-GAPS system recently initiated by the federal Department of Education, and eGrants Manager, a web-based education grants management system now available from Enterprises Computing Services.

Pennsylvania’s eGrants system

Both Governor Tom Ridge and Secretary of Education Eugene Hickok are committed to transforming education and government using technology. As part of this effort, the Pennsylvania Department of Education began in 1999 to pioneer a new way of distributing, collecting, and processing grant applications using the internet.

This electronic application, known as eGrants, was initiated with several federal programs and now is being deployed for all of the department’s grant programs. Currently, all Pennsylvania applicants must use the eGrants system to submit their Technology Literacy Challenge Fund applications, because the department is only accepting electronic submissions.

Interested applicants log on to the system and receive a user ID and password. Applicants are able to make revisions and changes until the application is complete and the “submit to the Pennsylvania Department of Education” button is pushed.

Applicants can continue to view their applications after submission, but they cannot make any changes.

This competition also represents a first for the eGrants system, as an electronic peer review process will be used. Reviewers will receive training on the electronic system and then will be asked to review grants at their convenience (on their own computers) within a designated time frame.

The advantages of the eGrant system include the reduction of paperwork needed during the application process, as well as error reduction, streamlined processing, and several tracking features that allow applicants to monitor the progress of their grants. For more information about this program, see the link at the bottom of this column.

U.S. Department of Education’s e-GAPS system

In February, the U.S. Department of Education (ED) announced its Electronic Grant Application Package System, known as e-GAPS. This system, which allows applicants to prepare and submit their proposals online, is being piloted in the Office of Bilingual Education and Minority Languages and the Office of Postsecondary Education.

Later this year, additional programs in the Office of Vocational and Adult Education and the Office of Educational Research and Improvement also will test this electronic system.

Applicants who use e-GAPS will be able to update, delete, and view their existing grant application online, and they will be able to check the status of applications that have been submitted.

ED estimates that half of its grant competitions will use e-GAPS by the 2001 fiscal year (the government’s fiscal year runs from October through September) and that all competitions will be using e-GAPS by FY 2002. For more information, visit the link below and click on “e-GAPS.”

Enterprises Computing Services’ eGrants Manager

Enterprises Computing Services (ECS), an Atlanta-based software development and services company, recently announced the availability of its eGrants Manager system. eGrants Manager is a web-based grants management system that allows users to browse, search, retrieve, prepare, and submit applications via the internet.

This system allows applicants to prepare their applications as a single entity or as a collaborative process. It also automates the approval process at the state level and tracks the disbursement of funds once you get a grant.

eGrants Manager is a web-based software application that consists of two modules, the eGrants Store and the Claims module. The eGrants Store is a database containing funding source applications, supporting documents, and online approval processing at the state level. The Claims module allows grantees to request payments from approved allocations of funding, track these disbursements against budgets, and run accompanying reports.

These modules can be customized, and ECS says its eGrants Manager is scalable for either state departments of education or mid- to large-sized school districts. For more information about this system, see the link below.

Savvy grant writers should check out these new programs and learn how to use technology to streamline their own grant application and management processes. A future with no more paper proposals is right around the corner!

I’m sure there are other systems currently in use across the country to streamline the grants process. Please feel free to eMail me and tell me about them for a future column. n


Pennsylvania’s eGrants system


U.S. Department of Education’s e-GAPS system


Enterprise Computing Services’ eGrants Manager


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