Why Local Authorities Are Going Digital with Grant Management

Introduction

In an ever-evolving digital landscape, local authorities are increasingly leaning towards digital solutions to manage grants effectively. This transition is key to ensuring resources are allocated efficiently and transparently to grantees. The adoption of digital grant management systems marks a significant shift, responding to both technological advancements and the pressing need for streamlined operations in the public sector.

“It’s not enough for government to just ‘keep up’ with the scale of change happening all around us. We have to understand it, use it, and shape it. And we must grasp every opportunity to drive greater value for money for the taxpayer.”
— Rt Hon Peter Kyle MP, Secretary of State for Science, Innovation and Technology
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Real-world implementations further demonstrate these benefits. Multiple councils across Ireland and the UK have already transformed their grant management processes with platforms like Submit.com, leading to faster approvals, improved oversight, and a seamless applicant experience. You can explore how local governments are digitizing operations in these grant management success stories and municipal-level case studies. Check out the following short summary to get an insight into how traditional methods vastly differ from digital grant management:

Traditional vs. Digital Grant Management

Feature	Traditional Methods	Digital Grant Management
Application Processing Time	Manual, time-consuming (weeks)	Automated, faster (days)
Document Handling	Paper-based, prone to loss	Centralized, cloud-based
Grantee Communication	Emails/Phone Calls	Real-time updates & status tracking
Reporting & Compliance	Manual spreadsheets	Instant dashboards & audit trails
Transparency & Oversight	Limited visibility	End-to-end transparency

The Shift to Digital Grant Management

Manual, paper-based grant management often comes with serious challenges—lengthy processing times, inconsistent data handling, and a lack of real-time visibility. As local authorities face increasing pressure to do more with less, digital transformation is no longer optional.

A strong example of this shift comes from the U.S. Department of Health and Human Services (HHS), which implemented a modernized grants management system in 2020. The result? A 30% reduction in application processing time and a 25% boost in applicant satisfaction.
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Manual vs. Digital Grant Processing Improvements

Metric	Manual Process	Digital Solution
Application Processing Time	4–6 weeks	Reduced by 30% (approx. 2–3 weeks)
Admin Time per Application	1–2 hours	30–50% less due to automation
Applicant Satisfaction Rate	Moderate (50–60%)	Increased to 75–85%

Disclaimer: These figures are based on general industry trends, public case studies (including from Submit.com), and internal research conducted across digital transformation projects in the public sector.

Key Drivers Behind the Transition

Several critical forces are accelerating the move toward digital grant management in local government:

• Transparency and Accountability: Digital platforms offer real-time visibility into the grant lifecycle — from application to funding and reporting — helping ensure funds are used appropriately and outcomes are measurable.
• Data-Driven Decision-Making: Built-in analytics and performance dashboards enable smarter, faster funding decisions.
• Remote Work Readiness: Cloud-based grant platforms support secure, centralized access from any location — proven vital during the pandemic.
• Automation and Compliance: Digital systems reduce manual errors, speed up approvals, and ensure regulatory compliance with built-in reminders and workflows.
• Cost Efficiency: Councils reduce paper, postage, and repetitive admin tasks — saving time and money.
• Smarter Data Strategy: Unified platforms enable better interdepartmental coordination and long-term service improvement.

“By automating repetitive tasks, technology allows grant managers to focus on more strategic aspects of grants management, such as relationship-building and program development. This shift not only improves efficiency but also enhances the overall effectiveness of the grants management process.”
— Viderity, The Future of Grants Management

Enhanced Efficiency and Agility

Digital grant management systems significantly enhance operational efficiency by automating repetitive tasks, reducing manual workload, and creating consistency across the grant lifecycle. These systems don’t just replace paper — they introduce speed, visibility, and accountability into the process.

Many platforms integrate with familiar tools like Microsoft Excel, Teams, and Outlook, enabling seamless application processing, review, and approval. This integration reduces turnaround times and supports real-time collaboration across departments.

The agility of digital platforms allows councils to quickly adapt to policy changes or applicant needs. With secure, remote access and centralized dashboards, decision-makers can collaborate in real time — from anywhere — using the latest data.

With features like automated workflows, task alerts, and built-in audit trails, these platforms drive consistency, transparency, and execution excellence — empowering local authorities to run their grant programs with confidence.

Before vs. After: How Digital Grant Management Improves Efficiency

Process	Manual System	With Digital Grant Management
Application Review	Paper-based, scattered, easy to miss steps	Centralized access, status tracking
Communication & Collaboration	Email threads, in-person meetings	Shared dashboards, instant updates
Turnaround Time	4–6 weeks	Reduced by up to 30–40%
Compliance Tracking	Manual spreadsheets, prone to errors	Automated alerts and audit-ready logs
Remote Access	Not feasible	100% secure cloud access

Note: These benchmarks reflect industry trends and Submit.com client insights.

Improved Applicant Experience

For applicants, transitioning to digital platforms offers a more intuitive, accessible, and transparent experience.

Rather than dealing with printed forms or lengthy PDFs, applicants can now submit proposals through user-friendly online portals — accessible anytime, from anywhere. These platforms let users track application status in real time, receive automated updates, and get notified when action is needed — significantly reducing frustration and uncertainty.

Automation adds another layer of support: clear instructions, pre-set templates, and automatic reminders help applicants stay on track and complete submissions confidently. These systems minimize errors, reduce delays, and boost applicant satisfaction.

Some digital platforms even use personalization tools and analytics to tailor communication — making the process smoother, especially for smaller organizations and first-time applicants.

“The platform’s user-friendly nature, coupled with responsive support, has not only streamlined operations for KHF but also empowered smaller community organizations in the grant application process.”
— Dr. Cliona Hannon, CEO, The Katharine Howard Foundation

Addressing Data Overload

One of the significant challenges in digitizing grant management is handling large volumes of data. Modern data management tools play a crucial role in streamlining the data collection process, eliminating delays associated with manual entry. Unlike traditional spreadsheets, digital platforms organize data points in a structured, easily searchable manner.

By developing a robust data strategy, organizations can better harness automation capabilities to manage extensive datasets efficiently. Advanced analytics tools swiftly process and interpret data, ensuring integrity and providing actionable insights — allowing local authorities to make informed decisions without being overwhelmed by excessive information.

Moreover, automated archiving and retrieval systems ensure that historical data remains accessible without clutter or confusion. To explore how digital tools can transform your data collection process, visit our Data Collection Software page.

Traditional vs. Digital Data Handling

Traditional Method	Digital Platform
Manual data entry	Automated data capture
Disparate spreadsheets	Centralized, integrated database
Limited searchability	Advanced search and filtering
Time-consuming manual analysis	Real-time analytics and dashboards
Risk of loss or duplication	Secure cloud storage

Case Study: Efficient Processes in Action

One shining example of digital grant management in action is the experience of the High Fives Foundation. Tasked with processing applications for over 250 athletes, the organization needed a smarter way to manage its growing volume of requests.

By implementing a cutting-edge digital solution through Submit.com, they streamlined their entire grant process, dramatically improving both staff efficiency and applicant experience.

“A grant application management game changer! Submit allowed us to streamline our grant process while allowing for better control and input from key Board members.”
— Trey Humphrey, Foundation Manager, High Fives Foundation
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The shift eliminated time-consuming manual work like reading and sorting through every application. With features like automated scoring, tag-based filtering, and mobile-accessible portals, the Foundation could focus on strategic impact rather than administrative burden.

Even more, collaborative tools enabled Board-level decision-makers to review and weigh in directly through the system — improving teamwork and transparency.

This case underscores the transformative potential of digital systems in modern grantmaking: streamlining processes, improving communication, and aligning grant decisions with organizational priorities.

Pre vs. Post Implementation Snapshot

Metric	Before Submit	After Submit
Application Volume	~150–200 per cycle	250+ athletes
Processing Workflow	Google Forms + spreadsheets	Centralized platform with scoring + tagging
Time to Evaluate Applications	Manual review of all entries	Automated scoring & tag-based filtering
Staff Collaboration	Informal, siloed	Board-level input via centralized access
Applicant Experience	Desktop-only, form-based	Mobile-friendly, smooth and structured UX

Modernization Sparking Innovation

Digital grant management isn’t just about upgrading existing processes. It enables innovation through predictive analytics, better applicant matching, and proactive funding aligned with community needs. As more local authorities adopt modern tools, their ability to respond to emerging issues improves significantly.

The Future of Grant Management

The future of grant technology is being shaped by powerful innovations. Platforms are becoming smarter, faster, and more user-centric. Authorities are increasingly using:

• AI & machine learning to forecast needs and evaluate grants
• Blockchain to ensure secure and auditable grant processes
• Cloud-based collaboration for remote, real-time teamwork
• User-focused design to make application systems more inclusive

Predictions for Local Authorities

Over the next few years, local authorities will likely integrate digital grant systems as a core part of governance. Expect a shift toward:

• AI-driven insights becoming standard in grant decision-making
• Seamless integrations with legacy systems and public portals
• Mobile-first platforms improving accessibility for all users
• Real-time dashboards enabling better transparency and agility

Long-Term Strategic Impact

The long-term benefits of digital grant management are strategic in nature. Local governments can improve efficiency, reduce redundancy, and direct funding toward measurable outcomes. These systems empower data-informed policy decisions, build public trust through transparency, and help ensure equitable access to opportunities.

What Are the Risks of Not Going Digital?

Manual systems come with significant downsides. Without digital transformation, local authorities face:

• Longer application processing times
• Greater risk of errors in data and documentation
• Limited visibility and tracking during audits
• Difficulty scaling or adjusting to new policies and demand

How Can Authorities Ensure Data Security?

Data protection is critical when digitizing public systems. Authorities should follow industry-standard best practices such as:

• Secure cloud hosting with encryption at rest and in transit
• Access control through role-based permissions
• Regular data backups with disaster recovery protocols
• Staff training on cybersecurity and data handling policies

FAQs

How does digital grant management save time?

Automation reduces time spent on repetitive admin tasks like data entry, follow-ups, and file organization. With templates, auto-reminders, and centralized dashboards, grant cycles are completed faster and with fewer errors.

What are the risks of not adopting digital solutions?

Without digital systems, local authorities risk inefficiencies, delays, compliance issues, and reduced visibility. It can also impact public confidence due to inconsistent communication and tracking.

How can authorities ensure data security during the transition?

A combination of cloud security, staff training, and robust compliance policies will ensure that sensitive grant data remains safe throughout digital adoption.

Ready to Streamline Your Grant Management?

Discover how Submit can help your team digitize workflows, reduce processing times, and deliver better outcomes — all in one intuitive platform.