Beyond Features: How Process Scope Shapes a Successful GMS Tender
When grantmaking organisations begin looking for a new Grant Management System (GMS), the starting point is often a long list of functional requirements. Features matter, of course – from online applications to reviewer portals and reporting dashboards. But experience shows that it’s the process scope – the way applications are received, reviewed, approved, paid, and monitored – that often determines whether a system succeeds.
Over the past 30 years, we’ve worked with funders across research, culture, health, and the public sector. A consistent challenge we see is that tenders and RFPs tend to under-specify areas such as workflows, volumes, integrations, compliance, and future growth. This can lead to unclear expectations during procurement or gaps in delivery once a system is in place
To help address this, we’ve created a free Implementation Scope Questionnaire. It’s designed as a practical tool that any grantmaker can use to:
- Map current and future processes in more detail.
- Clarify volumes, workflows, and resourcing needs.
- Anticipate configuration, governance, and adoption issues.
- Write clearer, more complete tender documents.
The questionnaire covers core areas such as application workflows, review processes, monitoring and evaluation, claims and payments, reporting, accessibility, compliance, and even AI readiness. It goes beyond a “feature tick list” to prompt deeper thinking about how your organisation works today, and how you want it to evolve.
Whether or not you are planning to issue a tender, this resource can help you better understand your needs and have more productive conversations with potential partners.
Download the free GMS Implementation Scope
By including process scope alongside functional requirements, grantmakers can ensure their tenders set the stage for stronger partnerships, smoother implementations, and systems that genuinely support their mission.
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Making End-of-Year Reporting Easier for Grantmakers
As we enter Q4, grantmaking organisations everywhere are busy compiling reports, analysing outcomes, and preparing for annual reviews. End-of-year grant management reporting can be one of the most time-consuming parts of the grant cycle, but it’s also one of the most valuable. It’s the moment when data turns into insight, helping funders measure impact, identify […]
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Buy vs Build in Grant Management
When organisations plan new grant management systems, one question surfaces time and again: should we buy a proven solution, or build one on existing platforms? Clear policy direction Governments across Europe have set out strong guidance on this choice. In the UK, the Technology Code of Practice emphasises buying commodity software where it exists, and only building bespoke solutions when there […]
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Is your Grant Management System being retired?
The grant management software landscape is entering a period of significant change. Two widely used platforms – Symplectic Grant Tracker and Salesforce Foundation Connect – have announced retirement timelines, both set to reach end-of-life by the end of 2026. For many public funders, research institutions, and philanthropic foundations, this presents a challenge – but also […]
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AIMS Partners with ValidSign to Bring Secure Digital Signatures to Grant Management
At AIMS, we’re always looking for ways to help our clients streamline their grant management processes and reduce administrative burden. That’s why we’re thrilled to announce our new partnership with ValidSign, a leading provider of secure, legally compliant digital signature solutions. This integration brings native e-signature functionality directly into the AIMS platform -meaning you can […]
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Security and Trust at the Core of AIMS Grant Management
As more organisations turn to digital solutions for managing their funding programmes, confidence in cloud-based systems’ security, reliability, and regulatory compliance has never been more important. At AIMS Software Limited, we understand that trust isn’t earned through promises but through proven practice.That’s why we’ve built security and risk management into the DNA of our grant […]
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Belgian Federal Science Policy Office go live with AIMS
BELSPO using AIMS Grant Management Software to manage research programmes We are excited to announce that the Belgian Federal Science Policy Office (BELSPO) has successfully gone live with AIMS Grant Management Software to manage its research grant programmes. This marks a significant milestone in our partnership, and we are thrilled to see them begin utilising […]
