Save the Bay

Nonprofit and Grantseeking Clients

Client Background

Save the Bay, Inc. is a nonprofit organization with an operating budget of $3.4 million and a staff size of 33. They are an environment and education focused nonprofit whose mission is to protect and improve Narragansett Bay while inspiring environmental stewardship for those who live and visit the region.

Challenge

Deadline Difficulties
Losing Data
Reporting Troubles Using Excel

We utilized an Excel spreadsheet for all our grant tracking and reporting prior to GrantHub. The document had become so large, with so many filters, that we had to keep a dry-erase 4-month outlook calendar to keep on top of deadlines, and we would still miss them. The Excel file was used by multiple staff members and constantly re-saved, so it was exceptionally easy for things to get missed, disappear, or be filtered out without knowing. Reporting in our Excel format was another challenge. It took me upwards of 8-10 hours to filter out every program area of the organization to report monthly to Leadership and the Board on requests pending, denied, and received. I needed to find a way to streamline the reporting process for the organization. Tracking deadlines not only for requests but also for reports was pivotal in why we needed software, as we missed some deadlines for both. The ability to have a system that kept a calendar for us and sent reminders, as well as a system that no one else on the team could “break” was really important to us. You're bound to lose data as you go when you’re constantly making changes to an Excel file and re-saving.

Solution

I came across GrantHub back in 2016 when I was doing a general online search for grant management software. I researched multiple systems, and sat in on numerous tutorial calls, before landing on GrantHub. I was really impressed with not only the responsiveness of the Foundant team in scheduling tutorials for me, and the price point, but the ability to come in early on GrantHub’s use to suggest things that would make it easier not only for our organization to use, but other organizations in the future. The team really worked with me to help use their established systems and develop new ones, in order to really customize GrantHub to be what we needed it to be. I just couldn’t walk away from that personalized service, the price point, or the functionality of the system for our organization, leading us to choose Foundant as our software provider.

GrantHub has changed the way my organization works in several ways. Our grant team (of 1.5) is much more efficient now. It’s easy to see what deadlines and tasks are coming up, assign them to the appropriate team members, and plan accordingly. The system is so easy to train new grant writers on – especially when we’re working remotely. As an organization that raises funds for multiple different programs, the ability to tag each opportunity by program area and fiscal year makes monthly reporting and ad hoc reports easy. Additionally, the ability to duplicate opportunities within funders has been such a time-saver, allowing us to focus on raising funds. We receive many multi-year grants and federal contracts for our programs. Being able to duplicate those opportunities from year to year, and change the award amounts each year, really has helped us see what money is coming in and what the staffing needs are for these grant-funded programs in advance. This has allowed us to always have a clear picture of where we are financially with grants and federal contracts. GrantHub has also improved our ability to establish our pipeline of grants and budget for the next fiscal year, as it would take us months to do so with our previous system. Managing our pipeline really was a full-time job before GrantHub, now it’s just a piece of the overall position and part of my day-to-day work. This opens additional hours for research, writing, grant management with staff, and cultivating relationships with new funders

Aside from GrantHub, partnering with Foundant has benefited our organization in so many ways. I have taken advantage of the on-demand chat feature many times and the team is so helpful and responsive. Even when there are issues that may not be able to be addressed immediately, the follow-through by the Foundant team is exceptional. I wish all companies ran this way on their customer service. The follow-on calls, emails, and support when you have issues show how this team consistently goes above and beyond for their customers. In addition, the pricing of GrantHub is nonprofit-friendly. I looked at systems that do half as much for double to triple the annual cost of GrantHub. When my role is to bring in funding to the organization, the last thing we need to do is put out thousands of dollars a year to help us with that. The price point isn’t even something we blink at any longer because of how efficient the system makes us as an organization. Overall, the partnership we’ve had since 2016 with Foundant has been incredible. From working directly with Tammy when we started using GrantHub to develop ways to track multi-year awards, to working with members of her team to figure out how best to pull reports where opportunities fall in multiple categories, has been easy, productive, and helpful. I feel like our early adoption of GrantHub has not only helped us transform and use the product how we best need it but has hopefully helped pave the way for other organizations and their use of the system. GrantHub has made my job a million times easier and more productive.

Results

Using GrantHub has helped us develop a robust, multi-year pipeline of foundation requests and anticipated funding to better prepare organizational budgets.