Efficient Funding Management with CiviCRM
The core business of foundations and other organizations that distribute funding involves receiving, reviewing and approving applications, disbursing funds and checking their proof of use.
All of this comes with a high administrative overhead, both for the funding organization and for the applying institutions. This calls for a powerful solution to digitize and the support the process – preferably open source, of course!
For Arbeit und Leben , we have developed a highly flexible software solution that combines CiviCRM and Drupal to optimize the entire funding process – from application to review and approval to proof of use.
Challenge: Application Management for Complex Organizations
In order to realize the wide range of educational and advisory services, Arbeit und Leben administers funding for its regional working groups. With over 120 local and regional organizations Arbeit und Leben has a nationwide presence in Germany.
The administrative work behind this is impressive: every day, the federal association receives applications for funding, which are checked and approved on a technical and accounting basis. The review is carried out in consultation between the applicant and the administrator. Once an application has been approved, the call for funds is created and the payment order is initiated, which is ultimately confirmed by the proof of use.
The process involves a lot of recurring tasks. However, there are enough exceptions that make automation difficult: Complex funding programs and special cases that require the experience and expertise of administrative personnel. So what we need is a solution that reduces the administrative workload while remaining flexible, configurable and expandable in order to meet the specific requirements of Arbeit und Leben.
Solution & Implementation: A Highly Flexible Framework
Together with Arbeit und Leben and a grant from the German Foundation for Engagement and Volunteering (DSEE), we have implemented one of our most ambitious software projects: the first CiviCRM funding application portal. This solution combines powerful CiviCRM extensions for comprehensive funding application management with a Drupal web portal for an improved digital application process.
The auditors and administrators of the Arbeit und Leben umbrella organization work primarily in CiviCRM to which the Funding Extension offers new functions for efficient funding management. It enables them to manage funding programs and budgets, define permissions , process incoming applications and track all application-related activities in one spot. Thanks to the high configurability of CiviCRM, Arbeit und Leben was able to implement their organization-specific requirements for the review process. Of course, the full range of regular CiviCRM functions is also available.
Applicants use a web portal connected to CiviCRM where they can fill out and submit program-specific application forms digitally. They receive an overview of their application status and, once approved, can download forwarding contracts, create where-used lists and upload supporting documents. This front end was realized with the open source CMS Drupal. Drupal’s existing tools and our newly developed modules offer a flexible construction kit with which we were able to implement extended portal functions. For example, Arbeit und Leben can provide an FAQ page about funding opportunities or offer self-service functions for applicants. Thanks to a custom theme, the web portal fits seamlessly into the existing corporate design.
Relevant Extensions & Tools
As part of the project, we have developed, adapted, or integrated the following extensions and modules (not exhaustive):
- funding (CiviCRM extension)
- civiremote_funding (Drupal module)
- drupal-json_forms (Drupal module)
- Opis JSON Schema + opis-json-schema-ext (PHP packages)
- Symfony ExpressionLanguage + expression-language-ext (PHP packages)
- external-file (CiviCRM extension)
- civiremote + cmrf + de.systopia.xcm + de.systopia.identitytracker (tool chain for connecting Drupal portal environments)
- de.systopia.civioffice (provided with new development interfaces)
Results: Better Application Management – For Everyone!
The resulting funding application portal simplifies the day-to-day work of everyone involved:
- The Arbeit und Leben federal association invests in a secure and solid technical infrastructure over which they have full control. The system does not become outdated, but grows with the organization.
- Unnecessary administrative work is taken off the shoulders of those responsible for allocating funding, so that they can focus their energies on their substantive work.
- The employees of the 120 regional working groups benefit from an efficient and transparent application process. Their access to funding is the basis for realizing their projects and thus an important contribution to political and social educational work.
Finally, the entire foundation sector can benefit from the newly created software solution. Because the technical framework is for everyone! As we develop our software products generically and publish them under a open-source license, there are numerous possibilities for application, configuration and further development.
Summary
SYSTOPIA and Arbeit und Leben e.V have built a highly flexible funding framework based on CiviCRM and Drupal. It digitalizes the entire fundings process, from application submission to fund approval and usage reporting. This open-source solution reduces administrative efforts while remaining adaptable to meet the specific requirements of organizations.
